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Emergency Response - EM

AF	AS	BR	CL	CR	DL	DO	DP
EM	ER	FE	FI	GU	HE	HI	LG
LP	NA	ND	NL	NM	NP	OF	OM
OP	RA	RD	RI	RR	RT	SA	WP
Confidential Documents
BC	CC	DC	FC	LC	NC	PC	SC

Glossary of terms relating to file structure phase activities and file categories

Descriptions of 13.00 - 13.99

SRC Folder Code HZ/SF/RM/EM

NARA General Records Schedule N1-412-94-3/3

Definition

The Emergency Response (EM) program's goal is the protection of the public and the environment from immediate threats posed by emergencies involving hazardous substances and oil. The program's primary objectives are to take reasonable steps to prevent such emergencies; to prepare emergency response personnel at the federal, state, and local levels for such emergencies; and to respond quickly and decisively to such emergencies wherever and whenever they occur. EM documents relate to a removal or short-term actions and pertain to time-critical or emergency responses needed to correct a hazardous situation.

SDMS Keyword (Click on keyword to see description)

13.30    Access Agreement / Order
13.04    Action Memorandum
13.17    Applicable or Relevant and Appropriate Requirements (ARARs)
13.05    Ceiling Increase
13.16    Contractor Deliverable
13.01    Contractors' Removal Assessment Reports (TAT, START, etc.)
13.27    Engineering Evaluation / Cost Analyses (EE/CA)
13.07    Exemption Request, One Year
13.06    Exemption Request, Two Million Dollar
13.31    General Correspondence
13.29    Guidance Document (Regional)
13.19    HAZCAT Report
13.10    Health & Safety Plan (HASP)
13.26    Interim Remedial Measures (IRM) Document
13.12    Manifest / Chain of Custody
13.18    Natural Resource Trustee [Moved to RT phase]
13.28    Non-Time Critical Removal
13.13    Off-site Disposal Report
13.08    On-Scene Coordinator (OSC) Report or After Action Report
13.02    Pollution Reports (POLREP) [Investigative, Removal, or Progress Reports]
13.09    PRP Final Report (PRP-Prepared After Action Report)
13.21    Removal Design Report
13.23    Removal EPA Contractor Status Report
13.24    Removal PRP Contractor Status Report
13.25    Removal State Contractor Report
13.20    Removal or Removal Funded Report
13.22    Removal Workplan
13.15    Sampling QA/QC Workplan
13.11    Sampling & Analysis
13.14    Site Entry / Exit Log
13.03    Verbal Approval ROC / OSC $200,000 Authority (formerly $50,000)

13.99 Other

SDMS Keyword Description

13.01 Contractors' Removal Assessment Reports (TAT, START, etc.)

A contractor, Technical Assistance Team (TAT), performs a site assessment and compiles a report similar to a Preliminary Assessment. This is the report that EPA uses to determine whether or not a removal response is warranted.

13.02 Pollution Report (POLREP) [Investigative, Removal, or Progress Reports]

Pollution Reports (POLREP) can be investigative, removal or progress reports. They are clearly labeled "Pollution Report" and may be in memorandum format. POLREPS provide factual operational data relating to a release, specifically, a site description, incident description, preliminary assessment results, response activities, and project cost information. The initial POLREP will be sent within 24 hours of initiating a response action, if information is available. Once the initial report is completed, POLREPS would be sent on a routine basis (daily, or as significant developments warrant).

13.03 Verbal Approval (ROC / OSC)

This is a Record Of Communication giving verbal approval to the OSC to authorize payment of invoices up to $200,000 for removal work on the site.

13.04 Action Memorandum

This is a document prepared to request removal action funding or a report on removal activity. It provides site background, the proposed project and costs, and often provides sampling results for justification. This document can include an enforcement attachment, detailing enforcement strategy, which is Not For Public Release under FOIA. It is filed in Enforcement Confidential (NC) and the keyword code is 93.04. Generally "Action Memo" is included in the title or heading of the document.

13.05 Ceiling Increase

This is a memorandum requesting additional funding, above the $200,000 limit.

13.06 Two Million Dollar Exemption Request

If the project exceeds the $2 million limit (including other exemption requests), an exception document is generated.

13.07 One Year Exemption Request

If the project exceeds the twelve month time limit, an exception document is generated.

13.08 On-Scene Coordinator (OSC) Report or After Action Report

The On-Scene Coordinator (OSC) report is filed after a removal action has taken place and details what has been done and how successful it was.

13.09 PRP Final Report (PRP-Prepared After Action Report)

If a removal action was completed by the PRP, the after-action final report is filed by the PRP rather than the OSC.

13.10 Health & Safety Plan (HASP)

This is a plan that outlines health and safety procedures to be followed by workers while handling hazardous wastes during removal actions.

13.11 Sampling & Analysis

These are documents related to collecting, shipping, testing and analyzing samples of soil, water, wastes, or air from the site. These can include chain of custody, data, and summaries.

13.12 Manifest / Chain of Custody

These are documents that track the movement of hazardous wastes from one point to another. Usually each manifest is for a truck load, and shows the type and weight of waste transported from the site to a disposal facility. These documents may be called chain of custody, driver's tickets, waybills, or weight tickets as well as manifests.

13.13 Off-Site Disposal Report

These are documents relating to the disposal of hazardous wastes at another (off-site) location, usually a landfill.

13.14 Site Entry / Exit Log

This is a list or log of persons entering or leaving the hazardous waste site.

13.15 Sampling QA/QC Workplan

This document outlines total daily costs for removal actions.

13.16 Contractor Deliverable

These are reports, including progress reports or other studies, required of the contractor under the terms of the contract.

13.17 Applicable or Relevant and Appropriate Requirements (ARARs)

The response action must meet all applicable or relevant and appropriate requirements for protecting human health and the environment. It includes federal, state, and local regulations and requirements. Often this is a part of another report, in which case this would be a secondary Keyword.

13.19 HAZCAT Report

13.20 Removal or Removal Funded Report

13.21 Removal Design

13.22 Removal Workplan

13.23 Removal EPA Contractor Status Report

13.24 Removal PRP Contractor Status Report

13.25 Removal State Contractor Report

13.26 Interim Remedial Measures (IRM) Document

13.27 Engineering Evaluation / Cost Analyses (EE/CA)

The EE/CA identifies the objectives of the removal action and analyzes the effectiveness, implementability, and cost of various alternatives that may satisfy these objectives. An EE/CA serves an analogous function to, but is more streamlined than, the remedial investigation / feasibility study (RI/FS) conducted for remedial actions.

13.28 Non-Time Critical Removal

Non-time critical removal actions are conducted at Superfund sites when the lead Agency determines, based on the site evaluation, that a removal action is appropriate, and a planning period of at least six months is available before on-site activities must begin. Because non-time critical removal actions can address priority risks, they provide an important method of moving sites more quickly through the Superfund process.

13.29 Guidance Documents (Regional)

13.30 Access Agreements / Orders

The EPA is given authority in CERCLA to obtain access to property that is contaminated or threatened with contamination for implementing response actions. The access agreement should describe the activities that will occur and the planned restoration of the property, if any, upon completion. Access agreements are valid only for the current landowner whose signature is on the agreement and do not transfer to future property owners. NOTE: If an access agreement is generated during the Site Assessment (SA) phase, the agreement should be filed in the SA phase [10.17]. If an access agreement is generated during the Remedial phases, it is filed in the Enforcement, Legal Documents (NL) phase [30.04].

13.31 General Correspondence

Any correspondence including letters, memoranda, notes, and record of communications generated or received by the EPA.

13.99 Other

If the needed keyword code is not available, code to 13.99.

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