Revision History

  ---------- ------------------------------ --------------- ----------------
  Change                                                    
  Record                                                    

  Version    Description of Change          Change\         Change\
  Number                                    Effective Date  Entered By

  Revision 1 Update to the June 2003        June 8, 2004    CSC
             Database User Guide to address                 
             new functionality impacting                    
             database users                                 

  Revision 2 Revised to incorporate EPA     June 28, 2004   CSC
             changes provided to CSC on                     
             June 18, 2004                                  
  ---------- ------------------------------ --------------- ----------------

Table of Contents

[**Section 1. Process Overview 1-1**](#process-overview)

[1.1 Step 1 - Access / Login to the RAD Database
1-1](#step-1---access-login-to-the-rad-database)

[1.2 Step 2 - Search the RAD Database
1-4](#step-2---search-the-rad-database)

[1.3 Step 3 - Sort NESHAPS Report Documents
1-13](#step-3---sort-neshaps-report-documents)

[1.4 Step 4 - View, Save, and Print NESHAPS Report Documents
1-17](#step-4---view-save-and-print-neshaps-report-documents)

[1.5 Step 5 - View, Save, Print Reports / Attachments
1-20](#step-5---view-save-print-reports-attachments)

[1.6 Step 6 - System Configuration Document
1-22](#step-6---system-configuration-document)

[1.7 Step 7 - E-mail Notifications 1-23](#step-7---e-mail-notifications)

# Process Overview 

The process to submit your Radionuclide NESHAPS (R-NESHAPS) reports to
the U.S. Environmental Protection Agency (EPA) involves the following
steps:

1.  Access / Login to the RAD Database

2.  Search the RAD Database

3.  Sort NESHAPS Report Documents

4.  View, Save, and Print NESHAPS Report Documents

5.  View, Save, and Print Reports / Attachments

6.  System Configuration Document

7.  E-mail Notifications

## Step 1 - Access / Login to the RAD Database 

1.  You should have Internet Explorer (IE) 5.5 with 128-bit encryption.
    If you would like to download IE 5.5 or higher, go to the following
    Web site prior to accessing the Central Data Exchange (CDX):
    <http://www.microsoft.com/windows/ie/>.

```{=html}
<!-- -->
```
8.  After you have confirmed or loaded the correct version, go to the
    Internet via your browser (IE is the recommended browser) to access
    the radionuclide (RAD) database: [https://
    yosemite3/4.epa.gov/host/rpd/neshaps.nsf]().

9.  On the log in screen, read the information, and then click on the
    **Yes** button if you want to continue.

![](media/image5.png){width="5.684722222222222in"
height="3.807638888888889in"}

10. Type your User Name (proper case) and Password (case sensitive).
    This login is the same as your Webmail login. If you do not have a
    Webmail login, then go to step 5; otherwise go to step 6.

![](media/image6.png){width="4.842361111111111in"
height="3.3916666666666666in"}

11. For Users that do not have an EPA Lotus Notes Webmail account, go
    to: <https://yosemite.epa.gov/admin/globalreg.nsf>. Click on
    **Request a New Account** and complete the EPA Domino Servers User
    Registration form; and then click on the **Submit** **Request**
    button. Once an EPA Lotus Notes Webmail account has been
    established, you can then proceed.

![](media/image7.wmf){width="4.8375in" height="3.4791666666666665in"}

12. Once you read the Privacy Notice, click on the **Search the NESHAPS
    Database!** button to proceed to the RAD database, or click on one
    of the links at the bottom of the page (**EPA Home, Privacy and
    Security Notice, RAD NESHAPS Regulations, Contact Program Office**)
    for more information.

![](media/image8.png){width="4.842361111111111in"
height="3.0236111111111112in"}

The main search view will be displayed with the following search
criteria: keyword, region, facility (name), date to and from, state,
facility ID, status, and comments. The main view table also displays the
following data fields: date, state, facility, facility ID, report,
attachments, reviewer, and status. The facilities reports that are
listed will be limited to those facilities that are in your
jurisdiction.

EPA regions will only list facilities within their region; states will
only list facilities within their states; and headquarters (NESHAPS
Admin) will list all facilities, and a link to Edit System Configuration
document.

![](media/image9.png){width="4.842361111111111in"
height="3.5277777777777777in"}

##  Step 2 - Search the RAD Database 

The next several screen shots are examples to guide you through entering
search criteria and receiving results for the following criteria:
keyword, region, facility (name), to and from date, state, facility ID,
status, and comments.

For each search, you will need to either type in the desired search or
select from a pick list (when provided), and then click **Search**.

Multiple keyword searches are allowed. The SearchType field has two
choices, AND / OR, which determines how to combine multiple search
keywords.

To go back to the original entry page, click **Reset**.

![](media/image10.png){width="4.597222222222222in"
height="2.8555555555555556in"}

1.  For the *keyword* search example: type **Clayton** in the Keyword
    field, and then click **Search**.

![](media/image11.png){width="4.597222222222222in" height="3.0in"}

The search results page lists the search criteria, the number of
documents found (at the top of the page), and the reports that matched
the search criteria.

![](media/image12.png){width="5.002083333333333in" height="3.4875in"}

13. For searching by *region* (Headquarters), select the region from the
    pick list, and the click **Search**.

![](media/image13.png){width="5.002083333333333in"
height="3.463888888888889in"}

The search results page lists the search criteria, the number of
documents found (at the top of the page), and the reports that matched
the search criteria.

![](media/image14.png){width="5.002083333333333in"
height="3.439583333333333in"}

14. For searching by *State* (for region and headquarters only), select
    the state from the pick list, and then click **Search**.

![](media/image15.png){width="5.002083333333333in"
height="3.439583333333333in"}

The search results page lists the search criteria, the number of
documents found (at the top of the page), and the reports that matched
the search criteria.

![](media/image16.png){width="5.002083333333333in" height="3.4875in"}

15. For searching by *Status*, select the status types form the pick
    list, and then click **Search**.

![](media/image17.png){width="5.002083333333333in"
height="3.5118055555555556in"}

The search results page lists the search criteria, the number of
documents found (at the top of the page), and the reports that matched
the search criteria.

![](media/image18.png){width="5.002083333333333in"
height="3.5118055555555556in"}

16. For searching by *Facility* name, enter the facility you want to
    locate in the facility search field, and then click **Search**.

![](media/image19.png){width="5.002083333333333in"
height="3.5118055555555556in"}

The search results page lists the search criteria, the number of
documents found (at the top of the page), and the reports that matched
the search criteria.

![](media/image20.png){width="5.002083333333333in" height="3.4875in"}

17. For searching by *Facility ID*, enter all or part of the facility ID
    in the Facility ID search field, and then click **Search**.

![](media/image21.png){width="5.002083333333333in" height="3.4875in"}

The search results page lists the search criteria, the number of
documents found (at the top of the page), and the reports that matched
the search criteria.

![](media/image22.png){width="5.002083333333333in"
height="3.5118055555555556in"}

18. For searching by *Comments*, enter one or multiple words in the
    Comments search field, and then click **Search**.

![](media/image23.png){width="5.002083333333333in"
height="3.5118055555555556in"}

The search results page lists the search criteria, the number of
documents found (at the top of the page), and the reports that matched
the search criteria.

![](media/image24.png){width="5.002083333333333in"
height="3.5118055555555556in"}

19. For searching by *Date*, enter the dates in the **From Date** and
    **To Date** fields, and then click **Search**.

![](media/image25.png){width="5.002083333333333in"
height="3.5118055555555556in"}

The search results page lists the search criteria, the number of
documents found (at the top of the page), and the reports that matched
the search criteria.

![](media/image26.png){width="5.002083333333333in"
height="2.3354166666666667in"}

## Step 3 - Sort NESHAPS Report Documents

To sort documents by date, state, facility, facility ID, region,
reviewer, or status columns in the table, click on the column heading
(it will turn red).

Sort by Date

![](media/image27.png){width="5.002083333333333in"
height="2.767361111111111in"}

Sort by State

![](media/image28.png){width="5.002083333333333in"
height="3.183333333333333in"}

Sort by Facility

![](media/image29.png){width="5.002083333333333in"
height="3.063888888888889in"}

Sort by Facility ID

![](media/image30.png){width="5.002083333333333in"
height="3.1354166666666665in"}

Sort by Region

![](media/image31.png){width="5.002083333333333in"
height="3.183333333333333in"}

Sort by Reviewer

![](media/image32.png){width="5.002083333333333in"
height="3.167361111111111in"}

Sort by Status

![](media/image33.png){width="5.002083333333333in"
height="3.3833333333333333in"}

## Step 4 - View, Save, and Print NESHAPS Report Documents

To view the NESHAPS report document click on the date, state, facility,
facility ID, region, reviewer, or status on any NESHAPS report document
line.

You can click on the **Next** button at the bottom of the page to go to
the next page, and the **Previous** button to move back a page.

![](media/image34.png){width="5.002083333333333in"
height="3.3833333333333333in"}

To edit, click on the **Edit** button in the upper right corner of the
Web page.

![](media/image35.png){width="5.002083333333333in"
height="3.3833333333333333in"}

User can change status by clicking on the appropriate status.

User can add comments with or without changing the status by typing in
the comments.

![](media/image36.png){width="5.002083333333333in" height="3.4in"}

If the user selects the status "Reviewed with Comments", then the
document cannot be saved until the user enters comments. If the user
tries to save without entering comments, a pop-up box will appear and
instruct the user to enter comments.

All comments, along with the user information that entered the comments,
will be saved in the history field at the bottom of the document.

Once the document status is "Reviewed and Approved", then the only
headquarters (NESHAPS Admin) can edit the document.

![](media/image37.png){width="5.002083333333333in"
height="3.407638888888889in"}

To save, click on the **Save** button located in the upper right corner
of the Web page.

![](media/image38.jpeg){width="4.999305555555556in"
height="3.0652777777777778in"}

## Step 5 - View, Save, Print Reports / Attachments

When you mouse over the NESHAPS report (it will turn yellow), all the
attachment names will be displayed in the browser status bar (at the
bottom right of the browser).

1.  View Report then double click on the **Report** icon (paper clip)
    for the NESHAPS report.

```{=html}
<!-- -->
```
20. View other Attachments - if there is only one Attachment under the
    Attachment column, and then double click on the **Attachment** icon
    (book).

![](media/image39.png){width="4.500694444444444in"
height="3.1597222222222223in"}

21. View Report - Open the NESHAPS report document and double click on
    the report attachment text.

22. View other Attachments - if more than one, then open the NESHAPS
    report document and double click on the attachment text that you
    want to open.

![](media/image40.png){width="4.500694444444444in"
height="3.1354166666666665in"}

To save a report use the following for the different file formats

-   Word: Click on **Save As** in the File Menu on the top menu bar.

-   WordPerfect: Select **File Save**.

-   PDF: Click on the diskette icon in Adobe Acrobat.

To print the report, click on print in the File Menu on the top menu
bar.

![](media/image41.jpeg){width="4.499305555555556in"
height="2.9208333333333334in"}

## Step 6 - System Configuration Document

The System Configuration Document controls the Privacy / Security
information, links to other Web sites, Help Desk Number, Contact Program
Office e-mail address, e-mail notification reply to address, and the
date the document was last.

1.  Click on the **Edit System Configuration Document** link at the
    bottom of the page.

Only headquarters (NESHAPS Admin) can Edit / Save the System
Configuration document. To Edit / Save, click on the **Edit / Save**
button in the upper right corner of the Web page.

![](media/image42.png){width="4.500694444444444in"
height="3.191666666666667in"}

## Step 7 - E-mail Notifications

1.  Every time a new document is uploaded into the NESHAPS database, an
    automatic e-mail notification is sent to the region and state
    personnel responsible for reviewing the report.

```{=html}
<!-- -->
```
23. When the NESHAPS report document is edited, and the status is
    changed (only the initial time for each status), then an e-mail
    notification is sent to the region and state personnel responsible
    for the report.