### Session No. 7

**Session Title: Emergency Management Related Databases and Systems**

**Time:** Three Hours

**Objectives:**

At the conclusion of this session, students should be able to:

> 7.1 Clarify the distinction between data, databases, and information.
>
> 7.2 Explain the management considerations in designing and using data.

-   Explain the concepts of data dictionary, meta-data, usefulness of
    data, and models.

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-   Clarify the importance of a data directory and meta-data in data
    acquisition and use.

    3.  Explain the usefulness of a data set (Tier2 Hazardous Materials
        Inventories).

    4.  Explain the concept "Data Model" and provide an example.

    5.  Find emergency management data available on a national basis
        that can be used in hazards analysis.

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-   Identify and explain the nature two databases (chemical and
    population) available on a national, state and local level.

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-   Clarify how chemical and population data can be acquired and used by
    the emergency management community.

    6.  Identify databases from federal agencies.

    7.  Identify two examples of Hazardous Chemical (Text Data)
        References.

**Scope:** This session will explain the concept data and information.
It will illustrate how technology is allowing easy access to both data
and information for emergency management. The session will identify
sources of emergency management related data, as well as innovative
systems that allow the user to search, sort, and save data from large
data sets. The importance of meta-data will be stressed in evaluating
data available from national, state and local sources. Students will be
asked to examine one database system and explain how the data can be
used in hazards analysis at the local level.

**Readings:**

> **Instructor and Student**

Alter, Steven. *Information Systems: A Management Perspective.* Menlo
Park, CA: The Benjamin/Cummings Publishing Company. 1996. Pp. 144 --
183.

Gates, Bill. *The Road Ahead.* New York: Penguin Books, 1996, (Chapter 6
and 7).

U.S. Environmental Protection Agency. "Emergency Response Notification
System," See Readings: 7-ERNS Case Study (Word File).

U.S. Environmental Protection Agency. Integrated Risk Information
System. See: <http://www.epa.gov/ngispgm3/iris/index.html>. See also
Readings: 7-IRIS (Word File).

> **References**

Brown, John Seeley. "Reinventing the Corporation." *Harvard Business
Review,* Jan. Feb. 1991, 108.

Davenport, Thomas H. *Process Improvement:* *Reengineering Work through
Information Technology.* Boston: Harvard Business School Press, 1993.

Markus, M. Lynne, and Mark Keil. "If We Build It, They Will Come:
Designing Information Systems That People Want To Use." *Sloan
Management Review,* Summer 1994, pp. 11 -- 25.

"When Machines Screw Up," *Forbes,* June 7, 1993. pp. 110 -- 111.

###### Remarks:

**7.1 Data**

Data is a fact or things that are known. Data is something that is used
as a basis for discussion, decision-making, calculating, or measuring.
For example, data might be the number of hours it takes to drive from
point "A" to point "B" at 60 miles per hour or the elevation of a school
that is used as a shelter in a community subjected to frequent heavy
rains. When data is processed or used in some form of analysis, it can
be converted into information. For example, a small community might have
six schools constructed or remodeled between 1959 and 1992. When each
school is assessed as to factors affecting shelter location, only four
may be suitable as a shelter in a hurricane. Specific facts or data
about each school are assessed to determine if it is suitable as a
disaster shelter. The suitable shelters are thus the result of processed
data and, therefore, fall under the concept of information.

> **Question for the Class:** Alter (1996, page 151) notes that data is
> in several formats including: text, images, audio, video, and
> relational databases (numerical or alphabetical items arranged in a
> pre-specified format). Using the data formats noted by Alter, provide
> examples of data useful to emergency managers.
>
> *Relational database: Hospitals, nursing homes, shelters, weather data
> from a remote weather station, chemical inventories of facilities
> (Tier2 Reports) and electrical utilities.*
>
> *Text: List of daycare centers and schools with addresses, phone
> numbers, and characteristics.*
>
> *Images: Digital or printed photos of critical facilities (schools,
> hospitals, or nursing homes), maps of the county or city, site plan of
> a facility.*
>
> *Audio and Video: Recording of a civil disturbance, documenting the
> closing of a bridge for repairs, or recording of weather conditions
> from a monitoring station.*

##### ***Database Terms***

*Database:* A set of tables containing data records that describe a
real-life system.

*Table:* A set of data arranged in rows and columns reflecting
individual records and fields.

*Field:* A subdivision of a record; it contains a single piece of data.

*Record:* A collection of fields or a row of a table representing one
entry.

*Relational Database:* A database that has been optimized for data
storage using the relational normalization model. A relational database
is comprised of a number of related tables. Each table is made up of
rows of data (records) and each record contains information organized
into columns (fields). When tables are related, they contain a common
element or field. The common fields allow for matching of information
between tables.

***Case Example***

The Integrated Risk Information System (IRIS), prepared and maintained
by the U.S. Environmental Protection Agency (U.S. EPA), is an electronic
data base containing information on human health effects that may result
from exposure to various chemicals in the environment. IRIS was
initially developed for EPA staff in response to a growing demand for
consistent information on chemical substances for use in risk
assessments, decision-making and regulatory activities. The information
in IRIS is intended for those without extensive training in toxicology,
but with some knowledge of health sciences. The heart of the IRIS system
is its collection of computer files covering individual chemicals. These
chemical files contain descriptive and quantitative information in the
following categories:

-   Oral reference doses and inhalation reference concentrations (RfDs
    and RfCs, respectively) for chronic noncarcinogenic health effects.

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-   Hazard identification, oral slope factors, and oral and inhalation
    unit risks for carcinogenic effects.

To aid users in accessing and understanding the data in the IRIS
chemical files, the following supportive documentation is provided:

-   Alphabetical list of the chemical files in IRIS, searchable by name
    and CASRN (Chemical Abstracts Service Registry Number).

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-   Background documents and references that describe the rationales and
    methods used to develop the values and associated information in the
    chemical files.

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-   A discussion of the limitations to the use of information in IRIS.

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-   A glossary of scientific terms used in the chemical files and in the
    background documents, and a definition of acronyms and abbreviations
    used.

***Risk Assessment and Risk Management***

The information in IRIS is intended for use in protecting public health
through risk assessment and risk management. These two processes are
briefly explained below.

Risk assessment has been defined as "the characterization of the
potential adverse health effects of human exposures to environmental
hazards" (NRC, 1983). In a risk assessment, the extent to which a group
of people has been or may be exposed to a certain chemical is
determined, and the extent of exposure is then considered in relation to
the kind and degree of hazard posed by the chemical, thereby permitting
an estimate to be made of the present or potential health risk to the
group of people involved.

Risk assessment information is used in the risk management process in
deciding how to protect public health. Examples of risk management
actions include deciding how much of a chemical a company may discharge
into a river; deciding which substances may be stored at a hazardous
waste disposal facility; deciding to what extent a hazardous waste site
must be cleaned up; setting permit levels for discharge, storage, or
transport; establishing levels for air emissions; and determining
allowable levels of contamination in drinking water.

Essentially, risk assessment provides INFORMATION on the health risk,
and risk management is the ACTION taken based on that information.

For more information on IRIS see: <http://www.epa.gov/ngispgm3/iris/>.

**Class Activity**

This case study includes a set of tables drawn from facilities in a
county. Identify each of the following from the case: 1) database; 2)
table; 3) field; 4) record, and relational database. Student materials
for this activity are included under 7-Tier2 Case #1 (a Word document)
with the student reading.

**Case Study**

Tier2 Reports includes several tables (Chems.dbf, Facils.dbf, and
Locats.dbf). Together these three tables comprise a database (Tier2 for
the specific county or facility). Each table has individual records or
entries. Together the tables are linked by a common field (facil_id)
which makes the table related and thus a relational database.

-   Have the class identify examples of the following:

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-   Records

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-   Fields

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-   Common fields

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-   Review the description of the filelds included in the chems.dbf,
    locats.dbf, and facils.dbf. Have members of the class identify how
    they could use the information from the tables which comprise the
    Tier2 database.

The Facils.dbf table includes data reflecting the name and address of
each facility as well as contact information including phone listings. A
useful piece of information included in this table is the FSIC which is
the Facility Standard Industrial Classification Code. This code
structure was prepared by the U.S. Department of Commerce to categorize
businesses by their type of operation. This information is especially
useful to the emergency manager since the SIC provides a description of
the activities of the enterprise.

An important part of the facils.dbf and the other tables that comprise
the Tier2 database is the "Idnum" field. This number is unique for each
facility and provides a common link for the set of tables that comprise
the Tier2 Database. Records for a facility from one table can be linked
to the facility records in the chems.dbf and the locats.dbf.

The chems.dbf table includes specific information on the type of
hazardous substances at the facility as well as how each substance is
stored on site and any specific dangers posed by it. The presence of the
CAS (chemical abstract number) provides a universal coding of chemicals
included in this table and an easy means of identifying the substance at
a specific facility. A second element included in this table is an
indication of the time the substance is at a facility (A_MAX and A_AVG).
These references state the maximum and average number of days a
substance is on site.

The locats.dbf provides information on the location of the specific
substance at a facility. It should be noted that the table does not
provide information on the size of container for that substance.
Unfortunately, this is a critical piece of data that is not included in
this database.

-   The Tier2 Database was developed to provide state and local
    governments, Local Emergency Planning Committees, and citizens with
    information relating to chemical hazards in a community and the
    state. From an emergency management perspective, does the database
    provide the critical information concerning the nature of local
    risks from hazardous chemicals?

The Tier2 database was created to provide information to local LEPCs,
state agencies, and citizens on the nature of hazardous chemicals
processed in the community. It provides a basis for examining the
relative risk of hazardous chemicals at a state level and in a local
community. Specific chemicals are identified by facility and information
on how to contact a facility to request additional information on a
substance. Although it would be desirable to have additional information
on the size of the container of a substance, once a high risk substance
is identified, additional data may be requested from the facility. The
database provides sufficient information to make an initial assessment
of the relative risk of substances in a community and a basis for
obtaining additional information from a site for selected substances.

###### 7.2 Management Considerations

The most costly and time consuming part of developing a useful
information system is the design of the data tables. The system should
allow the user to sort or find information quickly and accurately with
ease of effort. After systems are designed, support staff often tell the
manager that the information system cannot meet the need it was designed
for. Planning can prevent or minimize this problem and ensure that the
system is responsive to the user's needs. Time should be taken in
setting up the database to identify how and by whom the system will be
used. The types of data should be outlined before system is selected. In
addition, the system should be easily adaptable to reflect the special
needs of the user. A critical part of any database is documentation or
creating a data dictionary.

***Data Dictionary (or Meta Data)***

For the information in a database to be useful to the manager, users
must have confidence in the quality of the data. A "data dictionary," or
meta data, should be developed and maintained for each data set used by
an emergency manager. The data dictionary includes information as to
where the data was obtained, when and how the data was formatted, and
whether the data has been altered. In addition, the nature of the
database must be identified so that users fully understand what is
included in the database (*data dictionary*). The following are elements
of a data dictionary.

-   Name of each table and fields in a table

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-   Definition of each field

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-   Name of the file the data item is stored in

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-   Typical format for output

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-   Range or type of values for a record

## Description of data flow

-   Identification of user input screens

***Case Example: Tier2 Data Dictionary***

(See the student Reading: 7-Tier2 Data Dictionary---a Word document)

Name of Tables:

Facils.dbf set of facilities reporting hazardous chemicals

Chems.dbf set of hazardous chemical records

Locats.dbf specific locations on the site of hazardous chemicals

###### 

+----------------------+--------+---+----------------------------+----+
| ###### Defi          |        |   |                            |    |
| nition of each field |        |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ######               |        | # |                            | #  |
|                      |        | # |                            | ## |
|                      |        | # |                            | ## |
|                      |        | # |                            | #  |
|                      |        | # |                            |    |
|                      |        | # |                            |    |
|                      |        |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ######## **Tabl      |        |   |                            |    |
| e Name: Facils.dbf** |        |   |                            |    |
|                      |        |   |                            |    |
| ######               |        |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### Field         | ##     |   | **Length**                 |    |
|                      | #### T |   |                            |    |
| **Name**             | ype of |   |                            |    |
|                      |        |   |                            |    |
|                      | **     |   |                            |    |
|                      | Data** |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ######               | #      |   |                            |    |
|                      | #####  |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### IDNUM         | ##     |   | 6 Identification of the    |    |
|                      | #### C |   | Field                      |    |
+----------------------+--------+---+----------------------------+----+
| ###### FNAME         | ##     |   | 40 Facility Name           |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### FADDR         | ##     |   | 30 Address of the facility |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### FCITY         | ##     |   | 20 City of the facility    |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### FSTATE        | ##     |   | 2 State of facility        |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### FZIP          | ##     |   | 10 Zip Code                |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### FMAIL         | ##     |   | 30 Mailing Code            |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### FMCITY        | ##     |   | 20 Facility Name           |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### FMSTATE       | ##     |   | 2 Facility State           |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### FMZIP         | ##     |   | 10 Facility ZIP            |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### FPORC         | ##     |   | 20 Parish/County           |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### FSIC          | ##     |   | 4 SIC (Standard Industrial |    |
|                      | #### C |   | Code)                      |    |
+----------------------+--------+---+----------------------------+----+
| ###### DUN_BRAD      | ##     |   | 9 Facility ID              |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### CEN_TRAC      | ##     |   | 7 Census Track Name        |    |
|                      | #### N |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### ONAME         | ##     |   | 40 Owner's name            |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### OPHON         | ##     |   | 13 Owner's phone           |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### OADDR         | ##     |   | 30 Owner's address         |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### OCITY         | ##     |   | 20 Owner's city            |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### OSTATE        | ##     |   | 2 Owner's state            |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### OZIP          | ###    |   | 10 Owner's zip             |    |
|                      | ### C  |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### C1_NM         | ##     |   | 20 Contact Name            |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### C1_TIT        | ##     |   | 20 Contact Title           |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### C1_PH         | ##     |   | 13 Contact Phone Number    |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### C1_PHA        | ##     |   | 13 Contact Phone           |    |
|                      | #### C |   | Number---Alternate         |    |
+----------------------+--------+---+----------------------------+----+
| ###### C2_NM         | ##     |   | 20 Contact #2 Name         |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### C2_TIT        | ##     |   | 20 Contact #2 Title        |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### C2_PH         | ##     |   | 13 Contact #2 Phone        |    |
|                      | #### C |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### C2_PHA        | ##     |   | 13 Contact #2 Phone        |    |
|                      | #### C |   | Number---Alternate         |    |
+----------------------+--------+---+----------------------------+----+
| ###### R_DATE        | ##     |   | Report Date                |    |
|                      | #### D |   |                            |    |
+----------------------+--------+---+----------------------------+----+
| ###### R_YEAR        | ##     |   | 4 Report Year              |    |
|                      | #### N |   |                            |    |
+----------------------+--------+---+----------------------------+----+

###  

+----------------+--------+--------------------------------------------+
| ###### Table N |        |                                            |
| ame: Chems.dbf |        |                                            |
+----------------+--------+--------------------------------------------+
|                |        |                                            |
+----------------+--------+--------------------------------------------+
| ###### Field   | ##     | **Length**                                 |
|                | #### T |                                            |
| **Name**       | ype of |                                            |
|                |        |                                            |
|                | **     |                                            |
|                | Data** |                                            |
+----------------+--------+--------------------------------------------+
| ######         | #      |                                            |
|                | #####  |                                            |
+----------------+--------+--------------------------------------------+
| ###### IDNUM   | ##     | 6 Identification of the Field              |
|                | #### C |                                            |
+----------------+--------+--------------------------------------------+
| ###### CAS     | ##     | 9 CAS Number (Chemical Abstract Number)    |
|                | #### C |                                            |
+----------------+--------+--------------------------------------------+
| ###### LA_CODE | ##     | 5 Louisiana Code for the substance         |
|                | #### C |                                            |
+----------------+--------+--------------------------------------------+
| ###### CH_NAME | ##     | 150 Chemical Name                          |
|                | #### C |                                            |
+----------------+--------+--------------------------------------------+
| ###### TR_SECR | ##     | 1 Trade Secret (Yes or No)                 |
|                | #### C |                                            |
+----------------+--------+--------------------------------------------+
| ###### CS_PUR  | ##     | 1 Is this a pure substance?                |
|                | #### C |                                            |
+----------------+--------+--------------------------------------------+
| ###### CS_MIX  | ##     | 1 Is the substance pure or a mixture?      |
|                | #### C |                                            |
+----------------+--------+--------------------------------------------+
| ###### CS_SOL  | ##     | 1 Is the substance solid?                  |
|                | #### C |                                            |
+----------------+--------+--------------------------------------------+
| ###### CS_LIQ  | ##     | 1 Is the substance a liquid?               |
|                | #### C |                                            |
+----------------+--------+--------------------------------------------+
| ###### CS_GAS  | ##     | 1 Is the substance a gas?                  |
|                | #### C |                                            |
+----------------+--------+--------------------------------------------+
| ###### CS_EHS  | ##     | 1 Is the substance EHS? (extremely         |
|                | #### C | hazardous substance)                       |
+----------------+--------+--------------------------------------------+
| #              | ##     | 3 Name of EHS                              |
| ##### EHS_NAME | #### C |                                            |
+----------------+--------+--------------------------------------------+
| ###### PH_FIRE | ##     | 1 Is the substance a fire hazard?          |
|                | #### C |                                            |
+----------------+--------+--------------------------------------------+
| ###### PH_PRRE | ##     | 1 Is the substance a pressure hazard?      |
|                | #### C |                                            |
+----------------+--------+--------------------------------------------+
| ###### PH_REAC | ##     | 1 Is the substance a reactive hazard?      |
|                | #### C |                                            |
+----------------+--------+--------------------------------------------+
| ###### PH_IMAC | ##     | 1 Is the substance an immediate risk to    |
|                | #### C | the health and safety of the public and    |
|                |        | workers?                                   |
+----------------+--------+--------------------------------------------+
| ###### PH_DECH | ##     | 1 Is the substance a delayed risk?         |
|                | #### C |                                            |
+----------------+--------+--------------------------------------------+
| ###### A_MAX   | ##     | 2 The maximum number of days the substance |
|                | #### C | is on site.                                |
+----------------+--------+--------------------------------------------+
| ###### A_AVG   | ##     | 2 The average number of days the substance |
|                | #### C | is on site.                                |
+----------------+--------+--------------------------------------------+
| ###### N_DAYS  | ##     | 3 Number of days the substance is on site. |
|                | #### N |                                            |
+----------------+--------+--------------------------------------------+

+---------------------+--------+--------------------------------------+
| ###### Tab          |        |                                      |
| le Name: Facils.dbf |        |                                      |
+---------------------+--------+--------------------------------------+
|                     |        |                                      |
+---------------------+--------+--------------------------------------+
| ###### Field        | ##     | **Length**                           |
|                     | #### T |                                      |
| **Name**            | ype of |                                      |
|                     |        |                                      |
|                     | **     |                                      |
|                     | Data** |                                      |
+---------------------+--------+--------------------------------------+
| ######              | #      |                                      |
|                     | #####  |                                      |
+---------------------+--------+--------------------------------------+
| ###### IDNUM        | ##     | 6 Identification of the Field        |
|                     | #### C |                                      |
+---------------------+--------+--------------------------------------+
| ###### CAS          | ##     | 9 CAS Number (Chemical Abstract      |
|                     | #### C | Number)                              |
+---------------------+--------+--------------------------------------+
| ###### CH_NAME      | ##     | 150 Chemical Name                    |
|                     | #### C |                                      |
+---------------------+--------+--------------------------------------+
| ###### LA_CODE      | ##     | 5 Louisiana Chemical Code            |
|                     | #### C |                                      |
+---------------------+--------+--------------------------------------+
| ###### ST_CODE      | ##     | 3 State Code                         |
|                     | #### C |                                      |
+---------------------+--------+--------------------------------------+
| ###### LOCATION     | ##     | 105 Location                         |
|                     | #### C |                                      |
+---------------------+--------+--------------------------------------+

*The Tier2 database is maintained at both the state and local level.
Records thus may be loaded into the database by local or state emergency
management staff on an annual basis. The database is updated annually;
revisions are not made during the reporting year which begins March 1 of
each year.*

**7.3 Usefulness of the Data**

Users of information systems should evaluate the data in relation to the
following elements:

-   Data Quality: Accuracy, precision, completeness, age, timeliness,
    and source.

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-   Accessibility: Availability and possible access restrictions.

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-   Information Presentation: Format of the data may limit the user in
    presenting information.

**Class Activity: Usefulness of the Data in Tier2**

Using the above criteria, evaluate the Tier2 database.

***Data Quality***

Accuracy: *The data reflects either electronic or paper records
submitted by a facility that has hazardous substances. Since there are
penalties for falsifying public records, the database should include an
accurate description of a facility's chemical inventory. Errors could be
included in the database from input errors made at either the submitting
facility, a state agency or the local government. Data quality checks
are conducted only at the state level.*

Precision: *The data provides specific information on facilities and
chemicals but not the actual amount of a substance on site.*

Completeness: *There is some concern by the emergency management
community over whether all facilities are reporting under the Community
Right to Know Act of 1986. The database however, does provide very
detailed information on the substance and the facility and is thus very
complete.*

Age: *A report submitted in March of a year reflects inventories from
the previous year. The information is thus rather dated.*

Timeliness: *The data is provided on an annual basis and thus does not
reflect the current situation during the year.*

Source: *The information is provided by the facility to the state and
local governments and thus is an accurate reflection of the facility's
chemical inventory.*

***Accessibility***

*Availability: The information from the Tier2 database is accessible
from either the state level or from a county. Until recently, most of
the records existed in paper form and had not been loaded in a computer
database.*

***Information Presentation***

*The tables are presented in a logical format and are easy to
understand. This database does not overwhelm the user with too much
data.*

**7.4 Data Models: The Application of Systems Theory to Databases**

Emergency managers should understand the intended use of the information
and clarify who will collect the data and input the data into the
system, and how the data will be used. Who and how the data will be used
should influence what data is collected, by whom, and how it will be
loaded into the system, and who will manipulate the data for users.
Simply creating a diagram explaining the data collection--input-output
process would be a data model.

###### *Case Example: Tier2 Database Reporting Model*

**Facility:** Completes the initial input of the data either in
electronic form or on paper. The tables, along with paper forms, are
sent to both a state Tier2 reporting agency and a local reporting agency
(local emergency planning committee, LEPC).

**State Agency:** Receives the paper or electronic forms from the
facility. Reviews the completeness of the data and stores the data. The
state does a quality control check on the data and sends the local
agency a summary of the reporting facilities for review by the LEPC.

**Local Emergency Planning Committee:** Receives the paper or electronic
forms from the facility. Reviews the completeness of the data and stores
the data. The LEPC receives a list of reporting facilities from the
state. The LEPC reviews the list and provides feedback to the state
Tier2 agency.

###### 7.5 Emergency Management Databases: Examples

National databases and information systems are available for public
access, use, and dissemination. These databases describe information
that is available on a national level but also demonstrate how the
"system" can be designed to allow the user easy access to critical
information to be used in emergency management. The class activity that
follows provides students with an opportunity to examine one emergency
management related set of data.

***Case Study***

The ERNS Database **(Emergency Response Notification System)** includes
incidents reported to the National Response Center in Washington, D.C.,
as required by the Emergency Planning and Right-to-Know Act. It is
available from **RTKNET**: A World Wide Web site sponsored by the U.S.
Environmental Protection Agency. A sample set of data from RTKNET is
included with this session. For access to the ERNS database see:
[http://www.rtk.net](http://www.rtk.net/).

###### Class Activity

###### A Case Study: Emergency Response Notification System

###### 

###### (This case is available from Readings: 7-ERNS Case Study---a Word Document).

As an intern in emergency management with the Caddo Parish Office of
Emergency Management, you have been asked by the parish emergency
manager to review the following reports from the ERNS Database
maintained by the U.S. Environmental Protection Agency. The ERNS Case
Study is available with the Student Readings. (Also provide the students
with a copy of the file "7-ERNS2.doc.") Using the following sample of
records from the Shreveport, Louisiana, area and the description of the
data provided in the ERNS Data Dictionary (see student readings) discuss
the following:

***Note to the Instructor:** Students should be asked to review the
description of the ERNS Data Dictionary prior to class.*

**Questions:**

-   What do you see as the value of this database to local emergency
    managers?

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-   In your opinion, is the information for an incident sufficient for
    your use in emergency response activities related to the spill or in
    emergency planning/hazards analysis activities?

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-   Using Internet access, review how a data search using the ERNS
    database is conducted ([http://www.rtk.net](http://www.rtk.net/)).
    What are your comments on the ease of obtaining data from this
    database?

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-   What recommendations would you make to the U.S. EPA for enhancing
    this emergency response notification system?

***Data Quality Limitations:***

*When using ERNS, be aware of the following factors that can affect the
quality of ERNS data:*

-   *Completeness and accuracy. ERNS primarily contains initial accounts
    of releases, made during or immediately after an incident, when
    exact details are often unknown. These data are usually not updated
    unless an EPA Region is involved in the response action.*

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-   *Multiple notifications. Because the data are gathered from many
    sources, multiple notifications of some releases may exist. These
    may or may not be exact duplicates. Large releases, in particular,
    are prone to multiple notifications.*

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-   *Multiple sources. ERNS contains data from multiple sources (i.e.,
    the NRC, the EPA Regions, and the USCG). Each agency has a slightly
    different mission and distinct data gathering requirements.*

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-   *Data updates. This database is updated regularly. Therefore,
    downloaded data may be changed by future updates.*

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-   *Data entry errors. Data in ERNS are generally reported over the
    telephone.*

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-   *Data inconsistencies should be investigated to ensure that they are
    not the result of data entry mistakes.*

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-   *Data structure changes. System upgrades, which include field
    additions and other database structure changes, have been made to
    improve data quality. However, structure changes that occur after a
    report is received, may make the report appear incomplete. Care must
    be taken when working with data that span several years. The ERNS
    Data Dictionary (ERNS_DIC.TXT) provides an explanation of the
    information contained in each field and a date range that indicates
    when the field was activated.*

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-   *Unique events. Infrequent, unusual releases may affect statistical
    results. A release notification that grossly affects overall results
    should be examined further.*

***ERNS Data Are Best Used for\...***

-   *Statistical analyses of large data sets. The effects of data
    inconsistency are diminished within large data sets because
    individual records are less likely to skew results.*

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-   *Retrieving information about a specific release notification. Data
    inconsistencies are irrelevant when analyzing individual reports.*

***Avoid Using ERNS Data for...***

-   *Statistical analyses of small data sets, such as notifications from
    a single township over a short time span. Compared with the effects
    on a large data set, an incorrect record has more weight in a small
    data set and may skew the results.*

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-   *The sole source of information about a release. All information in
    ERNS should be checked against as many other sources as possible.*

***Where to Get Help***

*If you need additional information, experience problems with ERNS data
or with the utilities provided with the ERNS data, or have a comment,
you may send e-mail to: erns.info@epamail.epa.gov.*

*You may also call the ERNS Information Line at: (202) 260-2342 or mail
questions to the ERNS Manager at:*

*Office of Emergency and Remedial Response*

*Mail Code 5202G*

*401 M Street, S.W.*

*Washington, DC 20460*

*For technical problems with the Web interface, please contact the
system operator at: internet_support@unixmail.rtpnc.epa.gov*

**Class Activity**

**U.S. EPA Envirofacts**

Envirofacts includes several environmental data sets available to the
emergency manager from the U.S. EPA on a national basis. Have the class
discuss the types of data that would be useful to emergency managers and
in what form the data should be provided.

**National Environmental Databases**

**Envirofacts**: Created by the U.S. Environmental Protection Agency,
Envirofacts is an information system that allows public access to sets
of related databases. The system allows the user to select records by
geographic area, by EPA program, or by chemical. Access Envirofacts at:
<http://www.epa.gov/enviro/html/ef_home.html>.

The system integrates records from five EPA program areas including:

1.  Air Quality: Aerometric Information Retrieval System (AIRS)

2.  Superfund: Comprehensive Environmental Response, Compensation and
    Liability Information System (CERCLIS)

3.  Water Quality: Permit Compliance System (PCS)

4.  Hazardous Waste Reports: Resource Conservation and Recovery
    Information System (RCRIS)

5.  Emission Data by Media: Toxic Release Inventory System (TRIS)

*This information system allows the user to search and sort the data by
type (air, water, hazardous waste, emergency incidents), and save the
data. In addition to providing access to specific data records, the
system allows the user to place the results on a map of a specific
community.*

**Class Assignment**

**Federal Data Sources**

Data useful to emergency management can be obtained from many federal
agencies. The following is a list of federal agencies from which data
may be obtained for emergency management. Members of the class are to
select one site from the following list (or add to the list) and
identify data that is available from the agency. Evaluate the data based
on the following criteria:

-   Data Quality: Accuracy, precision, completeness, age, timeliness,
    and source.

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-   Accessibility: Availability and possible access restrictions.

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-   Information Presentation: Format of the data may limit the user in
    presenting information.

**Student should submit a written report on their analysis of the data
at the next class and be prepared to present a brief summary of their
conclusions on the data provided by the federal agency.**

***Note to Instructor:** Allow for adequate time in the next session for
students to provide reports on the data they examined in this class
assignment. Stress to the students that this is a graded activity.*

**A. Army Corps of Engineers** <http://www.usace.army.mil/index.html>
Information on resources inside and outside the corps, programs,
emergency operations, and organizational elements

**B. Department of Agriculture**
[http://www.usda.gov](http://www.usda.gov/) USDA program missions,
agencies and programs, USDA's news and current information, Government
Information Locator Service, and Topical Guide to Agricultural Programs.

**C. Department of Commerce** [http://www.doc.gov](http://www.doc.gov/)
Information concerning the department's role in expanding U.S. exports,
developing innovative technologies, gathering and disseminating
statistical data, measuring economic growth, predicting the weather and
monitoring stewardship.

**D. Department of Energy** [http://www.doe.gov](http://www.doe.gov/)
Technical information as well as scientific and educational programs for
technology, policy, and institutional leadership relevant to achieving
efficiency in energy use.

**E. Emergency Managers Weather Information Network**
<http://www.nws.noaa.gov/oso/oso1/oso12/document/wintip.htm> Radio
broadcast is one method used by the NWS and other public and private
agencies for disseminating the EMWIN data-stream. **Note:** The NWS
broadcasts the EMWIN data-stream by radio only in the Washington, DC,
and Norman, OK, areas. Elsewhere, other public and private agencies
down-link from a satellite and then retransmit by radio or other means.
To receive an EMWIN radio broadcast, hardware and software is needed.

**F. Environmental Protection Agency**
[http://www.epa.gov](http://www.epa.gov/) Access to EPA documents
describing environmental information, as well as a number of links to
information locators that can be obtained from the EPA and related
organizations. Also, EPA's Public Information Center is available to
provide assistance in accessing environmental information.

**G. Internal Revenue Service**
[http://www.irs.ustreas.gov](http://www.irs.ustreas.gov/) The Internal
Revenue Service (IRS) allows certain casualty losses to be deducted on
Federal income tax returns for the year of the loss or through an
immediate amendment to the previous year's return. You may need a copy
of a tax return to qualify for assistance from some organizations. IRS
will provide you copies or transcripts of previously filed tax returns
free of charge.

H.  **NASA Images Catalog** <http://rsd.gsfc.nasa.gov/rsd/images>

**I. National Oceanic Atmospheric Administration**
[http://www.noaa.gov](http://www.noaa.gov/) Describing, monitoring, and
predicting changes in the Earth's environment in order to ensure and
enhance sustainable economic opportunities.

**J. Nuclear Regulatory Commission**
[http://www.nrc.gov](http://www.nrc.gov/) NRC offers a variety of
programs to make agency, licensee, and nuclear industry information
available to the public. It includes improved standard technical
specifications, NRC occupational radiation exposure information, and
plant information.

**K. OSHA** [http://www.osha.gov](http://www.osha.gov/) The mission of
the Occupational Safety and Health Administration is to save lives,
prevent injuries and protect the health of America's workers.

> To obtain documents and technical information from the OSHA
> Computerized Information System (OCIS).
>
> **OSHA Salt Lake Technical Center** <http://www.osha-slc.gov/sltc>.
> This Internet server contains electronic copy of selected OSHA
> documents and technical information from the OSHA Computerized
> Information System (OCIS).

**L. President's Commission on Critical Infrastructure Protection**
[http://www.pccip.gov](http://www.pccip.gov/) Disaster mitigation
related materials.

**M.** **U.S. Geological Survey**
[http://www.usgs.gov](http://www.usgs.gov/) Nation's largest
earth-science research and information agency. Access to USGS fact
sheets, general information and contacts, public issues, education,
grant information, and Internet resources: http://www.info.usaid.gov.

> U.S. Agency for International Development Office of Foreign Disaster
> Assistance which serves as the U.S. government's official response
> mechanism overseas.

**N. U.S. EPA---Integrated Risk Information (IRIS):** IRIS is a
reference document that contains U.S. EPA health risk assessment
information used in determining safe levels of human and environmental
exposure to chemicals. The effects of chronic and acute exposure to
carcinogens on human health are detailed, and the regulatory status of
over 450 chemicals is provided. Evaluations of the data are included and
assist with comparison of information. IRIS documents include:

-   Introduction

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-   Chronic Health Hazard Assessment for Non-Carcinogenic Effects

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-   Carcinogenicity Assessment for Lifetime Exposure

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-   Health Hazard Assessment for Varied Exposure Durations

## U.S. EPA Regulatory Actions

-   Supplementary Data

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-   Bibliography

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-   Revision History

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-   Synonyms

> Download from: <http://rtk.net/www/datadoc/datalist.html>

**O. Registry of Toxic Effects of Chemical Substances** (RTECS) Prepared
by the National Institute for Occupational Safety and Health: RTECS is a
reference document that provides an annual compendium offering toxicity
data on over 100,000 substances. Extracted from scientific literature
worldwide, the information presented includes specifics on mutagenicity,
carcinogenicity, reproductive hazards, and acute and chronic toxicity of
hazardous substances. RTECS documents include:

## Substance Identification

-   Synonym/Trade Name

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-   Health Hazard Data

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-   Standards and Regulations

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-   NIOSH Documents

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-   Reviews

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-   Status in the U.S.

> Download from: <http://www.niosh.gov/document>

**P. NIOSH *NIOSH Pocket Guide*:** The Guide to Chemical Hazards from
the National Institute for Occupational Safety and Health: The NIOSH
Pocket Guide contains critical industrial hygiene data for approximately
675 chemicals regularly found in the workplace. The information
presented includes exposure limits, IDLH (Immediately Dangerous to Life
and Health) concentrations, incompatibilities and recitatives, personal
protection, and recommendations for respirator selection. The guide,
proven helpful in recognizing and controlling occupational chemical
hazards, offers data complied from a number of sources, including NIOSH
criteria documents and Current Intelligence Bulletins (CIBs), along with
recognized references in the field of industrial hygiene, occupational
medicine, toxicology and analytical chemistry.

> Updated more frequently than the hard copy *NIOSH Pocket Guide*, the
> MICROMEDEX electronic pocket guide offers fast, easy access to
> industrial hygiene data by using databases (data tables that have
> specific records and reference codes that allow a user to find, sort,
> and index data). The computer system allows the user to identify
> substances and avoid confusion or interpretation error. Searches can
> be done using chemical name, formula, CAS or RTECS numbers, and
> synonyms or trade names. Obtain this data from:
> <http://www.niosh.gov//docuent>.