LDEQ's Electronic Document Management System …...© 2013 Access Sciences Corporation All rights reserved. LDEQ's Electronic Document Management System (EDMS) September 17, 2013 Ellen

© 2013 Access Sciences Corporation All rights reserved.

LDEQ's Electronic Document Management System (EDMS)

September 17, 2013

Ellen Peneguy, Access Sciences

Jeff Baker, LDEQ

Durwood Franklin, LDEQ


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What is LDEQ’s EDMS?

• EDMS – Electronic Document Management System

• LDEQ’s electronic repository of official records that have been created or received by the Agency

• Available to all employees and the public

• http://edms.deq.louisiana.gov

http://edms.deq.louisiana.gov/�


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What are the benefits of the EDMS?

• Quicker access to all LDEQ documents

• No keeping up with paper records

• More than one person can view a document at one time

• Documents are more secure

• Since it’s been on the Internet, it has reduced the number of public records requests by over 50%

• Easy to send documents to EDMS– electronic or paper are accepted


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What can you find in the EDMS?

• Photographs

• Color documents

• UST registrations

• Ground water monitoring reports

• Field interview forms

• Corrective action plans and reports

• Risk evaluation reports

• RECAP reports


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Searching

To begin searching for documents, enter information in the fields on the document search screen.

For a broad search, fill in one or two fields.

To narrow a search, fill in more fields.

Text fields are not case sensitive


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Wildcards

Use one or more wildcards (*) in text fields to expand search

Not needed at beginning or end of text

Use between words instead of a space

May substitute for any number of characters


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Lookup AI

• Opens the AI Search screen

• Not case sensitive

• Wildcards (*) may be used in text fields

• Enter the available search information. Click Run.


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AI Name

• Enter the facility name

• Use wildcards when unsure of spelling


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Master ID

Enter a known AI number to find the name and physical and/or mailing addresses for a facility.


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Alternate ID

• Enter a permit number to find which AI it is associated with

• In place of dashes in permit numbers, use a wildcard

• i.e. LAD*9857


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Address

• Enter a complete or partial address

• Avoid entering Dr., St., Ave., etc.

• For mailing addresses, use p*o*box

• Enter a zip code to generate list of all facilities in an area


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Type

• Select a type of facility from the drop down list

• May provide only partial results, depending on the information available in DEQ database (TEMPO)


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Region/Parish/ Municipality

• Select from drop down boxes to generate a list of facilities in an area


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AI Search Results Screen

Click the checkbox to select the desired AI(s).

Click Return to Document Search.

AI(s) will automatically be entered on the Document Search screen.


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Topic Files

• EDMS also has some AI numbers which are related to topics

• 171235 – UST General Topic File

• Contains all documents and associated correspondence related to EPA, contractual non-AI specific, QAPP, and UST certified worker program.


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Date

Choose a date format from the drop down box. ◦ Between: Enter start

and end dates.

◦ Before

◦ After

◦ Equals: For exact date only.


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Document ID

Each document has its own identification number – Document ID.

Use this field to search for one or more specific documents.


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Media

Media are specific environments which are the concern of regulatory activities (i.e. air).

Click on desired media to select it.

For all pick list boxes, hold Ctrl key to make multiple selections.


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Function

• Function provides a list of the different functions performed by LDEQ.


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TEMPO Activity Number

TEMPO is a DEQ database.

Use a semicolon to separate multiple TEMPO Activity Numbers.


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Description

Enter complete or partial description

Do not press the Enter key at the end of the description field


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Document Type/Subtype

Types are categories of documents.

Subtypes are more specific than types.

Only the subtypes applicable to selected types will appear in the drop down box.


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Document Search Results

Click the Document ID (in green) to open a document.

To scroll through the results: ◦ Green arrow buttons

at the top of the page

◦ Page numbers at bottom of page


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Document Search Results

Change the number of results displayed per page using the drop down box.

Choices range from 10 to 500.


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Sorting Results

Sort results by any field by clicking on the column header.

Click again to reverse the order of the sort.


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Viewed/Selected Documents

Documents that have been viewed appear with an orange number.

To select documents for another use, click the check box.


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• To download documents, select desired documents.

• Click Download Selected Documents button.

• Download up to 10 documents at once.

Download Documents


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To export results to an Excel file, click: ◦ Export Page

Results, or

◦ Export All Results.

Exporting Search Results


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Click three triangles to collapse right side panel.

First panel contains links to download document, e-mail document link, or report document errors to DEQ.

References point to additional pages related to the document.

Viewer Features


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• Right click over a document to display hidden menu.

Viewer Features


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To get help, click Contact Us in the Help menu.

Choose a type of feedback from the drop down box.

Enter your feedback in the Message field.

Click Send. During business

hours, someone will usually respond within minutes.

Contact Us


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Ellen Peneguy

Access Sciences Corporation

[email protected]

mailto:[email protected]�