Records
Complete the 'Records' section of the Tier II report.
The Records section within the Tier II Reporting module is a centralized location for uploading and managing vital documents included in your final submission to regulators. This article will guide you through the process of completing this section.
All uploaded records in this section are incorporated in your final report submission. While certain records required by your facility's jurisdiction will be clearly indicated as required, you have the flexibility to upload any additional records that are relevant to your facility.
Adding and Deleting a Record
Adding a Record
Step 1: Click anywhere within the designated area (the box with the dotted line)
Step 2: Select the file from your computer.
Step 3: Once the file appears in the list, use the drop down to select the appropriate record type.
Deleting a Record
Step 1: In the row of the record you wish to delete, click Delete.
Step 2: Click Yes, I’m sure.
Types of Records
A description of each type of record available to be uploaded is provided below, in order of most frequently used to least frequently used.
Site Plan (Site Map)
Also known as a Site Map, this is a detailed map or layout of the facility's property. The purpose of the site plan is to provide emergency responders with a visual guide to the facility's layout, which can be crucial for effective emergency planning and response.
Site Plans are not required in many jurisdictions. However, for those that do require it, they most commonly need to include:
- Property boundaries: This should indicate the full extent of the facility's property.
- Building locations: The map should indicate the location of all buildings on the property. It's often helpful to label each building with its purpose or contents (e.g., "Storage Shed," "Manufacturing Plant," "Office Building").
- Storage areas: The map should indicate where hazardous chemicals are stored. This could include indoor storage areas within buildings or outdoor storage areas.
- Access points: This should include all entrances/exits to the property, which could be used by emergency responders. This could also include access points to each building, especially those where hazardous chemicals are stored.
- Roads and internal traffic routes: This would include not only public roads leading to the facility but also any internal roads or paths that vehicles could use to move around within the property.
- Water bodies and drains: This might include ponds, rivers, stormwater drains, or sewer access points where chemical spills could potentially reach.
- Other significant features: This could include things like power lines, substations, gas lines, or other features that emergency responders should be aware of.
If your facility has already created a site map for a different purpose (for example, as part of your stormwater plan), you may be able to re-use it if it is comprehensive enough and satisfies any applicable requirements.
Safety Data Sheet
A Safety Data Sheet (SDS), previously known as a Material Safety Data Sheet (MSDS), is a document that provides detailed information about a specific hazardous chemical or product. Manufacturers and importers are required to provide an SDS for each hazardous chemical they produce or import.
This information helps emergency responders understand the specific hazards associated with the chemicals stored at the facility and guide their response in the event of a chemical release.
Emergency Response Plan
A comprehensive plan that your facility may have in place to respond to emergencies, particularly those involving the release or threat of release of hazardous chemicals.
An emergency response plan typically includes details such as:
- Procedures for responding to and reporting chemical spills, releases, or other incidents, including immediate measures to be taken to protect human health and the environment.
- Designated responsibilities of facility personnel during an emergency.
- Lists and locations of emergency equipment available at the facility.
- Evacuation procedures and routes.
- Communication plans, including contact information for relevant facility personnel, local emergency services, and regulatory agencies.
- Training procedures and schedules for emergency response personnel.
You may be able to use an existing emergency plan your facility already uses to satisfy another environmental compliance obligation, such as an OSHA Emergency Action Plan, SPCC Plan, or RCRA Contingency Plan.
AST Documentation
Aboveground Storage Tank (AST) Documentation is typically only required for facilities located in California that have ASTs. This documentation typically includes a variety of information about any aboveground tanks at the facility and their contents, such as:
- A description of the tank, including its size, location, and construction materials.
- The type and quantity of substances stored in the tank.
- Any safety measures or devices in place to prevent spills or leaks, such as secondary containment systems.
- Inspection and maintenance records for the tank.
- Any permits or certifications related to the tank.
UST Documentation
Underground Storage Tank (UST) Documentation is typically only required for facilities located in California that have USTs. This documentation typically includes a variety of information about any underground tanks at the facility and their contents, including:
- Monitoring Plan: Description of how each UST will be regularly monitored, including information about sensors, alarms, and inspections. Must include a Site Plan showing the general tank and piping layouts and the locations where monitoring is performed (i.e., location of each sensor, line leak detector, monitoring system control panel, etc.). A template is available here.
- Certification of Financial Responsibility: Certification that the owner/operator will be able to provide the money required to cover any cleanup costs or lawsuits brought on by third parties as a result of a UST leak. A sample form is provided here.
- Response Plan: Outlines the procedures a facility has in place to respond to an unauthorized release from a UST. A template is available here.
Training Plan
The Training Plan is a requirement for facilities located in California that outlines the facility's approach to hazardous materials safety and emergency response training. The plan needs to be tailored to the business's size and type.
The plan should cover a range of areas including hazardous materials handling and safety procedures, emergency response coordination, equipment use and maintenance, notification processes, hazard mitigation, and facility-specific vulnerabilities.
Dike Description
Information about a containment structure, known as a dike, that is built around storage areas or tanks to prevent the spread of spilled hazardous substances.
Dikes are typically used around liquid storage tanks or other areas where hazardous liquids are handled. If there is a leak or spill, the dike acts as a physical barrier to prevent the substance from spreading or entering waterways or other sensitive areas. Dikes are an important part of SPCC plans.
This record would typically provide details about the size, shape, and capacity of the dike, as well as the materials used in its construction. It may also provide information about the specific areas or tanks that the dike is designed to protect.
Site Coordinate Abbreviation
A shorthand or abbreviated way to refer to specific locations or coordinates within the site. This could include abbreviated names or codes for buildings, storage areas, access points, or other key locations.
For instance, if a facility has multiple storage areas, each might be given an abbreviation for ease of reference (e.g., "SA1" for Storage Area 1, "SA2" for Storage Area 2, and so forth). This could provide a quick, easily identifiable way to communicate about the site, which would be useful in an emergency response situation.
This is most commonly and effectively used in conjunction with a site plan (site map), wherein these abbreviations are clearly labeled.
Reference Image
Any visual aid that complements the data provided in the report and helps emergency planners and responders better understand the facility's layout, operations, or potential hazards.
Reference images could include, but are not necessarily limited to:
- Aerial photographs: These can give a high-level overview of the facility's location, size, layout, and surrounding area.
- Detailed diagrams or schematics: These might show the internal layout of a building, or the components of a complex system or piece of equipment.
- Images of key equipment or locations: For example, a photograph of a specific storage area might help responders recognize it in an emergency.
- Images related to specific hazards: If there's a unique hazard at the facility that might be difficult to explain in text, an image could be helpful.
Last updated on June 15, 2023