Data Receipt and Batching (Manual Process)

The California Uniform Hazardous Waste Manifest (manifest) is a six-part document that serves as an audit trail for those parties involved the shipment of hazardous waste. It provides regulatory information to DTSC, complies with federal hazardous waste law, and contains the shipping information required by the U.S. Department of Transportation. The six parts of the manifest are distributed in the following manner:

1. The generator retains a copy.
2. The generator mails a copy to DTSC.
3. The transporter retains a copy.
4. The treatment storage or disposal facility (TSDF) retains a copy.
5. The TSDF returns one copy to the generator to confirm receipt.
6. The TSDF mails a copy to DTSC.

The DTSC Contractor receives and processes the documents, extracts relevant data, and provides the data to DTSC. Once the manifest documents are microfilmed, the contractor shreds the original paper documents. When DTSC receives the data, it is loaded into the automated information system. Since January 1, 1997, the manifests have also been scanned to electronic documents. Microfilm and electronic images are linked to the information that was collected from the paper. This process normally takes about 45 days. Historically, about 500,000 manifests (1 million documents) are created each year. The components of the paper driven process are:

• Information capture: Manifest documents are received by a DTSC Contractor, microfilmed, and scanned to an electronic image. Specified data are entered from the manifest at 10,000-20,000 keystrokes per hour. Data are then processed to data files and are forwarded to DTSC. No editing of data occurs. It is extracted as entered on the manifest.
• Information processing: The data files are transferred to DTSC where the HWTS validates the data, matches document pairs, sets appropriate error flags, and enters the data into the datamart.
• Information storage: Data are stored in a datamart. Microfilmed manifests are stored onsite. Electronic images are stored in RAID devices for immediate retrieval.
• Information retrieval: Standard reports are available through the DTSC web site.

The following data elements were collected from the manifest before July 2002:
• Document identification number – This eight-digit number is a unique pre-printed number that is used to electronically identify and match the generator and disposal copies of the manifest.
• Identification numbers – The regulatory identification numbers of the generator, transporters, and TSDF are captured. These 12-digit numbers are issued by U.S. EPA for federally-regulated companies and by DTSC for those companies regulated by the State, but not subject to federal regulation. All identification numbers and associated business information are kept in database files and are used to validate the numbers and are also used to provide reference data such as company name.
• Waste stream data – Data from each of the four waste streams are captured if present, including container type, number of containers, volume, unit of measure, state waste code, and federal waste code.
• Disposal method – The method of treatment or disposal is captured for each waste stream.
• Dates – The dates of shipment by the first transporter, acceptance by subsequent transporters, and receipt by the TSDF are captured.
• Discrepancy Indication Space – This data element is provided for the TSDF to provide information on discrepancies between waste stream information provided by the generator and waste stream information received. This is currently flagged if any data are present, but the data are not collected.

The following items were not collected from the manifest prior to July 1, 2002, but now are collected:
• Generator name and address
• Transporter name
• TSDF name and address
• U.S. DOT description – This description is required by the U.S. Department of Transportation (DOT) and includes DOT waste Description, Hazard Class, UN Number, and Packing Group.
• Additional Description for Materials Listed Above
• Special Handling Instructions and Additional Information – This data element includes special handling instructions and also includes the city and state of departure for international shipments.
• Printed name of persons signing – This is the name of the responsible generator, transporters, and TSDF representative signing the document.

Discrepancy Indication Space – This data element is provided for the TSDF to provide information on discrepancies between waste stream information provided by the generator and waste stream information received.