These Frequently Asked Questions and Answers are arranged in the following categories:

General
Implementation of the Data Standards
Use of the Data Standards
Maintenance of the Data Standards
Technical Questions for Implementers

general

Q1: What is a Data Standard?
A1: A “data standard” is a documented agreement among Exchange Network organizations that share or exchange data. A data standard includes data elements, data element definitions, notes, formats, and XML tags.

Q2: How does a Data Standard relate to a schema or program specific implementation?
A2: ENLC data standards, represent the foundation for Exchange Network XML schema development. It is assumed that the data element names, definitions, and groupings defined within data standards will be used as needed to develop data exchange templates for each particular programmatic exchange. Data providers would ensure that the proper mappings are complete and use the appropriate schema to build the exchange file.

Q3: Who developed these Standards – are they another federal mandate?
A3: No, this is not another federal mandate. The decision to develop Data Standards, including these Data Standards, was made jointly by US EPA, States, and Tribes (through the ENLC), an organization that represents the US EPA, States, and Tribal entities. All recognize that sharing and exchanging accurate data is important and will remain so. All recognize that the public increasingly expects and deserves to have access to shared information. Together, they manage and guide the process. Action Teams are established to develop Data Standards as needed.

Q4: Why do we need this “common vocabulary”?
A4: There are many different environmental programs, and many different government agencies involved in reporting environmental-related data. Often, these different programs or different agencies use different naming conventions and codes when identifying the same data. The lack of a “common vocabulary” makes it difficult to share and integrate information.

implementation of the data standards

Q5: Will my Agency (or my program) be required to use these Data Standards?
A5: No. Federal, State, Tribal, or local government agencies or programs are not required to adopt or use these Data Standards, or incorporate them into their data systems. However, their use is required for exchanges across the Exchange Network.

Q6: If my program or agency decides to implement these Data Standards, must it begin collecting information for every data element?
A6: No. These Data Standards provide a range of data elements that may be of interest to programs and agencies. Programs or agencies may collect information for one or more of the data elements but there is no requirement for any program or agency to collect information for all data elements.

Q7: I am in a State, Tribal or local government agency and my program doesn’t use the same data elements that are used in these Data Standards. Is there an expectation that we will change our data elements?
A7: No. The Data Standard uses terminology intended for data exchange and is applicable only after the data you send crosses the threshold of your organization.

Q8: My US EPA program doesn’t use the data elements used in these Data Standards. Is there an expectation that we will change our own data elements?
A8: Data standards are intended for use in data exchange. US EPA programs may, as necessary (and over time), modify the data elements that they currently collect to correspond to the data elements and terms in these data standards. It is usually more cost effective to adapt systems in the proper phase of the life-cycle to data standards than to maintain mappings. US EPA approves internal business rules to govern the use of data standards. Waivers to data standards are sometimes issued in consideration of modernization and update schedules.

Q9: The data standards do not contain some data elements that my program is required to report to US EPA. How should this be addressed?
A9: The approved data standards are meant to be as complete as possible, however there may be elements that are not covered.

Q10: Are these Data Standards the basis for a new data system design? Will we have to change our existing data system to conform to them?
A10: The answer for State, Tribal and local government agencies is No. These Data Standards are more like a dictionary to help translate or exchange data from any one data system to any other. Use of these Data Standards does not require any non-US EPA agency or program to change its current data system. US EPA will incorporate the Data Standard as its own data systems are modified and updated.

Q11: Are there any federal funds available to help States, Tribes, or local government agencies that implement federal programs if they choose to update their systems to enable them to communicate more easily using Data Standards?
A11: Yes, although such funding is not linked directly to these Data Standards development effort. US EPA continues to provide grant funding to assist other levels of government that implement federal environmental programs. Such assistance has often been used by grantees to help develop and update data management systems.

use of the data standards

Q12: Who will use these Data Standards?
A12: All government agencies involved in the exchange of environmental information are encouraged to use these standards when and if they share or exchange data with other partners. They are also encouraged to use them as a tool, if they are planning to update or enhance their own existing data systems.

Q13: We are planning to update (one or more of) our current data system(s). How can these Data Standards be of help to us in this effort?
A13: These Data Standards provide information on naming conventions and relationships. You can update your system(s) so that they conform with the standard, thus facilitating data exchange between your system(s) and other systems that manage environmental data.

Q14: Will US EPA be issuing rules for use of these Data Standards?
A14: No, US EPA will develop Business Rules for their internal use and incorporate these as appropriate within their systems.

Q15: Why have the data standards been “modularized”?
A15: Modularization is the creation of groupings of like data elements within the
standard. For example an “address” grouping would have data elements for
street number, street name, city, state, postal code, and if needed, country code. The grouping can be used wherever address information is needed. This process has been compared to building with “Lego” blocks. The groupings can be extracted from the data standard used and reused as needed in various configurations. This reuse creates an economy of design effort and ensures conformity to data standards.

maintenance of the data standards

Q16: Will these Data Standards be open for revision in the future? How will the Standard be maintained or revised?
A16: Yes. There is every reason to expect that adjustments or revisions will be necessary in the future as new or existing programs or agencies determine the need to exchange additional data elements not provided in the current standard. A call for a revision of a standard can come to the ENLC from subject area experts or from data standards experts as outlined in the ENLC Data Standards Process.

technical questions for implementers

Q17: Where can I access XML schema components?
A17: The shared schema components are available for download at http://www.exchangenetwork.net/dev_schema/ssc.htm.

Q18: Am I required to use all the elements to be in conformance with the data standard?
A18: No, you can use only those data groupings or data elements that you have a business need to use.

Q19: Are there permitted values for an “identifier” wherever it is used?
A19: In exchanges among partners permitted values will be identified in schema, flow configuration documents, or trading partner agreements.

Q20: Are there permitted values for the “code list identifier wherever it is used?
A20: In exchanges among partners permitted values will be identified in schema, flow configuration documents, or trading partner agreements.

Q21: If data has been collected using multiple “identifier contexts” for a particular identifier or using multiple “code lists” for a code, who maintains the official mappings so that the data may be cross-tabulated correctly?
A21: Trading partners should document and maintain official mappings between identifier contexts and code lists for the identifiers and code lists they exchange. To ensure maximum reuse and comprehension for secondary users, trading partners should use a documented or if available, an officially recognized code list identifier for each code set used. For example, the List of County Codes for the State of Anywhere, found at their web site http://www.State of Anywhere.state.us) or the FIPS 10-4, a Federal Information processing standard that is the official authority for country codes to support the mission of the Department of State and national defense (http://www.itl.nist.gov/fipspubs/fip10-4.htm).

Q22: What is the relationship between data standards and Shared Schema Components?
A 22: The Exchange Network Shared Schema Components provide groupings of related data elements and data blocks to more fully describe business areas, functions and entities where partners have an environmental interest. Shared Schema Components:

• Are reusable XML schema that organize related data elements common to multiple environmental data flows
• Incorporate ENLC data standards for data element groupings, data element names, and definitions
• Facilitate the creation of XML schema for environmental data flows and improve the quality of exchanged data.

More information on Shared Schema Components is available at in the XML registry found at http://www.exchangenetwork.net/dev_schema/ssc.htm.