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Submitting Beach Data to EPA

Other Beaches Links

This webpage contains updated instruction for data submission after 12/14/2016.

Under the BEACH Act Grant Program states (including tribes and territories) are required to submit their beach monitoring (water quality), notification (advisory and closing), and beach location data to us. Here we provide resources and reference materials for state beach program managers and IT staff. You can download these files directly from this site by selecting the relevant item below.

If you are responsible for submitting beach data, and you have not been registered to use EPA systems identified below, please contact Bill Kramer (kramer.bill@epa.gov); 202-566-0385. You will be asked to provide contact information, which we will send on to CDX and WQX/WQP to complete your credentials. Once you receive your passwords, begin preparing for data submission, by reading the instructions under Overview ("Submission Methods"), and under Monitoring Data, ("Submitting Data to EPA Using WQX").  For data submitters, additional guidance will be provided on how to verify that data submitted displays as intended on BEACON.

To assure that the data provided to EPA by the states, tribes and territories in the National Beach Program are stored and displayed correctly by EPA, the data submitters are asked to conduct a verification, make any changes to their data as necessary, and inform EPA of any eBeaches system issues. This subpage provides the tools to conduct that verification.

You may need a PDF reader to view some of the files on this page. Refer to EPA’s About PDF page to learn more.

  1. Overview
  2. Locational Data
  3. Monitoring Data
  4. Notification Data
  5. Verification
  6. Support
  7. Historical Resources

Overview

  1. eBEACHES Data Flow Diagram (PDF) (3 pp, 178 K) Contains overview diagrams of the pathways along which the three required types of submitted data flow (locational, monitoring, and notification), and includes definitions of all of the components that compromise the eBEACHES system referred to in the materials on this webpage. (Changes from the previous version include: replaced STORET Warehouse with Water Quality Portal (WQP)).
  2. Submitting Water Quality Data to WQX (PDF) (4 pp, 227 K)  (Changes from the previous version: updated contact information for WQX and link to ENSC Guide).  This document contains general instructions on how to select either a State Node, Node Client, ENSC, or EPA Central Data Exchange (CDX) as the starting point for submitting Beach monitoring and notification data. If you do not have a Beach Program Organization ID from EPA, prior to submitting data, contact Bill Kramer (kramer.bill@epa.gov); 202-566-0385
  3. eBEACHES Submissions to the Exchange Network Services Center (PDF) (58 pp, 4 MB) Changes: Revised pages describing account set-up, expiration of Quick Links, node address changes (slides: 3, 18, 26, 30, 36, 45, 58)

Locational Data (Beach Location—PRAWN, RAD)

  1. eBEACHES Location Data SOP (Revised 7/2020) (PDF) (6 pp, 138 K) (Changes from previous version: updated links and instructions in sections 2, 4, 6  and 11.)  The SOP describes the steps to assign, change, or retire Beach IDs, what beach locational data to submit, and in what form. A Beach ID (with location) is necessary before you can submit monitoring or notification data. You can use the following materials to convert latitude and longitude point data to index beach shape files to maps to support environmental and public health analyses.
  2. Hydrography Event Management (HEM) Tool and HEM EPA Add-On Tool

    The tools described below work together to allow users to create GIS files for EPA programs. For assistance with using these tools, refer to the eBeaches locational data SOP (refer to item 1 above). These tools use ArcGIS version 10.5 technology, providing users with a stable, responsive platform to support their reach indexing needs. (Note: These tools are targeted for users who are familiar with ArcGIS software.)

    • Hydrography Event Management (HEM) Tool tools can be used to create National Hydrography Dataset (NHD) events for both state and EPA programs. These events link water related information, such as beach locations, to the underlying NHD surface water features.
    • HEM EPA Add-on Tool can also be used to create National Hydrography Dataset (NHD) events for both state and EPA programs. These events are created off the NHD and defined as being custom shapes.
  3. Beach-related national geospatial downloads and fact sheet available for the BEACH Act program. The geospatial data represents Beach Act beaches based on the most recent information provided to EPA.  This data is available in GIS-compatible shapefile and geodatabase formats and in KMZ Google Earth files.
  4. eBeaches Locational Data Review Tool (PDF) (9 pp, 3 MB) This data review tool allows you to view your beach data mapped to the 1:100,000 scale National Hydrography Dataset (NHD). You can use this review tool to verify the accuracy of the length and location of beaches that have been mapped to the NHD.

Monitoring Data (WQX/WQP, includes station location)

If you are using the Beach Program's "WQX Monitoring Data Access Database", begin by reading items "1", "2" and "3"; if you are using your own database design, begin by reading items "4" and "5".

  1. WQX Beach Monitoring Data User Guide v3.0 (PDF) (71 pp, 2 MB) Changes from the previous version: Updated all data elements to conform with WQX xml Schema 3.0:  e.g., Increased string lengths and added new Data Names (Appendix D), added “Previous Form” and “Next Form” links to each form to aid in navigation, and added help tips to each form field label, accessible by selecting on the field and hovering the mouse cursor over the labels. The User Guide contains descriptions of all required beach water quality data fields to be reported in XML file format and how to input XML files from WQX.
  2. Monitoring Data Access Database Quick Reference (PDF) (1 pg, 18 K) Provides steps to install the Monitoring Data Access Database (next item).
  3. WQX Monitoring Data Access Database v3.0 (zip)(1 pg, 1 MB) Changes from v2.3 to v3.0 is compatible with both 32 bit and 64 bit versions of MS Office. You do not need to change to it unless you are using the 64 bit version of MS Office.  A jurisdiction can choose to use this database to store all required beach water quality data fields, input XML files from WQX, and generate an XML file for data submission to WQX (Performance Criterion 4).
  4. WQX Homepage, refer to particularly, Upload Data: Steps for an organization to take in order to begin submitting data. Also note that domain values may found on WQX website.  For example, refer to Monitoring Location Type. Also select on the Get Data tab to download data from the Water Quality Portal (WQP) which now contains the data previously in the STORET Warehouse.
  5. Water Quality Exchange XML Training Manual for BEACH Monitoring Data (PDF) (31 pp, 847 K)  Changes from the previous version: Text was added to indicate new starting place link for new users and the WQX/WQX Web Domain Values Service link.
    (Further information available in the WQX data exchange template [Data Dictionary] [Excel](1 pg, 157 K) )

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Notification Data (PRAWN)

If you are using the Beach Program's "PRAWN Notification Data Access Database", begin by reading items "1", "2" and "3"; if you are using your own database design, begin by reading item "4".

  1. PRAWN Beach Notification Data User Guide v2.4 for XML Schema v.2.4 - 7/2020 (PDF) (139 pp, 3 MB) Changes from the previous version are listed on page 6 include new information on Local Action Decision Procedures (LADPs) and appendix on Tribal Organization Information.
  2. PRAWN Notification Data Access Database Quick Reference (PDF) (1 pg, 18 K) Provides steps to install the Notification Data Access Database (next item).
  3. PRAWN Notification Data Access Database v2.3 (zip)(1 pg, 455 K) Changes from prior v23: this v23 is compatible with both 32 bit and 64 bit versions of MS Office. You do not need to change to it unless you are using the 64 bit version of MS Office.  A state can choose to use this database to store all required beach advisory and closing data fields and generate an XML file for data submission to PRAWN (Performance Criterion 8). The changes in the database (also reflected in the User Guide) include adding the ability to import an XML file created by the Verification Tool (vT), refer to Appendix L.  If you already have data in an existing copy of the previous version of this database, you can contact Notification Data Support and they can help you make the transfer of your existing data using the same import capability. Jurisdictions not using EPA-provided Notification Access Database need to review their data structure against the revised schema (number 4., below).
  4. PRAWN Beach Notification Data Schema and Development Documents v2.4 Exit Contains all required beach advisory and closing data fields to be reported to PRAWN. (Particularly for States not using the above Access DB for notification data.)  For a description of changes please refer to the Schema Change Log.
  5. PRAWN Notification Submission Corrections User Guide (October 12, 2016) (PDF) (17 pp, 248 K) Details the process of modifying incorrect, but already submitted, information usually as a result of annual QA review.  Changes from the previous edition are found on pages 15-16.
  6. How to Import Notification Data from an Excel Spreadsheet into the Notification Database

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Verification

To assure that the data provided to EPA by the states, tribes and territories in the National Beach Program are stored and displayed correctly by EPA, the data submitters are asked to conduct a verification, make any changes to their data as necessary, and inform EPA of any eBeaches system issues. This subpage provides the tools to conduct that verification.

  1. Manual Verification Guides - Current version used to verify data beginning with Season 2020.  Verification Tool Matrix 2020 (excel)(36 K)
  2. Electronic Verification Tool (vT) - A new tool to verify Notification data beginning with the 2016 Season data. About the Verification Tool: The long-term vision for the vT is a password protected online application that will give National Beach Program data submitters the ability to modify Notification, Water Quality, and Geospatial data for quality control and quality assurance purposes. The vT reuses the design of elements of the public BEACON website and the distributed Access databases. This approach was selected so that users who are accustomed to the look and feel of the BEACON site and Access databases will more easily understand and use the Verification Tool. The development roadmap for the vT follows an iterative release approach, meaning we will provide a series of functional versions of the application that accumulate portions of the overall scope. Each subsequent iteration will add new functionality, as well as modify prior components based on user feedback.
    Access: The Verification Tool - An EPA Central Data Exchange (CDX) account with an eBeaches role is required to use this application. If you need credentials to access the vT, please contact: Bill Kramer (kramer.bill@epa.gov).
  3. User Guide for vT - 2018 (PDF) (42 pp, 841 K) - This User Guide is also on the vT site, and is provided here for those who do not have credentials.
  4. Frequently Asked Questions (FAQs) for Submitting 2020 Season eBeaches Notification and Monitoring Data

Support

  • CDX User Support: Provide support on CDX access and all eBeaches passwords - CDX Support (helpdesk@epacdx.net); 888-890-1995
  • Node User Support: Provide support on Node access alternatives - Node Support (nodehelpdesk@epacdx.net); 877-827-0260 or 888-890-1995 option 2
  • Locational Data Support: For assistance with: beach mapping, indexing, GIS, coordinates, NHD, RAD, latitude, longitude. Include Keyword “Locational” in the Subject of email to: eBeaches@epa.gov
  • Monitoring Data Support: For assistance with using the EPA provided Monitoring Access database to submit beach monitoring data to WQX. Include the Keyword “Monitoring” in the Subject of email to: eBeaches@epa.gov
  • Notification Data: For assistance with using the EPA provided Notification Access Database to submit notification data to PRAWN. Also provide support on error messages and XML schema validation. Include the Keyword “Notification” in the Subject of email to: eBeaches@epa.gov
  • BEACON: For assistance with using BEACON, the National List of Beaches (NLB), or the Dynamic National Report (DNR). Include the Keyword “BEACON” in the Subject of email to: eBeaches@epa.gov
  • Verification Tool: For assistance using the Verification Tool (vT). Include the Keyword “Verification” in the Subject of email to: eBeaches@epa.gov
  • eBEACHES Registration and General Support: Sponsor users for User IDs to access EPA systems, and provide support on eBeaches questions - Bill Kramer (kramer.bill@epa.gov); 202-566-0385

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