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EDMS, EDMS Lab, and EDMS Field are used to improve and standardize environmental data collection, management, and reporting in an efficient and cost-effective manner. This is accomplished by implementing a documented, auditable process for the collection, storage, and reporting of environmental field data.  Throughout this process all stages of the sampling and analysis are tracked and notifications can be sent via email or SMS (text message). Notifications for non-compliance events and sample exceedences can be automatically sent by the system.

 

This process can be divided into four stages:.

 

1. Scheduling and Sample Planning

 

The first stage in any environmental field program is the scheduling and planning of sampling events. EDMS allows project managers to design, delegate, and monitor sampling events. Sampling events can be either singular or re-occurring. Prior to data collection, sampling stations can be specified in either EDMS or EDMS Field. These sample stations include information on station location and construction, sampling defaults and methodology, lab analyses required, required equipment and personnel.  Sample labels with barcodes and a Chain of Custody (COC) can be printed from the stations to be used in data collection and lab submittal.

 

2. Data Collection

 

When a sampling event occurs all of the station information is inherited by the sample including sampling defaults, required lab analyses, and personnel. Detailed sample information can be recorded for each environmental media on a Windows laptop or tablet using EDMS Field or a field notebook (for later data entry). Sample photographs can also be included with the sample data. Sample data collected using EDMS Field can be uploaded to the main database remotely as an Electronic Data Deliverable (EDD). The remote uploading of data using an EDD provides for faster more comprehensive data reporting and reduces the possibility of transcription errors.

 

3. Lab Analysis

 

Samples submitted for lab analysis are tracked during shipping, receiving, lab analysis, and reporting process. This tracking is reported on by EDMS and EDMS Lab (free lab reporting software provided by GAEA). Analytical labs using EDMS Lab can upload analysis results to the main database remotely as an EDD. The electronic reporting of lab data reduces the effort and possibly of errors of manual data entry. A Certificate of Analysis (COA) can be included in the EDD and a copy stored in the main database.

 

4. Reporting

 

Sample and lab analysis results can be collated and reported on in a variety of tables and graphs. These tables and graphs can be easily customized to meet internal and external needs. In addition, EDMS data is fully integrated and available for use by other modules within GaeaSynergy. Sample and lab analysis data can be viewed and used in the WinLoG, SE-GIS, and SE-Map modules.

 

Electronic Data Deliverables

 

Electronic Data Deliverables (EDDs) are used to exchange data between the EDMS module, EDMS Field, and EDMS Lab. All EDDs are stored in XML format and are transferred either by email or FTP. The email and FTP settings are specified in the program preferences. These EDDs are automatically imported by the receiving application when that application is started.

 

 

 

Notifications

 

Notifications can be sent throughout the work process. These notifications can only be setup in tasks and can only be used when tasks are used to control the work flow.

 

 

*These notifications can also be generated from the EDMS module.

 

Notifications can be sent via email, SMS (text message), or internal notification within the program. When being sent using email the email address specified for the personnel is used, If they are being notified using SMS the cell number and country code for the personnel is used. And if the method is internal notification, the personnel will be notified the next time they login to the GaeaSynergy program.