ERROR Messages (Data is NOT entered into EMS) General Analytical Date < Sample Start Date Sample Collection Dates > Current Date Duplicate Result Found Filter Size for HiVol Selective Size Sample is Missing Invalid Analytical Method Code Found Invalid Analyzing Agency Found Invalid Collection Method Code Found Invalid Location Type/Sample State/Descriptor Combination Found Invalid Measurement Unit Code Found Invalid Monitoring Location Found Invalid Parameter Code Found Invalid Sample Class Found Invalid Sample Start Date Found Invalid Sample State Code Found Invalid Sample Descriptor Code Found Invalid Sampling Agency Found Invalid Taxonomic Name Code Found Measurement Unit Code Found without Corresponding Result Value Parameter and Analytical Method Not Found in Dictionary Result Comment Field Must Be Supplied if Result Reported = C for EMS ID Result Must Be for a Parameter or Taxonomic ID for EMS ID Sample Start Date Must Be in Format YYYYMMDDHHMM Sample Start Date > Sample End Date Warning Messages NOTE: All files with that contain only WARNING messages are entered into EMS. If the files contains both WARNING and ERROR messages, the data is not entered into EMS. Invalid Ministry Contact Found Result Could Not Be Converted to a Numeric Result: One or more Results Have Been Indexed F for Requisition: XXXXXX Fail Results Conversion (Text to Numeric), Maximum Index of F for EMS ID

 

General

1) Analytical Date < Sample Start Date

Example:
ERROR: Analytical Date < Sample Date: 200005090000 10-MAY-00 for EMS ID: E240381 Location Name: CAMPELL CREEK UPSTREAM Sample Date: 200005100000

Interpretation: The sample collection date/time is later than the analytical date/time. An analytical date and time must occur after the sample date (i.e. a sample cannot be analyzed before it is collected).

Correction: Possible data entry error by the analyzing laboratory. Contact the lab/data provider for correction.

2) Sample Collection Dates > Current Date

Example:
ERROR: Cannot have Sample Collection Dates in the future: Sample Start Date: 200305090000 Sample End Date: 200305092359 for EMS ID: E240381 Location Name: CAMPELL CREEK UPSTREAM Sample Date: 200305090000

Interpretation: The collection sample start and/or end date/time is later than the date/time of the data file submission. EMS does not accept data with a sample collection date greater than the current date.

Correction: Possible data entry error by the analyzing laboratory. Contact the lab/data provider for correction.

3) Duplicate Result Found

Example:
ERROR: Duplicate Result found for EMS ID: E238566 Location Name: UPPER AILPORT CREEK U/S Sample Date: 03-AUG-00 Parm Code: 0008 Analytical Method: F042 Analytical Date: 15-AUG-00

Interpretation: The data import process has encountered a duplicate record. This can occur for any one of the following reasons.

1. The same sample and results have already been entered into EMS and is now re-submitted.
2. The file being uploaded contains two (or more) records with the same sample and result information.
3. Multiple samples on a requisition are not identified as unique samples ( i.e. sample class AND date/ time are the same for all samples on the requisition)

Correction: Dependent on the cause of the duplication.

1. Check EMS and verify the data is already in the system and notify the data provider.
2. Request the lab/data provider carefully review the file being submitted and delete the duplicate entries.
3. Contact the lab to uniquely identify the samples on a requisition; either through the sample class (if replicate samples taken) or by changing the time if samples taken at the same location at various times.

4) Filter Size for HiVol Selective Size Sample is Missing

Example:
ERROR: Filter Size must be provided for HiVol Selective Size Inlet Sample State for EMS ID: E240301 Location Name: SALMON ARM FIREHALL Sample Date: 200005120000

Interpretation: A filter size has not been entered for a HiVol selective sample. Filter size is mandatory for these type of samples.

Correction: Contact lab to add filter size.

5) Invalid Analytical Method Code Found

Example:
ERROR: Invalid Analytical Method Code Found: for EMS ID: E240821 Location Name: GNAWED LAKE AT HVC Sample Date: 200003071130 Parm Code: 0124

Interpretation: The analytical method for the specified parameter is blank. Each parameter must have a valid analytical method associated with it. The analytical method must be in the parameter dictionary and it must be associated with the identified parameter. All parameters and their associated analytical methods are included in the Parameter Dictionary table.

Correction: Contact data provider or lab and ensure correct analytical method is inserted into the file.

6) Invalid Analyzing Agency Found

Example:
ERROR: Invalid Analyzing Agency Found: APR for EMS ID: E235055 Location Name: S5 OUTFALL Sample Date: 200005181440

Interpretation: The analyzing agency code entered is not a valid analyzing agency code or may be entered incorrectly. Check the Analyzing Agency table to determine the valid analyzing agency code.

Correction: Contact data provider or lab and ensure a correct analyzing agency code is inserted into the file.

7) Invalid Collection Method Code Found

Example:
ERROR: Invalid Collection Method Code Found: ABCD for EMS ID: E231866 Location Name: VICTORIA - TOPAZ Sample Date: 200101100000

Interpretation: The collection method code entered is not a valid collection method code or may be entered incorrectly. Check the Collection Method table to determine the valid collection method code.

Correction: Contact data provider or lab and ensure correct collection method code is inserted into the file.

8) Invalid Location Type/Sample State/Descriptor Combination Found

Example:
ERROR: Invalid Location Type/Sample State/Descriptor combination Found: 19 FWGE for EMS ID: E235055 Location Name: S5 OUTFALL Sample Date: 200005181440

Interpretation: The Sample State and Sample Descriptor must be compatible with the site type. Check the Sample State, Sample Descriptor Code table to determine the correct combination.

Correction: Verify the EMS location is correct and advise data provider and/or lab of correct sample state/sample descriptor for the particular location.

9) Invalid Measurement Unit Code Found

Example:
ERROR: Invalid Measurement Unit Code Found: 780 for EMS ID: E231866 Location Name: VICTORIA- TOPAZ Sample Date: 200101010000 Parm Code: 0025 Analytical Method: X175

Interpretation: The measurement unit code entered is not a valid measurement unit code or may entered incorrectly. Check the Measurement Unit table for the list of valid measurement units and the Parameter Dictionary table to determine the valid measurement unit code for the parameter/analytical method entered.

Correction: Contact data provider or lab and ensure a correct measurement unit code is inserted into the file.

10) Invalid Monitoring Location Found

Example:
ERROR: Invalid Monitoring Location Found: E123456 Monitoring Location: Sample Date: 200101010000

Interpretation: The EMS monitoring location entered is not a valid monitoring location or may be entered incorrectly.

Correction: Contact data provider or lab and ensure correct monitoring location is inserted into the file.

11) Invalid Parameter Code Found

Example:
ERROR: Invalid Parameter Code Found: 3000 for EMS ID: E231866 Location Name: VICTORIA- TOPAZ Sample Date: 200101010000 Analytical Method: X175

Interpretation: The parameter code entered is not a valid parameter code or may be entered incorrectly. Check the Parameter Dictionary table for a listing of all valid parameter codes.

Correction: Contact data provider or lab and ensure a correct parameter code is inserted into the file.

12) Invalid Sample Class Found

Example:
ERROR: Invalid Sample Class Found: RP9 for EMS ID: E231866 Location Name: VICTORIA- TOPAZ Sample Date: 200101010000

Interpretation: The sample class code entered is not a valid sample class code or may be entered incorrectly. Check the Sample Class table for a listing of all valid sample class codes and their descriptions.

Correction: Contact data provider or lab and ensure correct sample class code is inserted into the file.

13) Missing Sample Start Date Found

Example:
ERROR: Invalid Sample Start Date Found: for EMS ID: E222242 Location Name: WILLIAMS LAKE WATER TOWER

Interpretation: The sample start date for the specified EMS location is blank. Each sample must have a valid sample start date. The date should be in (YYYYMMDDHHMM) format.

Correction: Contact data provider or lab and ensure a correct sample start date is inserted into the file.

14) Invalid Sample State Code Found

Example:
ERROR: Invalid Sample State Code Found: DD for EMS ID: E222242 Location Name: WILLIAMS LAKE WATER TOWER Sample Date: 200102020100

Interpretation: The sample state code entered is not a valid sample state code or may be entered incorrectly. Check the Sample State, Sample Descriptor Code table to determine the valid sample state code.

Correction: Contact data provider or lab and ensure correct sample state code is inserted into the file.

15) Invalid Sample Descriptor Code Found

Example:
ERROR: Invalid Sample Descriptor Code Found: SD for EMS ID: E222242 Location Name: WILLIAMS LAKE WATER TOWER Sample Date: 200102020100

Interpretation: The sample descriptor code entered is not a valid sample descriptor code or may be entered incorrectly. Check the Sample State, Sample Descriptor Code table to determine the valid sample descriptor code.

Correction: Contact data provider or lab and ensure correct sample descriptor code is inserted into the file.

16) Invalid Sampling Agency Found

Example:
ERROR: Invalid Sampling Agency Found: DED for EMS ID: E231866 Monitoring Location: VICTORIA -TOPAZ Sample Date: 200101010000

Interpretation: The sample agency code entered is not a valid sampling agency code or may be entered incorrectly. Check the Sampling Agency table to determine the valid sampling agency code.

Correction: Contact data provider or lab and ensure correct sampling agency is inserted into the file.

17) Invalid Taxonomic Name Code Found

Example:
ERROR: Invalid Taxonomic Name Code Found: ACED for EMS ID: E231866 Monitoring Location: VICTORIA -TOPAZ Sample Date: 200101010000 Parm Code: 0025 Analytical Method: X175

Interpretation: The taxonomic name code entered is not a valid taxonomic name code or may be entered incorrectly. Check the Species table to determine the valid taxonomic name code.

Correction: Contact data provider or lab and ensure correct sampling agency is inserted into the file.

18) Measurement Unit Code Found without Corresponding Result Value

Example:
ERROR: Measure Unit Code found without corresponding result value: for EMS ID: E231866 Monitoring Location: VICTORIA -TOPAZ Sample Date: 200101010000

Interpretation: A measurement unit code has been entered with a blank result. If a measurement unit is entered, a numeric result must also be entered.

Correction: Contact data provider or lab and ensure the correct result is inserted into the file.

19) Parameter and Analytical Method Not Found in Dictionary

Example:
ERROR: Parameter and Analytical Method not found in dictionary: for EMS ID: E222242 Location Name: WILLIAMS LAKE WATER TOWER Sample Date: 200006110000 Parm Code: PM10 Analytical Method: 5035

Interpretation: An invalid combination of parameter and analytical method was found. The parameter/analytical method must be a valid combination in the Parameter Dictionary table.

Correction: Contact data provider or lab and ensure the correct parameter/ analytical method combination is inserted into the file.

20) Result Comment Field Must Be Supplied if Result Reported = C for EMS ID

Example:
ERROR: Result Comment Field Must be supplied if Result reported = C for EMS ID: E231866 Monitoring Location: VICTORIA -TOPAZ Sample Date: 200101010000 Parm Code: 0025 Analytical Method: X175

Interpretation: A result has been entered with a 'C' in the result field without a corresponding comment. Results with entries = 'C' in the results field must include a comment describing the reason for the 'C' in the results comment field.

Correction: Contact data provider or lab and ensure that a result comment is inserted into the file.

21) Result Must Be for a Parameter or Taxonomic ID for EMS ID

Example:
ERROR: Result must be for a parameter or taxonomic ID for EMS ID: E240821 Location Name: GNAWED LATE AT HVCD Sample date: 200003071130

Interpretation: A record has been entered in the file without an associated result. All entries with either a parameter/method or taxonomic identifier must have a numeric result or a 'C' (for associated comment) entered in the result field.

Correction: Contact lab and/or data provider to make the appropriate correction.

22) Sample Start Date Must Be in Format YYYYMMDDHHMM

Example:
ERROR: Sample Start Date must be in format YYYYMMDDHHMM: 20010101 for EMS ID: E222242 Location Name: WILLIAMS LAKE WATER TOWER

Interpretation: The sample start date for the specified EMS location is not in the correct format of YYYYMMDDHHMM (12 numbers in total).

Correction: Contact data provider or lab and ensure a correct sample start date is inserted into the file.

23) Sample Start Date > Sample End Date

Example:
ERROR: Sample Start Date > Sample End Date: 20010101 for EMS ID: E222242 Location Name: WILLIAMS LAKE WATER TOWER Sample Date

Interpretation: The sample collection start date/time is later than the sample collection end date/time. A sample start date and time must occur prior to (or be equal to) a sample end date and time.

Correction: Contact data provider or lab and ensure a correct sample start and/or end date is inserted into the file.

WARNING Messages

NOTE: All files that contain only WARNING messages are entered into EMS. If the files contains both WARNING and ERROR messages, the data is not entered into EMS.

1) Invalid Ministry Contact Found

Example:
WARNING: Invalid Ministry Contact Found: PCHRISTENS for EMS ID: E231866 Location Name: VICTORIA - TOPAZ Sample Date: 200003250000

Interpretation: The Ministry contact name entered in the may not be a valid EMS user, may be misspelled or entered incorrectly.

Correction: Ensure the correct Ministry contact is entered correctly on the requisition and/or is provided to the permittee submitting files to EMS.

2) Result Could Not Be Converted to a Numeric Result

Example:
WARNING: One or more results have been Indexed F for Requisition: 50043668 Failed Results Conversion (Text to Numeric), maximum index of F
for EMS ID: E240321 Location Name: DEER CREEK UPSTREAM Sample Collection Date: 09-MAY-00 Parm Code: 0454 Method Code: X022

Interpretation: The result field contains a character that prevents EMS from converting it to a number.

Correction: Review the data in EMS and make the appropriate correction.

For More Information:

Environmental Quality Branch
Ministry of Environment
Government of British Columbia

PO Box 9341
Stn Prov Govt
Victoria, British Columbia
Canada V8W 9M1