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Electronic Reporting Page Updated on 1/6/2014

As of January 1, 2013, Unified Program Consolidated Form (UPCF) data that regulated businesses are required to submit can no longer be submitted to local Unified Program Agencies (UPA) in hard-copy, fax or PDF format. Assembly Bill (AB) 2286, which was signed by Governor Arnold Schwarzenegger, requires that businesses now use the Internet to submit the information as electronic data transfers using either the California Environmental Reporting System (CERS) a state-wide electronic reporting system operated by the California Environmental Protection Agency (Cal/EPA) or a local UPA web portal configured to share information with CERS.

The information required to be electronically reported is the same data included in the previously-required UPCF forms. The law only changes the reporting method for information that was already required to be submitted: paper forms such as the Hazardous Materials Business Plan (HMBP), Underground Storage Tank Operating Permit Application, Onsite Hazardous Waste Treatment Notification pages, etc. Since the UPCF forms have been withdrawn from use, the Unidocs Website's Word and PDF UPCF-compliant versions of those forms, and those Uniform Documents that had UPCF forms embedded in them (e.g., Unidocs Hazardous Materials Business Plan), have been retired and are no longer available for download.

Santa Clara County CUPA and the local Fire Departments that serve as Participating Agencies working with the County CUPA to implement the Unified Program are developing a local web portal (website) where businesses may submit required information and access additional compliance tools and resources with an emphasis on satisfying both State and local reporting requirements. State-required information collected through the portal will be transmitted electronically to CERS, so the portal will serve as a one-stop destination. For that reason, businesses currently using CERS are encouraged to switch to the local portal when it comes on-line.

The local portal will serve regulated business facilities located in any area of Santa Clara County other than within the cities of Gilroy, Santa Clara, and Sunnyvale. Businesses located in those cities, or in other Unidocs Member Agency jurisdictions, should contact their local CUPA regarding the availablity of local electronic reporting systems as an alternative to using CERS.

It is anticipated that the local portal will be operational in the first quarter of 2014. Keep checking the Unidocs website for updates on when the portal will be ready for use. If you are required to make a submission before the portal is available, you may use CERS.

QUICK LINKS (by Subject Area)

Electronic Reporting Frequently Asked Questions (FAQ)

Q. Do I have to make my first electronic submittal by January 1, 2013?

A. No. January 1, 2013 is not a reporting deadline. Existing reporting deadlines are unchanged by this law and vary depending upon the regulatory program and agency enforcing that program. For example, if you normally submit a Hazardous Materials Business Plan (HMBP) certification form by March 1 of each year, then you will have to submit it electronically by March 1, 2013. HMBP submittals and recertifications are accepted throughout the year, provided that they are submitted within 12 months of the last submittal or recertification date.

Q. How do I submit information electronically?

A. Santa Clara County Department of Environmental Health (County CUPA) and the local Fire Departments that work with the County as Participating Agencies are developing a local web portal (i.e., website) where businesses may submit required information and access additional compliance tools and resources. Information collected through the portal will be transmitted electronically to Cal/EPA's state-wide database, the California Environmental Reporting System (CERS). If you are required to make a submission before the portal is available, you may go directly to CERS.

Q. Can I submit data both to CERS and the local portal?

A. As soon as the portal is available, you will need to submit using only one of the reporting systems. Businesses that use CERS as their primary reporting system may need to submit additional forms and information directly to the local agency in order to meet local requirements, so you are highly encouraged to use the portal. It will allow you to meet both State and local requirements from one website. It will provide tools and information beyond what is available in CERS.

Q. Will all agencies be approaching electronic reporting the same way?

A. No. Some agencies will choose to develop a local portal, while others will have their businesses reporting directly to CERS. The portal described in this FAQ is intended for businesses within Santa Clara County, excluding those in the cities of Gilroy, Santa Clara, and Sunnyvale.

Q. How will electronic reporting benefit businesses and agencies?

A. Electronic reporting will save time and resources by allowing all of the following:

  • Businesses and their contractors can quickly access, update and submit Unified Program information.
  • Multi-jurisdictional businesses can submit required information through a single reporting system;
  • Agencies can review submittals from one central system and respond using automated e-mail notifications;
  • Emergency Responders can quickly see a facility's current hazardous materials inventory and site maps.

Q. What can I do now?

A. Those wanting access to the local portal should periodically check this website for additional information on portal availability, training opportunities, and eReporting updates.

California Environmental Reporting System (CERS)

Those required to report electronically may go directly to the CERS website to obtain a user account and request access to their facility record(s). Training materials developed by Cal/EPA are also available.

Hazardous Materials Business Plan (HMBP) Modules for Electronic Reporting

CERS does not have individual data entry elements for some of the information that is required to be in contained in Hazardous Materials Business Plans. If you are currently using CERS, you must upload a Word or PDF file attachment to satisfy the California Health and Safety Code Chapter 6.95 and California Code of Regulations Title 19 requirements that the HMBP contain Site Plan and Storage Map information showing the facility layout and chemical storage/handling locations, emergency response plans and procedures, and employee training information.

You may use the documents on this page to satisfy HMBP requirements. Complete the forms, then print or scan them as Adobe Acrobat (PDF) files for upload to CERS using CERS' "Upload Document" feature. Note that many computer printers and photocopiers these days also have a scan function, and some can automatically generate PDF documents. CERS requests that maps be uploaded as PDF files since they are scalable without loss of resolution, and have relatively small file sizes, both of which benefit the emergency response agencies that will use the maps.

The documents listed below are available to satisfy those requirements. If you need help downloading, printing, or entering data for any of these documents, please view the Download Instructions and Uniform Document Questions and Answers pages.


Number
(Rev. Date)
Format
Description

N/A
(06/27/11)

CERS Consolidated Contingency Plan Template


4,911KB
You may use this form, or the Unidocs Uniform Document below, to satisfy the requirement that your HMBP address emergency response plans and procedures and the training of facility personnel in responding to emergencies. This document is not required for Hazardous Materials Registration Form facilities unless they are required to prepare a Hazardous Waste Contingency Plan.

N/A
(06/27/11)

CERS Consolidated Contingency Plan Instructions


30KB
 
UN-020 CERS
(12/14/10)

Hazardous Materials Business Plan Modules for Use With Electronic Reporting (HMBP)


783KB

53KB

You may use this Unidocs Uniform Document, or the CERS form above, to satisfy the requirement that your HMBP address emergency response plans and procedures and the training of facility personnel in responding to emergencies. This document is not required for Hazardous Materials Registration Form facilities unless they are required to prepare a Hazardous Waste Contingency Plan.

UN-020 CERSMAP
(12/28/09)
Hazardous Materials Business Plan (HMBP) Site Plan and Storage Map for Use With Electronic Reporting

178KB

55KB

You may use this document to satisfy the requirement that your HMBP contain information regarding the facility layout and chemical storage locations. CERS requests that maps be uploaded as PDF files since they are scalable without loss of resolution, and have relatively small file sizes, both of which benefit the emergency response agencies that will use the maps.

UN-020M
(7/24/06)
Hazardous Materials Business Plan (HMBP) Site Plan and Storage Map (Image Files)
BMP
2.34MB
JPG
898KB

Bitmap and JPG files of the Unidocs HMBP's map page in case you want to prepare your map(s) using desktop publishing software. (Use your right mouse button to click on the BMP or JPG link, then use the left mouse button to click on "Save Target As..." on the pop-up menu to save the image file to your computer. You can then open the image u sing Microsoft Paint or other image editing software.)

You may use these files to satisfy the requirement that your HMBP contain information regarding the facility layout and chemical storage locations. CERS requests that maps be uploaded as PDF files since they are scalable without loss of resolution, and have relatively small file sizes, both of which benefit the emergency response agencies that will use the maps.