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Air Pollution Control Division records

Help in your language: Free language assistance services are available to you. To request assistance in Spanish or another language, please email cdphe_apcd_outreach@state.co.us. Please include the topic and “language assistance” in the subject line. Please also link to the specific information you’d like to access, if possible, such as a web page or document.

 

Ayuda en el idioma de su preferencia: ofrecemos asistencia en el idioma de su preferencia, sin cargo alguno. Si desea solicitar asistencia en español o en otro idioma, envíe un correo electrónico a cdphe_apcd_outreach@state.co.us. Indique el tema y la frase “language assistance” (asistencia en otro idioma) como asunto de su mensaje. De ser posible, incluya un enlace a la información que desea consultar, como la página web o el documento.

Overview

The CDPHE Air Pollution Control Division generates and receives many documents and data. The division provides public documents and data for community members to ensure accessibility and transparency of the work being done. The division focuses mainly on regulatory documents, which can be challenging to locate and compile. This web page provides guidance on how to search for and locate documents of interest. The division’s interactive map and public access viewer also serve as resources to access records.

Suncor

Asbestos and other indoor air quality records

Looking for asbestos documents on a house or other type of building? Locate asbestos documents.

  • Use “CDPHERM AIR Public Asbestos and Lead” search type.
  • Searching using your address:
    • It is most helpful to search using the numerical digits of the address with a wildcard/asterisk symbol. 
    • For example, an address is 123 W Broadway Ln. Use the “CDPHERM Address” box and type in the address keyword using 123*Broadway*.
  • Multiple keywords can be used to narrow down the search.
  • Searching is not case-sensitive. 
    • Use a mixture of upper and lower case.
  • Use a date range so that the database can efficiently return documents of interest
    • For example, locating documents for 12548 Shore Drive, Denver, CO –  within a date range.
    • Searching using 125* in the address keyword will result in a large amount of documents. The date range provides the documents of interest.

Visual example of search using date range and address with wild card for best search methodology.

Figure 1: Example of efficient search terms.

This section provides more information on reviewing records generated by the CDPHE Air Pollution Control Division’s Indoor Environment Program. The program handles indoor air quality concerns such as lead and asbestos.

To search the program’s records in the Public Access Viewer:

  • Use the “CDPHERM AIR Public Asbestos and Lead” search type.
    • Searching by address is the go-to.
    • It is most helpful to search using the numerical digits of the address with a wildcard, such as 1234*.
    • Example: an address is 123 W Broadway Ln. The recommendation is to search the address keyword using, 123*Broadway*.

General division reports

  • Conducting a Phase 1 – Environmental Site Assessment.
    • Use “CDPHERM AIR Public Stationary Source Facility” and “CDPHERM AIR Public Asbestos and Lead” Search Types.
    • How to locate information for a phase 1 – environmental history.
      • The easiest way to locate information is to use the CDPHERM Address keyword.
        • It is most helpful to search using the numerical digits of the address with a wildcard. For example, to search the address, 123 W Broadway Ln. The recommendation is to search the address keyword using 123*Broadway*.
    • Date range  can be used to narrow down the search.
    • Searching is not case-sensitive.
    • Results are limited to 10,000 in the Public Access Viewer.
    • Internet speeds may impact how quickly search results load
       

This section provides more information on reviewing records generated by the CDPHE Air Pollution Control Division’s Stationary Sources Program. Stationary sources can include any building or facility that generates air pollution.

To search the program’s records in the Public Access Viewer:

  • Stationary source's digital files are primarily organized using the first seven digits of the facility AIRS ID. 
  • Search by CDPHERM Container keyword
    • CDPHERM Container: This keyword groups documents based on the first seven AIRS IDs in the format xxx-xxxx.
      • Due to older documents and data migrations, this may be the only way to locate some documents. Data cleanup work does populate the AIRS ID field.
    • CDPHERM AIRS ID: Searches for the AIRS ID.
      • Use part of the seven digit, facility AIRS ID with a wildcard/asterisk symbol is recommended: xxx-xxxx*.
      • Search for documents using the emission point will not necessarily return search results. 
      • Use the AIRS ID, xxx-xxxx-xxx, in its entirety may limit results.
  • Select the “CDPHERM Air Public Stationary Source” search type. Use the seven digit facility AIRS ID in the “CDPHERM Container” keyword to locate all the digitized facility files.
  • Use multiple keywords for a more narrowed-down list of results.
    • For example, container (xxx-xxxx) and date range.
  • Search by permit.
    • Some permit numbers end with .xa, .xp, .gf.
    • Use the wildcard/asterisk symbol with the first few numerical digits of the permit.
      • For example, with the permit 12AD1534.XP, search using 12AD1534* or even 12AD*.
  • The most commonly used keywords for indexing are 
    • CDPHERM Container.
    • CDPHERM AIRS ID.
    • CDPHERM Air Permit.

I’m looking for stationary source files and get no results:

  • It may be that the file is a hard copy and hasn’t been scanned yet. When staff have verified that a file is scanned, you will see “Facility File Digitized.”
  • When a stationary source closes, the file is retained for ten years. Staff will update the keyword, CDPHERM Facility Close Date, when that date is known.
  • Note: The 10-year retention is effective 1-1-2023. Before that, the retention period was seven years.

Guidance and guidelines

Find stationary source air quality records with the interactive map.

The online database stores different documents and data. Locate documents using our Public Access Viewer, in addition to the interactive map. Learn more about using the mapping tool with the How-to guide and the How-to video.

Internet speed can impact how quickly the search results come up. Slow internet speed and a large number of results can cause problems, which might cause users to be timed out of the system.

  • Results are limited to 10,000 in the Public Access Viewer. Figure 5 shows the error message that will appear when there are more than 10,000 search results. Narrow your search to retrieve documents.

Error from the Public Access Viewer.

Figure 5: The error message.

  • Searching is not case-sensitive.
    • Use a mixture of upper and lower case letters.
  • Use a wildcard search or asterisk symbol for any keyword (before, after, or surrounding the keyword). 
    • A best practice is to include a portion of the keyword to reduce the number of documents the database needs to examine.
    • For example, if you are trying to locate documents for Joe’s Dog Grooming, enter Joe*, *Dog Grooming,* or *Dog* as the search parameter.
  • Date range and multiple keywords can be used to narrow down the search.
  • If the keywords used are too broad, results may take longer to display or may not load.
    • For example, instead of using the word “permit” in a search, use the permit number.
  • Retrieve documents when trying to locate a specific type of document by using available custom queries.
    • APENs, enforcement, inspection reports, permitting, reporting.

  • OnBase: a database used by the air division to store and manage documents and data.
  • Records and Information Unit: the team of people who process documents and data for the division and respond to requests for documents and information.
    • Data entry is primarily by hand.
  • Query: a search that was designed to locate documents more easily.
  • Keyword: an identifying information used to locate documents stored within the electronic document imaging system.
    • In the Public Access Viewer, you’ll see keywords as CDPHERM “keyword.”
  • Container: (county code + source number - mainly for Stationary Source Program records).
    • Keywords are used to group documents based on the first seven of the AIRS IDs in the format xxx-xxxx. Due to older documents and data migrations, this may be the only way to locate some documents. Data cleanup does populate the AIRS ID keyword.
  • AIRS ID: keyword used to group stationary source documents based on seven digits utilizing the format of xxx-xxxx. The AIRS ID may include a point and be formatted as xxx-xxxx-xxx.
  • Permit: Stationary source permit numbers use the format 12DE1234.
    • The first two digits are based on the year.
    • The county is used for the letters.
    • The last four digits are the number of permits issued in that year for that county.
      • There can be suffixes, such as XP, XA, CA, and GF.
  • Wildcard: the use of the asterisk symbol to replace unknown letters or numbers
    • For example, if trying to locate documents for Joe’s Dog Grooming, enter Joe*, *Dog Grooming, or *Dog*.
    • Using only the wild card/asterisk symbol will cause the search to time out.
  • Search results: list of documents generated and associated with the keywords used for the search.
  • Indexing: the process of adding keyword values to documents in the database to search for content. This data entry is often done manually.
  • Colorado Inventory System data dictionary.

Digital records are available via the Public Access Viewer. User guides can be found using the records OnBase search. Search for records using the Public Access Viewer before submitting a records request. 

  • All requests must be emailed to cdphe_apcd_records@state.co.us.
  • Include as much information as possible when submitting a request. The team can generally respond faster, given the more specific request.
    • A request for all records for a facility will require significant staff time to respond.  A request for specific records will require less time from staff and allow for a more timely response.
    • Helpful information includes:
      • The types of documents being requested.
      • Date ranges.
      • Address.
      • AIRS IDs.
      • Permit numbers.
  • Records Unit staff will determine the volume of available, responsive materials and notify the requestor. We will work with the requestor to make arrangements for review or to obtain the materials.

Records can be obtained in a variety of methods:

  • Materials can be uploaded to the database and accessed via the Public Access Viewer. 
  • Materials can be shared using Google Drive. The file will be shared for seven calendar days when the shared privileges will be removed. 
  • Hard copy records may be copied by scanning and provided electronically. The division may opt to utilize the state’s contracted vendor for scanning.
  • Materials may be sent via email, but they must not exceed the department’s email limitations.
  • The division will not use File Transfer Protocol (FTP) sites.
  • If materials are digital, they will be provided digitally.

On-site file reviews are by appointment only.

  • We cannot respond to drop-in file review requests. The hours available for review are Monday through Friday, 9 a.m.-12 p.m. and 1-4 p.m. 
    • Note: On-site file review may not be available if there are restrictions for in-person visits. 
  • Data retrieval and manipulation can be performed to create a record on a case-by-case basis. When requesting a data retrieval, specify the data elements and specific selection criteria. 
  • Fees are associated with a data retrieval and manipulation request. 
    • Refer to the department’s policy for fees and other information. Fees must be paid before records are retrieved, reviewed, and released or for retrieval and manipulation of data. The division uses the online portal to accept payment. 
    • The payment portal can either accept credit cards or check payments.

Frequently asked questions

The records may not have been digitized. To request records, contact cdphe_apcd_records@state.co.us.

A discrete document is created from company and facility data. It captures the data to make it publicly available otherwise the data is not accessible due to the database functionality.

Generally, this happens when the documents are not being uploaded into OnBase.

There may be certain fees associated with a records request. View the department’s policy.

As of January 1, 2023, stationary source facility records are retained for ten years after the facility has been shut down or is no longer operating. Before 2023, the retention period was seven years.

Contact us

To submit a records request, contact cdphe_apcd_records@state.co.us.

The online records database contains only some documents in the division. Email cdphe_apcd_records@state.co.us for specific requests.

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