Air Pollution Control Division Records

Find stationary source air quality records with our new interactive map

The Air Pollution Control Division generates and receives many documents and data. Much of this work is done for regulatory purposes. We understand public documents and data are not always easy to find. On this webpage, we will show you how to search for and find documents you may be interested in.

The division uses an online database to store different documents and data. You can locate these using our Public Access Viewer, in addition to the interactive map.

We are excited about our new mapping tool and have scheduled two upcoming tutorial webinars. Join us to learn more, ask questions, and share your thoughts! Meetings are offered via Zoom. Registration is required and interpretation is available:

Our online records database does not contain every document in the division. If you can’t find what you’re looking for, please email us at cdphe_apcd_records@state.co.us. We are constantly working towards digitizing records.

We value your feedback. Please let us know how we’re doing through our feedback form.

If you have questions or find an error, please contact us at cdphe_apcd_records@state.co.us.

Use nuestro nuevo mapa interactivo para buscar los registros de la calidad del aire de las fuentes fijas

La División de Control de la Contaminación del Aire produce y recibe muchos documentos y datos. Gran parte de esta labor se realiza para fines reglamentarios. Estamos conscientes de que no siempre es fácil encontrar los datos y documentos públicos. En esta página web le enseñaremos a buscar y encontrar los documentos que desea consultar.

La División almacena una variedad de documentos y datos en una base de datos en línea. Aparte del mapa interactivo, también puede usar el visor de acceso público para encontrar estos datos y documentos.

Nos complace anunciarles que creamos una nueva herramienta de mapeo y hemos programado dos seminarios web para enseñarles a usarla. ¡Únase a nosotros para informarse, hacer preguntas y compartir sus comentarios! Las reuniones se realizarán a través de Zoom. Es necesario inscribirse y se ofrecerá interpretación: 

Nuestra base de registros en línea no contiene todos los documentos de la División. Si no encuentra lo que busca, envíe un mensaje a cdphe_apcd_records@state.co.us. Estamos digitalizando más registros en forma constante.

Valoramos su opinión. Use esto formulario para hacernos llegar sus comentarios.

Si tiene alguna pregunta o encuentra algún error, envíenos un mensaje a cdphe_apcd_records@state.co.us.

  • Why didn’t any results appear?
  • What is a discrete document?
    • Discrete documents are created from data about the company and facility
  • Why is the document on APCD’s website, but not in the PAV?
    • Generally, this happens when the documents are not being uploaded into OnBase
  • Are there any fees to request records?
  • How long are records retained?
    • Effective 1/1/2023 records are retained for 10 years after the facility has been canceled. Prior to that, the retention period was seven years.
  • Please let us know how we’re doing

  • OnBase - database used by the APCD to store and manage documents and some data
  • Records and Information Unit (RIU)
    • Team of people who process documents and data for the division and respond to requests for documents and information
    • Data entry of mostly by hand
  • Query – search that was designed to more easily locate documents
  • Keyword - an identifying piece of information used to locate documents stored within the electronic document imaging system
    • In the PAV, you’ll see keywords as CDPHERM “keyword”
  • Container = (county code + source number - mainly for SSP records) - this keyword is used to group documents based on the first seven of the AIRS ID, in the format of 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 using 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. This is based on the year for the first two digits. The county is used for the letter. Then number of permit issued in that year, for that county, is the last four digits. There can be suffixes, such as .XP, .XA, .CA and .GF
  • Wildcard - the use of the * symbol to replace unknown letters or numbers
    • For example : if you are trying to locate documents for Joe’s Dog Grooming you can enter Joe*, *Dog Grooming, or *Dog*
    • Using only the wild card 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 in order to search for content. This data entry is often manually.
  • Please let us know how we’re doing

  • Internet speed can impact how quickly your search results will come up
    • Slow internet speed and large number of results can cause problems
    • This may cause you to time out
  • Results are limited to 10,000 in the PAV

  • Searching is not case sensitive - you can use a mixture of upper and lower case
  • You can use a wild card search * in any keyword (before, after, or surrounding the keyword). Best practice is to include a portion of the keyword to reduce the number of documents the database needs to look at
    • Example: if you are trying to locate documents for Joe’s Dog Grooming you can enter Joe*, *Dog Grooming, or *Dog* as the search parameter
  • 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 loa
    • Example: Using the word “Permit” to search. Instead, use a permit number
  • Keywords might need to be more specific to get a lower number of results
    • For example, locating documents for 12548 Shore Drive, Denver CO – permit 16AD5687.XP
      • Searching using 125* in the address keyword will result in a larger amount of documents
      • Searching using 125* in the address keyword AND 16AD5687.XP  in the Air Permit keyword will narrow down the search results

  • Broaden or narrow your search if you see too few or too many results.
  • Available custom queries allow you to retrieve documents when trying to locate a specific type of document
    •  APENs, Enforcement, Inspection Reports, Permitting, Reporting

  • Link to PAV, click here
  • 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
      • Main keywords to use to locate documents - Address
        • It is most helpful to search using the numerical digits of the address with a wildcard – for example 1234* NOTE: This may bring up large amount of results
        • Example: an address is 123 W Broadway Ln. The recommendation is to search the address keyword using: 123*Broadway*
  • Multiple keywords can be used to narrow down the search
  • Searching is not case sensitive - you can use a mixture of upper and lower case
  • Custom queries available allow you to retrieve documents when trying to locate a specific type of document
    • APENs, Enforcement, Inspection Reports, Permitting, Reporting
  • If the keywords used are too broad, results may take longer to display and you may time out
  • Keywords might need to be more specific to get a lower number of results
    • For example, locating documents for 12548 Shore Drive, Denver CO – permit 16AD5687.XP
      • Searching using 125* in the address keyword will result in a larger amount of documents
      • Searching using 125* in the address keyword AND 16AD5687.XP  in the Air Permit keyword will narrow down the search results
  • Broaden or narrow your search if you see too few or too many results.
  • Results are limited to 10,000 in the PAV
  • If you find an error, please feel free to reach out to us at cdphe_apcd_records@state.co.us.
  • Please let us know how we’re doing

  • Link to PAV, click here
  • Stationary sources digital files are primarily organized using the first seven digits of the facility AIRS ID. 
  • Search by AIRS ID and container
    • CDPHERM AIRS ID: Searches for the AIRS ID. If the point is known, this will be indexed down to the point, using the format of xxx-xxxx-xxx. To locate all documents with the AIRS ID indexed, it is recommended to use wild card in the following format, xxx-xxxx*
    • Using the AIRS ID, xxx-xxxx-xxx, in its entirety may limit results
    • Using part of the AIRS ID with a wildcard can broaden the search results – xxx-xxxx*
    • CDPHERM Container: This keyword is used to group documents based on the first seven of the AIRS ID, in the format of 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 field
  • Select the CDPHERM Air Public Stationary Source search. Use the facility AIRS ID in the CDPHERM Container keyword to locate all the digitized facility file
  • Use multiple keywords for a more narrowed down list of results
    • For example, container (xxx-xxxx), permit, and date range
  • Search by Permit
    • Some permit numbers end with .xa, .xp, .gf
    • Use the wildcard with the first few numerical digits of the permit
      • For example: with the permit 12AD1534.XP, search using 12AD1534* or even 12AD*
  • Most commonly used keywords for indexing: container, AIRS ID, and permit
  • If no results appear when searching, it may be that the records have not been digitized - to request records, email cdphe_apcd_records@state.co.us

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

  • It may be that the file is in 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 10 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. Prior to that, the retention period was seven years.

  • Link to PAV, click here
  • Use “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 – for example 1234*
      • Example: an address is 123 W Broadway Ln. The recommendation is to search the address keyword using: 123*Broadway*
  • If no results appear when searching, it may be that the records have not been digitized - to request records, email cdphe_apcd_records@state.co.us
  • If you find an error, please feel free to reach out to us at cdphe_apcd_records@state.co.us
  • Please let us know how we’re doing

 

  • Did you just buy a house? Looking for asbestos documents on your house?
    • Click here to locate 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 – for example 1234* for an address of 123453 Shore Drive
      • Example: an address is 123 W Broadway Ln. The recommendation is to search the address keyword using: 123*Broadway*
    • Multiple keywords can be used to narrow down the search
    • Searching is not case sensitive - you can use a mixture of upper and lower cas
    • Search parameters might need to be more specific to get a lower number of results
      • For example, locating documents for 12548 Shore Drive, Denver CO – permit 16AD5687.XP
        • Searching using 125* in the address keyword will result in a larger amount of documents
        • Searching using 125* in the address keyword AND 16AD5687.XP  in the Air Permit keyword will narrow down the search results
    • Broaden or narrow your search if you are see too few or too many results
    • Results are limited to 10,000 in the PAV
    • Internet speed can impact how quickly search results load
  • If you find an error, please feel free to reach out to us at cdphe_apcd_records@state.co.us.
  • Please let us know how we’re doing

 

  • Digital records are available via the Public Access Viewer (PAV). https://oitco.hylandcloud.com/CDPHERMPublicAccess/index.html User guides can be found using this link. Please search for records using the PAV prior to submitting a records request. 
  • All requests must be in writing. Email is the preferred method. Please do not email staff directly as this may delay the time it takes to respond to your request.
  • Please include as much information as possible when submitting your request. For  example, if you submit a request for all records for a facility, it will likely require  significant staff time to respond. However, if you only want the permit for a facility,  we can generally respond rapidly. Information that is useful may include: 
    • Types of documents being requested, date ranges, address, AIRS IDs and 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 PAV. 
    • Materials can be shared using Google Drive. The file will be shared for seven calendar days, at which time the shared privileges will be removed. 
    • Materials can be burned to CD or DVD, and either mailed or picked up by the requestor. Thumb drives are also available for larger files. There will be  associated costs.
    • Records which are in hard copy may be copied by scanning and provided electronically. APCD may opt to utilize the state’s contracted  vendor for scanning.
    • Materials may be sent via email, not to exceed the Department’s email limitations.
    • FTP sites will not be used by the Division.
    • 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. Hours available for review are Monday thru Friday, 9:00am to 12:00pm and 1:00pm to 4:00pm. PLEASE NOTE: On-site file review may not be available if there are restrictions for in-person visits. 
  • Data retrieval and manipulation can sometimes be performed to create a record.  This is done on a case-by-case basis. When requesting a data retrieval, please  specify the data elements and specific selection criteria. There will be fees  associated with this. 
  • Please refer to the Department’s policy for fees and other information. Fees must be paid prior to the retrieval, review and release of records, 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. The link for the portal can be found here: https://cdphe.colorado.gov/payrevenue
  • Link for Department policy: https://cdphe.colorado.gov/department-policy-217-open-records

To submit a records request, please contact Air Pollution Control Division in writing. Email is the preferred method.

 

Email: cdphe_apcd_records@state.co.us

Phone: 303-692-3100