DEEP: Sample Collection and Documentation

Industrial Wastewater Compliance Assistance
What You Need To Know About Sample Collection and Documentation
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DMRs, Monitoring Data, and Maintenance and Operational Logs

File electronically!
If you are required to submit DMRs to comply with an Individual NPDES or Pre-treatment permit, you are eligible to file electronically. Learn about NetDMR.

To report monitoring activity to the Bureau of Materials Management and Compliance Assurance, the Department provides a preprinted DMR to the permittee. The permittee should utilize the DMR Instruction Manual to complete and submit the DMR to the Bureau of Materials Management and Compliance Assurance.
The discharge permit and RCSA Section 22a-430-3(j) require that the DMR include a detailed explanation of any violations of the limitations specified in the permit. The Department encourages the use of a cover letter attached to the preprinted DMR forms as a means of detailing any violations. The cover letter should include the following:
  • what the violation is
  • when the violation occurred including the duration, date(s) and time(s)
  • cause of the violation
  • what corrective action(s) has been taken
  • what is being done to prevent a recurrence of the violation(s)
Permittee Responsibilities
  • Collect, pre-treat and/or discharge wastewater in accordance with the permit, relevant permit application materials and all approvals issued by the Department.
  • Monitor the discharge(s) and report results to the Bureau of Materials Management and Compliance Assurance according to the schedule specified in the permit. The permit specifies the minimum frequency of sampling and the type(s) of samples to be collected. In addition to submitting the DMR, the permittee must maintain at their facility for a minimum of five years a file consisting of copies of all DMRs that the facility has submitted to the Bureau of Materials Management and Compliance Assurance:
    1. Copies of all cover letters that the facility has submitted with their DMRs to explain and detail any violations of the permit limitations.
    2. Original Laboratory Analysis Report(s). Analysis must be by methods as specified in 40 CFR Part 136 or by methods specified in your permit. Permittees are encouraged to use a certified laboratory. Some parameters such as pH and residual chlorine require immediate analysis and should be performed by the permittee. Records of on-site analysis must be kept.
    3. Monitoring, Maintenance and Operational Logs. Data forms used by the permittee to record monitoring, maintenance and operational activity required by the permit. Each permittee should develop these logs specific to the facility and their permit.
Verbal notifications
Water Permitting & Enforcement Division (WPED): 860-424-3025. When outside normal business hours, call 860-424-3338 and then 860-424-3025.
Bypass, Spill or Environmental Emergency: DEEP Emergency Response and Spill Prevention, 860-424-3338
Written communications to the WPED 
Department of Energy and Environmental Protection (DEEP), 79 Elm St., Hartford, CT 06106-5127 
Any written communications except those noted below
Director, Bureau of Materials Management and Compliance Assurance, WPED
DMR Violations-Permit Limitations
Submit written notification with the next DMR form to:
Bureau of Materials Management and Compliance Assurance
DMR Processing Unit
Remember to include your permit ID on any correspondence
concerning your permit or DMRs.
Content last updated July 2011