Massachusetts Is First-in-Nation to Shift Contaminated Site
Cleanup Documents to Paperless Filing System
 
Electronic Filing with MassDEP Streamlines Submittals, Allows Instant Access for Review

The Massachusetts Department of Environmental Protection (MassDEP) Bureau of Waste Site Cleanup is the first cleanup program in the nation to implement an all electronic file submittal and review system. MassDEP expects as many as 25,000 reports to be submitted electronically this year.

"This is a fantastic milestone that brings the benefits of electronic filing to everyone, with just one click of the mouse," said MassDEP Commissioner Laurie Burt. "Electronic filing has a number of immediate benefits - it makes it less expensive to submit files and provides a secure backup compared to fragile paper files. Most importantly, citizens can use this resource to find out what's being done to clean up oil or hazardous material across the state, in their town, or down their street."

System-wide electronic filing is the latest innovation for MassDEP's Waste Site Cleanup program which, since 1993, has facilitated the cleanup of more than 25,000 contaminated sites in Massachusetts. The program, which relies on private-sector Licensed Site Professionals (LSP) to oversee the assessment and cleanup at individual sites, has been used as a model by other states as a way to improve how contaminated properties are remediated. Public involvement during the site assessment process and public access to the cleanup records are key components of the program.

This latest shift from paper to e-filing - known as "eDEP" - will now allow online access for any individual computer user to review the material within 10 minutes of submittal. This shift alone will result in benefits, including:
* Reduced volume of paper files received and hand-processed by MassDEP regional staff; reduced regional paper file storage requirements and long-term storage costs;
* Increased MassDEP staff access, via their desktop, to certain case files and documents;
* Reduced need for developers, environmental officials and/or financing officials to conduct in-person file reviews at brick-and-mortar locations; and,
* Reduced waiting time for any remaining file review appointments, for those who can not - or simply do not - want to access electronic files.

The change has already garnered praise among those in the Massachusetts Licensed Site Professional Association (LSPA). "I really do want to champion eDEP in the LSPA community," said LSP Matt Hackman. "It has been an absolute godsend to me as a sole practitioner...Electronic copies are really the way to go." 

Hackman also noted the huge savings in gasoline and reduced carbon emissions, which he and other LSPA members won't have to expend travelling back and forth to MassDEP offices.

In addition to LSPs, a wide variety of interests who want to know about potential, existing or historical site contamination have access to Waste Site Cleanup files, including realtors, loan officers, developers, local officials, business owners, environmentalists, and existing or potential homeowners.

Most financial institutions require a review of all existing files before they will approve financing on a property with a history of contamination. Delays in conducting this due diligence review can delay property transactions. MassDEP regards expanding access to view these files as a key component of its business function.

Last year, more than 2,200 appointments were made to review more than 10,000 individual site files at all four MassDEP Regional Offices in Springfield, Worcester, Wilmington and Lakeville. Due to the volume of inquiries, and limitations on business hours and seating capacity, file review appointments were booked two to three weeks in advance. The combination of electronic filing requirement and the new 24/7 online file review system eliminates constraints imposed by office location, capacity and hours of operation and makes files available to anyone with a computer.

Today's milestone is one step in a larger effort to reduce the number of paper filings. In order to improve and expand the online service, MassDEP's next goal is to make previous submittals - the historic or so-called "legacy" files from 15-plus years of site assessment and cleanup -available online.

To meet this goal, MassDEP has committed to completing all waste site cleanup document scanning by July 2009. Approximately 15 million pages of historical environmental reports for more than 35,000 sites will eventually be made accessible online. 

###