Database Template

Having the proper tools to implement an inspection and maintenance ordinance is as important as adopting the ordinance in the first place. A database is an excellent tool for keeping records on all septic systems within the boundaries of the management program. Even a voluntary management program will benefit from a database record keeping system. The level of sophistication of your database is up to your abilities and resources, but it must be relatively easy to use so that it will be used.

DHEC-OCRM has developed a database template using MS Access. This template is designed to provide a demostration of the type of management system that might be required for your program. It contains fields for information that comes from DHEC's septic Permit to Construct - Certificate of Final Approval, from the septic inspection form template (found under the Ordinance Templates page of this tool kit), and from assessor's data, your municipal tax records or other municipal or billing records. A sampling of dummy data has been included to demonstrate basic functionality, but the database is set up to accept original input. THIS DATABASE IS FOR DEMONSTRATION PURPOSES. WHILE THE STRUCTURE AND FUNCTIONALITY OF THE DATABASE ARE SIMILAR TO WHAT MIGHT BE FOUND IN A PRODUCTION ENVIRONMENT, ERROR-TRAPPING, SECURITY AND COMMON DATABASE DESIGN PRINCIPLES HAVE BEEN SCALED DOWN TO MINIMIZED DEVELOPMENT TIME.

You must have MS Access software to utilize and modify this database. We recommend that you download the latest Microsoft Office service pack to avoid any problems utilizing the database. The demonstration database was developed in MS Office XP. To keep and modify the database you need to save it to your hard drive. Should you choose to utilize our database template, but would like assistance in modifying it to better suit your onsite management program, please contact Lisa Hajjar (843-744-5838) at DHEC-OCRM for assistance if you are in the eight coastal counties.

You can also develop your own database using MS Access, MS Excel, or any enterprise relational database such as MS SQL Server or Oracle. Additionally, you can use commercial GIS software such as ESRI's ArcGIS, or existing billing programs to store your data or to provide additional functionality by interfacing with your relational database. Ideally, your database and/or filing system should include information on:

As the management program increases in sophistication these databases can be used for automatic tracking of maintenance contracts, dates of upcoming inspections or operating permit expiration, and other time-dependent activities.

Other databases for septic management are available from various sources. Some are free and downloadable or come as a CD, and some can be purchased and tailor-made for your community. Also, some include or can include Geographic Information System (GIS) capabilities. Check out the following link to learn more about the free databases or search online to find companies who sell or develop such programs: