DOW Releases e-CCR Guidelines

The Kentucky Division of Water (DOW) has released their guidelines for accepting the electronic delivery of a Consumer Confidence Report (e-CCR). It is pertinent to follow these guidelines so that DOW can accept your submittal.  The following are the guidelines that must be met:

Main (Primary) Delivery Methods:

  • Website shall be used for e-CCR that takes customers directly to the CCR with no further navigation needed.
  • Website goes to a PDF formatted CCR.
  • Website address shall be under 40 characters.
  • Website CCR content and data shall be exactly the same content (word for word) as the hard copies mailed, posted, or printed in newspapers used for informing customers and same as final copy sent to the KY DOW.
  • The Website shall have Multilingual/Spanish Link for Electronic Delivered CCR or statement that a translated copy is available upon request.
  • The e-CCR shall remain up for at least 3 months and content is not changed or modified from its original content or format while it remains available for that time period.
  • The e-CCR shall contain all the required language, data, definitions, and violations as required by regulation.
  • The phone number and contact person of the PWS shall be listed in the e-CCR which customers can contact about questions or concerns.
  • Notification of the e-CCR shall be included in customer’s water bill as an insert or printed on the bill with the Website and following language with brackets completed appropriately:

In [2012], [Anytown Water] detected [53] contaminants in the drinking water and [5] of them were above the EPA accepted level for drinking water. Please go to [www.anytownwater.org/2012waterreport.pdf] to view your [2012] annual water quality report and learn more about your drinking water. This report contains important information about the source and quality of your drinking water. To speak with someone about the report, please call [(555) 555-5555]. If you would like a paper copy of the [2012] Annual Water Quality Report mailed to your home please check the paper copy box and mail back with your payment or call [(555) 555-5555].

  • E-pay/auto-pay customers shall have an email with Important Information About Your Drinking Water Quality in the subject line. The body of the email will include the WEBSITE link and the following language with brackets filled in appropriately:

In [2012], [Anytown Water] detected [53] contaminants in the drinking water and [5] of them were above the EPA accepted level for drinking water. Please go to [www.anytownwater.org/2012waterreport.pdf] to view your [2012] annual water quality report and learn more about your drinking water. This report contains important information about the source and quality of your drinking water. To speak with someone about the report, please call [(555) 555-5555]. If you would like a paper copy of the [2012] Annual Water Quality Report mailed to your home please click[www.anytownwater.org/2012waterreport/ homedelivery.org]  or call [(555) 555-5555]. 

  • A hard copy CCR must be mailed to any email address that comes back as undeliverable. 

Tier 3 Public Notices in Electronic Delivered Consumer Confidence Reports

  • Tier 3 PNs are allowed as long as the correct language is used per regulation.
  • Tier 3 PNs shall be for the same year as the CCR calendar year.
  • PNs from previous or following years are not permitted.
  • PN Certification form shall be completed for PNs and mailed in with CCR Packet to DOW. 

Good Faith Effort (Secondary) Distribution Methods:

  • Good Faith Efforts shall be a non-electronic method if using Electronic Delivery of the CCR (i.e. posting around the service area or printing in the newspaper) 

Final Copy sent to DOW via mail:

  • e- CCR requires a CCR Packet to be delivered to DOW at the following address: 

Kentucky Division of Water
Drinking Water Compliance & Technical Assistance Section ATTN: CCR
200 Fair Oaks Lane, 4th Floor
Frankfort, KY  40601

The CCR Packet for Electronic Delivery sent to DOW shall include:

  • Completed and signed CCR Certification Form.
  • Hard Copy of CCR as on Website.
  • Hard Copy of Bill Insert or Bill with notification of e-CCR with Website address
  • Hard Copy of email notification of e- CCR to e-pay or auto-pay customers with subject line, Website address, and/or link.
  • For email notification of CCR: the number of emails sent and the number undeliverable emails with statement that indicates hard copies were mailed to those customers and copy of notification that was mailed.
  • Any Good Faith Effort (Secondary distribution method) documentation. 

The EPA permits the Primacy Agency to set guidelines for Electronic Delivery of CCRs that water systems shall follow.

To access the form needed for submittal and to find more out information about e-CCR, click here.

 

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