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EDMS is used to improve and standardize environmental data collection, management, and reporting in an efficient and cost-effective manner. This is accomplished by implementing a documented, auditable process for the collection, storage, and reporting of environmental field data. Throughout this process all stages of the sampling and analysis are tracked and notifications can be sent via email or SMS (text message). Notifications for non-compliance events and sample exceedences can be automatically sent by the system.

This process can be divided into four stages:.

1. Scheduling and Sample Planning

The first stage in any environmental field program is the scheduling and planning of sampling events. EDMS allows project managers to design, delegate, and monitor sampling events. Sampling events can be either singular or re-occurring. Prior to data collection, sampling stations can be specified. These sample stations include information on station location and construction, sampling defaults and methodology, lab analyses required, required equipment and personnel. Sample labels with bar codes and a Chain of Custody (COC) can be printed from the stations to be used in data collection and lab submittal.

2. Data Collection

When a sampling event occurs all of the station information is inherited by the sample including sampling defaults, required lab analyses, and personnel. Detailed sample information can be recorded for each environmental media on a Windows laptop or tablet using EDMS Field or a field notebook (for later data entry). Sample photographs can also be included with the sample data. Sample data collected using EDMS Field can be uploaded to the main database remotely as an Electronic Data Interchange (EDI) file. The remote uploading of data using an EDI file provides for faster more comprehensive data reporting and reduces the possibility of transcription errors.

3. Lab Analysis

Samples submitted for lab analysis are tracked during shipping, receiving, lab analysis, and reporting process. This tracking is reported on by EDMS and EDMS Lab (free lab reporting software provided by GAEA). Analytical labs using EDMS Lab can upload analysis results to the main database automatically as an EDI file. The electronic reporting of lab data reduces the effort and possibly of errors of manual data entry. A Certificate of Analysis (COA) can be included in the EDI file and a copy stored in the main database.

4. Reporting

Sample and lab analysis results can be collated and reported on in a variety of tables and graphs. These tables and graphs can be easily customized to meet internal and external needs. In addition, EDMS data is fully integrated and available for use by other modules within StrataExplorer. Sample and lab analysis data can be viewed and used in the WinLoG, WinFence, SE-GIS, and SE-Map modules.


Some of the many benefits provided by EDMS are:

  • Scheduling and planning of sampling tasks or a singular or reoccurring basis.
  • Provide notifications of sample and analyses events to internal, client, and lab personnel by email or SMS.
  • Capture or import, verify, and report on environmental and lab data.
  • Standardize the procedures for collection and reporting of environmental data within and across projects.
  • Improve communication and data exchange with analytical labs.
  • Reduce the time and effort required for data handling and reporting.
  • Improve the efficiency of reporting to meet internal and external requirements.
  • Provide a secure database system for the storage, retrieval, and backup of all project environmental data.
  • Fully integrated with other modules within StrataExplorer for visualization of samples and analyses.
  • Can assist you with the Compliance and Operations stage for ISO 14001.
  • Provides functionality for the monitoring and measurement of environmental objectives, as well as communications management and operational control.

The main features of the EDMS can be divided into several categories.

Scheduling and Tasks

  • Set sampling schedule and frequency for work flow elements within a project.
  • Display sampling schedule in tasks list and calendar.
  • Assign sampling tasks to others with notification and reminder.
  • Notification capability of non-completed tasks.
  • Provide required sampling information in task (sample media, collection equipment, methodology, etc.) and pass down to samples and stations.
  • Sample tracking and notification; including date of sampling, date received by lab, data analysed, date lab results received, and sample disposition.
  • Automatic notification of sample exceedences.
  • Notifications by email, internal, or SMS text.

Stations and Sampling

  • Stations used to represent physical location of one or more samples.
  • Sample collection at stations can occur singularly, continuously or at regularly scheduled intervals.
  • Entry of soil, rock, groundwater, surface water, fluid, solid, air and biological samples.
  • Ability to auto-populate bottle types and print sample labels with optional barcodes.
  • Multiple customizable sample descriptors.
  • Ability to store site photographs with samples.

Lab Analysis and Communication

  • Automatic import of EDI data from labs with verification and acknowledgment.
  • Import of lab results from Excel in any format using scripts.
  • Highlighting of exceedences upon import of EDI data.
  • Free custom reporting application for labs provides data entry, importing, exporting, and transmission of lab results.

Reporting and Integration of Results

  • Highlighting of sample exceedences in reports.
  • Preset report and customizable templates.
  • Location of samples and sampling stations displayed in SE-GIS module.
  • Linking of samples to wells or borings in WinLoG module.
  • Display of sample information, water levels and concentrations in wells and borings.
  • Gridding and contouring of groundwater levels and concentrations in SE-Map module.
  • Display of sample locations in 3D displays.

Security and Administration

  • User privilege levels can be set to administrator, power, limited or guest.
  • Passwords can be optionally set for individual projects.
  • Data specific access rights can be set for tasks, stations, samples, and lab analyses.
  • Optional database audit trail to track all database transactions.

Electronic Data Interchange (EDI) files are used to exchange data between the EDMS module, EDMS Field, and EDMS Lab. To use this feature of the EDMS module, the network version must be installed and the EDMS Service running.

The EDMS Field application is a separate program that can be run on tablets and laptops to collect station and sample data and then send this data remotely to the EDMS application. EDMS Lab is a free program distributed by GAEA that your analytical labs can used to automatically report their lab results to you.

All EDI files are stored in XML format and are transferred either by email or FTP. These EDI files are automatically imported by the receiving application when that application is started.

EDI Type



Sampling Task Data


EDMS Field

Project Data

EDMS Field


Station Data

EDMS Field


Sample Data

EDMS Field


Lab Analysis Data



When using the network version of EDMS, notifications can be sent throughout the work process. These notifications can only be setup in tasks and can only be used when tasks are used to control the work flow.



Sample required


Sample collected

EDMS Field

Sample not collected (non-compliant)


Sample shipped to lab

EDMS Field

Sample received by lab


Lab analysis complete


Lab analysis received


Parameter exceedence (non-compliant)


Sample stored by lab


Sample disposed´┐Ż by lab


Notifications can be sent via email, SMS (text message), or internally within the program. When being sent using email the email address specified for the personnel is used, If they are being notified using SMS the cell number and country code for the personnel is used. And if the method is internal notification, the personnel will be notified the next time they login to the StrataExplorer program.

There are a variety of licensing options available for EDMS. If the licensing option you require is not shown please us and we will be happy to provide you a quote.

Licensing Option



Single User Price


For use on one computer only.

Network License


For use by one concurrent user on a network

Additional License


Additional concurrent user or single user computer

Annual Maintenance


Annual maintenance for single user license

10 Network User License

Contact for Price

For use by up to ten concurrent users on a network

Server License

Contact for Price

Unlimited number of concurrent users on a network

Office License

Contact for Price

Unlimited number of users in an office

Annual maintenance for the first year is included in the price. After the first year annual maintenance is approximately 20% of the list price. Annual maintenance covers technical support, replacement registration codes, minor and major updates.

We strive to make our software the best available at a competitive price. The table in the link below compares the different versions of EDMS with some of the most common competitors.

Comparison with Competitors

Price: $1,695.00
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Prices are in US dollars. All transactions will be processed in US dollars.

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