Quality System Procedure - Sample Handling

Most recently edited by: Paul VanderWeele
Most recent edit date: Jan 11, 2021
Edits were authorized by: Paul VanderWeele

Purpose

The purpose of this operating system is to outline the procedures for the transportation, receipt, handling, protection, storage, retention and/or disposal of test and/or calibration items. To outline the protocol that will be utilized in documenting the persons who have custody of each sample from sample collection to disposal and the proper handling of data. To outline the procedures and appropriate facilities for avoiding deterioration, loss, or damage to the test or calibration item during storage, handling, preparation, and testing. This operating system will provide guidance in Chain-of-Custody (COC) review and decisions pertinent to the validity and acceptability of samples submitted for testing or analysis.

Scope / Field of Application

Efforts are made to minimize errors that can be introduced as a result of collecting and handling the sample. The objective is to provide the laboratory with a set of samples that closely represent the environment from which they were taken. All samples received that are of unknown chemical content and background should be received and handled within a properly operating and verified fume hood (minimum face velocity of 100ft/min).

Definitions and Acronyms

Chain of Custody (COC) – the unbroken paper trail or record of sample handling.

Holding time - time elapsed from the date of sampling until the start of testing.

Sample Delivery Group (SDG) – a unique ID given to samples received at the same time for the same project.

Thermal Preservation – designed to help retain or maintain temperatures.

Responsibility

All Laboratory Personnel

Materials Required

Fume hood / Vaneometer Refrigerator / freezer Shelves / racks Thermometer Preservatives: Hydrochloric Acid (HCl), Nitric Acid (HNO3) and Sulfuric Acid (H2SO4) Procedure 1. Fully executed Chain of Custody (COC) form(s) is filled out for every sample delivery group received by NEW AGE. 2. The COC form(s) must be signed by the individual submitting the samples for analyses. 3. The COC form(s) must be signed by all individuals relinguishing and accepting possession of the samples from time of collection through transport, storage, and delivery for analysis. 4. To ensure consistency and efficiency, sample handling (e.g., filtration, decantation, centrifugation, sample splitting), preservation, storage, and transportation procedures must be properly and accurately documented and adhered to by field personnel. 5. Samples are received at the laboratory and a chain of custody form is initiated for legal samples. NOTE - All samples received that are of unknown chemical content and background should be received and handled within a properly operating and verified fume hood (minimum face velocity of 100ft/min). 6. The sample receiving technician accepts samples and performs a series of checks and inspections to assure all necessary sampling and preservation requirements have been met, sample integrity has been maintained during transit, and that all necessary information has been supplied. 7. In the event of damage to the sample, invalid containers, improper preservation, or accedense of hold times the samples quality control deviation will be documented on the chain of custody, deemed unacceptable, and the client informed of the quality control deviation. 8. A Sample Delivery Group (SDG) is issued for the sample group. 9. Each sample submitted for analysis is given a unique lab sample ID identifiable to the SDG to ensure traceability and confidentiality. 10. Upon successful completion of this system of checks, the SDG is logged into the SDG tracking log, samples are handled and protected to avoid contamination, and stored at temperatures and conditions appropriate for their preservation until time for their preparation for analysis. If necessary the proper preservation of samples will be done utilizing the appropriate reagent given the analysis requested by the client. Preservatives are prepared from high-grade chemicals, and care is taken to ensure that the sample is not contaminated by impurities residing in the added preservative (if applicable). Samples are thermally preserved in coolers during transportation. Refrigeration at 4 + 2°C is employed for the maintenance of the quality of both preserved and unpreserved samples. NOTE: If samples were collected within less than 4 hours upon receipt they may not have reached 4 + 2ºC.  If sample temperature between 4 + 2ºC is a condition of acceptability then excess of this temperature criteria must be noted on the COC and data from samples received in such condition must be flagged in the final analytical report. 11. NOTE - When subcontracting samples for analyses, do the following: Samples are tightly closed and packed to prevent spillage or breakage. Labels bearing the sample identification, destination, and the word “FRAGILE” must be attached to each container. The top of the carton is clearly identified as “THIS END UP”, and the containers in a shipment are numbered (if applicable). 12. Laboratory personnel are notified of sample arrival, storage location, and holding time concerns. 13. Samples are maintained in such a way to assure limited and authorized access only. 14. Sample storage units are located in areas of the laboratory that are routinely occupied by staff. 15. Samples that have been removed from storage for analysis are not left unattended. 16. Visitors to the laboratory are accompanied by laboratory staff at all time. 17. The facility is secured at the close of business each day. Documentation Each sample is uniquely identified and labeled upon receipt at the laboratory. Storage records are maintained. Complete records are kept of every transfer of data or samples to an individual, laboratory, or storage facility. These records permit an investigator to determine who had custody of the material and where it was at any given time. Custody documentation is part of the support data and is available for review by an independent auditor. Transfer documents are updated and maintained at a central location, such as the office of the program or project manager. These records are of great importance in establishing the validity of any questionable data. Chain of custody assures that: only authorized personnel handle the sample only the field sampling techniques specified for the measurement program are used Effective Date: 09/21/2017 a record tag is attached to the sample immediately after collection and includes the information such as: program or project identification sample field number location depth collection date time collector all records are completed the transfer of samples is documented transfer procedures provide for proper protection and preservation (e.g., if samples are mailed, they should be sent by courier/certified mail with a request for an acknowledgment of receipt)