the relationship of the field sampler & the lab water and ... · usda soil permit all soil...

Ask The Expert Webinar Series

The Relationship of the Field Sampler &

the Lab

Water and Soil Projects

Patricia McIsaac – Industry Marketing Manager

Agenda

The Relationship of the Field Sampler & the Lab

Water and Soil Projects

Planning Process & Project Set Up

Field Quality Control Samples

Bottles, Preservatives & Holding Times

Chain of Custody

Packing a Cooler

Shipping Samples to a Lab

Sample Acceptance at the Laboratory

Sample Acknowledgements

2

Environmental Testing

Laboratory

Most clients see from the lab….

3

… sampling supplies and final data!

In reality, we deliver data to make decisions.

Environmental Testing

Laboratory

It is not the laboratory’s goal to be a ‘black box’.

We would like our clients to learn more about the inner workings of a environmental testing lab!

4

= Data Out Samples In

Setting Up a Project -

Are there Known Hazards?

Are the samples non-standard?

5

Radioactive

High Cyanide or Sulfide

Benzene

Pure Product

Crude Oil

Spontaneously Combustible

Explosive

Hydrofluoric Acid

Other?

The Planning Process

Our client determines what, when, where, why & how environmental samples are to be

collected!

6

Field team and Lab should work from the planning documents- SAP, QAPjP, Work Plans & other documents

The project team needs to contact the laboratory early in the process to start the discussion on project requirements:

• Certifications, compounds of concern, level of sensitivity, methods, number of samples, & matrices

Environmental data collection requires systematic planning, forethought and

experience with a multidisciplinary team!

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Overall goal of the project is to generate relevant and valid chemical

data

Errors can be associated with field sample collection

Lab and the field team must to work together to minimize any potential errors

• Bottle, preservatives & field QC samples

• Ultimately, it is the field team who has to collect the representative sample for the lab

The quality of data generated by a laboratory is only as good as the

quality of the field sample collected.

USDA Soil Permit

All soil samples must be identified to the state and country of origin on the chain of custody

This is a requirement of the U.S. Department of Agriculture

If the soil sample come from outside the US, there are specific labeling & permitting requirements

TestAmerica has the USDA permits required to accept these samples

Contact the Your Project Manager for specifics!

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Field Quality Control

Samples

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Recommended Field QC Samples & Frequency

• Temperature Blank- one per cooler

• Trip Blank - one per day for VOAs only

• Equipment Blanks – one per day per matrix type

• Field Duplicate – one per day per matrix type

• Matrix Spike & Matrix Spike Duplicates – one per 20 samples of each matrix type

Planning documents should define each projects requirements.


Temperature Blanks- 1 per cooler

Container with tap water which is shipped from the field to the lab

Verification of the cooler temperature [< 6o C] upon receipt at the lab

Many labs are now using an Infrared [IR] gun to take the direct temperature of samples rather than a temperature blank!

Trip Blank – one per cooler with VOA samples only

Trip Blanks are prepared by the lab & contains analyte free water in VOA vials with Teflon septum.

Assess if contaminants are introduced while samples are handled in the field or transit

Never opened in the field

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Field Quality Control

Samples

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Equipment Blanks / Rinsate Blanks – one per day per matrix type

• Water collected from the surface of the decontaminated sampling equipment to verify cleanliness

• Water is diverted into sampling containers and analyzed for contaminants of concern

• This water should be supplied by laboratory

Field Duplicate – one per day per matrix type

• Collected at the same time and same sampling location as primary sample point

• Two separate samples are provided to the lab

• One sample per every field sample per matrix (10%)


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Matrix Spike (MS) & Matrix Spike Duplicates (MSD) – one set

per 20 samples per matrix type • Many analytical methods require a sample plus MS/MSD

• They are used to determine effects of the matrix on lab accuracy

• Sufficient volume/mass needs to be collected to perform analysis; do not presume that there is enough

• If not specified as project samples, laboratories will randomly choose samples in an analytical batch

• If there is insufficient sample, the laboratory will perform Lab Control Sample [LCS]/ Lab Control Sample Duplicate [LCSD]

Chain of Custody [CoC]

Environmental samples can become legal evidence and their possession must be traceable Chain of Custody

Chain of Custody is ability to guarantee the identity and integrity of the sample. Samples are in custody if:

• in sampler’s possession

• in sampler’s view after being in possession

• in sampler possession and then locked so tampering cannot occur

• in a secure area with access restricted to authorized personnel

Documenting the transfer of sample(s) from one person to another is critical.

• Please write legibly and in permanent ink!

13

Chain of Custody (CoC)

A field sampler initiate the CoC as the samples are being collected

• Once the coolers are sealed with custody seal, they can be transferred to a carrier for shipment to the laboratory without signing the CoC.

• If the coolers are not sealed, the CoC does need to be transferred to the receiving custodian which can be can be a Service Center or courier

Remember, custody has to be traceable at all times!

• Once the samples are received in laboratory, sample receiving staff sign as the receiving party

• The lab-sample custodian verifies the number of samples, their identification, & integrity to make sure they have not been tampered with

• Any discrepancies in the condition of the samples are noted on Sample Receipt Check List

CoC continues through the lab until the sample is disposed of or returned to client

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Example of a standard blank Chain of Custody

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Regulatory Program:

Sampler:

For Lab Use Only:

Walk-in Client:

Lab Sampling:

Job / SDG No.:

Sample

Date

Sample

Time

Sample

Type(C =C o mp,

G=Grab) Matrix# of

Cont.

G W 4

N N X X X X X X

G W 4

N N

G W 4

N N

G W 4

N N

G W 4 N N

Custody Seals Intact: Cooler Temp. (oC): Obs'd:_________ Corr'd:__________ Therm ID No.:____________Custody Seal No.:

TestAmerica Laboratories, Inc.

Company:

Company:

Date/Time:

Received by:

Received by:

Received in Laboratory by:

Company:

Relinquished by: Company:

Date/Time:

Date/Time:Company:

Relinquished by: Company:

Sampler can add field pH here

Sample Specific Notes:Sample Identification

Site:Shelton

P O # 22001234

Carrier: Lab CourierLab Contact: John McFadden

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20

Ba

ck

gro

un

d L

ist

Me

tals

*

(203) 944-1318 FAX

Project Name:West Utility CCR - Background 2

TAT if different from Below __________(925) 421-5418 Phone

Shelton, CT 06484

Chain of Custody Record

Site Contact: Jackie Trudell

Filt

ere

d S

am

ple

( Y

/ N

)

Pe

rfo

rm M

S /

MS

D (

Y /

N )

Tel/Fax:

Analysis Turnaround Time

Client Contact

TestAmerica CCR Demo

Date: 7/9/2015

___1____ of ___1___ COCs

COC No: 101

Date/Time:

Special Instructions/QC Requirements & Comments:

6020 Background Metals: App III (B, Ca) & App IV (Sb, As, Ba, Be, Cd, Cr, Co, Pb, Li, Mo, Se, Tl) using Collison Cell

TestAmerica Canton4101 Shuffel Street NW

North Canton, OH 44720-6900

phone 330.497.9396 fax 330.497.0772

MW01

Project Manager: Pat McIsaac

12 Progress Drive

MW03

MW04

Form No. CA-C-WI-002, Rev. 4.9, dated 2/2/2016

Relinquished by: Date/Time:

Date/Time:

Sample Disposal ( A fee may be assessed if samples are retained longer than 1 month)

FB

MW02

Possible Hazard Identification:

Are any samples from a listed EPA Hazardous Waste? Please List any EPA Waste Codes for the sample in

the Comments Section if the lab is to dispose of the sample.

Preservation Used: 1= Ice, 2= HCl; 3= H2SO4; 4=HNO3; 5=NaOH; 6= Other _____________

Fie

ld p

H (

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74

70

Me

rcu

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90

56

- C

hlo

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luo

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ulf

ate

25

40

C -

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93

15

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20

Co

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26

/Ra

-22

8

DW NPDES RCRA Other:

2 weeks

1 week

2 days

1 day

FlammableNon-Hazard Skin Irritant Poison B Unknown Return to Client Disposal by Lab Archive for___________ Months

NoYes

CALENDAR DAYS WORKING DAYS

Samplers complete Date &Time

Samplers initiates the Chain of Custody

Lab Sample Receiving Staff receives Custody of samples

Samplers can place X in box for each sample collected

Example of Pre-Printed Chain of Custody

EPA Class on Chain of Custody

Procedures

17

It is a FREE class!

Bottle Cleanliness

Certification of Bottles

• Specifications and Guidance for Contaminant-Free Sample Containers” Publication 9240.0-05A, EPA/540/R-93/051 December 1992

New Bottles only!

• If bottles have been taken to the field, they can not be returned to the laboratory for use again

Bottle & Bottle Lid Type and Size

• Physical and chemical properties of samples are maintained

• Appropriate sample volume/mass to perform analysis

Types of Material

• High Density Polyethylene (HDPE) Plastic

• Amber and or Clear Glass

• EnCore/TerraCore/Core N’ One

18

Continuum of Bottle Types

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Generic Sample

Reference Guide

Each laboratory

should have their

own specific guide!

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Holding Times

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Holding times vary based on:

• Analyte

• Sample matrix

• Analytical method

Maximum holding times have been established in each analytical method

If there is not an established holding time in a methods, the laboratory will define its holding time in its SOP

Holding Times

While holding times may appear adequate to protect sample integrity, relevant data is sparse on

individually defined holding times • Holding times appear to be arbitrary when a single value is applied over

a large general class of compounds (e.g., pesticides or PAHs)

• Holding time was originally "established" for aqueous media and then blindly applied to other media (e.g., sediments and tissues)

• “Holding times may appear politically driven to speed commercial laboratories in sample analysis and report production “ http://www.epa.gov/nerlesd1/cmb/tasks/holding.htm

TestAmerica’s Laboratories adhere to the holding times published in the methods!

22

Preservatives

23

Common Preservation Techniques

Refrigeration – slows microbial activity, slows chemical reactions, maximizes solubility of gasses/volatiles, minimizes volatilization

Nitric acid – solubilizes metals

Hydrochloric acid – minimizes microbial activity

Sulfuric acid – minimizes microbial activity

Sodium hydroxide – raises pH to maintain solubility of cyanides & sulfides

Zero headspace – minimizes volatilization

The laboratory will supply the correct preservative for samples for field team to use!

MSDS Sheets

The Hazard Communication Act (29 CFR 1910.1200) ensures an employees “Right to Know” about the hazardous properties of any chemicals they use in the course of their jobs. Section (g)(6)(ii) states:

• The chemical manufacturer or importer shall either provide material safety data sheets with the shipped containers or send them to the distributor or employer prior to or at the time of the shipment

TestAmerica sends the appropriate MSDS sheets with any container shipments which

contains preservatives

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The planning steps which

have been taken include:

1. Field team understands the

sampling and analysis plan and the timeframe

for sampling

2. The number, timeframe &

supplies required for Field Quality

Control Samples have been identified

3. Ready to request the laboratory to

send sampling kits to the

agreed upon location in the agreed upon

format

4. The laboratory can

provide sampling

supplies in coolers!

5. Field team triages the

coolers & supplies that they

have received prior to field

activity!

Supplies Provided by TestAmerica

Coolers

Bottles [with preservatives, if required]

Encores or Terracores, if required

Appropriate MSDS sheets for preservatives

Chain(s) of Custody

Shipping Order Form

Security Seals

Bubble Bags

Absorbent Pad

Liner Bag

Return Address Label

Return Shipping label plus stickers

26

Bottles are sent to field team to agreed upon location by an agreed upon shipper

We would like a standard notice of 5 Days+

Short notice = <5days = may be billable if we are shipping via FedEx or other overnight carrier.

Field Sampling

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Cooler Packing Instructions

Prepare for

Packing

For NONSTANDARD SAMPLES or KNOWN HAZARDS,

please contact your TestAmerica Project Manager prior to shipping.

1. Prepare for packing

1. Leave luggage tag on cooler for return shipment. Remove old air bill.


2. Insert glass bottles into bubble wrap bags.


3. For a critical project, take a photograph of completed Chain of Custody and email it to your TestAmerica Project Manager.


4. Place Chain of Custody in plastic zippered bag.


Pack the Cooler

2. Pack the Cooler

1. Insert absorbent pad.

34

2. Pack the Cooler

2. Insert bubble wrap.

35

2. Pack the Cooler

3. Add plastic liner and add all contents into this liner.

36

2. Pack the Cooler

4. Place glass bottles in bubble wrap and add to cooler along with plastic bottles.

37

2. Pack the Cooler

5. Place bubble wrap between bottles.

38

2. Pack the Cooler

6. Fill liner with wet, loose ice cubes.

39


Secure Cooler

3. Secure Cooler

1. Twist/tie plastic liner closed.

41

3. Secure Cooler

2. Add layer of bubble wrap to top.

42

3. Secure Cooler

3. Place Chain of Custody in cooler.

43

3. Secure Cooler

4. Send back the Shipping Order Form in the cooler.

44

3. Secure Cooler

5. Secure return address label, (which has project ID and barcode) to the inside lid of the cooler and secure with tape.

45


Prepare for Shipping

& Arrangements for

Shipping

4. Prepare for Shipping

1. Make arrangements with your shipper to pick up the coolers.

47


2. Add any appropriate labels:

A. Temperature Control

B. Short Hold Time

C. Rush

48


3. Add Custody seals to outside of cooler

49


4. Securely add NEW air bill to luggage tag on cooler, for return to lab.

50


5. Close lid and tape shut.

51


6. Provide cooler to shipper.

52

If Saturday

delivery is

required,

please indicate

this on the

shipping label.

53

The #1 reason the laboratory receives samples outside of holding time is that this

one box is not checked on the air bill!

Packing the Coolers

Why loose ice and

not bagged ice or ice packs?

Samples need to be received at the laboratory at < 6° C

Direct contact with ice is the best way to keep containers cold; without direct contact to ice, air space acts as insulation retarding heat transfer

Bagged ice or gel ice packs might be placed in direct contact with the sample bottles; however, there is no guarantee that it will spend much time in direct contact

If it is very hot, the project team may need to cool down the samples/coolers and then repackage the samples with fresh ice to ensure that the samples arrive at the lab at the proper temperature.

There is also an advantage to pre-cool the sample bottles and the coolers prior to shipping as well

We recognize that there are certain states which require gel ice packs

NO DRY ICE!

54

Shipping Order Form

Please return the

Shipping Order Form

with each cooler. This

aids the lab in identifying

the project upon the

cooler receipt. We can

log the samples in sooner

& start the analysis!

NEW!!

Return Address Label

We will be providing a return address label for each cooler

• This is to be placed inside the cooler lid

• Lab address

• Tracking number

• Project ID

All this information supports…

• Logging in samples quicker and more accurately

• Addressing ‘lost coolers’ due to external labels being lost

Luggage Tag Requirement

We have evaluated with our commercial carriers the most effective way to keep the shipping tag on coolers

Using the luggage tag on the front of the cooler is the most effective

Coolers will come with these on and you will be replacing the outside shipping label with a return lab.

NEW!!

Short Holding Time Tests

Some parameters have holding times of 48 hrs or less. Samples must arrive within 24 hrs of collection!

MUST indicate short hold samples on the Chain of Custody & the outside of the cooler.

We will provide you the labels for the outside of the cooler!

If at possible, please collect these short holding time samples later in the day.

58

NEW!!

Rush & Temperature

Control Label

Rush stickers on the coolers helps our sample receiving areas to triage all the coolers that arrive at the laboratory.

• The sample kits would arrive with these RUSH stickers

We have a beta program with a vendor have a program to keep coolers cool incase they are delayed

• There is a COST for this service, and will need to work with Project Manager prior to the start of the project

MUST Coordinate with your project manager!

NEW!!

The Cooler Packing Instructions [1 Page/2 sided] will be provided in the

cooler in the shipment which has all the necessary paperwork/supplies

61

Spanish versions too!

Shipping Samples to the

Laboratory

Delivery of Samples directly to Lab Standard Laboratory Hours of Operation in Sampling Receiving area for TestAmerica are :

• Monday –Friday: 8am-6pm (excluding holidays)

• Saturday 8am -12pm

• Other times: by prior arrangement

TestAmerica Service Center Courier

• Shipment of samples to our laboratory location

Express Courier

• Fed Ex, Fed Ex Custom Critical, UPS and others - including Saturday Delivery

TestAmerica Laboratory Courier

Third Party Couriers

62

TestAmerica Service

Centers

Logistics Support

Local Courier Service

• Flexible, in-house support for sample container drop off and pickup

Shipping Services

• Arrange packaging and shipping of samples for quick delivery to our network laboratory

Bottle Orders

• Provide same day bottle orders and pickup

• Supply coolers and all the supplies needed from the lab

63

TestAmerica’s Locations

64

Sample Acceptance Policy

Each TestAmerica Laboratory has a SOP for Sample Acceptance that they will follow!

• Chain of Custody must be present and filled out completely by client

• Samples must be properly labeled & in good condition

• Samples must be preserved according to the requirements of the method(s) & in proper containers

• Sufficient holding time, as prescribed by the method, must remain for analysis

• For VOA analysis, a trip blank must be submitted at the same time as the samples

Project Manager will notify the client if the samples fail to meet any of the criteria. Samples can be rejected or data will be flagged and the nature of the non-conformance will be defined.

65

The process to start:

Samples arrive at the laboratory…

• If sent express courier, airbills are signed

• Shipping Order Form reviewed for scope of services

• CoC(s) is/are reviewed

• Sample Receipt Checklist is completed

• Any and all anomalies will cause the laboratory project manager to contact the client

• Once any anomalies are resolved, samples are logged in to our Laboratory Information Management System [LIMS]

THEN… the Lab can then proceed with analysis

66

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Completed Chain of Custody

• Client Information

• Sampling data and time

• Sample Identification

• Tests to be performed

• Special Instructions

• Chain of Custody transfer to the Lab

68

Sample Receipt Checklist

• Sample Management reviews the contents of the coolers upon receipt at the lab

• Reports any anomalies so the client can be contacted by the Project Manager

• Once the review is completed, the samples can be labeled with lab ID & logged into the LIMS

• The lab departments can then start the samples preparation & analysis

• Internal subcontract labs would have a similar check list as well

Sample Login Acknowledgement

• Confirmation which is sent to the client that samples arrived at the lab & analysis has begun

• Confirmation on the turnaround for the analysis

• Confirmation on the temperature which the samples arrived

• Confirmation on all the analysis we will perform on the samples

Sample Login Acknowledgement is emailed to the client’s designated contact

We will ask you to review these documents!

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Sample Login Acknowledgement With Limits

• With Method Detection Limits [MDLs] & Reporting Limits [ RLs]

Samples Dispersed to Laboratory

Groups- Analysis Begins!

Short hold tests – directly to lab group

Volatiles and Special Analyses go to segregated refrigerators

Metals go to an unrefrigerated area

All others to walk-in cooler

71

All labs have SOPs for sample retention & disposal procedures; TestAmerica standard

practice is all samples are retained for a minimum of 30 days after invoicing

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The Relationship of the Field Sampler & the Lab

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the relationship of the field sampler & the lab water and ... · usda soil permit all soil...

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