The Relationship of the Field Sampler & the Lab. Water and Soil Projects

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1 Ask The Expert Webinar Series The Relationship of the Field Sampler & the Lab Water and Soil Projects Patricia McIsaac Industry Marketing Manager

2 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

3 Environmental Testing Laboratory Most clients see from the lab. sampling supplies and final data! In reality, we deliver data to make decisions. 3

box. We would like our clients to learn more about

4 Environmental Testing Laboratory Samples In = Data Out 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

5 Setting Up a Project - Are there Known Hazards? Are the samples non-standard? Radioactive High Cyanide or Sulfide Benzene Pure Product Crude Oil Spontaneously Combustible Explosive Hydrofluoric Acid Other? 5

6 The Planning Process Our client determines what, when, where, why & how environmental samples are to be collected! 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! 6

7 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. 7

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

8 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! 8

9 Field Quality Control Samples 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. 9

Field Quality Control Samples Temperature Blanks- 1 per cooler Container with tap water which is shipped from the field to the lab Verification of

10 Field Quality Control Samples 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 10

11 Field Quality Control Samples 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%) 11

Field Quality Control Samples 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

12 Field Quality Control Samples 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] 12

13 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

14 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 14

15 Example of a standard blank Chain of Custody 15

16 Filtered Sample ( Y / N ) Perform MS / MSD ( Y / N ) 6020 Background List Metals * 7470 Mercury Chloride, Fluoride, Sulfate 2540C - TDS 9315/9320 Combines Ra-226/Ra-22 Field ph (see notes) TestAmerica Canton 4101 Shuffel Street NW Chain of Custody Record North Canton, OH phone fax TestAmerica CCR Demo 12 Progress Drive Shelton, CT Site:Shelton P O # Client Contact (925) Phone (203) FAX Project Name:West Utility CCR - Background 2 Sample Identification Regulatory Program: Project Manager: Pat McIsaac Tel/Fax: Sample Date Analysis Turnaround Time CALENDAR DAYS TAT if different from Below Sample Time 2 weeks 1 week 2 days 1 day Sample Type (C =C o mp, G=Grab) DW NPDES RCRA Other: WORKING DAYS Matrix # of Cont. Site Contact: Jackie Trudell Lab Contact: John McFadden Date: 7/9/2015 Carrier: Lab Courier TestAmerica Laboratories, Inc. COC No: of 1 COCs Sampler: For Lab Use Only: Walk-in Client: Lab Sampling: Job / SDG No.: Sample Specific Notes: MW01 G W 4 N N X X X X X X Sampler can add field ph here MW02 MW03 MW04 Samplers complete Date & Time G W 4 G W 4 G W 4 N N N N N N Samplers can place X in box for each sample collected FB G W 4 N N Example of Pre-Printed Chain of Custody Preservation Used: 1= Ice, 2= HCl; 3= H2SO4; 4=HNO3; 5=NaOH; 6= Other 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. Non-Hazard Flammable Skin Irritant Poison B Unknown Return to Client Disposal by Lab Archive for Months 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 Sample Disposal ( A fee may be assessed if samples are retained longer than 1 month) Custody Seals Intact: Relinquished by: Yes No Custody Seal No.: Samplers initiates the Chain of Custody Company: Date/Time: Cooler Temp. ( o C): Obs'd: Corr'd: Therm ID No.: Received by: Company: Date/Time: Relinquished by: Company: Date/Time: Received by: Company: Date/Time: Relinquished by: Company: Date/Time: Received in Laboratory by: Company: Date/Time: Lab Sample Receiving Staff receives Custody of samples 16 Form No. CA-C-WI-002, Rev. 4.9, dated 2/2/2016

17 EPA Class on Chain of Custody Procedures It is a FREE class! 17

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!

18 Bottle Cleanliness Certification of Bottles Specifications and Guidance for Contaminant-Free Sample Containers Publication A, 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

19 Continuum of Bottle Types 19

20 Generic Sample Reference Guide Each laboratory should have their own specific guide! 20

Holding Times Holding times vary based on:

established holding time in a methods, the

21 Holding Times 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 21

22 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 TestAmerica s Laboratories adhere to the holding times published in the methods! 22

23 Preservatives 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! 23

24 MSDS Sheets The Hazard Communication Act (29 CFR ) 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 24

25 The planning steps which have been taken include: 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! 2. The number, timeframe & supplies required for Field Quality Control Samples have been identified 1. Field team understands the sampling and analysis plan and the timeframe for sampling 5. Field team triages the coolers & supplies that they have received prior to field activity!

26 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 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. 26

27 Field Sampling 27

28 Cooler Packing Instructions Prepare for Packing For NONSTANDARD SAMPLES or KNOWN HAZARDS, please contact your TestAmerica Project Manager prior to shipping.

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

30 1. Prepare for packing 2. Insert glass bottles into bubble wrap bags.

31 1. Prepare for packing 3. For a critical project, take a photograph of completed Chain of Custody and it to your TestAmerica Project Manager.

32 1. Prepare for packing 4. Place Chain of Custody in plastic zippered bag.

33 Cooler Packing Instructions Pack the Cooler

34 2. Pack the Cooler 1. Insert absorbent pad. 34

35 2. Pack the Cooler 2. Insert bubble wrap. 35

36 2. Pack the Cooler 3. Add plastic liner and add all contents into this liner. 36

37 2. Pack the Cooler 4. Place glass bottles in bubble wrap and add to cooler along with plastic bottles. 37

38 2. Pack the Cooler 5. Place bubble wrap between bottles. 38

39 2. Pack the Cooler 6. Fill liner with wet, loose ice cubes. 39

40 Cooler Packing Instructions Secure Cooler

41 3. Secure Cooler 1. Twist/tie plastic liner closed. 41

42 3. Secure Cooler 2. Add layer of bubble wrap to top. 42

43 3. Secure Cooler 3. Place Chain of Custody in cooler. 43

44 3. Secure Cooler 4. Send back the Shipping Order Form in the cooler. 44

45 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

46 Cooler Packing Instructions Prepare for Shipping & Arrangements for Shipping

47 4. Prepare for Shipping 1. Make arrangements with your shipper to pick up the coolers. 47

48 4. Prepare for Shipping 2. Add any appropriate labels: A. Temperature Control B. Short Hold Time C. Rush 48

49 4. Prepare for Shipping 3. Add Custody seals to outside of cooler 49

50 4. Prepare for Shipping 4. Securely add NEW air bill to luggage tag on cooler, for return to lab. 50

51 4. Prepare for Shipping 5. Close lid and tape shut. 51

52 4. Prepare for Shipping 6. Provide cooler to shipper. 52

The #1 reason the laboratory receives samples outside

53 Packing the Coolers If Saturday delivery is required, please indicate this on the shipping label. The #1 reason the laboratory receives samples outside of holding time is that this one box is not checked on the air bill! 53

54 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

55 Shipping Order Form NEW!! 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!

56 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

57 Luggage Tag Requirement NEW!! 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.

58 Short Holding Time Tests NEW!! 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

59 Rush & Temperature Control Label NEW!! 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!

60 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! 61

62 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

63 TestAmerica Service Centers Local Courier Service Logistics Support 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

64 TestAmerica s Locations 64

65 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

66 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

67 67 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 68

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

69 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 ed to the client s designated contact We will ask you to review these documents! 69

70 Sample Login Acknowledgement With Limits With Method Detection Limits [MDLs] & Reporting Limits [ RLs] 70

71 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 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 71

72 72

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The Relationship of the Field Sampler & the Lab. Water and Soil Projects

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