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 Sample Acceptance at the Laboratory Sample Acknowledgements Shipping Samples to a Lab 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

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? Radioactive High Cyanide or Sulfide Benzene Pure Product Spontaneously Combustible Explosive Hydrofluoric or Perchloric Acid Other? 5

the laboratory early in the process to start the discussion on project requirements: Certifications, compounds of concern, level of

6 The Planning Process The client determines what, when, where & why 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 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 9

of samples rather than a temperature blank Trip Blank Trip Blanks are prepared by the lab & contains analyte free water in VOA vials

10 Field Quality Control Samples Temperature Blanks Container with tap water which is shipped from the field to the lab Verification of the cooler temperature [< 6 o 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 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 Water collected from the surface of the decontaminated sampling equipment to verify cleanliness The water should be supplied by laboratory Water is diverted into sampling containers and analyzed for contaminants of concern Field Duplicate 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

12 Field Quality Control Samples Matrix Spike (MS) & Matrix Spike Duplicates (MSD) Many analytical methods require a sample plus MS/MSD Sufficient volume/mass needs to be collected to perform analysis; do not presume that there is enough They are used to determine effects of the matrix on lab accuracy MS & MSD are requirements of many analytical methods If not specified as project samples, laboratories will randomly choose samples in an analytical batch 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 transfer of sample from one person to another is critical. Legible and in permanent ink! 13

14 Chain of Custody (CoC) Field samplers initiate the CoC as the samples are being collected Field sampler signs CoC to transfer custody Once samples are received in laboratory, sample receiving staff sign as the receiving party When samples are received, the lab-sample custodian verifies the number of samples, their identification, and their integrity to make sure they have not been tampered Any discrepancies in the condition of the samples are noted on Sample Receipt Check List Lab-sample custodian then assigns a unique identification number to each sample 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!

21 Holding Times Holding times vary based on: Analyte Sample matrix Analytical method Maximum holding times have been established in each analytical method A useful preservation technique must be effective for the analyte in question, must be compatible with the analytical technique / instrument, and also must be safe and be compatible with sample disposal requirements 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 that contains preservatives 24

25 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 Bottles are sent to field team to agreed upon location by an agreed upon shipper Standard notice = 5 Days+ Short notice = <5days = Billable shipping 25

26 Field Sampling 26

27 Ask The Expert Webinar Series 27

28 Packing the Coolers 1. Cooler selected should be based on the size of the project being shipped to the laboratory. 28

29 Packing the Coolers 2. An absorbent pad should be placed at the bottom of the cooler. 29

30 Packing the Coolers 3. Bubble wrap should be placed on the bottom of the cooler. 30

31 Packing the Coolers 4. A liner (large clear bag) will then be placed within the cooler. All samples should be placed within the liner. 31

32 Packing the Coolers 5.All glass bottles should be placed in bubble wrap bags to prevent breakage. 32

33 Packing the Coolers 6. Plastic containers can be placed inside of the cooler without bubble wrap. 33

34 Packing the Coolers 7. Make sure that there is a temperature blank in each cooler. Only required if the laboratory uses a temperature blank. Some labs are using IR gun to take the temperature of the actual samples! 34

35 Packing the Coolers 8. Place bubble wrapped containers & other containers inside the cooler. 35

36 Packing the Coolers 9. Place additional bubble wrap between the bottles to serve as a cushion between bottles to restrict movement and breakage during shipment. 36

37 Packing the Coolers 10. Fill in the cooler with loose ice. All samples need to be at < 6 C or less at sample receipt. 37

Packing the Coolers If it is very hot, the project team may need

with fresh ice to ensure that the samples arrive at the lab at the

The volume of ice needs to take into consideration ambient

38 Packing the Coolers 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. 11. The volume of ice needs to take into consideration ambient conditions from where the sample is being sent from, where it may change carriers and to where it will finally arrive. 38

39 Why loose ice and not bagged ice or ice packs? 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 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! 39

40 Packing the Coolers 12. Secure the contents in the cooler by securing the liner. Tie a knot or use a tie wrap to securely the liner to prevent leakage of water out of the liner. 40

41 Packing the Coolers 13.Place bubble wrap over the top of the liner where the cooler will be shut. 41

42 Packing the Coolers 14.The chain of custody should be completed and SIGNED and DATED. 42

43 Packing the Coolers 15. Please make sure that all writing is legible and should be completed in black or blue pen. 43

44 Packing the Coolers 16. All instructions to the lab should be listed on the chain of custody and not on extraneous piece of paper. 44

45 Packing the Coolers 17. Place the signed and dated chain of custody into the plastic bags and close and seal the bag. 45

46 Shipping Order Form 18. Please return the Shipping Order Form with the CoC in each cooler. This aids the lab in identifying the project upon the cooler receipt. We can log the samples in sooner & start the analysis!

47 Packing the Coolers 19.Secure all the paperwork in a zip lock bag in the cooler. This include the Chains of Custody & Shipping Order Form. 47

48 Packing the Coolers 20.Make sure that any unnecessary marking or labels are removed from the outside of the cooler. 48

49 Packing the Coolers 21.The cooler should be closed and sealed with packaging tape as well as tamper evidence tape. 49

If the samples have a short holding time and/or have RUSH turnaround, please identify that on

50 Packing the Coolers 22. Add the appropriate shipping labels & contact the shipper for sample pick up. If the samples have a short holding time and/or have RUSH turnaround, please identify that on the outside of the cooler. This allows our sample receiving staff to triage the coolers upon arrival. Make sure your PM is notified that these samples have been shipped as well! 50

51 Packing the Coolers 23. 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! 51

52 Packing the Coolers 24. Communicate with your Project Manager that a specific number of coolers have been sent via which carrier. Please provide the air bill number as well for FedEx shipments. If you have a critical project, you can a photo of your Chains of Custody & your FedEx number to your project manager. 52

53 Shipping Samples to the Lab 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 Express Courier Fed Ex, Fed Ex Custom Critical, UPS and others- including Saturday Delivery TestAmerica Lab Courier TestAmerica Service Center Courier Shipment of samples to our laboratory location 53

54 TestAmerica Service Centers Local Courier Service Services Offered: Flexible, in-house support for sample container drop off and pickup Shipping Services Arrange packaging and shipping of samples for quick delivery to a network laboratory Bottle Orders Provide same day bottle orders and pickup Supply coolers and packing material 54

55 TestAmerica s Locations 55

56 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. Coordinate with your project manager! If at possible, please collect these short holding time samples later in the day. For Example: Hexavalent Chromium (waters) has a holding time of 24 hr. from collection. If a sample is collected at 10am & shipped to the lab, the lab needs to open the cooler, log the samples into the LIMS and start the analysis to meet this holding time of 10am the next day. This take a lot of coordination. Sampling later in the day helps! 56

57 Sample Acceptance Policy Each TestAmerica Laboratory has a SOP for Sample Receiving 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. 57

58 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] Lab can then proceed with analysis 58

59 59 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

60 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 60

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

61 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 61

62 Sample Login Acknowledgement Wi Limits With Method Detection Limits [MDLs] & Reporting Limits [ RLs] 62

63 Disperse Samples to Laboratory Groups- Analysis has Begun! 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 63

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Ask The Expert Webinar Series Thank you for attending The Relationship of the Field Sampler & the Lab To submit a question, type it into the Questions panel in the GoToWebinar toolbar and click Send.

65 Ask The Expert Webinar Series Thank you for attending The Relationship of the Field Sampler & the Lab To submit a question, type it into the Questions panel in the GoToWebinar toolbar and click Send. If you have any additional questions for today s presenter you may submit them directly to: Please be sure to visit the Ask the Expert Webinar Series web page for other scheduled webinars at: To view a recording of this webinar session, please contact: info@testamericawebinars.com

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