Sample Collection

1
Sample Collection Integrity

• Presentation to KWWOA
• March 25, 2009
• Department for Environmental ProtectionEnergy
  Environment Cabinet

To Protect and Enhance Kentuckys Environment
2
Objectives

• Define the term chain of custody (COC).
• Explain why COC procedures are necessary.
• Describe what constitutes a sample being in your
  custody.
• Identify the person(s) responsible for custody of
  samples.
• What is needed for a proper COC.

3
What is a COC?

• A COC is an accurate written legal record to
  track the possession, handling, and location of
  samples and data from collection through
  reporting

4
Why Do We Need a COC?

• Many different people participate in the process
  of collecting, transporting, analyzing, and
  reporting on particular samples and data. As an
  environmental professional, you are aware that
  the test results from any samples you handle may
  be used as evidence in future court cases.
  Following chain-of-custody procedures when
  handling samples and data helps provide assurance
  that they have not been tampered with.

5
What Constitutes Sample Custody?

• Samples and data are considered to be in your
  custody when
• they are in your physical possession
• they are in your view, after being in your
  physical possession
• they are in your physical possession and then
  locked up so that tampering cannot occur
• they are kept in a secured area, with access
  restricted to authorized personnel only.

6
Who is Responsible for a COC?
7
Getting Started

• the lab-sample custodian starts the chain-of
  custody (COC) process by requesting that the
  laboratory technician prepare the reagents and
  supplies.

8
Storage

• The lab-sample custodian stores the materials
  prepared by the lab technician in limited-access
  locked storage until they are needed in the
  field.

9
Field Sample Custodian

• the field-sample custodian takes possession of
  the reagents and supplies.

10
Documentation

• All exchanges of reagents and supplies are
  documented on the COC Form for Reagents
  Supplies. The original form stays in locked
  project files in the lab and a copy accompanies
  the reagents and supplies to the field.

11
Sample Collection

• Grab samples
• Composite samples

12
Grab Sample

• The field sampler collects the desired grab
  sample using the proper documented sampling
  techniques, containers, preservatives and
  methods.
• The collected sample is sealed (excluding
  volatiles), usually with tape, to prevent
  accidental opening and spillage. 
• A legal custody seal is then applied over the top
  of the lid and down the side of the container to
  detect unauthorized opening of the sample.
• Each sample container must be labeled with its
  own unique and permanent identification number to
  prevent container mix-up.
• Sampler fills out field sampling COC field data
  log.

• Care should be taken to maintain proper storage
  temperature during any transit.

13
Composite Samples

• The main difference between composite grab is
  that sampling devices are left unattended for
  long periods to collect the samples.
• Placing the sampling device in a locked shelter
  may help. Also, consider installing security
  lights and checking the sampling device at random
  intervals.

• Otherwise follow the same steps as described in
  the Grab Sampling.

14
Short Term Storage

• The field-sample custodian is responsible for
  recovering, and storing the samples until they
  are delivered to the lab.

15
Sample Packing

• Use of custody seal tape on the package is
  advisable so the recipient can tell if the
  package has been tampered with.
• The seal label should read Chain-of-Custody
  Sample Authorization Required to Open.

16
Sample Transportation

• Samples transported by the U.S. Postal Service
  must be sent by registered mail, return receipt
  requested. Samples sent by private carriers, such
  as UPS, require a description of the items on the
  bill of lading. 
• A copy of the Sample Shipping/Receiving Form
  should always accompany the transported samples.

• The field-sample custodian should keep a copy of
  this form and any other shipping documents for
  his/her records.

17
Sample Arrives at Lab

• The lab-sample custodian is responsible for
  maintaining the chain-of-custody procedures as
  samples are received and handled at the lab.
• The lab-sample custodian then assigns a unique
  identification number to each sample and records
  the number in the Sample Receipt Record Log.
• All transfers of sample custody within the lab
  and all procedures performed on the samples are
  documented on the Sample Control Log.

• The lab-sample custodian retains a copy of these
  documents.

18
Analysis

• This step involves the chemical analysis of
  samples according to the appropriate method.
• Samples should be analyzed within hold time to
  ensure the integrity of the results.
• The analyst is responsible for maintaining the
  chain-of-custody procedures during this step. 
• After analysis, some samples will be discarded
  and others will be returned to the lab-sample
  custodian for secure storagedepending on the
  objectives of the project involved. If samples
  are toxic or hazardous, they must be disposed of
  safely.

• Key chain-of-custody forms that analysts may use
  during this step are Analytical Data Sheets and
  copies of the Sample Control Log. 

19
Data

• The lab-sample custodian is responsible for
  maintaining the chain-of-custody procedures
  during Sample-Data Recordkeeping (Archiving).
  This step involves documenting the entire
  sampling and analysis procedures and placing all
  related forms, notes, calculations, test reports,
  and chain-of-custody records leading up to this
  step in limited-access locked storage.

• Copies of all documentation should be sent to the
  project manager to assess the impact of the data
  on the project or action.

20
Sampling COCs

• A proper COC will answer the following 6
  questions about the life of a sample.
• what (the type of sample i.e. drinking water,
  soil, wastewater)
• where (the location)
• when (date and time)
• how (grab/composite deviations)
• why (what analysis)
• who (signatures)

21
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22
Sample Container

• Project or Facility Name
• Location
• Sample ID
• Analysis Required
• Date Time
• Sampler Name or Initials
• Preservative
• Sealed to Prevent Leaks
• Numbered Custody Seal

23
Questions?

• Franklin C. Hall, Jr., Supervisor
• DWCTAS
• CTAB
• DOW
• [phone] x 4959
• frank.hall_at_ky.gov
• Or
• Patrick Garrity
• [phone] x 4969
• patrick.garrity_at_ky.gov