Chain-of-Custody Form

Communication among all individuals involved in an LSMBS is crucial. Lines of communication must be clearly defined and must be in place well before the study is initiated. Therefore, lines of communication between the persons who collect and ship commodities, the field phase managemenf sfudy personnel, fhe analytical laboratories, and overall study management must all be clearly established prior to study initiation. This delineation of the lines of communication must include oral and written communication, including the transmittal of raw data such as sample collection logs and chain of custody forms. 

Please note the following Reference SOP for purging and sampling is WEI-8DD. Dedicated bladder pumps are used for purging and sampling. Sample IDs are listed on the Chain-of-Custody form. 

Field fortification samples may be shipped with field samples but not with controls. Controls should be kept separate from treated samples and may be placed in a separate container within the container used to ship the treated samples. Samples shipped overnight should be shipped in coolers with sufficient dry-ice to maintain the samples in a frozen state for at least 48 h in case a delay in shipment of the samples occurs. Samples should not all be shipped together in one shipment but should be split to ensure that all the samples would not be lost at the same time. A chain of custody form should accompany each separate cooler or shipping box and should list each sample that is in each box. The receiver of the shipment should fill out the chain of custody form and record the conditions of the samples upon arrival at the analytical laboratory indicating whether or not the samples were frozen, ambient, or otherwise upon arrival and if the sample integrity had been compromised during shipping. 

Field forms may be used to document the movement of the field samples from the field to the analytical laboratory. Chain of custody forms may document the sample number, when it was sampled, when it was shipped, where it was being shipped from, and where it was going. The chain of custody form may also contain information on when the sample was received, by whom it was received, and the condition of the samples upon arrival at the laboratory. The chain of custody form also documents that the sample itself was taken. 

A paper trail for each sample is necessary to ensure the integrity of the sample. A complete paper trail includes collection details (date, sample number, type, and volume), shipping information (receipts and tracking numbers), and chain-of-custody forms. In accordance with HIPAA, personal information on the participant must be encrypted. Electronic databases are quickly replacing hard copies, and bar codes allow for quick and accurate encoding and processing of samples. 

Environmental samples may occasionally become legal evidence, and their possession must be traceable. An official document called the Chain-of-Custody Form serves the purpose of documenting sample transfer from one party to another. It is a record that tracks samples through their complete life span and serves as analysis request form. Over the years, the use of the COC became the industry standard regardless of whether the samples are being collected for legal purposes or not. 

Was the chain-of-custody form sealed in a plastic bag and taped inside to the lid Yes No... 

Chain-of-Custody Form, Cooler Receipt Form / / /... 

Chain-of-custody paperwork should be completed and copies retained. A chain of custody is a set of procedures used to provide an accurate written record that can be used to trace the possession of a sample from the moment of its collection through its introduction into a data set. Sample identity is maintained by proper labelling. Each person involved in the chain of possession must sign a chain-of-custody form when sample custody is relinquished or received. 

A chain-of-custody form is a document used to record the transfer, possession and custody of samples and to ensure the integrity of samples from the time of collection through data reporting. The chain-ofocustody form should, at a minimum, contain the following information ... 

The OSWER Directive 9360.4-01 provides some guidelines to enable the OSC to perform these tasks however, the OSC has to use substantial judgement in performing them. In particular, the determination of the number of samples and the production of the chain of custody forms can be reasonably well defined by associating simple rules of thumb with the selected QA/QC Objective. On the other hand, IQAP, described in the sections below, is designed to cater to the difficult need of specifying the analytical methodology. 

Each analytical result obviously must apply to the sample for which it is reported. Any mix-up must be avoided. The Chain of Custody system was developed to ensure that the reported result applies to the sample collected at the recorded time and location, and not to another sample inserted by mistake or to deceive. The recorded parameters are available for comparison with those specified in the monitoring protocol. Meticulousness in adhering to protocol is crucial for samples analyzed for legal or regulatory purposes. The format of the Chain of Custody form must match the QAP for all samples. 

The practical application of the Chain of Custody form in the laboratory is twofold information for sample analysis and data calculation, and formal evidence of the sample s history. The form must be preserved for both purposes. The information on the form may also serve as criterion for sample rejection at the laboratory because of contents with elevated radioactivity or hazardous material. 

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