Sample Custody and Tracking

The collected samples must be identified with unique sample numbers efficiently tracked in the field stored in a secure location for the preservation of sample integrity and transferred to the laboratory with the information on their identification (ID) and the requested analysis. The provisions for sample numbering, labelling, storage in the field tracking and transfer to the laboratory are set forth in the SAP. 

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. 

A sample is under custody, if one or more of the following criteria are met (DOE, 1996)  

Each analytical laboratory has its own COC form created based on the laboratory s own experience and operating practices. All of these different COC forms must, however, have the following information in common  

Additional information usually includes such items as the description of sample matrices and sampling points the number of containers for each sample preservation chemicals and special requirements or instructions. Appendix 9 shows an example of a COC form. 

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B3 Sample handling and custody 3.2 Sample custody and tracking 3.3 Sample preservation techniques 3.4 Sample packaging and shipment 3.8 Equipment decontamination... 

After the planning phase of the data collection process has been completed and the foundation of the data collection pyramid has been built, the project moves into its second phase, implementation. The implementation phase takes place in the field and at the laboratory. This chapter addresses the tasks of field implementation, such as Task 3—Sampling and Field Data Collection and Task 5—Field QA/QC, shown within the data collection pyramid in Figure 3.1. The main features of these field tasks are sampling procedures sample custody and tracking preservation techniques equipment decontamination field screening and record keeping. 

Maintaining a chain-of-custody is necessary to ensure proper identification and tracking of each propellant sample from its collection to its analysis. The general procedure is to label samples, record in the sample... 

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. 

Sample Custodians track sample custody within the laboratory. Other laboratory section personnel check samples in and out of cold storage using internal COC Forms or a checkout logbook. One container with soil may be used for multiple analyses the same is true for some types of water analyses. As one analysis has been completed, the sample is returned back to cold storage to be taken out again for the next analysis. 

Based on the analytical requirements of the COC Form, Sample Custodians assign the samples with internal laboratory codes for the preparation and analysis and enter into the LIMS the turnaround time of analysis requested by the clients. At some laboratories, the LIMS may create internal work orders for use by other laboratory sections and print internal custody forms for tracking samples inside the laboratory. 

It is important, and for many analytical laboratories essential, to ensure that the progress of a sample throughout the analytical process can be tracked, and that there is an unbroken chain of custody as the sample passes from one area to another and from analyst to analyst. 

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