1. background and lab mn format for electronic data …

Chain of Custody Formatting Instructions for Surface Water Lab_MN Electronic Data Deliverables (EDDs)

SOP 03-087

Revision 1

03/04/2016

Contents

1. BACKGROUND AND LAB_MN FORMAT FOR ELECTRONIC DATA DELIVERY………………………………………………… 1

2. CHAIN OF CUSTODY FORMS………………………………………………………………………………………………………………………. 1

3. REQUIRED FIELDS AND FORMATTING……………………………………………………………………………………………………….. 1-2

4. QUALITY CONTROL SAMPLE FORMATTING……………………………………………………………………………………………….. 3

5. OPTIONAL PROJECT DEFAULTS IN RMB DATABASE……………………………………………………………………………………. 4

6. REPORTING PROCESS, TIMELINE, AND DATA REVIEW RESPONSIBILITIES…………………………………………………… 4

7. EXAMPLE CHAIN OF CUSTODY DOCUMENTS…………………………………………………………………………………………….. 5-6

1. BACKGROUND AND LAB_MN FORMAT FOR ELECTRONIC DATA DELIVERY

RMB Labs has developed new data reporting capabilities to facilitate direct submission of lab results to the MN

Pollution Control Agency in an EQuIS-ready format. The new electronic data deliverable (EDD) format, developed

by MPCA and MN.IT, is called Lab_MN. Reporting of surface water analytical lab results through EDDs eliminates

the need for our clients to submit lab results through the Excel EQuIS template at the end of each monitoring season

(note: field data is still submitted separately using the Excel template). Use of this new reporting option will

significantly reduce the reporting workload for RMB clients and MPCA EQuIS Staff. To produce error-free EDDs,

RMB needs to receive chain of custody (COC) forms that meet strict new formatting requirements. This instruction

document was developed to outline the new requirements and formatting.

2. CHAIN OF CUSTODY FORMS

Clients MUST use the most current version of RMB’s chain of custody form (see page 5). Old versions are not EDD

compliant and should be deleted or recycled. Old versions will be missing a checkbox in the lower left corner of Page

1: “Electronic Data Deliverable (EDD): Lab_MN format”.

RMB has printed carbon-copy chain of custody forms available in-house and a fillable PDF standard chain of

custody form available online at http://rmbel.info/lab/chains-of-custody/. The PDF is recommended because you can

create template forms which promote consistent data entry.

3. REQUIRED FIELDS AND FORMATTING

The following chain of custody fields and field formatting are required for RMB to send Lab_MN EDD documents

to the MPCA that will load without errors. Clients are responsible for providing complete and accurate chain of

custody information. RMB will try to fix obvious issues at the point of sample receipt by contacting samplers. EDD

errors due to missing or inaccurate COC information will be the client’s responsibility to fix by working directly with

MPCA EQuIS Staff. Providing correct and complete chain of custody forms from the beginning of the monitoring

season will ensure seamless submittal of EDDs.

3.1 Project Task Code

Must be listed on COC forms, otherwise EDDs will not load when submitted

3.2 Station ID/Sample Description

MPCA EQuIS station ID is required (lake e.g. 29-0208-00-204; stream e.g. S004-311)

If a text sample description is included the format must be Station ID + single space + sample description

(e.g. S004-311 SCHOOLCRAFT R AT CSAH-9 BRG). Sample description total length <= 50 characters.


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3.3 Sample Date

3.4 Sample Time

hh:mm (24-hour clock)

Sample time on paperwork must match the time on bottles

3.5 Sample Method

See list with descriptions on page 2 of COC form for valid sample method codes

Contact RMB client services if you are unsure what code to use

3.6 Start Depth (meters)

Discrete depth (i.e. not a depth internal like 0-2 meters) or beginning depth (top) of sample interval

List 0 for surface samples

3.7 End Depth (meters)

End depth (bottom) of sample interval

Leave blank for discrete depth samples. Enter discrete depths in the Start Depth field.

3.8 Sample Type

See list with descriptions on page 2 of COC form for valid sample type codes

“Sample” is the most common value. Contact RMB client services if you are unsure what code to use.

3.9 Matrix

See list with descriptions on page 2 of COC form for valid matrix codes

“WTR-Surf” and “QC-Blank” are the two relevant options for surface water EDDs

3.10 Electronic Data Deliverable (EDD): Lab_MN format checkbox

This box MUST be checked to indicate that a Lab_MN EDD report is requested for a specific COC

The box is located in the lower left corner of page 1 above reporting and billing contact fields

3.11 Analysis Requested

Analysis abbreviations should resemble RMB database values. Work with the lab if you are unsure what to

list for a specific test.

3.12 Formatting notes

Each row on the chain of custody form should reflect the samples received. If 4 samples are received there

should be 4 rows on the COC form. There should not be any additional data below the 4th row.

If you use a template pdf COC form be sure to completely clear out fields from old sampling events that

are not related to the current set of samples.

Make your COC match the field day. If the COC is printed before sampling and one or more sites are

not sampled, draw a single line through the entire row(s). Please do not submit COC forms with multiple

rows crossed off on a regular basis.

EDDs will include all samples submitted on a single COC form. Sites that do not get reported must be on a

separate COC form.


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4. QUALITY CONTROL SAMPLE FORMATTING 4.1 Quality Control Field Replicates

Station ID/Sample Description format should follow section 3.2 instructions.

Sample Type = QC-FR; do not add text to the sample description stating it’s a replicate because the sample

type code indicates this.

The routine sample and field replicate sample must be listed on the same COC form. Ideally, replicates

should be on the row immediately beneath the routine sample.

Record a different sample time for the field replicate.

Write the sample description, sample type (QC-FR), and sample time on bottle labels for QC sample sets.

4.2 Quality Control Equipment Blanks

Do not include an EQuIS Station ID for equipment blank samples. These are NOT field samples collected

from a field station. Station ID/Sample Description should be QC-BLANK or similar text.

Sample Type = QC-EB

Sample Method and Matrix codes = QC-BLANK

Write the sample description, sample type (QC-EB), and sample time on bottle labels for QC sample sets.

NOTE: refer to Page 2 of the COC form for descriptions of different QC Blank sample types


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5. OPTIONAL PROJECT DEFAULTS IN RMB DATABASE

RMB is able to store project, station, and analytical parameter details in our laboratory information management

system for surface water monitoring projects. The addition of project defaults provides consistent COC data entry by

allowing selection from an approved list of options during sample check-in. This process also catches many station

ID or analysis errors on client paperwork. RMB encourages you to use project defaults and contact client services

several weeks before monitoring begins to make arrangements.

6. REPORTING PROCESS, TIMELINE, AND DATA REVIEW RESPONSIBILITIES

6.1 Reporting Process

EDDs are sent via email to the MPCA at [email protected]

Clients are copied on EDD emails. MPCA project managers may be added to email distribution lists if

requested for state grant projects.

6.2 Timeline

EDDs are sent per chain of custody when lab reports are generated and distributed

6.3 Data Review Responsibilities

Clients/samplers should review PDF or hard-copy lab reports after receipt and scan for possible issues:

- Results well outside the expected range for a given monitoring station

- Errors on the client-provided chain of custody (station ID, date, time, sample type, etc.)

6.4 Data Correction Process

Before EDD has been emailed:

- Contact RMB for corrections

After EDD has been emailed:

- Send an email to the MPCA ([email protected]) detailing the errors and copy RMB on the

message ([email protected])

- Minor corrections will be made by the MPCA directly in EQuIS; RMB will make corresponding

corrections in the lab database and on COC forms

- Major corrections may require a revised EDD sent from RMB. MPCA EQuIS staff will request

revised EDDs from RMB as needed.

Client

Project

Project Task Code

Project Name: COC

Project Formal Title

Stations

Sample Description

Station ID

Analysis Defaults


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1. background and lab mn format for electronic data …

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