2016 testamerica webinar the relationship of the field ... · pdf filecollect sufficient...

Copyright © 2016, TestAmerica. All rights reserved.1

The Relationship of the Field Sampler &

the LabWater and Soil Projects

Copyright © 2016, TestAmerica. All rights reserved.

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� Analysis can begin!

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Most clients see from the lab….

… sampling supplies and final data!

In reality, we deliver data to make decisions.3


Environmental TestingLaboratory

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

� Data OutSamples In �

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Setting Up a Project…Are there Known Hazards?

Radioactive

High Cyanide or Sulfide

Benzene

Pure Product

Spontaneously Combustible

Explosive

Hydrofluoric or Perchloric Acid

Other?

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The Planning Process

The project team determines what, when, where & The project team determines what, when, where & why environmental samples are to be collected!

Field team and lab should work from planning documents

Contact the laboratory early in the process to start discussions on project requirements:

• Matrices, certifications, compounds of concern, level of sensitivity, methods, # of samples, QA/QC requirements, & timeframe

It can be difficult to adhere to a document which the laboratory did not participate in its development

Environmental data collection requires systematic p lanning, forethought and experience with a multidisciplinary team!

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USDA Soil Permit

The state and country of origin must be identified on the chain of custody for all soil samples

This is a requirement of the US Department of Agriculture

If the soil sample came from outside the U.S., there are specific labeling & permitting requirements

TestAmerica has the USDA permits required to accept these samples

We do have individuals who are experienced in international support !

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Overall goal of the project is to generate relevant and valid chemical data

Errors can be associated with field sample collection

Prior to field activity, the field team & the lab should 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.8


To Collect a Representative Sample T THINK CONTAMINATION!

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To ensure the integrity of the sample, be aware of possible sources of contamination! Analyzing in ppm, ppb & ppt ranges

Collect sufficient number of quality control samples appropriately distributed in time & space

Implement good field practice

• Prescribed sampling order to prevent cross contamination [least to greatest potential of contamination]

• Where is the vehicle exhaust? • What is the source of your field blank water?• Where are the bottle caps when filling the containers? • What is the sampler wearing? [water proof clothes and sampling for PFOA?(that is a NO!)]

• Mixing high level samples with low level samples in cooler?• And so many more…• All should be defined in Field SOPs and Field Sampling Plan


What is approximately ppm, ppb or ppt, using analogies!

Part Per Million

• 1/1,000,000• mg/L; mg/kg• 1 Inch in 15.8 miles• 1 penny in $10,000• 1 second in 11.5 days• 1 minute in 1.9 years• 1 ounce in 62,500 pounds• 1 car in bumper to

bumper traffic from Cleveland to San Francisco

• 4 drops of ink in 55 gallon barrel

Part Per Billion

• 1/1,000,000,000• ug/L; ug/kg• 1 Inch in 16,000 miles• 1 penny in $10,000,000• 1 ml of water in an

Olympic size pool• One second in 31.7 years• 1 min in 19 centuries• 1 ounce in 31,250 tons• 7 people in the world at

current population• Pinch of salt to 10 ton

bag of potato chips• 1 sheet in a roll of toilet

paper stretching from New York to London

Part Per Trillion

• 1/1,000,000,000,000• ng/L; ng/kg• 1 Inch in 16,000,000

miles• 1 penny in

$10,000,000,000• 1 second in 317.1

centuries• 1 ounce in 31,250,000

tons• 1 square foot of floor tile

on a kitchen floor the size of Indiana

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Field Quality Control Samples

General Field QC Samples & Frequency • Temperature Blank- one per cooler• Trip Blank - one per day for VOC only• Equipment Blanks – one per day per matrix type• Field Duplicate – one per day per matrix type• Matrix Spike & Matrix Spike Duplicates – one set

per 20 samples of each matrix type11



Temperature Blanks Container with tap water which is shipped from the field to the lab

Verification of the cooler temperature [< 6o C] upon receipt at the lab

Many labs are now using an 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

Assess if contaminants are introduced while samples are handled in the field or transit

Never opened in the field!12



Field Blanks / Equipment Blanks / Rinsate Blanks• Analyte-free water collected from the surface of the decontaminated sampling

equipment to verify cleanliness• Specify the frequency of these blanks• You should know or specify the source of your water. From the laboratory

performing the analysis or ASTM Type 1 water

Co-located Samples / Field Duplicate / Field Splits• Collected at the same time & sampling location as primary sample • Field duplicates are useful in documenting the precision of the sampling

process, to assess improper homogenization of the samples in the field; reproducibility of sample preparation and analysis; and, heterogeneity of the matrix

• Separate samples are provided to the lab; 1 in 10 per matrix (10%)

If there is concern related to homogeneity of solid samples; this can be addressed with Incremental Sampling Methodology [ISM.

We have offered Webinars on this topic and they are available for viewing.

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Matrix Spike [MS] & Matrix Spike Duplicates [MSD]

• MS/MSD are field samples; sufficient volume needs to be collected; frequency is 1 set per 20 field samples

• Matrix spikes are aliquots of environmental samples to which known concentrations of certain target analytes have been added before sample preparation, cleanup, and determinative procedures have been implemented.

• MS & MSD are requirements of many analytical methods; determine the effects of the matrix on the accuracy of the method

• If not specified as project samples, laboratories will randomly choose samples in an analytical batch or perform Lab Control Sample [LCS] & Lab Control Sample Duplicate [LCSD]

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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!• 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 or Clear Glass• EnCore/TerraCore/Core N’ One

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Laboratories want to help the

field team in sampling.

If you need wide mouth or

narrow mouth containers, talk

with the lab.

They may need time to get the

specific bottles you may need.


Continuum of Bottle Types


Types of Containers Provided by the Lab to the Field

If you wondered why you receive the bottles that you do…it is driven by the parameters of interest

• Glass or plastic containers• Defined by the method • Light-sensitive organic constituents in amber glass bottles with Teflon®-

lined lids• Polyethylene containers are not appropriate for organic constituents

because the plastics could contribute organic contaminants and/ or potentially introduce a negative bias

• Type of preservative in the container• Defined by the method

• Volume of bottle required; sometime more than one analysis out of a single container• Defined by the method• Level of sensitivity required

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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.


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 “ http://www.epa.gov/nerlesd1/cmb/tasks/holding.htm

TestAmerica’s Laboratories adhere to the holding ti mes published in the methods!


PreservativesCommon 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!


Generic Sample Reference Guide

Each laboratory should have their

own specific guide!

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MSDS Sheets

The Hazard Communication Act (29 CFR 1910.1200) 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.


Supplies Provided by the Lab

Coolers

Bottles [with preservatives, if required]

Encores or Terracores, if required

Appropriate MSDS sheets for preservatives

Chains of Custody

Security Seals

Bubble Bags

Absorbent Pad

Liner Bag

Zip Lock Bags

Bottles are sent to field team to agreed upon location by agreed upon shipper

• Advanced notice (5+ Days notice)• Short notice – Fed Ex overnight-

Billable


The Labs Working Assumption…

Field team will order sampling kits ahead of time & check them upon arrival to confirm all the contain all the supplies are available when needed execute the project

Our experience is that even with the best plans, things happen

• Drill rigs, sampling equipment, & transportation issues• Weather is not what was anticipated making the sampling complex &

longer than anticipated• Bottles are dropped and/or broken• Unexpected issue arise in the field, need for quick TAT

If things happen, contact your laboratory project manager

• We have couriers, can hire couriers, Service Centers, local Labs that may be able to help you out!


Field Sampling


Chain of Custody [CoC]

Environmental samples can become legal evidence and their possession must be traceable � Chain of Custody

Chain of Custody is the 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!


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 the 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 with

• Any discrepancies in the condition of the samples are noted on the Sample Receipt Check List

• Lab-sample custodian then assigns a unique identification number to each sample

Chain of Custody continues through the lab until the sample is disposed of or returned to client.


Example of a standard blank Chain of CustodyExample of a standard blank Chain of Custody

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Example of Pre-Printed Chain of Custody


General packing instructions should be provide for each project in the cooler


1. Cooler selected should be based on the size of the project.


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


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


4. A liner (large clear /black bag) will then be placed within the cooler. All samples should be placed within the liner.


5. All bottles should be placed in bags for protection..

Glass bottles should be placed in bubble wrap bags to prevent breakage!Glass bottles should be placed in bubble wrap bags to prevent breakage!


6. Plastic bottles should be placed in plastic bag to prevent leakage in the cooler.


7. The plastic bottles can be placed inside of the cooler without bubble wrap.


8. Make sure that there is a temp blank in each cooler .

This is only required if the laboratory uses a temperature blank. Some labs are using IR gun to take the temperature of the actual samples!


9. Place bubble wrapped containers & other containers inside the cooler.


10. Place additional bubble wrap between the bottles to serve as a cushion to restrict movement & breakage during shipment .


11. Fill in the cooler with loose ice. All samples need to be 6 ° C or less at sample receipt.


12. The volume of ice needs to take into consideration ambient conditions .

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.


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!


13. Secure the contents in the cooler by securing the liner. Tie a knot or use a tie wrap to prevent leakage of water out of the liner.


14. Place bubble wrap over the top of the liner where the cooler will be shut.


DATED.

15.The chain of custody must be completed and SIGNED and DATED.


16. Please make sure that all writing is legible and should be completed in black or blue ink pen


17. All instructions to the lab should be listed on the chain of custody & not on extraneous pieces of paper .


18. Place the signed and dated chain of custody into the plastic bags and close and seal the bag.


19. Secure a plastic bag or a pouch to the inside lid of the cooler. All paperwork should be included into this bag.


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


21.The cooler should be closed & sealed with packaging tape as well as tamper evidence seal.


22. Add the appropriate shipping labels. Contact the shipper for sample pick up.


23. If Saturday delivery is required, please appropriately indicate this information on the shipping label.

Not selecting Saturday delivery is the number one reason that samples arrive at the lab

outside of temperature specifications.


other carrier.

24. Notify your lab PM the specific # of coolers that have been sent via which carrier. Please provide the air bill number for FedEx, UPS or other carrier.


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 Carrier

• 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


TestAmerica Service Centers

Services Offered:

Local Courier Service

• 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


TestAmerica’s Locations


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.

• Coordinate with your project manager to any other requirements!

If at possible, please collect these samples later in the day.

Example Short Holding Time Parameters are: Encores, BOD, CBOD, MBAS, Color, Settleable Solids, Turbidity, Fecal or Total Coliform, Hexavalent Chromium, Nitrate by 300.0, Nitrite by 300.0 & others -Complete list can be found on TestAmerica’s Sample Reference Guide!


Sample Acceptance PolicyEach 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 VOC analysis, a trip blank must be submitted at the

same time as the samplesProject 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.


Samples Arrive at the laboratory…

• If sent express carrier, the air bill is signed• Chain of Custody is reviewed and compared to

project quote/request for services• 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 System

Lab can proceed with analysis


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


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 TALs LIMs

• The lab departments can then start the samples preparation & analysis

• Internal subcontract labs would have a similar check list as well

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Sample Login Acknowledgement• Confirmation that

samples arrived• 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

Emailed of the document will be sent to the client once the samples are logged into our LIMs.

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Sample Login Acknowledgement With Limits• With Method Detection Limits

[MDLs] & Reporting Limits [ RLs]


Disperse Samples toLaboratory Groups

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 .


Technical References


The next webinar in this basic series is

Nov 29th!


Please join us for our next

webinar!


Ask The Expert Webinar Series


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Please be sure to visit the Ask the Expert Webinar Series web page for other scheduled webinars at:

www.testamericainc.com/services/webinar_series

To view a recording of this webinar session, please contact:

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The Relationship of the Field Sampler & the Lab

www.testamericainc.com/services/asktheexpert/expert s/patricia-mcisaac

2016 testamerica webinar the relationship of the field ... · pdf filecollect sufficient...

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