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Field Documentation

Basics and Data

Defensibility

Andy Horn, M.Sc., P.G.,

Westwater Hydrology LLC

Presenting On Behalf of:

Colorado Groundwater Association

Outline

Why Focus on Documentation?

General Documentation Basics

Data Collection Forms

Field Decisions

Subcontractor Management

Defensible Documentation

Questions?

Reproducible results are the cornerstone of scientific investigations.

Increasingly, scientific results are being challenged and papers retracted.

Helps ensures high quality results through standardized methods.

Scientific Method: “…a method or procedure that has characterized natural science since the 17th century, consisting in systematic observation, measurement, and experiment, and the formulation, testing, and modification of hypotheses.“ (OED)

Why Focus on

Documentation?

If what you did is not reproducible by someone else, it’s not scientifically

valid.

If you don’t write down exactly how you did it, how will you be able to convince

a skeptic you did it correctly?

Why Focus on

Documentation? (cont.)

Field Documentation Basics

Provides core record of field activities.

Record who, what, when, where, why, and how.

Record deviations from Work Plan or Standard Operating Procedures

Narrative allows reconstruction of events, helps resolve data anomalies.

Sample team members and duties.

Include site sketch / map with sample location, directions, footages, permanent reference points.

Record weather, adverse conditions.

Equipment used, make, model, calibration info.

Downtime, delays, difficulties.

Field Documentation Basics (cont.)

Reference sample collection methods or SOPs.

Sample descriptions.

Field parameters.

Chain-of-custody form numbers, shipping tracking numbers.

Field Documentation Basics (cont.)

Photograph log w/ photo #, date/time, direction, subject.

Health and Safety precautions.

Site security measures (locked gate on exit?).

Keep up with site activities, record as they occur.

Field Documentation Basics (cont.)

Key decisions, instructions by superiors, and to subordinates or subcontractors, and rationale.

Note contacts, affiliations, phone numbers.

Tip! Create tables for all regular data (water level measurements, etc.), reference SOPs.

Check your measurements before recording and moving on!

Field Documentation Basics (cont.)

Record calculations including assumptions and values used.

Key decisions, instructions by superiors, and to subordinates or subcontractors, and rationale.

Use waterproof ink (esp. if sampling water!)

Reference field forms in daily log.

Document issues that could bias results.

Keep logbook safe, know where it is at all times.

Field Documentation Basics (cont.)

Record project contact info in front of book.

Offer reward if found.

Level of detail needed will vary with project or type of work.

Record locations of electronic files when returning to office.

Field Documentation Basics (cont.)

Logbook

Boring Log

Measurement equipment

Lithologic Logging Station

Drill core sample

Example: Field Sampling

You’ll never have another chance to collect a data value at

a given time and place again.

Get it once, get it right!

Field Documentation Basics (cont.)

Field Documentation (Example)

Chronological

narrative

provides

narrative of

day’s

activities,

allows

reconstruction

of events.

Data Collection Forms

Standardize data for multiple sites / events.

Prompt user for pertinent data.

Facilitate complex data collection.

Facilitate data analysis in field.

Streamline data entry.

Data

Collection

Form

Example

Can be done with electronic data entry in field.

Data collection forms and checklists save your brain for

other important things.

Data Collection Forms (cont.)

Field Decisions

Document rationale for decision.

Information sources used.

Personnel consulted and informed.

Record calculations or rationale involved.

Equipment condition, leaks, deficiencies.

Subcontractor Management

Resolve or prevent subcontractor disputes.

Record time on site / off site.

Record instructions at key points.

Record activities performed and materials used.

Subcontractor Management

Record downtime, delays, breakdowns.

Help ensure fair payments and treatment.

Mitigate liabilities and manage risk

Example: High Risk Situations

Now where’s that fiber optic line again? What high pressure gas line?!?

Drilling setup w/ support equipment, dumpsters for soils,

Drums, traffic control (note drill rig mast in distance)

There can be lots of moving

parts to keep track of…

Data Defensibility

Standards developed by US EPA Superfund Program for litigation against responsible parties (polluters).

Use consistent, documented methods and procedures.

Bound logbook, sequentially-numbered pages.

Separate logbook for each site / project / task.

Job number and project/task name on cover.

Keep narrative of day’s events using 24-hr time before each entry.

Data Defensibility

Date, signature, location required on every page.

Use black or blue indelible ink.

Line out, initial and date errors and corrections.

Do not erase or otherwise render an incorrect notation illegible.

Corrected errors may require footnote explaining correction.

Date and sign margin notes and addenda.

Data Defensibility

Line out, date and initial blank spaces.

Any unusual occurrences or circumstances should be documented.

Document all site visitors, first & last name, and affiliation.

Comply with project specific requirements and SOPs.

Maintain equipment calibration records, document lot numbers, standards must be traceable to NIST standards.

.

Field Data Collection

Field multi-parameter meter

with flow-through cell

Environmental

monitoring well

sampling setup

Questions?

Field Documentation