CHAIN-OF-CUSTODY-GUIDELINES

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CHAIN OF CUSTODY GUIDELINES

The success of every analysis begins with the quality and completeness of the Chain of Custody/ Analytical Services Agreement form. The COC is a written document that refers to the authenticity of the collected samples and is crucial to provide valid, credible and legally sound laboratory test reports. The accuracy of laboratory findings is directly related to the accuracy of the sample collection. The COC is needed to ensure that the sample was collected utilizing proper protocol. Transportation, storage and handling of the sample sometimes influence lab results. Observation of the condition of the sample is important to consider before proceeding with the actual analysis. The lab bears the burden of proving that the sample was received, handled and analyzed by authorized laboratory personnel. For this reason, the lab makes note of any unusual characteristics of the sample.

Standard Operating Procedure is applicable to the sample control procedures used for chain of custody of representative samples collected from various locations. It includes samples collected from both ambient and source locations.

A sample is physical evidence collected from a facility or from the environment. An essential part of all enforcement investigations is that evidence gathered be controlled. To accomplish this, the following sample identification and chain of custody procedures are established.

* The method of sample identification depends on the type of measurement or analyses performed. When in-situ measurements are made, the data are recorded directly in logbooks or Field Data Cards with identifying information, field observations, and remarks. Examples of in-situ measurements are pH, temperature, D.O., conductivity, and flow measurement. Samples other than in-situ measurements, are identified by a sample tag or label. These samples are removed from the sample location and transported to a laboratory for analyses. Before removal, however, a sample is often separated into portions depending upon the analyses to be performed. Each portion is preserved in accordance with applicable procedures and each sample container is identified by a sample tag / label.

* Sample tags / labels shall be completed for each sample, using waterproof ink, unless prohibited by weather conditions. For example, a logbook notation would explain that a pencil was used to fill out the sample tag because a ball point pen would not function in freezing weather. The information recorded on the sample tag/label includes: Station Number - a number assigned by the project coordinator; Date - a six digit number indicating the year, month, day of collection; Time - a four digit number indicating military time of collection. e.g. 09:54; Station Location - sampling station description; Samplers - each sampler is identified; Sample Number - a unique sample # established from the Field Data Card for each set of samples collected at one time and place; Parameter/pres. - the analysis to be conducted for the sample /sample preservation; Remarks - the samplers record pertinent observations affecting analyses, if any.

* A Field Data Card which assigns a unique number to each set of samples, must be completed for each sampling event. The field data card used for samples contains an appropriate place for designating the sample as a grab or a composite, and identifying the type of sample collected for analyses.

* Due to the evidentiary nature of samples collected during enforcement investigations, possession must be traceable from the time the samples are collected until they are introduced as evidence inn legal proceedings. To maintain and document sample possession, chain of custody procedures are followed. A sample is under custody if:

- It is in your possession, or

- It is in your view, after being in your possession, or

- It was in your possession and then you then locked it up to prevent tampering, or

- It is in a designated secure area.

* In collecting samples for evidence, collect only that number which provides a good representation of the media being sampled. To the extent possible, the quantity and types of samples and sample locations are determined prior to actual field work. As few people as possible should handle samples. The field sampler is personally responsible for the care and custody of the samples collected until they are transferred or dispatched

properly.

* Samples are accompanied by a chain of custody record. When transferring the possession of samples, the individuals relinquishing and receiving will sign, date, and note the time on the record. This record documents sample custody transfer from the sampler, often through another person, to the analyst at the laboratory. The samples are typically transferred to the sample receiving custodian at the laboratory.

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