Issue Date: Rev.

:
Quality Management System Procedure
[Laboratory Name] 31 MAR 2014 A
Page #:
ATS-SOI-5240 – Handling of Test Items
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Prepared by: Date:

Reviewed by: Date:

Approved by: Date:

The colored ink stamp indicates this is a controlled document. Absence of color indicates
this copy is not controlled and will not receive revision updates.

Purpose
To outline the procedures for the transportation, receipt, handling, protection, storage,
retention and/or disposal of test and/or calibration items.

To outline the procedures and appropriate facilities for avoiding deterioration, loss, or
damage to the test or calibration item during storage, handling, preparation, and testing.

Scope / Field of Application

This procedure applies to all test items.

Efforts are made to minimize errors that can be introduced as a result of collecting and
handling the sample. The objective is to provide the laboratory with a set of samples that
closely represent the environment from which they were taken.

Definitions and Acronyms

Holding time - time elapsed from the date of sampling until the start of testing.

Responsibility
Laboratory personnel

Materials Required
Refrigerator / freezer
Shelves / racks

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Quality Management System Procedure
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ATS-SOI-5240 – Handling of Test Items
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Procedure
1. To ensure consistency and efficiency, sample handling (e.g., filtration, decantation,
centrifugation, sample splitting), preservation, storage, and transportation procedures
must be properly and accurately documented and adhered to by field personnel.

2. Preservatives are prepared from high-grade chemicals, and care is taken to ensure that
the sample is not contaminated by impurities residing in the added preservative (if
applicable).

3. Samples are stored in coolers during transportation. Refrigeration at 4°C is employed

for the maintenance of the quality of both preserved and unpreserved samples.

4. Samples are tightly closed and packed to prevent spillage or breakage. Labels bearing
the sample identification, destination, and the word “FRAGILE” must be attached to
each container. The top of the carton is clearly identified as “THIS END UP”, and the
containers in a shipment are numbered (if applicable).

5. Samples are received at the laboratory and a chain of custody form is initiated for
legal samples.

6. The sample receptionist accepts samples and performs a series of checks and
inspections to assure all necessary sampling and preservation requirements have been
met, sample integrity has been maintained during transit, and that all necessary
information has been supplied.

7. Upon successful completion of this system of checks, samples are logged, handled
and protected to avoid contamination, and stored at the same temperature as they are
received.

8. Laboratory personnel are notified of sample arrival and tested prior to the
documented holding time.

9. Samples are maintained in such a way to assure limited and authorized access only.

10. Sample storage units are located in areas of the laboratory that are routinely occupied
by staff.

11. Samples that have been removed from storage for analysis are not left unattended.

12. Visitors to the laboratory are accompanied by laboratory staff at all time.

13. The facility is secured at the close of business each day.

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Quality Management System Procedure
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ATS-SOI-5240 – Handling of Test Items
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Documentation
Each sample is uniquely identified and labeled upon receipt at the laboratory. Storage
records are maintained.

Complete records are kept of every transfer of data or samples to an individual,

laboratory, or storage facility. These records permit an investigator to determine who had
custody of the material and where it was at any given time. Custody documentation is
part of the support data and is available for review by an independent auditor.

Transfer documents are updated and maintained at a central location, such as the office of
the program or project manager. These records are of great importance in establishing the
validity of any questionable data.

Chain of custody assures that:

 only authorized personnel handle the sample
 only the field sampling techniques specified for the measurement program are used
 a record tag is attached to the sample immediately after collection and includes the
following information:
 program or project identification
 sample field number
 location
 depth
 collection date
 time
 collector
 all records are completed
 the transfer of samples is documented
 transfer procedures provide for proper protection and preservation (e.g., if samples
are mailed, they should be sent by courier/certified mail with a request for an
acknowledgment of receipt)

Reference Procedures
QSP 5-7-1 – Sampling
Checklist of inspections for receiving samples

References
Garfield, F.M., Kleska, E., Hirsch, J. 2000. Quality Assurance Principles for Analytical
Laboratories. 3rd Edition. AOAC. Gaithersburg, MD.

Effective Date: 31 MAR 2014

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Quality Management System Procedure
[Laboratory Name] 31 MAR 2014 A
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ATS-SOI-5240 – Handling of Test Items
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Revision History
Revision A

Effective Date: 31 MAR 2014