Using Proper Methods/ Importance of Chain of Custodies- Maria Ortiz, City West Palm Beach Maria Ortiz, City West Palm Beach

Using Proper Methods/ Using Proper Methods/ Importance of Chain of Importance of Chain of

Custodies-Custodies-

Maria Ortiz,Maria Ortiz,City West Palm BeachCity West Palm Beach

Table of ContentsTable of Contents

IntroductionIntroduction Chain of Custody ProcedureChain of Custody Procedure Explanation for COC Procedure ComponentsExplanation for COC Procedure Components COC ExamplesCOC Examples Common Audit DeficienciesCommon Audit Deficiencies EPA Approved MethodsEPA Approved Methods MDL and PQLMDL and PQL DMR Requirements for MDL and PQLDMR Requirements for MDL and PQL ReferencesReferences

IntroductionIntroduction

Certified Laboratories requirements are as Certified Laboratories requirements are as follows:follows:– When requested to process a sample for When requested to process a sample for

possible legal action against a supplier, should possible legal action against a supplier, should use an adequate Chain of Custody Procedure. use an adequate Chain of Custody Procedure.

– The State or Region should seek input from its The State or Region should seek input from its attorney general’s office to ensure that the attorney general’s office to ensure that the laboratory’s procedure is adequate. The laboratory’s procedure is adequate. The procedure used should be documented.procedure used should be documented.

IntroductionIntroduction

The Chain of Custody procedure should be The Chain of Custody procedure should be available and followed whenever samples available and followed whenever samples are: are: collected, transferred, stored, collected, transferred, stored, analyzed or destroyedanalyzed or destroyed..

According to EPA Manual, for the purposes According to EPA Manual, for the purposes of litigation, it is necessary to have an of litigation, it is necessary to have an accurate written record to trace the accurate written record to trace the possession and handling of samples from possession and handling of samples from collection through reporting. (p. A-1, parr. A)collection through reporting. (p. A-1, parr. A)

Chain of Custody ProcedureChain of Custody Procedure

A sample is in someone’s “custody” if:A sample is in someone’s “custody” if:1.1. It is one’s It is one’s physical possessionphysical possession;;2.2. It is one’s It is one’s viewview, after being in one’s , after being in one’s

possession;possession;3.3. It is one’s physical possession and then It is one’s physical possession and then

locked uplocked up so that so that no one can tamperno one can tamper with it;with it;

4.4. It is It is kept in a secured areakept in a secured area, , restricted to restricted to authorized personnel only.authorized personnel only.

Chain of Custody Procedure Chain of Custody Procedure ComponentsComponents

A.A. Sample Collection, Handling and IdentificationSample Collection, Handling and Identificationa.a. Unique sample or log numberUnique sample or log number

b.b. Date and timeDate and time

c.c. Source of sample (including name, location and Source of sample (including name, location and sample type)sample type)

d.d. Preservative usedPreservative used

e.e. Analyses requiredAnalyses required

f.f. Name of collector(s)Name of collector(s)

g.g. Pertinent field data (pH, DO, Cl residual, etc.)Pertinent field data (pH, DO, Cl residual, etc.)

h.h. CommentsComments


B.B. Transfer of Custody and ShipmentTransfer of Custody and Shipment1.1. Transferee must sign and record the date Transferee must sign and record the date

and time on the COC record. and time on the COC record.

2.2. The field custodian/sampler The field custodian/sampler responsibilities includes: filling out, dating responsibilities includes: filling out, dating and signing the COC.and signing the COC.

3.3. All packages sent to the Laboratory must All packages sent to the Laboratory must be accompanied by the COC record and be accompanied by the COC record and other pertinent forms. other pertinent forms.


B.B. Transfer of Custody and ShipmentTransfer of Custody and Shipment

4.4. Mail packages can be registered with Mail packages can be registered with return receipt requested. Samples must be return receipt requested. Samples must be packed to prevent breakage. packed to prevent breakage.

5.5. The package must be sealed or locked to The package must be sealed or locked to prevent tampering.prevent tampering.

6.6. Relinquish to laboratory personnel.Relinquish to laboratory personnel.


C.C. Laboratory Sample Control ProceduresLaboratory Sample Control Procedures

1.1. A specific person must be designated as A specific person must be designated as custodian. custodian.

2.2. The custodian must maintain a permanent The custodian must maintain a permanent logbook to record.logbook to record.

3.3. Custody room with securely locked Custody room with securely locked refrigeration.refrigeration.


C.C. Laboratory Sample Control ProceduresLaboratory Sample Control Procedures

4.4. The custodian must ensure environmental The custodian must ensure environmental conditions do not affect samples.conditions do not affect samples.

5.5. Custodian distribute samples to analyst.Custodian distribute samples to analyst.

6.6. Laboratory area must be secured and Laboratory area must be secured and restricted.restricted.


C.C. Laboratory Sample Control Procedures Laboratory Sample Control Procedures

7.7. Laboratory personnel is responsible for Laboratory personnel is responsible for the care and custody of the sample.the care and custody of the sample.

8.8. Unused sample must be returned to the Unused sample must be returned to the custodian.custodian.

9.9. Sample will be destroyed when noSample will be destroyed when no longer longer required.required.

10.Procedures should be established for 10.Procedures should be established for internal audits.internal audits.

Chain of Custody ExamplesChain of Custody Examples

Chain of Custody ExamplesChain of Custody Examples

Common Audit DeficienciesCommon Audit Deficiencies

Using incorrect methods ( Do not use Solid Using incorrect methods ( Do not use Solid Waste or Drinking Water methods in Waste or Drinking Water methods in Wastewater testing)Wastewater testing)

MDL and PQL (Should be within the ranges MDL and PQL (Should be within the ranges in the hand out)in the hand out)

EPA Approved MethodsEPA Approved Methods

EPA Approved Methods are important to EPA Approved Methods are important to enter them into DMR.enter them into DMR.

DEP Table in 62-4.246(4) FAC (provided in DEP Table in 62-4.246(4) FAC (provided in handout)handout)

MDL and PQLMDL and PQL

MDL (method detection limit) or IDL (initial MDL (method detection limit) or IDL (initial detection limit) are to determine each target detection limit) are to determine each target analyte of concern in the quality system analyte of concern in the quality system matrices. (NELAC Standards 2003)matrices. (NELAC Standards 2003)

PQL (practical quantitation limit) is about PQL (practical quantitation limit) is about five times the MDL. (Standard Methods)five times the MDL. (Standard Methods)

DMR Requirements for MDL and DMR Requirements for MDL and PQLPQL

Instructions to follow to report DMR:Instructions to follow to report DMR:

1.1. Results greater or equal than the PQL.Results greater or equal than the PQL.

2.2. Results less than PQL and greater or Results less than PQL and greater or equal to MDL.equal to MDL.

3.3. Result less than the MDL enter the less Result less than the MDL enter the less than sign (<).than sign (<).

ReferencesReferences

EPA Manual for the Certification of EPA Manual for the Certification of LaboratoriesLaboratories

Standard Methods 20Standard Methods 20thth Edition Edition Florida Administrative Code (FAC)Florida Administrative Code (FAC) 40 CFR 136, Appendix B40 CFR 136, Appendix B

Questions/AnswersQuestions/Answers

Key Concepts:Key Concepts:

1.1. COC procedures/Sample handlingCOC procedures/Sample handling

2.2. EPA Approved Methods in DMREPA Approved Methods in DMR

3.3. MDLs and PQLs in DMRMDLs and PQLs in DMR

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Using Proper Methods/ Importance of Chain of Custodies- Maria Ortiz, City West Palm Beach Maria Ortiz, City West Palm Beach