Sample Receipt and Log-In 1. Scope and Application 2 ...newtowncreek.info/docs2/2 Remedial...

Alpha Analytical, Inc. ID No.:1559 Facility: Company-wide Revision: 4 Department: Login Published Date:12/5/2012 9:26:09 AM Title: Sample Receipt and Log-In of 30

Printouts of this document may be out of date and should be considered uncontrolled. To accomplish work, the published version of the document should be viewed online.

Document Type: SOP-Administrative Pre-Qualtrax Document ID: SOP 01-01

Sample Receipt and Log-In

1. Scope and Application

This procedure is used by the Log-In Staff to receive samples into the Laboratory and enter information into the Laboratory Information Management System (LIMS). This information is critical to ensure proper sample analyses and to produce a comprehensive final report for each Client.

2. Summary of Process

Samples are received into the Laboratory by the Log-In/Custody Staff. Each job, each sample within a job, and each sample container are assigned a unique ID number. The samples are checked to verify that there are satisfactory preservatives, satisfactory containers for each analysis and that they are within holding times. The sample information is entered into the Laboratory Information Management System (LIMS) and thus communicated to the entire Laboratory. The sample containers are placed in the appropriate refrigerators or freezer.

3. Safety

The toxicity or carcinogenicity of each reagent used in this method is not fully established; however, each sample should be treated as a potential health hazard. From this viewpoint, exposure to these chemicals must be reduced to the lowest possible level by whatever means available. A reference file of material data handling sheets is available to all personnel involved in the chemical analysis. Additional references to laboratory safety are available in the Chemical Hygiene Plan (Document ID 2121 for Westborough, ID 2124 for Mansfield). All personnel handling environmental samples known to contain or to have been in contact with municipal waste must follow safety practices, otherwise known as universal precautions, for handling known disease causative agents.

4. Equipment and Supplies

4.1 Preservatives: All preservatives listed below are prepared by the laboratory staff with reagent-grade acid or base and De-ionized Water. All preservative preparation information is contained in logbooks located within the laboratory area.

The date, time, preservative name and ID#, department that prepared the preservative and the initials of the Log-In staff member filling the bottle are recorded in the Log-In Department Preservative Tracking Log.

4.1.1 Hydrochloric Acid, HCl, 1:1

4.1.2 Sulfuric Acid, H2SO4, 1:1

4.1.3 Nitric Acid, HNO3, 1:1

4.1.4 Sodium Hydroxide (NaOH) (6N or 10N)

4.2 Thermometers:

4.2.1 Fluke, digital model with thermocouple - Westborough

4.2.2 Omega, infrared – Westborough and Mansfield




4.2.3 Mercury - Mansfield

4.3 Computer with LIMS access

4.4 Writing implements: Pencil, Black pen, Blue, Green, and/or Purple permanent

marker.

4.5 pH Paper: Wide-range (0-14), multi-banded

4.6 Pasteur Pipettes

4.7 Label Writer

4.8 Stickers: Orange, Red, Blue, Yellow, Green

4.9 KI Paper Strips: 0.05mg/L residual chlorine sensitivity

4.10 Sodium Thiosulfate Crystals (Na2S2O3): J.T. Baker; 5-Hydrate crystal

5. Procedure

5.1 Sample Receipt Samples may be received at the Laboratory via the Client, Alpha Courier, or US Mail / FedEx / UPS.

NOTE: If samples require the MCP or CT RCP Data Enhancement Package, then it must be noted which cooler each container came from (i.e. A, B or C). The appropriate cooler (A, B or C) is written on the sample caps of each container for tracking purposes.

NOTE: Air samples are not received in coolers. They are received in crates sealed with cable ties. If the cable ties are intact, they are considered custody seals and noted as ‘present’ on the LIMS SDG form. If the cable ties are absent, the samples are considered to have no custody seals present.

5.1.1 Clients

5.1.1.1 Perform the cooler temperature check.

5.1.1.1.1 Determine if the samples were kept cool with either ice cubes or blue ice packs. Note this information on the back of the Chain of Custody (COC). If the samples did not arrive cooled, then note this on the back of the COC as well. This information will later be used in the LIMS Electronic Sample Delivery Group Form (SDG, refer to section 5.10.2).

5.1.1.1.2 If there is a Temperature Blank: Using the Fluke, digital thermometer with attached thermocouple, check the temperature of the Temperature Blank by immersing the thermocouple into the Blank and waiting for the temperature reading to come to equilibrium. For the Mansfield facility, use the mercury thermometer to verify the temperature. Record the temperature on the back of the Chain of Custody (COC). The temperature should be within 4 ± 2°C. If the temperature is <2°C or >6




°C, then verify the temperature using the Omega Infrared Thermometer (IR gun), by aiming it 1-2 inches from the temperature blank container. Record the temperature on the back of the COC. If the temperature still reads >6°C, indicate whether the samples were delivered directly from the sampling site. If not, the client must be contacted prior to analysis. If the temperature is <2°C after the Omega Infrared Thermometer verification, then it must be noted on the back of the COC whether or not the samples were received frozen. If frozen, then the client must be contacted prior to analysis.

5.1.1.1.3 If there is not a Temperature Blank: Use the Omega Infrared Thermometer to take the temperature of the cooler itself, by aiming the thermometer into the cooler while avoiding the ice or other cooling materials present. When the temperature comes to equilibrium, record the temperature on the back of the COC. If the temperature is <2°C, then it must be noted whether or not the samples were received frozen. If they were frozen, then the client must be contacted prior to analysis. If the temperature is >6°C, indicate whether the samples were delivered directly from the sampling site. If not, then the client must be contacted prior to analysis.

5.1.1.1.4 If the samples did not arrive cooled, and the temperature is >6C,

determine if the client needs either MCP or CTRCP criteria. If so then the client must be informed at the time of sample drop off that because the samples were not cooled they will not receive either “Presumptive Certainty” (MCP) or “Reasonable Confidence” (CTRCP). Therefore we will need their approval to continue with the analysis at the time of sample drop off. Please Note: This is the case even if the samples are direct from the sampling site. The cooling process must be started at the time of sample collection to achieve MCP or CT RCP criteria. Please Note: The serial number of the IR gun or Fluke digital thermometer used will be noted on the LIMS SDG form.

5.1.1.2 Remove the samples from the coolers and verify that the number of samples,

containers, and preservatives are in agreement with the Chain of Custody (COC). Any discrepancies must be noted on the back of the COC.

5.1.1.3 If the client is a new client, payment is due upon receipt. The amount due is

determined by a Client Services Representative or by the Log-In Supervisor. Alpha accepts personal checks, credit card (MasterCard, Visa or American Express) or cash.

5.1.1.3.1 Personal Check: Record the check number and the amount in the

comments section of the COC. Give the original check and a copy of the COC to the Accounts Payable Department.

5.1.1.3.2 Credit Card: Record the credit card received (MasterCard, Visa, or American Express) in the comments section of the COC. Have the client complete the Credit Card Form (located in the file cabinet). Verify card information. Give the completed Credit Card Form and a copy of the COC to the Accounts Payable Department.

5.1.1.3.3 Cash: Record “Cash Received” and the amount in the comments section of the COC. Give the cash and a copy of the COC to the Accounts Payable Department.




5.1.1.4 Inquire about any discrepancies prior to the client leaving. The client must sign the COC, relinquishing the samples to the laboratory. The Alpha Log-In employee must then sign the COC, and record the date and time the samples were received. Give a copy of the completed COC to the client.

5.1.2 Alpha Courier

5.1.2.1 Courier Sign In: Upon returning to the lab all couriers must record their day’s sample pickups on the Courier Sign-In sheet (Form No. 01-18). Couriers must then give their Route Sheet to a Login Staff member to check off. Login staff should then match up the coolers received, checking the Client name, to the Courier’s Route sheet. The number of coolers received must also match the number indicated on the Route Sheet. For the Mansfield facility, the couriers must sign, date and time the COC with the time the samples are dropped off in Sample Management. Since couriers are delivering only what is required in Mansfield, it is not necessary for them to fill out a Courier Sign-In sheet or to leave a copy of the Route Sheet with the Login staff.

5.1.2.2 Perform a thorough review of the COC for Rushes and Short Hold parameters, refer to Table 1: HOLD TIME CRITERIA. Rushes and Short hold parameters should be logged in immediately. Verify that the courier has signed “Receiving and Relinquishing” samples. Sign the COC that you are receiving the samples from the Courier. Record on the COC the same date and time as the Courier listed on their Sign-in Sheet.

5.1.2.3 Perform the cooler temperature check, refer to Section 5.1.1.1.

5.1.2.4 Remove the samples from the coolers and verify that the number of samples, containers, and preservatives are in agreement with the Chain of Custody (COC). Any discrepancies must be noted on the back of the COC.

5.1.3 US Mail / FedEx / UPS

5.1.3.1 Perform the cooler temperature check, refer to Section 5.1.1.1.

5.1.3.2 Sign the COC to indicate that you have received the samples, and record the date and time of receipt.

5.1.3.3 Remove the samples from the coolers and verify that the number of samples, containers, and preservatives are in agreement with the Chain of Custody (COC). Any discrepancies must be noted on the back of the COC.

5.1.3.4 Retain or copy any packing slips, shipping labels, custody seals or Bills of Laden that may have been affixed to the cooler/coolers. Condition of the Custody Seals will be noted in the LIMS SDG form.

5.2 Sample and Paperwork Inspection

5.2.1 Environmental and Pharmaceutical Samples If any samples are either missing, leaking, broken, inappropriately preserved, in

inappropriate containers, or are out of hold-time, the Client must be contacted. This information is recorded in the LIMS SDG Form. Also, if there are any questions concerning analyses, inform the Log-In supervisor prior to inputting the information into the LIMS.

5.2.1.1 If issues arise and the Client must be contacted, the Call Tracker Form located in

the LIMS is used to document this communication.




5.2.1.2 Occasionally a Client will request that analyses not be conducted until further notice. These samples are put on “HOLD”, and this is noted on the Chain of Custody (Section 5.2.2).

5.2.1.3 Custody seals are considered ‘present’ for Air samples if the crates have cable

ties intact. If no cable ties are present, there is no custody seal present. This information is noted on the LIMS SDG form.

5.2.2 Chain of Custody

5.2.2.1 Make a photocopy of the Client’s COC to be placed with the aligned samples on

the counter. On the photocopy, the pH of each sample is noted, as defined in Section 5.6.

5.2.3 Project Communication Form (PCF)

The Project Communication Form (PCF) contains information concerning the client, project number, project location, Quotes, specific comments or product codes needed for a job. The PCF forms must be checked for each job received in order to determine if there is relevant information for the current job. These are located in the LIMS and will be accessed when the job is entered into the LIMS.

5.2.3.1 PCFs must also be attached in the LIMS by accessing the Job Definition/Login

Info section of the LIMS (Refer to Section 5.9.4). Double-click on the “Project Information” line to view PCFs. Either a list of possible PCFs will appear, or an error message will appear (“Query caused no records to be retrieved”). If an error message appears, there is no PCF.

If there is a PCF, click on the “View Project Info” button to determine if the PCF is pertinent to the current job. If so, double-click on the PCF number or select the PCF number and click “Close” to attach the PCF to the job. Next, double-click on the “Scanned Information” line. If Scanned Information is present, attach it to the current job by double-clicking on the Scanned Information number or select the Scanned Information number and click “Close” to attach the Scanned Information. All pertinent information must be logged into the LIMS (Section 5.9).

5.2.4 RUSH Jobs

5.2.4.1 If the Client requests the analysis to be completed within a shorter Turn-Around Time (TAT) than what is standard, check the “Rush Log” Alpha Google Document to see if the job has been pre-approved for a RUSH turn around.

If there is no pre-approved RUSH a new line should be added to the RUSH Log

with Unapproved RUSH indicated (Highlight in green). If samples were submitted during regular business hours, and email should be sent to the CS representative in charge of the account so that they may contact the lab managers to approve the RUSH. The CS representative will contact the Login department if the TAT will change on the job, and contact the client to let them know what their approved TAT will be.

5.2.4.2 Containers for the RUSH job must be provided immediately to the appropriate departments either by placing on the RUSH/HOLD time counter in Login and paging the specific departments to pick up the samples, or by scanning the




samples to the appropriate departments and hand delivering them. Refer to “Scanning Samples to Laboratory Custody” section 5.8.1.3.

5.3 Splitting a Job

A single job sometimes needs to be split into more than one job for the following reasons:

5.3.1 The TAT may be different for some samples than for others. In this case, samples

with the same TAT should be grouped together, and they will be logged as a separate job number with one TAT.

5.3.2 Some analyses are not performed in this Laboratory, and Alpha has made arrangements with another Laboratory to perform the specified analyses. These samples are subcontracted to another Laboratory, and therefore should be grouped together and logged as a separate job. Refer to Section 5.3.4.1.

5.3.3 Sometimes a client will request that the analyses be conducted by another Laboratory. The samples to be sent to another Laboratory should be grouped together and logged in under a separate job number. Refer to Section 5.3.4.1.

5.3.4 A copy of the Original Chain of Custody must be made for each additional job that must be created. Add a comment in the LIMS regarding the job number(s) the job was split from.

5.3.4.1 Subcontracted Samples:

5.3.4.1.1 Chain of Custody

An additional Chain of Custody must be completed and be sent to the Laboratory that is to receive the samples for analysis. Fill out the additional Chain of Custody as follows:

♦ Client Name: Alpha Analytical Labs with full Alpha address. The email address of the Client Services Rep must also be filled in along with [email protected].

♦ Project Location: The State where the samples originated, as provided on the original Chain of Custody.

♦ Project Manager: Name of the CS Rep for the Client

♦ Sample ID: Use the original Sample ID as is listed on the Client’s COC. Write a comment in the “Other Project Specific Requirements” section indicating “Please reference Alpha Job #L_________ on report”. Also write the Alpha Job# in the top right hand box.

♦ Complete the sections for sample matrix, collection date and time, and due date. Obtain this information from the original Chain of Custody sent in by the client.

♦ Analysis Request: The analysis to be performed by the chosen Laboratory.

♦ Number of Containers: Write the number of sample containers being sent to the chosen Laboratory.

♦ Place your signature, date and time on the first line of the “Transfers Relinquished By” box.




♦ On the top of the Chain of Custody being sent out with the samples, write the name of the Laboratory to which the samples were subcontracted. A listing of approved Laboratories, their addresses and the analysis that they run can be found by accessing the SUBLOG folder in the Fileserv computer network and clicking on “Sublab Pricing and Lab Info 2011”.

♦ Place the Chain of Custody into the file bin on the front of the “Courier/Subcontract” refrigerator located next to the ice machine near the Courier Office and Bottle Room. For Mansfield facility, samples are placed into the HOLD refrigerator. A copy of the COC is placed into the bin on the side of the refrigerator.

♦ Label the sample containers after completing Sections 5.9 through 5.12.

♦ Samples should be scanned out to “Transfer-SUB” and then stored in the “Courier/Subcontract” refrigerator. For the Mansfield facility, the samples are packed into a cooler and prepared for either shipment or courier drop-off at the appropriate sub-contract laboratory.

5.3.4.1.2 Courier Request Form

A Courier Request Form must be completed. This form needs to include all pertinent information, e.g. where the samples are being subcontracted to, the sample number, and the delivery date. This task is completed utilizing the Courier Request Program within the LIMS System. This program generates a form, printed out to the Courier Office, ensuring the samples will either be shipped or transported to the subcontract laboratory.

5.3.4.1.3 Sub-Log

This is a log to track samples that are sent to a subcontractor for analysis. It is accessible from all of the computers in the Log-In Department by accessing the FileServ network computer and clicking on “Sublog”. Choose the page called “Sublog” with the current year included. Select a page and complete the Sub-Log with the following information, save the information and then exit the screen.

♦ Job Number: The full Alpha job number, specifying which sample numbers.

♦ Client: The name of the Client who sent the sample.

♦ Date sent: The date the sample is being sent from Alpha to the subcontractor.

♦ Lab sent to: The name of the Laboratory to which the samples are being sent.

♦ Analysis required: The analyses to be performed by the subcontractor, as listed on the new Chain of Custody (Section 5.3.4.1.1).

♦ Due Date: The date the job is due. This is based on what the client was quoted. If there is no quote, then refer to the subcontract labs standard turnaround time.




5.3.4.1.4 Westborough/Mansfield Sample Transfer Procedure

5.3.4.1.4.1 Transferring Extracts to alternate facility: refer to Work Instruction “Transferring Sample Extracts between Alpha Facilities” (2418).

5.3.4.1.4.2 Sample transfer to alternate facility

For any samples being transferred from one facility to another for the purposes of analysis, this procedure is followed. When one facility logs in a job, and it is deemed that some of the analysis must be performed at the alternate facility, the following procedure is initiated.

1. Analysis must be logged using the appropriate product codes of the lab performing the tests. When choosing the test codes, the facility performing the analysis, Westborough or Mansfield, must be chosen in the "TESTING SITE" field located in the Product Code section of the Login Screen, after the Container Key. All Mansfield product codes will start with "A2". The statement "Samples will arive mm/dd/yy in Facility name (MF or WB)" is added to the Comment Section with the appropriate department toggled.

2. A copy of the Original Chain of Custody is made, and all tests not being performed at the alternate facility are crossed out with one line through with a black marker. The Revised Copy is signed in the "Relinquished" section by Login staff.

♦ Westborough Facility: The revised chain is placed in the “To Mansfield” bin located in Login. The Alpha job# is noted on the “Westborough to Mansfield” transfer sheet (Form No.: 01-19) along with # of containers, and location of the samples.

3. All containers being sent are scanned out of Custody to "Transfer to Mansfield" or "Transfer to Westborough" and then stored for transfer, either in the "Courier Fridge" or a Cooler with Ice.

5.3.4.1.4.3 Sample receipt from alternate facility

1. Samples are unpacked from coolers, noting cooler temps, and making sure that all samples listed on the Revised COC from the alternate facility are received.

2. The cooler temps are added to the SDG in the LIMS under the Alpha job # that is listed on the Revised COC. A note stating "Samples received in Westborough/Mansfield on Date/Time at ___C with IR Gun Serial# noted. Then SDG is re-saved.

3. The containers are scanned into "Custody" and placed into the appropriate refrigerators.

4. Finally, the Revised COC received is scanned in with the Original Chain of Custody. This can be done by scanning the revised COC and then saving it under the Alpha job# with an “A” at the end. This automatically appends the revised chain to the end of the scan. All Chains of Custody are stored in Reporting at the Westborough facility. Mansfield Login sends the Revised




Copies of Chains sent to Mansfield, back to Westborough at the end of the week in an inter-office envelope to be stored in Westborough.

5.4 Assigning an Alpha Job Number

Assign a new, unique Alpha job number as follows:

5.4.1 Access the LIMS, by clicking on the WEBLIMS / Seedpak icon located on the Windows desktop screen.

5.4.2 A password screen will open. Each person is given a name and password to access the LIMS. Type in the username, password and directory “Bowzer”. Select < Enter >.

5.4.3 The main screen will open. From the Main Menu, select < Sample Management >, then select < Login > (or the keys: “Alt + S”, then “L”). This will open the < Specify Login > screen.

5.4.3.1 Environmental Job

Select the < New > button to commit a new, unique Alpha job number for the current job. This number will begin with the letter “L”.

5.4.3.2 Pharmaceutical Job

Click on Medical, and then select the < New > button to commit a new, unique Alpha Medical Device or Pharmaceutical job number for the current job. This number will begin with the letter “L”.

5.5 Numbering the Job COC 5.5.1 Write the new Alpha job number (as determined in Section 5.4) on the Alpha COC in the

“Alpha Job #” box. However, if the Client’s COC is not an Alpha COC, a stamp is utilized to stamp “Alpha job #” onto the top left or right corner of the COC, and the actual job number is hand-written next to the stamp.

5.5.2 Each unique sample ID will also get its own “Alpha Lab #”. This number is the job number plus .1, .2, .3, etc. numbered sequentially for each unique sample ID defined by the client on the COC.

5.6 pH Determination

Determine the pH of all water and liquid samples as indicated below. The pH must be verified for each container to ensure proper preservation prior to analysis.

NOTE: Do NOT take the pH of any VOA vials, TOC vials, and samples for the analysis of

sulfite, acidity, alkalinity, carbon dioxide, and dissolved oxygen, Oil & Grease, TPH-1664 or any bacteria samples.

5.6.1 The pH must be taken by using a glass Pasteur pipette dipped into the sample

container. Transfer a drop of sample onto wide-range, multi-banded pH paper. Refer to Table II for the proper pH of preserved samples. Under no circumstances should the pH paper be dipped directly into a sample container.

5.6.2 Record the pH on the back of the COC, and on a copy of the COC left with the

samples.




5.6.3 If the pH of an Unpreserved sample is not as indicated in Table II, and the sample was submitted preserved:

5.6.3.1 The lab must be notified to ascertain if the analysis can still be run.

5.6.3.1.1 If not then this must be noted in the LIMS SDG and the client must be notified.

5.6.3.1.2 If the analysis can still be performed, then this must be noted in the LIMS SDG, a comment must be added for the Lab as to what the container is preserved with, and the client must be notified as to whether or not to analyze outside of the Method. Note: in many cases this may cause the client to lose MCP or CTRCP for this analysis.

5.6.4 If the pH of preserved samples is not as indicated in Table II:

5.6.4.1 Environmental and Pharmaceutical Samples: Write down the original pH and

adjust the pH using the appropriate preservative as indicated for each analysis in Table II. Check the pH after each addition of preservative, to ensure accuracy. The addition of preservatives must not exceed 1% of the total volume of sample received. See Bottle Preservation Guide (Form No. 01-17) for volume of preservative to add to unpreserved sample containers. Make a record on the LIMS SDG Form to indicate that the samples were not properly preserved. For all metals containers, write the acid preservative added on the cap of the container with the date/time added.

If the pH will not adjust into the proper range, note this in the LIMS SDG. The bottles are marked with a blue sticker to alert the chemists to this issue. Note: with any addition of acid to an unpreserved container, the name of the acid, date/time, and initials of the person adding the acid must be noted on the top of the container in black marker.

5.6.4.2 If the sample is not preserved with the appropriate preservative as indicated in

Table II, refer to section 5.6.3.1.

5.6.5 EPA 608: Samples must be checked for residual chlorine as well as pH.

5.6.5.1 Samples must be checked for residual chlorine prior to any pH adjustments or extraction. Invert the sample several times to ensure that sample is well mixed. Remove a 20mL aliquot of sample and dip one KI test strip into the aliquot for 30 seconds with a gentle constant back and forth motion. (Refer to the chart on the KI strip container.) If chlorine is detected at a level greater than or equal to 0.1mg/L, add sodium thiosulfate to the entire sample volume, mix and re-check until the chlorine level is less than 0.1mg/L. Record this information on the LIMS SDG Form by checking a box to indicate when chlorine is present/absent or N/A. Write “Na2SO3” on the cap of the container with the date/time added.

5.6.5.2 Samples must have a pH within the range of 5.0 – 9.0 pH units. If the sample is

not within this range, it is adjusted using either NaOH to increase the pH or with H2SO4 to decrease the pH. Make a record in the LIMS SDG to indicate the volume of acid or base that was added to the sample. Write the preservative added on the cap of the container with the date/time added.




If the pH will not adjust into the proper range, note this on the copy of the Chain of Custody form and in the LIMS SDG. The bottles are marked with a blue sticker to alert the chemists to this issue.

5.7 Job Folders

5.7.1 Westborough Facility

The Westborough facility no longer uses folders for storage of client information. All pertinent information is transferred to the front office daily to be filed away and stored in filing cabinets. This includes all Chains of Custody, Shipping forms (UPS, FedEx, etc.), MWRA forms, PO #s or any additional paperwork submitted by the client with their samples.

5.7.2 Mansfield Facility

The Mansfield facility does not use folders for storage of client information. All pertinent information is sent to the Reporting Department weekly. This includes COC, any sample tracking information (UPS, FedEx, and DHL air bills), client Pos, etc.

5.8 Sample Storage Sample containers are stored in specific refrigerators within the Custody Room and also in some of the Laboratory areas. Containers may also be stored on specific shelves located in the Custody Room and Laboratory areas.

5.8.1 Westborough Facility

5.8.1.1 Environmental Aqueous Samples

5.8.1.1.1 Metals Samples for Metals analysis are placed on the Metals Shelves within the Metals Prep Laboratory. (These samples are not refrigerated.) The samples stored on these shelves have been scanned to “Metprep Custody”, refer to section 5.8.1.3. These shelves are numbered 0 – 9. These numbers correspond to the last number of the Alpha Job #.

5.8.1.1.2 e.g. If the job number is L0001234. x , these samples are placed on Shelf #4

5.8.1.1.1 Wet Chemistry Samples for Wet Chemistry analysis are placed in the Wet Chemistry

refrigerators. The shelves within these refrigerators are numbered 0 – 9. These numbers correspond to the last number of the Alpha Job #.

e.g. If the job number is L0001234. x , these samples are placed on Shelf #4.

Exceptions Samples to be analyzed for TOC, DOC and OG-1664 have their own separate refrigerators and the shelves are labeled according to the analysis. Perchlorates are to be scanned to “O-prep Custody” then stored in fridges located in the Explosives/Perchlorate Lab




5.8.1.1.3 Semi-Volatiles Samples for Semi-Volatile analysis are placed in the Organic Prep

refrigerators located in the Organic Prep Laboratory. The samples stored on these shelves have been scanned to “O-prep Custody”, refer to section 5.8.1.3. The shelves within these refrigerators are numbered 0 – 9. These numbers correspond to the last number of the Alpha Job #.

e.g. If the job number is L0001234. x , these samples are placed on

Shelf #4.

Exceptions: Explosives are to be scanned to “O-prep Custody” and are then stored in fridges located in the Explosives/Perchlorate Lab.

5.8.1.1.4 Volatiles The VOA vials for Volatiles analysis are placed in the appropriately labeled refrigerators: GC/MS, GC or Volatiles Freezer. All VOA vials stored in these refrigerators have been scanned to “VOA CUSTODY”, refer to section 5.8.1.3. NOTE: The Volatiles Refrigerators GC/MS “A” & “B”, GC “A” & “B” and Volatiles Freezer are located in the Volatiles Laboratory.

5.8.1.1.5 Some Volatiles refrigerators are labeled as “A” and

others are labeled as “B”. Into the refrigerator labeled “A” place the first VOA vial of the sample set. Accordingly, into the refrigerator labeled “B”, place the second and any subsequent VOA vials of the sample set. Volatiles reagent-water-preserved soil vials are scanned to the Volatiles Freezer. Refer to Sample Custody and Tracking (1560).

5.8.1.2 Environmental Soil / Solid / Oil Samples

5.8.1.2.1 Soil / Solid /Oil samples are placed in their own refrigerators. Shelves are further broken down by color. Each shelf has a Blue, Red, and Green section and index cards on the door of the fridge indicate in which colored section job#’s are located.

e.g. If the job number is L0001234. x , and is highlighted in Blue, these samples will be in the blue section of that shelf.

5.8.1.2.2 All containers for soil analysis are stored together, with the exception of Volatiles analysis. These soil samples are stored in the same Volatiles refrigerators as the Aqueous samples (Section 5.8.1.4). If there is more than one container for Soil Volatiles analysis, a MeOH preserved and a NaHSO4 preserved vial are placed in the “A” refrigerator, and the remaining vial(s) are placed in the “B” refrigerator. If the vials are preserved with reagent water, the Login staff scans them to the freezer and the vials are placed in the volatiles freezer with the time recorded in the LIMS SDG form.

5.8.1.3 Scanning Samples to Laboratory Custody

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5.8.1.3.1 Any sample container that is being stored in a specific Laboratory and not in Custody needs to be scanned to that specific Laboratory’s Custody. Refer to Sample Custody and Tracking (1560). For example, if VOA vials are received, because these vials are located in the VOA Laboratory they must be scanned from “CUSTODY” out to “VOA CUSTODY” prior to putting the samples away in the VOA fridges. Note: any RUSH samples for the Organic Prep Lab should be scanned out to “OPREP CUSTODY” and the samples should then be brought directly to the O-Prep Lab.

5.8.1.4 Subcontracted Samples Samples to be subcontracted to another Laboratory for analysis are placed in the “Courier/Subcontract” refrigerator located next to the ice machine near the Courier Office and Bottle Room.

5.8.1.5 “HOLD” Samples Samples that are to be placed on HOLD, because the Client doesn’t want the analyses performed until further notice, are placed in the refrigerators labeled as “HOLD” in the sample custody room. All HOLD samples are placed in these refrigerators, except for VOCs which are stored in the VOC HOLD refrigerator and VOC HOLD Freezer. Any samples placed on hold must be scanned to “HOLD Fridge” and documented on the card in the pocket of the door where hold samples are being stored. The sample must also be documented in the “HOLD” Alpha Google Document, with location of which HOLD fridge the samples were placed in.

5.8.2 Mansfield Facility

The refrigerators are labeled (A1, A2, etc.) and samples are placed into these refrigerators as space is available.

5.8.2.1 Metals samples (waters only) are placed upon a Metals shelf.

5.8.2.2 Water samples for Wet Chemistry, Semivolatiles, and Forensics are placed into separate refrigerators in Sample Management. Shelves within the refrigerators are numbered 0-9 with the number corresponding to the last number of the Alpha Job number.

5.8.2.3 Soils/Sediments are located in the separate refrigerators from the water samples. Shelves within the refrigerators are numbered 0-9 with the number corresponding to the last number of the Alpha Job number.

5.8.2.4 Oil/NAPL/Product samples are located in a separate refrigerator.

5.8.2.5 Volatiles Volatiles sample containers are stored in the Volatiles laboratory area as follows. Both vials of water samples are placed into the refrigerator. For the sediment/soil samples, all vials are placed into the freezer – the two (2) water preserved vials are placed on their sides and the methanol vial is placed standing up into the freezer.

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5.8.2.6 Air Samples All containers for Air samples are kept at room temperature in the Air Lab. Tedlar bags are placed in a covered box or in a dark trash bag, without exposure to light.

5.8.2.7 Tissue Samples Tissue samples are placed into the freezer in the Sample Management area where they are maintained until analysis.

5.8.2.8 Subcontracted Samples Samples subcontracted are placed onto a shelf in the Holding refrigerator in Sample Management, until they are sent to the subcontract laboratory.

5.8.2.9 “HOLD” Samples If samples are to be held in a freezer, they are placed there until a determination has been made for analysis. If they are not to be frozen, they are placed in the refrigerators in Sample Management until analysis is performed.

5.9 Data Entry into the Laboratory Information Management System (LIMS)

5.9.1 Access the LIMS

5.9.1.1 Access the LIMS by clicking on the WEBLIMS / Seedpak icon located on the Windows desktop screen.

5.9.1.2 A password screen will open. Each person is given a name and password to access the LIMS. Type in your name, password and directory “Bowzer”. Select < Enter >.

5.9.1.3 The main screen will open. From the Main Menu, select < Sample Management>, then select < Login > (or the keys: “Alt + S”, then “L”). This will open the < Specify Login > screen.

5.9.1.4 Type in the Alpha Job # for which data is to be entered (This number begins with an “L” and was generated in Section 5.4.). Select < Enter >. This will open the Sample Definition Screen.

5.9.2 Sample Definition

Referring to the Client’s original COC, input the following information for each sample. (If an Alpha sample number is inadvertently deleted during this process, refer to Section 5.9.5.)

5.9.2.1 Client ID: This is the Sample ID from the COC.

5.9.2.2 Collect Date: This is the Sampling date and time. These are entered in the following format: day-month-year, and military time.

5.9.2.3 Project: This is the Client’s Project #, if applicable.

5.9.2.3.1 If the project number is new for the Client, and therefore has not been previously used in the LIMS, an error message will appear.

5.9.2.3.2 Prior to proceeding, the new project number must be entered into the LIMS as follows:

5.9.2.3.2.1 At the top of the screen, choose <File> and then <Main Menu>.

5.9.2.3.2.2 Select <Maintenance> and then select <Accounts>. The Client Information screen will open. Click on the arrow next to the box labeled <Account Definition>.




5.9.2.3.2.3 Select <Project Definition> and then enter the Account Number / Account Code, and click on <OK>.

5.9.2.3.2.4 To clear the field, press the < F6 > button.

5.9.2.3.2.5 Enter the new project number, if provided on COC, the Project Name (site), and Locator as it appears on the COC. Leave the other spots blank.

Double-check that the correct information has been entered, and then click on < Save > (or < Alt + S >).

5.9.2.4 Account: This is an abbreviated account name given for the Client name in the LIMS. A list of account names can be accessed by pressing the “F9” key on the keyboard.

If the job is for a new Client and the Account name cannot be found in this list, the Login will log the job under the account “NONE”.

Note: new accounts should be created by Client Services only.

5.9.2.5 Account Name: This is the full Client name. This field will fill in automatically after the “Account” is entered (Section 5.9.2.4).

5.9.2.6 TAT: This is the standard turn-around time for the client. (Either 1 week, 2 weeks or the RUSH TAT requested and approved). Turn-around time is entered in # of business days.

5.9.2.7 Due Date: This field will automatically fill in when the Received Date and Time are entered. (Section 5.9.2.8).

5.9.2.8 Receive Date & Time: This is the date and time samples were received into the lab. This must match the date and time noted on the signed COC. The following format must be utilized: day-month-year and military time (i.e. 31-AUG-07 14:20).

5.9.2.9 Lab Due Date: This is an internal laboratory due date which prints on worklists and batch sheets. This is entered on an as needed basis and must be entered in the following format: day-month-year.

5.9.2.10 LVL5 Due Date: This is the due date of the data package that is needed for any project requiring additional reporting packages such as DPKG-FULL or NJ-RED. This is the date that will automatically print as comment for the lab and is to be entered in the following format: day-month-year.

5.9.2.11 Locator / Lot #: If job is Environmental, then the Header will read “Locator”, which is the project location such as the town, state, etc. If the job is Pharmaceutical, then the Header will read “Lot #”, which is the Lot or Batch # of the sample.

NOTE: If information has been entered in the Project Definition (Section 5.9.2.3.2), it will automatically load. Verify that the auto-loaded information matches the COC. If it is different, it must be updated to match what is on the COC.

5.9.2.12 Site/Project Name: If the job is Environmental, then the Header will read “Site”, which is the project name, or specified site. If the job is Pharmaceutical, the Header will read “Project Name”, which is the project name.

NOTE: If information has been entered in the Project Definition (Section 5.9.2.3.2), it will automatically load. Verify that the auto-loaded information matches the COC. If it is different, it must be updated to match what is on the COC.




5.9.2.13 Discount: This is the discount given to the client, if applicable. (The discount is already entered into the LIMS and the field will fill in automatically when the “Account” is entered in Section 5.9.2.6.) An automatic discount may be overwritten in this field if a special discount is given to a particular job (Refer to the PCF).

5.9.2.14 Priority: This refers to TAT: either “standard”, “rush”, or “no charge”. A list of priority codes can be accessed by pressing the “F9” key on the keyboard.

5.9.2.14.1 Priority TAT Description

NC No charge for analysis

S0 Standard turnaround time rates/fees

SD Same day rush – 200% surcharge rate

1A 1 day rush for 1 week clients – 100% surcharge rate

1B 2 day rush for 1 week clients – 75% surcharge rate

1C 3 day rush for 1 week clients – 50% surcharge rate

1D 4 day rush for 1 week clients – 25% surcharge rate

2A 1 day rush for 2 week clients – 100% surcharge rate

2B 2 day rush for 2 week clients – 85% surcharge rate

2C 3 day rush for 2 week clients – 75% surcharge rate

2D 4 day rush for 2 week clients – 65% surcharge rate

2E 5 day rush for 2 week clients – 50% surcharge rate

2F 6-7 day rush for 2 week clients – 25% surcharge rate

2G 8-9 day rush for 2 week clients – 10% surcharge rate

5.9.2.15 Factor: This is the charge or surcharge relating to the priority code.

5.9.2.16 Comments: This field is not used.

5.9.2.17 Description: This field is used to describe any modifications to a procedure that are requested by the Client.

5.9.2.18 Matrix Description: For samples that are sediments, it is necessary to indicate this in this field. This is important for any samples associated with the Mansfield facility.

5.9.2.19 Protocol: This field is used to document the Protocol number created for analysis of samples. This field is only populated for Pharmaceutical jobs.

5.9.2.20 Expected: This field is not used.

5.9.2.21 Quote Reference: This field is used only if a quote has been generated in the LIMS. The information is contained on a Project Communication Form, may be indicated on the COC, or may be obtained by pressing “F9” on the keyboard which brings up a listing of Quotes associated with a particular Account. Clicking on a Quote # in the list and pressing “OK” will attach it to the job.

5.9.2.22 Collect By: This field is not used.

5.9.3 Analyte Definition

Move to the middle section of the < Sample Definition > screen by pressing the < ctrl + page down > keys on the keyboard.




Referring to the Client’s original COC, enter the requested analyses using the information from the Analysis Request section, as follows:

5.9.3.1 Matrix: This is the sample type (water, soil, solid, etc.). There are specific matrix codes used for this field. A list of matrix codes can be accessed by pressing the “F9” key on the keyboard.

5.9.3.1.1 Matrix Type of Sample

1 Water

2 Liquid

3 Soil

4 Solid

5 Sludge

6 Oil / Solvent

7 Wipe

8 Miscellaneous

9 Drinking Water

10 Air

11 Soil Vapor

12 Air Cartridge

13 Tissue

5.9.3.2 Product Code: This is the analyte requested. However, the Product Code is based on the matrix of the sample. Different matrices have different methodologies based on the established State and Federal regulatory requirements.

If a client specifies a particular method it is to be logged in as such, unless that is not an option in the LIMS. If this is the case, the Log-In Supervisor should be contacted for further instructions.

A full list of analytes for each matrix can be accessed by pressing the “F9” key on the keyboard.

HOLD Samples: There is a product “HOLD” that is entered into the LIMS for those samples that the Client has requested not to be analyzed until further notice.

NOTE: This is only to be entered if the entire sample is to be placed on Hold.

CANCELLED Samples: There is a product called “CANCELLED” that is entered into the LIMS for those samples that the Client has requested to be cancelled.

NOTE: This is only to be entered if the entire job is cancelled.




SUBCONTRACT Samples: There is a product “SUB” or “SUB-XXX” that is entered into the LIMS for those samples that will be sent to another Laboratory for analysis.

MCP / CT-RCP Samples: There is a product “MCP” that is entered into the LIMS on the first sample of any job that require the MCP Data Enhancement Package. The product “CTRCP” should be entered on the first sample of any job requiring CT Reasonable Confidence Protocol.

LEVEL 5 Samples: There is a product “DPKG-RAW” that is entered into the LIMS for those samples that require a Level 5 Data Package.

Level 5 + CLP Form Samples: There is a product “DPKG-FULL” that is entered into the LIMS for those samples requiring a Level 5 Data Package and CLP forms.

5.9.3.3 Type: This field will be entered automatically based upon what is entered for the Product Code. It refers to whether the analyte is a single (s), parent (p), or child (c) product.

A single product is a product that is alone.

A parent product is a product that contains two or more analytes (these analytes are the children). The majority of Types are single (s), but there is a list of parent products that may be accessed by pressing the “F9” key on the keyboard.

When a parent product is entered, the children will be entered automatically. Verify that the “show children” box is checked.

5.9.3.4 Surcharge: This field will be entered automatically. The surcharge is related to the Priority Code entered in Section 5.9.2.14.

5.9.3.5 Discount: This field will be entered automatically. Refer to Section 5.9.2.13 for Discount information.

5.9.3.6 Price: This field will be entered automatically. It is the price charged to the Client for the analyte.

5.9.3.7 Cost: This field will be entered automatically. It is the cost to Alpha to run the analyte.

5.9.3.8 Price List: This field will be entered automatically if there is QUOTE or ACCT level pricing. Otherwise the field will default to STD.

5.9.3.9 Default Type: This field is the type of container the analyte is found in. A full list of container types can be accessed by pressing the “F9” key on the keyboard. The actual container type received must be entered

5.9.3.9.1.1 “Split” Containers: any container that is created in Login or the Lab should be referred to as a “Split” container and is designated with an “S” in front of the container type. Split containers would be designated for use by the lab to filter any water samples into, for example “SPlastic-C.25”, or when a TCLP or SPLP extract is created by the lab. Soil samples may need a portion split out for separate analysis, or subcontracting to another lab.

5.9.3.9.1.2 Container Key: This is the total number of containers received for the analyte. If more than one analyte is being run on a container, enter the container only once. The container key defines the letters that are assigned to each container.




5.9.4 Job Definition / Log-In Info

After the samples and analytes are defined, press < Enter > to save the information. Select the < Login Info > button on the screen and enter the following information:

5.9.4.1 P.O. Number: This is the Purchase Order number taken from the COC, PCF, or documentation accompanying the COC, if applicable. This will automatically load if it was entered in the Project Definition screen.

5.9.4.2 Delivery Method: This field is to record how the sample arrived at Alpha; e.g. Courier, Client, Express Mail, etc.

5.9.4.3 Login By: This field is for the initials of the person who is entering the sample information into the LIMS.

5.9.4.4 Job Comments: This field is for any comments about the job.

5.9.4.5 Narrative: This is any information concerning problems with the samples or the job. This information is loaded by the reporting department.

5.9.4.6 State of Origin: This is the state where the sample was collected.

5.9.4.7 Scanned Information: This is the field where Scanned Information is attached, if available.

5.9.4.8 Project Information: This is the field where the Project Communication Form (PCF) is attached, if available.

5.9.4.9 Dispose Samples: “Y” will automatically populate indicating that samples are to be disposed of. If samples are to be returned to the Client or to be held for an extended period of time, change this to “N”.

5.9.4.10 Samples Received per COC: This only applies to a MCP job. This is where Question A of the MCP questions is answered. The default value is “YES”. This question is not answered by the Log-In Staff; it is answered by the Reporting Staff.

5.9.4.11 QC Proc Followed: This only applies to a MCP job. This is where Question B of the MCP questions is answered. The default value is “YES”. This question is not answered by the Log-In Staff; it is answered by the Reporting Staff.

5.9.4.12 Presumptive Certainty: This only applies to a MCP job. This is where Question C of the MCP questions is answered. The default value is “YES”. This question is not answered by the Log-In Staff; it is answered by the Reporting Staff.

5.9.4.13 VPH-EPH Methods: This only applies to a MCP job. This is where Question D of the MCP questions is answered. The default value is “YES”. This question is not answered by the Log-In Staff; it is answered by the Reporting Staff.

5.9.4.14 QC Performance Met: This only applies to a MCP job. This is where Question E of the MCP questions is answered. The default value is “YES”. This question is not answered by the Log-In Staff; it is answered by the Reporting Staff.

5.9.4.15 All Contaminates Reported: This only applies to a MCP job. This is where Question F of the MCP questions is answered. The default value is “YES”. This question is not answered by the Log-In Staff; it is answered by the Reporting Staff.




5.9.4.16 Report Limits Specified: This only applies to a MCP job. This question prints on the last page of the report. This question is not answered by the Log-In Staff; it is answered by the Reporting Staff.

5.9.5 Reseeding a Job

Reseeding a job is only necessary if a sample number is inadvertently deleted while entering the job information (Section 5.9.2). If the job is not reseeded, the computer will skip numbers.

5.9.5.1 Save the job that is being worked on by pressing the <Enter> button.

5.9.5.2 At the top of the screen, select <File> and then <Main Menu>.

5.9.5.3 Select <DBA> and then click on Seeds/Config/Printers. Click on the arrow next to “Seeds”, and then click on <Login Seeds>.

5.9.5.4 Place the cursor in the box called “Seed Identifier” and press the <F7> key.

5.9.5.5 Type in the full Alpha job number that is being reseeded, and press the <F8> key. This will show the number of seeds/samples.

5.9.5.6 Change the number to either the number before the skipped number, or to zero if the entire job is to be redone.

5.9.5.7 Click on the <Save> button and exit the screen.

5.9.5.8 Return to Section 5.9.2.

5.9.6 Changing a Job Type

Changing a job type is only necessary if a job was selected as Environmental and it should be Medical, or if a job was selected as Medical and should be Environmental.

5.9.6.1 Save the job that is being worked on by pressing the <Enter> button.

5.9.6.2 At the top of the screen, select <File> and then <Main Menu>.

5.9.6.3 Select <DBA> and then click on Seeds/Config/Printers. Click on the arrow next to “Seeds”, and then click on <Login Seeds>.

5.9.6.4 Place the cursor in the box entitled “Seed Identifier”, and press the <F7> key.

5.9.6.5 Type in the full Alpha job number that is being reseeded, and press the <F8> key. This will show the number of seeds/samples and Job Type.

5.9.6.6 Tab over to the Job Type column and change to “E” if the job is Environmental or to “M” if the job is Medical or Pharmaceutical.

5.9.6.7 Click on the <Save> button and exit the screen.

5.10 Saving Data

5.10.1 Field Filtered Analysis: Before exiting the < Sample Definition > screen, save data for field filtered sample as follows:

5.10.1.1 Field Filtered Samples (Metals, Perchlorates, Organics, etc.): While on the < Client ID > for the analyte, press the <Data> button or <Alt + D>

to open the < Parameter Data > screen.

Under the section of < Field Preparation > where it reads “none”, change it to read “See Narrative”, and then press the < Save > button.




This must be done for each sample that has been field filtered. To move to the next sample press the <Next> button (or Alt + N).

Note: if the only analysis requested on the COC has been filtered by the client then the Field Preparation question can be changed to “Field Filtered” instead of “See Narrative”.

5.10.2 Electronic Sample Delivery Group (SDG) Form

This info is derived from all sections of the paper SDG form and must be completed, saved and printed out for all jobs logged. Select the <SDG> Button at the top of the Login Screen. The SDG is comprised of 5 pages.

5.10.2.1 Delivery

5.10.2.1.1 Delivered by: Drop down menu to select Alpha Courier, Client, FedEx, UPS of another form of delivery can be hand typed.

5.10.2.1.2 Tracking # can be entered if samples came from a shipping service like FedEx or UPS.

5.10.2.1.3 Bill of Laden: Choose if a Bill of Laden was included.

5.10.2.1.4 Chain of Custody: Indicate if a Chain of Custody was provided.

5.10.2.1.5 Condition of Samples: Indicate if samples were received Intact, Broken or Leaking.

5.10.2.2 Coolers

5.10.2.2.1 Loginnum: Will auto-fill when clicked on.

5.10.2.2.2 Coolers: Enter Cooler “A”, “B”, etc.

5.10.2.2.3 Custody Seal: This is a drop-down menu to choose between Absent, Present/Intact, or Present/Not Intact.

5.10.2.2.4 Ice/Blue Ice: Boxes to be checked if one or both is true.

5.10.2.2.5 Temp Blank/IR Gun: Temperatures to be filled in if one of both methods of obtaining temperatures are true. Refer to Section 5.1.1.1. If both methods are used, then the acceptable temperature must be double clicked and highlight in blue.

5.10.2.2.6 Frozen: Check if samples are received frozen.

5.10.2.2.7 Site Direct: Check if samples are received directly from sampling site.

5.10.2.2.8 Reported Temp: Will auto-fill

5.10.2.2.9 “IR Gun Serial Number” pull-down menu to reveal a listing of serial numbers for all of the IR guns and Fluke digital thermometers used in Westborough and Mansfield facilities. This number is to be chosen for whichever device is used on the temp defaulted to on each cooler.

5.10.2.3 Condition

5.10.2.3.1 Answer all 6 questions by checking Yes or No. Hand type and explain any deviations in the blank boxes provided under each question.

5.10.2.4 pH

5.10.2.4.1 Fill appropriate pH’s of the samples obtained in Section 5.6; this Section has a drop-down menu provided or can be hand-typed.




5.10.2.4.2 If pH of the samples were adjusted by the Login Staff, this initial pH must be noted, then the final pH. An explanation which sample was adjusted and of which preservative used must be noted in the blank space provided.

5.10.2.4.3 Chlorine: It must be checked off as to whether Chlorine was Present, Absent, or Not Applicable. This is for PCB-608 analysis only.

5.10.2.5 VOA/VPH

5.10.2.5.1 Yes or No must be checked if VOA or VPH vials are absent or present.

5.10.2.5.2 Headspace Present in Vials: Yes, No or N/A must be checked. A box is provided to indicate which samples.

5.10.2.5.3 Is Methanol Covering Soil: Yes, No or N/A must be checked.

5.10.2.5.4 If reagent water preserved vials present, the time that they were scanned to the Volatiles Refrigerator (See Section 5.8.1.4.2) must be hand typed.

5.10.2.5.5 If Reagent preserved vials were frozen by the client, this must also be hand typed.

5.10.2.6 SAVE: The Electronic SDG must now be saved to a PDF in the LIMS. Click the <SAVE> button located at the bottom of the page. Then click the <CLOSE> button to return to the Login Screen.

5.10.3 Container Information:

5.10.3.1 All jobs

All jobs require PH and Cooler Information to be entered on each container. Double-click on “pH” at the bottom of the screen in the Container field. The Container ID and Container Type will automatically be filled. The pH must be entered for each sample container. “NA” is entered for any soil/solid/sludge or any sample container that the pH is not to be taken (e.g. VOA vials).

The “Cooler” field must be entered with the appropriate cooler (A, B or C etc.) for each sample container. The “Seal” and “Temperature” will automatically fill in, provided the information was loaded into the Electronic SDG Cooler Section (refer to Section 5.10.2.2). If there is a Custody Seal on the cooler but not on the individual containers, then this info must be changed to “ABSENT” in the individual container info. If there are custody seals on the containers but not on the coolers, then the info must be changed to “PRESENT/INTACT” or “PRESENT/BROKEN”.

5.10.4 Addresses In this section, the billing address and who the report goes to may be changed if necessary.

5.10.4.1 Billing Address: If the Billing Address needs to be changed, hit the “F9” key while the cursor is on the Billing line. Then double-click on the correct billing address, and click the “Save” button.

If this is a third-party billing, hit the “F9” key while on the Billing line. In front of the “%” on the top of the screen, enter the LIMS account number which is to be billed and hit the “Enter” key. Now double-click on the correct billing address and click the “Save” button.

If the correct address is not in the LIMS listing, do not make any changes and alert the Client Services Department to make the appropriate corrections.




5.10.4.2 Report to: If the person listed to receive the final report needs to be changed, click on the “Report” line and hit the “F9” key. Double-click on the appropriate person and click the “Save” button.

If the correct person’s name is not in the LIMS listing then Login must create a new “Report To” address in the LIMS. To add a “Report To” address perform the following:

♦ Select <Maintenance>, then <Accounts>.

♦ The Client Information Screen will open. Click the arrow next to the box labeled Account Definition. Select <Address Information>.

♦ Enter the Account #/ Account Code and check <OK>.

♦ Use the down arrow to go down thru “Report To” addresses until you reach the last “Report To” address#.

♦ Hit <F6> key to clear the field

♦ Hit <F4> key to copy from the previous field.

♦ Change the Report__ (#) to the next consecutive # and then change all information as needed. Project Manager’s name, phone#, fax#, email address.

5.10.5 Comments When a project requires a comment that will be seen by the Laboratory, the comment must be loaded in the new Comment section of the Login screen. These comments may include special instructions for the Lab, cautionary notes about the matrix of a sample, compositing instructions, or special DLs needed.

When entering a comment put the curser on the CLIENT ID of the sample needing the comment and click on the COMMENTS button located at the top of the Login screen.

Hand type the comment in on the yellow highlighted line or choose from the “Canned” comments list.

To choose from the “Canned” comments, click on the Green down arrow located all the way to the right of the yellow highlighted line you are working on. Click on the comment that applies and click on OK at the bottom. This will populate the comment you choose in the yellow highlighted line.

After you are done entering the appropriate comment either by hand typing or canned comment, you must check off all of the Lab departments that will need to see this comment. For example: if the comment is about VOC 8260, the Volatiles button must be checked and Reporting. (Reporting must be included for all comments.)

When this is complete, click on the SAVE button at the bottom.

Comments can be ADDED to all samples, or DELETED from all samples by clicking on the designated buttons located in the comments screen.

Individual comments can be deleted by placing the curser on the yellow highlighted comment and hitting Shift F6.

5.11 Printing the LIMS Chain of Custody and Draft Invoice

To print the data that has been entered, select < Report >, and then select < Login chain >. This will open the “print” screen. Select < Background > (This may also be accessed by




using these keys on the keyboard: < Alt + r, c >, < Alt + b >.) and change the printer to PDFPRINT. In order to put the Draft Invoice into PDF format, which is required for each job, add an “I” to the end of the job number. Nothing will print out but this must be done at the end of each job.

If any of the analyses requested are for bacteria samples, perform the above steps but change the printer to LPCOPYLOG. This will print out a copy of the LIMS COC to be provided to the analyst with a copy of the Client’s COC for the analyst. The copies are placed in the Wet Chem pocket in front of the short hold/rush counter in login with the samples for the lab.

Also, if the job is a RUSH due in less than a week, make a copy of the LIMS COC for the analyst. These copies are given directly to the lab with the samples.

5.12 Printing the Bottle Labels

To print the bottle labels for a job entered, select <Report> and then select <Labels>. This will open the “print” screen. Press <Enter> and then <Enter> again. The individual bottle labels will be printed, as well as a label with the Client and Job number. The bottle labels will contain the job number, sample number and the container letter. Also on the labels will be the analytes to be tested from that particular container.

5.13 Labeling the Sample Containers

Using the labels printed in Section 5.12, place the labels on the appropriate containers horizontally. If water samples need to be filtered in the lab, place the label of the “Split” container to be filtered into on the top of the cap. (See section 5.9.3.9.11 for instances of split containers.) Additional Container Flagging: Soils from Foreign Country:

If the samples are soils from a foreign country, they will need to be sterilized prior to disposal. In this case, each container is marked with a yellow sticker indicating that the soils need to be sterilized prior to disposal. This will alert the chemists to the origin of the samples and will alert the Hazardous waste disposal staff of the special precautions necessary.

Samples Potentially Containing Asbestos:

Any sample with Asbestos analysis requested or that is noted by the client to contain or potentially contain Asbestos, should be labeled with yellow stickers indicating “May Contain Asbestos” and each container double bagged. Please refer to “Asbestos Handling and Sample Receiving Guidelines” (2532) for additional specific instructions for logging these jobs..

5.13.1 Westborough Facility Only

PH: If the samples are unpreservable with the maximum volume of preservative added, a blue sticker is placed on top of the container cap. This alerts the lab personnel to the fact that the sample received was not properly preserved.




MS/MSD: For all sample containers that are to have MS or MS/MSD run on them, Pink labels are to be placed on the cap with MS or MS/MSD indicated on them. For VOA Vials stickers can be placed on the side.

SOIL Hexavalent Chromium: For separate soil containers provided by the client for MCP or CTRCP Hexavalent Chromium analysis, Orange “HEXCR ONLY” stickers must be placed on the cap. Brightly colored tape is also used to seal the caps and samples should be bagged together with a “Do Not Use” sticker affixed to the bag. This should also be done for any sample requesting HexCr on a contingent basis.

All Caps: For all containers, caps are marked with the last 3 digits in the Alpha Job# in colored marker. This is for ease of locating samples in refrigerators.

5.14 Scanning the Chain of Custody

The Chain of Custody (COC) and any other pertinent information sent by the Client must be scanned into the LIMS for each job.

If it is an MWRA job, then the SMART sheets are scanned in the order the samples were logged in, followed by the COC. Any other information provided by the Client is scanned after the COC.

Chains can be scanned into the LIMS using the scanner program located on the copier in Login, Reporting or the Front Office. Place documents face up in the scanning tray on top of the copier. Press “Scan” then “File” buttons. Press <Filename> (this autopopulates), CLEAR this and type in the Alpha Job#, for instance L1221567. Press <OK>, then <Scan>. If you need to add a chain to the back of an existing job, type an “A” at the end of the Alpha job#. For Example L1221567a.

6. Quality Control and Operational Assessment

All samples arriving in-house by Alpha courier should be iced to 2 – 6°C and accompanied by a temperature blank. The temperature blank is to ensure accurate results, especially for unpreserved samples. NOTE: Exceptions: Light bulbs and Air Samples are not kept on ice.

6.1 The digital and IR thermometers (Section 4.2) are calibrated on a semiannual basis by an

instrument service company. Certificates are kept on file.

6.2 All Chains of Custody are reviewed by the appropriate Project Manager or Client Service

Representative for approval.

7. Corrective Actions

Temperature Blank:

• If the temperature blank is received and is not within the proper temperature range of 2 – 6°C using the Fluke thermometer, the temperature is verified using the Omega IR thermometer.

o If the temperature is confirmed > 6 ˚C, it is noted in the LIMS SDG form, the Client is contacted and a narrative is chosen. (Section 5.9.4.5)

o If the temperature is confirmed to be < 2 ˚C, and the samples are not frozen, the Client is not contacted, “Samples received not frozen” is noted in the LIMS SDG form and a narrative is chosen. (Section 5.9.4.5)




o If the temperature is confirmed to be < 2 ˚C, and the samples are frozen, this is noted in the LIMS SDG, the Client is contacted and a narrative is chosen. (Section 5.9.4.5)

• If the job has multiple coolers, then the individual containers from the coolers with temperature >6 °C must be documented in the LIMS SDG form.

• Samples that are hand-delivered to the Laboratory immediately after collection are to be considered acceptable if there is evidence that the chilling process has begun, and the samples are not for MCP or CT-RCP purposes.

Analyses with Holding Time greater than 3 days (See Table I) will be put on Hold until the Client decides whether the samples are to be analyzed.

8. Attachments

Table I: Hold-time Criteria Table II: Analyte Preservatives

TABLE I: HOLD TIME CRITERIA

15-minutes

pH

8-hour

Drinking Water - Heterotrophic Plate Count

Drinking Water - Fecal Coliform

All non-Drinking Water Bacteria analyses

24-hour

Hexavalent Cr- (water)

Odor

Total Residual Chlorine

Ferrous Fe

Conductivity

Carbon Dioxide

Sulfite

Dissolved Oxygen

Chlorophyll A Dissolved Metals to be Lab filtered

Chlorine Demand DOC to be Lab filtered

RFC SDS

Hydrazine ME-BOD

Free Cyanide (not Method 9016) Reactivity

ORP Salinity




USP-TOC (Total Organic Carbon)

30-hour

All Drinking Water Bacteria analyses (with the exception of DW Heterotrophic Plate Count & Fecal Coliform)

48-hour

Surfactants-MBAS

Nitrate, NO3

Nitrite, NO2

BOD

Soluble BOD (SBOD) Filtration must take place within 24 hours of sampling.

Carbonaceous BOD (CBOD)

UV 254

Total Settable Solids

Orthophosphate

Color

Turbidity

Tedlar Bags

Perox

Reagent water vials for Volatiles analysis must be frozen FixGas




TABLE I: HOLD TIME CRITERIA

(Continued)

3-day

Formaldehyde (Colorimetric)

Formaldehyde (HPLC)

Acrolein (624), unpreserved

7-day

Ash

Moisture

Solids

Sulfide

Semivolatiles (water) –625, 8270, BNEXT, AEXT, PAH

Organic Extractables (water) – TPH-DRO, 8082, 8081, HERB, 608 Unpreserved Volatile Samples Acrolein (624), preserved Dissolved Gas (CO2) 14-day

Cyanide- Total (TCN), Amenable (ACN), and Physiologically Available Cyanide (PAC)

Free Cyanide by Method 9016

Flashpoint

Semivolatiles (soil) – 8270, BNEXT, AEXT, PAH

Organic Extractables (soil) – TPH-DRO, 8081, HERB, EPH, 8082

Dissolved Gases (Methane, Ethane, Ethene)

EPH (water) / VPH (water)

8260

524.2

28-day

Total Organic Nitrogen -NH3, TKN, TON-Calc

Total Organic Carbon (TOC)

Mercury (Hg)

APH

VPH-soil




TABLE II: ANALYTE PRESERVATIVES

Unpreserved liquids

TPH-DRO

PAH-8270

8270

8082

8081

608 (Non-chlorinated)

8151

ETPH


Formaldehyde

TCLP Metals

Pre-filter Soluble Metals

Chlorophyll A

Sulfite

Other Wet Chem liquid analytes not listed elsewhere

Pre-filter DOC

UV 254


Ferrous Fe

Dissolved Gas CO2

Unpreserved solids

8260

TCLP 8260

8021

TOC

Analytes in Oil

EPH

TCLP*

Wet Chem

Metals

Organics

TPH-DRO

TCLP Lamps

Chlorophyll (wipe/filter)

1:1 HCl pH<=2

8260

524.2 (Non-chlorinated)

Dissolved Gases (Methane, Ethane, Ethene)

VPH

8021

EPH

Oil & Grease

TPH-1664

1:1 HNO3 pH <=2 NaOH pH >12 (except wipes)

Total Metals TCN

Field-Filtered Soluble Metals ACN

PACN

FCN-9016

1:1 H2SO4 pH <=2

NH3

TKN

NO3/NO2

TON

TPHOS

COD

TPHENOL

TOC

Field Filtered DOC




TABLE II: ANALYTE PRESERVATIVES

(continued)

Ascorbic Acid /HCl Sodium Thiosulfate

THM 624 (Chlorinated)

524.2 (Chlorinated) 625 (Chlorinated)

608 (Chlorinated)

504

Zn Acetate / NaOH pH >=9

Sulfide

MeOH -solids NaHSO4 solids

8260/5035 High 8260/5035 Low

VPH

8021/5035 High

Reagent Water -Solids 0.2%HNO3 – wipes

8260/5035A Low Total Metals

Hexane -Wipes Acetone – Wipes

PCB Herbicides

8270

0.1% NaOH –Wipes

Hexavalent Chromium

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