Operations and Procedures
Sample Handling

Laboratory Support
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If it is determined that sample collection and analyses are necessary, responders, including the ASR, PRL and MSL must communicate effectively for sample collection and analysis efforts to be beneficial. The ASR will identify and contact a laboratory to serve as the PRL. In some cases, the PRL may not be able to meet all of the analytical needs, due to either limited analytical capability or capacity. If the PRL is unable to meet analytical support needs, a capable MSL(s) will need to be identified.

Before agreeing to provide support, a laboratory should consider the following:

Capability and capacity | Estimated concentration of contaminant
Data turnaround | Required level of internal COC
Management approval | Availability of reagents, supplies, and equipment
Nature of threat | Special conditions (e.g., data ownership)
Level of analysis (i.e., screening or confirmatory analysis) | Duration of support
Proficiency or certification (if available for the contaminant of concern) | Data quality objectives (end-use)
Availability of funding and/or vehicle for reimbursement | Number of samples

Laboratory Support, continued
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When agreeing to provide laboratory support:

- The ASR or PRL will distribute samples to all assisting MSLs.
- A log should be kept by the PRL/MSL and should include the number, type, and volume of samples and the required data turnaround times. This information may be recorded in a laboratory notebook or the form provided in Appendix C of the WLA-RP.
- Accepting samples does not obligate a laboratory to provide support throughout the life cycle of an incident. If an MSL determines it can no longer provide analytical support, the MSL designee should contact the PRL to request that sample shipment be stopped or rerouted back to the PRL or to another MSL.

Appendix C

Proper Chain-of-Custody (COC)
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When samples are transferred from one person to another (for example from the PRL to the MSL), a COC form must accompany those samples. This COC form follows the samples throughout the incident beginning with sample collection through analyses and ending with disposal. A basic COC tracks the following:

When the sample was collected When the sample was released to each individual in the process Who has handled the sample Who was in possession of the sample | Chain of Custody

Proper Chain-of-Custody (COC), continued
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A laboratory can use its own COC form, or one modeled after the example provided in Appendix G of the WLA-RP. At a minimum, the following fields should be included on the COC:

Project/Site Information Sample Information Shipping Information Sample Receipt Information Appendix G The fields are also listed in Appendix H of the WLA-RP. Additionally, COC training is available from the WLA-RP Training Center. Appendix H | Chain of Custody

Training for Shipping Hazardous Materials
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Any issues that arise during sample shipment can delay a response to an incident. Generally, the ASR will handle most sample shipments; however, in some cases the PRL or MSL may need to ship samples. All laboratories should have personnel trained in state, federal, and international regulations on the transfer of hazardous/biohazardous materials or samples.

Laboratories should be familiar with the following for hazardous and biohazardous samples:

What is considered to be a hazardous or dangerous good and what is exempt Proper marking, labeling, and use of placards for specific sample types (e.g., flammable, hazardous, or radioactive). Proper packaging and shipment of hazardous materials | hazmat training

Training for Shipping Hazardous Materials, continued
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Some training opportunities and additional information on the transfer of hazardous materials or samples can be found at:

EPA National Homeland Security Research Center's (NHSRC) Standardized Analytical Methods for Environmental Restoration following Homeland Security Events (SAM) Department of Transportation (DOT) International Air Transport Association (IATA) | hazmat truck

Problems with Sample Receipt
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Ideally a laboratory should receive samples in the proper packaging at the proper temperature, and each sample should be listed on a proper COC form. However, because of the nature of a response, a receiving laboratory (PRL or MSL) may experience sample receipt complications. A laboratory can choose to accept or reject samples or part of the samples at any time during the lifetime of the event. These decisions are at the discretion of the management of each laboratory. For example, if a sample is not listed on the COC, the laboratory can reject that sample. Of course, it is always in everyone's best interest to discuss any sample receipt issues with the ASR, especially if samples are collected, shipped, and/or preserved in a manner that may affect sample integrity. | sample_receipt

Problems with Sample Receipt, continued
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Additional items to consider for sample acceptance (or rejection) are detailed below:

- Sample integrity - Is the sample leaking?
- Sample packaging and preservation - Is the sample in the proper bottle? Was the appropriate preservative included?
- Sample volume - Is the volume enough for the method?
- COC and minimum documentation provided - Is the COC complete?
- Potential sample hazards - Are the samples hazardous? Should the samples be treated in a special manner to avoid injury to laboratory staff?
- Field/Safety screening results - Was radiation or explosives detected?
- Is law enforcement involved? Are there additional requirements?
- Are there special instructions from the ASR?
- Availability of additional, identical samples - Are there split samples?

Knowledge Review
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The Best Laboratory receives 100 samples during a flood event. One sample listed on the COC did not arrive, one sample appears to have been damaged in shipping, and three additional samples are not listed on the COC. How should the Best Laboratory respond?

a. Destroy all of the samples
b. Call the ASR and determine the discrepancy prior to analysis
c. Analyze the samples and pretend there were no errors
d. All of the above

Knowledge Review
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The Best Laboratory receives 100 samples during a flood event. One sample listed on the COC did not arrive, one sample appears to have been damaged in shipping, and three additional samples are not listed on the COC. How should the Best Laboratory respond?

- Destroy all of the samples
- Call the ASR and determine the discrepancy prior to analysis
- Analyze the samples and pretend there were no errors
- All of the above

response_phase0070flash_xml | page 9l of 10 | | |

700 430 ffffff false ffffff Arial 13 000000 2 multiplechoice false Destroy all of the samples false That is incorrect. Call the ASR and determine the discrepancy prior to analysis true Yes, that is correct. The correct answer is B. The Laboratory should call the ASR and determine the discrepancy prior to analysis. Analyze the samples and pretend there were no errors false That is incorrect. All of the above false That is incorrect. Sorry. That is incorrect. The correct answer is B. The Laboratory should Call the ASR and determine the discrepancy prior to analysis.

Knowledge Review
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By accepting samples, a laboratory is obligated to provide support throughout the life cycle of an incident.

a. True
b. False

Knowledge Review
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By accepting samples, a laboratory is obligated to provide support throughout the life cycle of an incident.

1. True
2. False

response_phase0080flash_xml | page 10l of 10 | | |

700 430 ffffff false ffffff Arial 13 000000 1 multiplechoice false True false Sorry that is incorrect. Regular Wrong. The correct answer is False. Accepting samples does not obligate a laboratory to provide support throughout the life cycle of an incident. False True Yes, that is correct. Sorry that is incorrect. The correct answer is False. Accepting samples does not obligate a laboratory to provide support throughout the life cycle of an incident.