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

3. Table of Contents  Introduction  Chain of Custody Procedure  Explanation for COC Procedure Components  COC Examples  Common Audit Deficiencies  EPA Approved Methods  MDL and PQL  DMR Requirements for MDL and PQL  References

4. Introduction  Certified Laboratories requirements are as follows: – When requested to process a sample for possible legal action against a supplier, should use an adequate Chain of Custody Procedure. –The State or Region should seek input from its attorney general’s office to ensure that the laboratory’s procedure is adequate. The procedure used should be documented.

5. Introduction  The Chain of Custody procedure should be available and followed whenever samples are: collected, transferred, stored, analyzed or destroyed.  According to EPA Manual, for the purposes of litigation, it is necessary to have an accurate written record to trace the possession and handling of samples from collection through reporting. (p. A-1, parr. A)

6. Chain of Custody Procedure  A sample is in someone’s “custody” if: 1.It is one’s physical possession; 2.It is one’s view, after being in one’s possession; 3.It is one’s physical possession and then locked up so that no one can tamper with it; 4.It is kept in a secured area, restricted to authorized personnel only.

7. Chain of Custody Procedure Components A.Sample Collection, Handling and Identification a.Unique sample or log number b.Date and time c.Source of sample (including name, location and sample type) d.Preservative used e.Analyses required f.Name of collector(s) g.Pertinent field data (pH, DO, Cl residual, etc.) h.Comments

8. Chain of Custody Procedure Components B.Transfer of Custody and Shipment 1.Transferee must sign and record the date and time on the COC record. 2.The field custodian/sampler responsibilities includes: filling out, dating and signing the COC. 3.All packages sent to the Laboratory must be accompanied by the COC record and other pertinent forms.

9. Chain of Custody Procedure Components B.Transfer of Custody and Shipment 4. Mail packages can be registered with return receipt requested. Samples must be packed to prevent breakage. 5.The package must be sealed or locked to prevent tampering. 6.Relinquish to laboratory personnel.

10. Chain of Custody Procedure Components C.Laboratory Sample Control Procedures 1.A specific person must be designated as custodian. 2.The custodian must maintain a permanent logbook to record. 3.Custody room with securely locked refrigeration.

11. Chain of Custody Procedure Components C.Laboratory Sample Control Procedures 4.The custodian must ensure environmental conditions do not affect samples. 5.Custodian distribute samples to analyst. 6.Laboratory area must be secured and restricted.

12. Chain of Custody Procedure Components C.Laboratory Sample Control Procedures  7.Laboratory personnel is responsible for the care and custody of the sample.  8.Unused sample must be returned to the custodian.  9.Sample will be destroyed when nolonger required.  10.Procedures should be established for internal audits.

13. Chain of Custody Examples

15. Common Audit Deficiencies  Using incorrect methods ( Do not use Solid Waste or Drinking Water methods in Wastewater testing)  MDL and PQL (Should be within the ranges in the hand out)

16. EPA Approved Methods  EPA Approved Methods are important to enter them into DMR.  DEP Table in 62-4.246(4) FAC (provided in handout)

17. MDL and PQL  MDL (method detection limit) or IDL (initial detection limit) are to determine each target analyte of concern in the quality system matrices. (NELAC Standards 2003)  PQL (practical quantitation limit) is about five times the MDL. (Standard Methods)

18. DMR Requirements for MDL and PQL  Instructions to follow to report DMR: 1.Results greater or equal than the PQL. 2.Results less than PQL and greater or equal to MDL. 3.Result less than the MDL enter the less than sign (<).

19. References  EPA Manual for the Certification of Laboratories  Standard Methods 20 th Edition  Florida Administrative Code (FAC)  40 CFR 136, Appendix B

20. Questions/Answers Key Concepts: 1.COC procedures/Sample handling 2.EPA Approved Methods in DMR 3.MDLs and PQLs in DMR