Sample Receipt, Registration and Storage Procedure

Purpose. Describes how samples are received, checked, registered, labelled, stored and distributed to testing sections so that identity, integrity and holding times are maintained.

1.Receipt

On arrival, record the date and time of receipt and the temperature inside the cooler using the calibrated probe thermometer. Check that the chain of custody form is present, signed by the sampler and lists every container received. Check that containers are intact, correctly preserved and labelled with a unique sample identifier that matches the form.

2.Discrepancies

If containers are missing, broken, unlabelled, unpreserved, received above 10 degrees Celsius for chilled samples, or outside holding time, record the discrepancy on the chain of custody form and in the sample register, and contact the client before testing proceeds. The Sample Reception Supervisor decides whether the sample is accepted with a qualification, retested from a fresh sample or rejected.

• Missing or extra containers
• Broken or leaking containers
• Label does not match the form
• Temperature above 10 degrees Celsius on receipt
• Holding time exceeded or at risk

3.Registration

Register the job in the laboratory information system, entering the client, project, sampler, sampling date and time, matrix, and the tests requested for each sample. The system assigns the laboratory number, which must be written on every container. Print the worksheet labels and attach them to the containers. Set the priority in line with the client's turnaround request.

4.Storage

Store samples in the location specified for the matrix and test: chilled samples in the cold room at 1 to 5 degrees Celsius, frozen samples in the freezer, soils in the soils store and concrete specimens in the curing tank at 23 degrees Celsius. Record the storage location in the register. Cold room and freezer temperatures are monitored continuously and any excursion is reported as a nonconformance.

5.Preparation and distribution

Subsample, homogenise, filter or preserve samples only as the method requires and record the preparation step. Distribute samples to the sections with the worksheet, and obtain a signature or system acknowledgement of transfer. Microbiology samples must be delivered to the suite within the method holding time and never left at room temperature.

6.Retention and disposal

Retain samples for the period specified in the method or client agreement. At the end of the period, dispose of samples under the chemical and biological waste policy and record the disposal date in the register.