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INSTRUCTIONS FOR COMPLETION OF CHAIN-OF-CUSTODY ' RECORD 1 Record project name and prof ct number (include the ' possible Only under extremely mitigating circumstances are appropriate subtask) in the spaces provided the samples to be held by field personnel overnight or longer 2 The personnel actually performing the sampling will print and (The laboratory should be notified of the delay) sign their names in the spaces provided This usually involves 12 Under almost all circumstances,samples are required to be only one person but if two employees are directly involved stored at 4°C from the time of sample collection Check the with the sample collection both are required to record their space provided to indicate that this procedure has been names followed Depending on specific job requirements, wherein 3 It is stongly recommended that the employee(s) a thermometer is used inside a transport container to monitor ' performing the sample storage temperature,the sampling personnel will the sample collection also complete the Chain-of-Custody record the temperature in the "Notes" section of this form Record If this is done, the sampler(s)does not need to sign at the time that the sample transport container is prepared as"Recorder" in the space provided, this will be assumed for shipment Laboratory personnel will also record the But if the sampler(s) turn(s) the sample(s) over to another temperature in the "Notes" section of the "Laboratory Use ' employee who then completes the Chan-of-Custody Record, Only" section at the time of receipt the recording employee shall sign in the space provided for the recorder In addition,this transaction between sampler(s) 13 When sampling for volatile organics, check the space pro- and recorder shall be documented by the appropriate vided if all three volatile organic analysis (VOA) vials were signatures and the time and date in the sample custody successfully filled without headspace Samples collected for ' transaction section at the bottom of this form volatile organic analysis are required to be free of bubbles This cases 4 Each and every sample included along with the Chain-of- due t ggroundwa erruirementyaquiferrossicharac eristicsble tovornthee use of Custody Record in the sample transport container (often a dedicated pump installations If repeated attempts at filling ' cooler)will be recorded on the record by its unique sample the VOA vial without headspace are unsuccessful,obtain the ID and the time and date of its collection This information best possible sample under the conditions In this event,do must match that on the label of the sample container(bottle, not check the space provided, instead, mark the space with brass tube, etc) The Chain-of-Custody Record, therefore an asterisk and document the problem in the field notes and bears an exact representation of the samples that accompany in the "Notes/Miscellaneous" section at the bottom of the ' it in the transport container form If field personnel receive VOA blanks from the lab with headspace (bubble(s)), this must be documented in the 5 Next to Sample ID,a sample container description code must "Notes/Miscellaneous" section also All VOA blanks should be entered in the space provided The ' Sample Container be checked by the receiving field personnel at the time of ' Description Codes" are on the upper right of the form sample transport container receipt The presence of VOA headsace will of course be noted for all 6 Next to the sample container description code, a sample VOA sample(s)at the time of sample receipt ne 1othe sample description code must be entered in the space provided The condition upon receipt" section "Sample Description Codes" are on the upper right of the form Use the code that best describes the media sampled 14 The "Notes" section is provided to allow field personnel to Most are self-explanatory Item H for "Blank/Spike" applies elaborate on any of the instructions to the laboratory for the generally to water samples only and will be used when sub- samples submitted mittng a field blank, a trip blank (commonly referred to as ' a travel blank),a cleaning blank(often referred to as a nnseate 15 Describe the method of shipment in the space provided at blank), or a spike sample This code enables the laboratory the lower left Provide the name of the courier and the type to exclude this sample as a matrix-spike candidate of service requested (ie, next day air, delivery date, etc) 7 Under"Number of Containers And Preservation,"the number 16 Describe the container used to transport the Chain-of Custody ' of sample containers will be entered according to the preser- Record and its samples If a cooler,briefly describe it by noting vative added to the bottles in the field or by the laboratory distinguishing outer markings If necessary, mark the cooler before use in the field For instance, a "3" will be entered yourself with a number, etc in the "Unpreserved" box if three volatile organic analysis ' (VOA) vials are submitted with this record for EPA Method 17 If Chain-of-Custody Records other than the one being filled 601 analysis For a brass tube with soil, a "1" in this box will out are to be included in the transport container, their serial suffice numbers should be noted in the space provided This allows proper documentation of which samples are traveling together ' 8 Check the "Field Filtered" box if the sample is field filtered in the same transport container This is often an important The absence of a check means no field filtration has been regulatory QA/QC requirement In addition, this procedure performed allows proper documentation of use in a transport container of just one travel blank to accompany more than one set of 9 Enter the requested EPA Method to be performed by the volatile samples, each set with its own Chain-of-Custody ' laboratory and check off the sample(s)on which this method Record is to be performed the sam10 Enter a turnaround-time (TAT) code for each sample on the 18 ed/reclei ed signatul esuetc)yAnytime the atransactioncmp es and their form "TAT Codes"are in the upper-right corner of the form Chain-of-Custody Record(s) change hands among , The sampler/recorder must ascertain standard turnaround employees,this is to be recorded using the signatures of the time for the analytical method requested and also must con- people involved and the time and date The employee who firm that this turnaround is feasible with the laboratory and actually ships the transport container shall sign in the"Dispat- at what surcharge ched By"section and note the date and time that the samples ' 11 The sampler/recorder also must ascertain the maximum are shipped holding time for the sample depending on the analysis re- 19 Be sure to specify to whom and where the sample results quested and assuming that the sample is preserved and are to go Give the name of the person who is to receive the stored by the EPA Method protocol Very important data,check off the office in which he or she works, and note remember that the maximum holding time refers to the time whether or not preliminary verbals are requested between sample collection and analysis,and not the time between sample receipt at the laboratory and analysrsi 20 The yellow and pink copies of the Chan-of-Custody Record Therefore, enter the sample holding time in the space are to be sent with the samples to the laboratory , provided and ship the sample(s)to the laboratory as soon as