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INSTRUCTIONS FOR COMPLETION OF CHAIN-OF-CUSTODY RECORD appropriate subtask) in the spaces provided 1 Record project name and prol,rt number (include the possible Only under extremely mitigating circumstances are the samples to be held by field personnel overnight or longer The personnel actual) (The laboratory should be notified of the delay) y performing the sampling will print and i 0 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 40C from the time of sample collection Check the with the sample collection, both are required to record their names space provided to indicate that this procedure has been followed Depending on specific fob requirements, wherein 3 It is stongly recommended that the em to ee s a thermometer is used inside a transport container to monitor P Y ( )performing the sample storage temperature,the sampling personnel will the sample collection also complete the Cham-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 will also record the But if the sampler(s) turn(s) the sample(s) over to another tempera uree atorin the nt o Notes Sectioneof he 'Laboratory Use employee who then completes the Chain-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 4 Each and every sample included along with the Chain of This requirement may be impossible to achieve in rare cases often a due to groundwater aquifer characteristics or the use of Custody Record in the sample transport container ( 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 unsuccessrul,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 rt in the transport container form If field personnel receive VOA blanks from the lab with 5 Next to Sample ID, a sample container description code roust headspace (bubble[s]), this must be documented in the be entered in the space provided The 'Sample Container be c e checked by re ' section also All VOA blanksthe should Description Codes" are on the u p be checked by the receiving field personnel at the time of upper right of the form sample transport container receipt The headspace will of course be noted by the laboratory forresence of all OA 6 Next to the sample container description code, a sample VOA sample(s)at the time of sample receipt in the 'sample description code must be entered m the space provided The condition upon receipt" sec#ion "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 mitting a field blank, a trip blank (commonly referred to as a travel blank), a cleaning blank(often referred to as a rinseate 15 Describe the method of shipment in the space provided at j 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 in the "Unpreserved' box if three volatile organic analysis in with a number, etc (VOA) vials are submitted with this record for EPA Method 17 It Chain-of Custody Records other than the one being filled analysis For a brass tube with soil a ' 1" m this box will suffice out are to be included in the transport container, their serial suffice numbers should be noted in the space provided This allows 8 Check the "Field Filtered" box if the sample is field filtered rather samerrtransport conentation of tainerich This sis often are an iimportant 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 erformed b the of lust one travel blank to accompany more than one set of 9 Enter the requested EPA Method to be which this method volatile samples, each set with own Chain-of-Custody laboratory and check off the sample(s)on is to be performed Record 10 Enter aturnaround-time (TAT) code for each sample on the 18 Complete the sample custody transaction section (relinquish- form "TAT Codes" are in he u p ed/received signatures etc) Anytime the samples and their The sampler/recorder Codes are must ascertain upper-right dad of the form Cham-of-Custody Record(s) change hands among employees, this is to be recorded using the signatures of the time for the analytical method requested and also must con- firm that this turnaround is feasible with the laboratoryand people involved and the time and date The employee who at what surcharge actually ships The transport container shall sign in the"Dispat- 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 nested and assuming that the sample is preserved and are to go Give the name of the person who is to receive the �IlWored 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 between sample collection and analysis, and not the time whether or not preliminary verbals are requested between sample receipt at the laboratory and analysis, 20 The yellow and pink copies of the Cham-of-Custody Record Therefore, enter the sample holding time in the space provided and ship the sampte(s)to the laboratory as soon as are to be sent with he samples to the laboratory