905R78115
5555
SECOND EDITION
MANUAL OF CUSTODY AND NON-CUSTODY
SAMPLE HANDLING PROCEDURES
UNITED STATES
ENVIRONMENTAL PRO'IECTIOIJ AGENCY
REGION V
u,s, EPA
Ceiitral Regiou;i] Laboratory
Chicago,, iJLlinois
Aiucust I 978
Chicago,
-------
U,S. EPA, Region V
Procc'.dures for Handling
Custod}r and Non - custody Samples
Introduction
As in any other litigation, ETA must be able to prove that any analytical
data offered into evidence in a court of law accurately represents
environmental conditions existing at the. time of sample collection, This
implies that it can be clearly demonstrated that none of the involved samples
could possibly have been tampered with during collection, transfer, storage
or analysis. Therefore, an accurate written record must be maintained to trace
the possession of each sample from the moment of its' collection through its
introduction into evidence. Sample^ for which this accurate documentation
is maintained are called custody samples. A sample is in someoncs "custody" if;
1. It is in his actual physical possession, or
2. It is in his view, or
3. It was in his physical possession and he locked it up so no one
could tamper with it, or
4. The sample is kept in a secured area which Is restricted to
authorized personnel only, or
5. The sample is placed in a container which is then sealed with
a "custody" seal that will be broken when the container is opened.
In Region V, a Non-Custody sample is generally handled in the same manner
as a custody sample, except that personnel handling the sample may not insure
at all times that the sample is in their custody. For example, laboratories
that do not contain custody samples are normally not locked when the scientist
must leave the laboratory for 1-2 minutes. Chain of custody forms are not-
completed for non-custody samples. In summary, the procedures are intended
«
to make it highly improbable for non-avithorized persons to tamper with non-
-------
custody samples and impossible for them to tamper with custody samples.
This document describes handling procedures used by Region V to handle all
samples, both custody and non-custody. Special consideration used for
custody samples only are identified below as required.
II The Physical Sample and its Description
Maintenance of custody requires satisfactory completion of three functions:
a) Maintain custody of the samples during collection, shipping,
analyses, and storage.
b) Maintain custody of the written information describing sample
collection, shipment, analyses and storage.
c) Insure that the relationship between the physical sample and the
sample description is clear, complete and accurate,
In order to relate the descriptive information to a physical sample, a
unique log number is assigned to each sample, both custody and non-custody.
It should be noted that a sample may consist of several bottles and that each
bottle is given the same log number indicating that all bottles contain parts
of one sample. The bottles raaking up a sample, are differentiated by use of
both a color coded label and a preservative code. Bottles containing different
preservatives, are analyzed for different parameters,
III Sample Descriptive Documentation
The written information describing a sample consists of at least a study plan,
a field record sheet, (Attachment I) an initialled and dated label on each
bottle making up the sample, an analysis request form that lists all measure-
-------
merits to be performed on each sample (see Attachment II) and a "chain of
custody" form (Attachment III) which lists the names of all persons having
access to the sample. The file of original information is complete when all
samples are analyzed and the results are recorded on the analysis request
forms. These files of original data are reviewed for completeness by the
Office Director or his designee and filed in locked custody files in each of
the Surveillance & Analysis Division Offices. A log book is maintained in
each office for the custody files which lists the files stored and the name
of all persons having access to any files, the date and item Os) removed at
any time from the file, and the name of the person who removed the file.
Therefore, all original information, relative to a sample or group of samples,
should be available shortly after a request for such information is made and
the files should be up to date, complete and accurate at all times,
IV Custody
Sample custody is initiated at the time of sample collection by fixing a
numbered custody seal to each sample taken or by placing the sample in a
locked container or into a container which is sealed with a custody seal.
The custody form is also Immediately filled out and signed by the person
collecting the sample. It is the responsibility of the sampler to insure that
the sample and sample descriptive forms are in custody (locked or properly
sealed to prevent tampering) and that all descriptive information is accurate
and complete. Each individual who subsequentl}' signs the custody form has a
similar responsibility and in addition, must insure that all information added
to the sample descriptive forms is also complete and accurate.
In addition to the general procedures described above, there are several
specific items which further explain custody procedures. These are as follows;
-------
1. A unique sample number is assigned to each sample by the office
that first receives or collects the sample,(Attachment IV). This
number is subsequently used to descri.be the sample.
2. Any unique sample, such as grab and composite samples, may be
assigned a log number providing the sample is clearly defined to
differentiate it from other samples. No distinction is made in the
log number between custody and non-custody samples.
3. Each office that assignes log numbers must keep an official log
book. An entry should be made for each sample collected (or planned
for collection) which includes, as a minimum, sample number, sample
description, collection date and time, name of sampler and preservative
bottles used to contain the. sample. The log book should also include
the numbers of all custody seals used to detect tampering and a
description of how/where the seal was used.
4. All packages shipped to another location should be accompanied by
the chain of custody record and analysis request form. A copy of these
forms should be retained by the originating office (either carbon or
photo copy). Mailed packages should be registered with return receipt
requested. If packages are sent by common carrier, a Government Bill
of Lading should be obtained. Receipts from post offices, and bills
of lading or other common carrier receipts, including UPS shipment
books, should be retained as part of the permanent chain of custody
documentation. The samples must be secured so that no one can tamper
with them until they are delivered to the appropriate laboratory
custodian.
5. When shipped samples arrive at the CRL, or District Office, they are
unpacked by the snipping and receiving clerk (alternate sample custodian)
-------
or the sample custodian and all written information is checked for
completeness and accuracy. If problems are discovered, they are
resolved immediately. Once everything is in order, the samples are
logged into the official custody log book. Custody samples are
transferred to custody storage and stored in refrigerators or on
shelves as required prior to analysis. Non-custody samples can be
stored on shelves in the shipping and receiving refrigerator, freezer,
or room. All sample description forms (analysis request and custody)
are delivered to the sample custody office where copies are made for
other users and the originals are filed ?nd maintained for at least
five years.
6. When samples are to be analyzed, the analyst obtains the samples from
the shipping and receiving room, or in the case of custody samples,
from the custody room after checking with the sample custodian and
signing the chain of custody form. If an analyst is required to be
out of the laboratory while custody samples are being analysed,
he/she must insure that the laboratory is locked, or return the samples
to custody storage until he/she returns.
7. If all of a custody sample is consumed during analysis, the container
is discarded and the sample custodian is so advised. If some sample
remains after all analyses on a custody sample are complete> the
remaining sample is stored on (non refrigerated) shelving in the
custody room pending release by the submitting office. All non-custody
samples are discarded as soon as all analyses on them have been completed,
8. The analyst who performs an analysis should date and initial the analysis
request form below the data, he/she reports. The responsible
-------
Section Chief who transmits the completed analysis request form to
the sample custodian with all supporting documentation, should
sign and date each set of data released. The sample custodian makes
at least two copies of the reported data. One copy is sent to the
requesting office, the other copy is filed with the project study.
9. Data stored in the computer is not considered to be custody data.
However, computer printouts become custody when signed and dated by
an analyst or Section Chief verifying the accuracy of data on the
printout. These sheets on "hard copy" are handled like any other
piece of written information.
10. Under no circumstances will a sample be analyzed which aas not been
properly logged in. A priority sheet must be completed for all
samples that are to be analyzed on a priority basis.
11. All samples collected by the CRL or D.O. staff will be considered
custody, unless otherwise noted.
-------
RV 3460.1 (10/30/7'.)
U.S. F.NVIROWIE'ITAL IT-OTrcTlO!! AGENCY, PF.G10N V
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CUblUUT
NON-CUSTODY
DISCHARGER
SAMPLING LOCATION.
NPDES NUMBER .
ADDRESS .
OUTFALL NUMBER: _
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KECP.TVING WATER:
LONG
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CONTACT.
SAMPLE INFORMATION:
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U.S. ENVIRONMENTAL PROTECTION AGENCY, REGION V
_ JQISTRICT OFFICE
CHAIN 01'' CUSTODY RECORD
SAMPLES SOURCES
DISCHARGER
CITY AM') STATE
SAMPLE INVENTORY AND MASTER PACKING LIST
Chest
or
Carton
No.
Seal
No.
CRL
Sample
Log No .
i
1
i
i
Sample Sub-Portions
(Preservative Codes)
i
|
]
!
i
1 !
No. Chest'; No. Sar."
_l_ c.1 ^5
'
Total
CUSTODY SIGNATURES
The persons whose signatures are listed below certify that the collected sampler
Isited in the sample inventory and master packing list above had the sarples in
their custody and thi only manner in which custody was given up was c-it'n-T to o.'.
of the other persons listed below or to a locked and/or secured area or chest.
SAMPLER(S)
Transmitted
to
Transmitted
to
Transmitted
to
Signature
Date and Time
Signature
Date and Time
Transmitted
to
Transmitted
to
-------
i - Region V, S6A Division Sample Numbering System ' '
' 1 Oct. 1977 . .
The general construction of a sample identification number will be according to
"the follov;ing guidelines:
Office Identification
Project Officer, etc.
Survey Number
Sample Type
Sample Number
Cone letter)
(one letter)
(tv;o numbers)
(one letter)
(two numbers)
Example. - ,CL99Sj^ where
7
C *~- Central District Office
L = ^oscoe Libby
99 - Roscoe J.ibby's 99th project during the current fiscal year
S ^ Sample
98 = Sample number 98
Comments:
The office identification letters are fixed as listed below.
added to tl : list later.
Other letters may be
A - Air Surveillance Branch
C - Central District Office
E - Eastern District Office
VJ ----- Western District Office
D = Ohio
F = Hicliigan
G = Indiana
H - Wisconsin
K - QAO
0 = Other
" ' ;' L *= Laboratory-Central Regional I = Illinois
U = U.S. Coast Guard J = Minnesota
T = Toxic Substance Coordinator B = Enforcement Division
\-flien samples arrive directly from a State,'the CRL will assign the appropriate
District Office Director as project officer.
The project officer identification should be assigned by each office submitting
samples or by the CRL sample custodian if unassignecl previously. All assignments
ehould be unique and all changes must be cleared \;ith the CRL sample custodian.
Ail example of assignments for the Central District Off. ice might be as follows:
L «= Roscoe Libby
T " Lee Townsend
B *= Sylvester Bcrnotas
The survey numbers should be used in sequence by each project officer to'number his
surveys. If a project officer conducts more than 99 surveys in a given year, he
can use another identification letter and repeat the survey numbers as required. .
-------
'-A , ' '
The nample type letter in used to identify quality assurance and other.
wimple type.s. The following letters arc fixed and are to be used only as
fjpeeii'ied -
* *
S - Sample '
1) - Duplicate Sample (.two samples collected)
A - Duplicate Analysis (one sample split.)
I, - Laboratory Control Standard
11 - Reagent Blank (Field)
B - Reagent Blank (Laboratory)
All other letters may be used as the project officer wishes, after clraring
vith t/heCRL namp].. e cusiod ian.
The sample numbers shoul '-.e assigned in' numerical order to all samples
collected during the sp<. ied survey. If wore than 99 samples are collected
during a given survey, a ,ew survey number should be used as required to
unique-ly identify all sa.-.ples. Qunl i ty Assurance samples should__r_ec_c_j_vo_
mviqiu _rnjpbe rs_ v.'i th duplicatesL_bcing al\;ays for the^prcgccd ing sample ,
Additional examples are given below to further'explain the system.
Sample ;:omber AM01S01
A - Air Surveillance Branch
H - Charles Miller
01 - Miller's first survey in FY-78
S " Sample
01 ~ First: sample collected for project 01 -
Sample Number AM02Z37 *
A Air Surveillance Branch
M = Charles Miller
02 = Miller's second survey in 1^-78
Z - Sample from site "Z" *
* the use of the letter Z to specify a site has been approved by
the CRL for the proposed O'llnre Study.
Sample Number AM02A38 '
A «* Air Surveillance Branch
H «= Charles Miller
02 «= Miller's second survey in FY-78
A « A duplicate analysis of sample AM02S37
; 38 *» The thirty-eighth sample in project 02
-------
IV ' :-
-------
Sample number AM02D39
A, M, 02 as defined above
D « A duplicate cample of AM02A38 (or AM02S37)
39 « the 39th sample in'project 02.
------- |