U.S. Department of the Interior

U.S. Geological Survey

Open-File Report 2014–1233

Quality-Assurance and Data-Management Plan 

for Water-Quality Activities in the Kansas Water 

Science Center, 2014

Quality-Assurance and DataManagement Plan for Water-Quality 

Activities in the Kansas Water Science 

Center, 2014

By Teresa J. Rasmussen, Trudy J. Bennett, Mandy L. Stone, Guy M. Foster, 

Jennifer L. Graham, and James E. Putnam

Open-File Report 2014–1233

U.S. Department of the Interior

U.S. Geological Survey
U.S. Department of the Interior

SALLY JEWELL, Secretary

U.S. Geological Survey

Suzette M. Kimball, Acting Director

U.S. Geological Survey, Reston, Virginia: 2014

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Suggested citation:

Rasmussen, T.J., Bennett, T.J., Stone, M.L., Foster, G.M., Graham, J.L., and Putnam, J.E., 2014, Quality-assurance and 

data-management plan for water-quality activities in the Kansas Water Science Center, 2014: U.S. Geological Survey 

Open-File Report 2014–1233, 41 p., http://dx.doi.org/10.3133/ofr20141233.

ISSN 2331-1258 (online)
iii

Contents

Abstract...........................................................................................................................................................1

Introduction.....................................................................................................................................................1

Purpose and Scope ..............................................................................................................................2

Organizational Structure .....................................................................................................................2

Records Management .........................................................................................................................2

Data Storage..........................................................................................................................................2

Transition to Electronic Data Management......................................................................................4

Roles and Responsibilities............................................................................................................................7

Quality Assurance and Data Management ......................................................................................7

Safety......................................................................................................................................................9

Training ...................................................................................................................................................9

Project Planning and Review.....................................................................................................................10

Project Proposals................................................................................................................................10

Project Work Plans.............................................................................................................................10

Project Reviews ..................................................................................................................................10

Water-Quality Data Collection...................................................................................................................10

Preparation for Sampling ..................................................................................................................12

Selecting Field Sites...........................................................................................................................12

Field Instruments.................................................................................................................................12

Onsite Sample Handling and Documentation ................................................................................15

Field Forms and National Water Information System Coding Guidance for 

Data Collection ......................................................................................................................15

Collection of Discrete Water Samples ............................................................................................15

Equipment and Supplies ...........................................................................................................16

Cleaning Equipment and Supplies ..........................................................................................16

Surface Water Sampling ..........................................................................................................16

Groundwater Sampling.............................................................................................................16

Measurement of Field Parameters .........................................................................................19

Sample Processing.............................................................................................................................21

Sample Compositing and Splitting ..........................................................................................21

Sample Filtration ........................................................................................................................21

Sample Preservation.................................................................................................................22

Collection of Quality Control Samples....................................................................................22

Sample Handling, Storage, and Shipping ..............................................................................22

Chain-of-Custody Procedures for Samples...........................................................................23

Collection of Suspended-Sediment Data........................................................................................23

Continuous Water-Quality, Streamflow, and Precipitation Data.................................................23

Collection of Streambed Sediment and Bottom-Material Samples ...........................................24

Collection of Streambed Sediment Samples.........................................................................24

Processing ..................................................................................................................................24

Sample Handling, Storage, and Shipping ..............................................................................24
iv

Collection of Ecological Data............................................................................................................24

Collection of Periphyton ...........................................................................................................24

Collection of Macroinvertebrates...........................................................................................25

Collection of Fish Samples .......................................................................................................25

Water-Quality Laboratories and Analyses......................................................................................25

Selection and Use of an Analytical Laboratory ....................................................................25

Analytical Laboratories Used by the Kansas Water Science Center ...............................26

Kansas Water Science Center Laboratories.........................................................................26

U.S. Geological Survey Organic Geochemistry Research Laboratory, 

Lawrence, Kansas...............................................................................................28

Water Science Center Project Laboratory, Lawrence, Kansas................................28

Wichita Field Office Laboratory, Wichita, Kansas.......................................................28

Mobile Laboratories and Water-Quality Field Vehicles..............................................28

Data Management.......................................................................................................................................29

Storing, Documenting, and Tracking Discrete Water-Quality Data............................................29

National Water Information System Databases...................................................................29

National Water Information System Site File........................................................................29

Electronic Station Folders ........................................................................................................30

Sample Tracking.........................................................................................................................30

Sample Coding Conventions ....................................................................................................31

National Water Information System, Water-Quality Data System 

Database 01..........................................................................................................31

Environmental Water-Quality Samples ................................................................31

Replicate Samples...................................................................................................32

National Water Information System, Water-Quality Data System 

Database 20..........................................................................................................32

Blank Samples..........................................................................................................32

Spiked Samples........................................................................................................32

Reference Samples .................................................................................................33

Verifying and Approving Discrete Data...........................................................................................33

Archiving Data.....................................................................................................................................33

Data Publication and Dissemination ...............................................................................................34

Special Topics ..............................................................................................................................................35

Methanol ..............................................................................................................................................35

Documenting and Addressing Bias in Analysis Methods............................................................36

Alkalinity...............................................................................................................................................36

Field Determinations of Nutrient Concentrations..........................................................................36

Sample Collection During Drought Conditions ..............................................................................36

Sample Collection During Flood Conditions ...................................................................................37

USGS Policies and Memorandums...........................................................................................................37

Summary........................................................................................................................................................38

References Cited..........................................................................................................................................38
v

Figures

1. Chart showing process for data collection, storage, processing, archiving, and

dissemination in the Kansas Water Science Center..............................................................3

2. Screen capture of the general contents of a project work plan, Kansas Water 

Science Center............................................................................................................................11

3. Screen capture of the Table of Contents from the National Field Manual for the 

Collection of Water-Quality Data, Techniques of Water-Resources Investigations, 

Book 9, Handbooks for Water-Resources Investigations, May 2014.................................13

4. Screen capture of an example checklist of equipment and supplies needed for 

surface-water sampling ............................................................................................................14

5. Screen capture showing general sequence for cleaning equipment before

sampling for inorganic and (or) organic analytes water-quality sampling ......................17

Tables

1. General file structure and naming conventions for centralized electronic data

management directory used to store and archive data in the Kansas Water

Science Center..............................................................................................................................5

2. Steps for cleaning equipment used when sampling inorganic and organic

water-quality constituents ........................................................................................................18

3. Stabilization criteria for recording field measurements ......................................................20

4. Analytical laboratories used by the Kansas Water Science Center..................................27

5. Equipment in the Kansas Water Science Center project and field laboratories,

and required quality assurance ...............................................................................................28

6. Hydrologic data records and project files stored and archived electronically by

the Kansas Water Science Center ..........................................................................................34

7. Report review process for quality assurance in the U.S. Geological Survey

Kansas Water Science Center.................................................................................................35

8. Summary of Web sites for manuals, policies, memorandums, and other

information related to water-quality and data-management activities in the

Kansas Water Science Center.................................................................................................37
vi

Conversion Factors

 SI to Inch/Pound

Multiply By To obtain

Length

centimeter (cm) 0.3937 inch (in.)

Volume

liter (L) 0.2642 gallon (gal)

Flow rate

liter per second (L/s) 15.85 gallon per minute (gal/min) 

Mass

gram (g) 0.03527 ounce, avoirdupois (oz)

Specific conductance is given in microsiemens per centimeter at 25 degrees Celsius (μS/cm at 

25°C).

Concentrations of chemical constituents in water are given either in milligrams per liter (mg/L) 

or micrograms per liter (μg/L).

Abbreviations and Acronyms

ADAPS Automated Data Processing System

ANC acid neutralizing capacity

ASTM American Society for Testing and Materials

AWUDS Aggregated Water Use Data System

BART biological activity and reactivity test

BioData Aquatic Bioassessment Database

BQS Branch of Quality Systems

CHIMP Continuous Hydrologic Instrumentation Monitoring Program

DCP data collection platform

EDI equal-discharge increment

EWI equal-width increment

ELISA enzyme-linked immunosorbent assay

EPA Environmental Protection Agency

FNU formazin nephelometric units

GPS Global Positioning System

GWSI Groundwater Site Inventory System

JHA Job Hazard Analyses

KDHE Kansas Department of Health and Environment
vii

KSWSC Kansas Water Science Center

NAWQA National Water-Quality Assessment

NELAP National Environmental Laboratory Accreditation Program

NFM National Field Manual

NFQA National Field Quality Assurance

NFSS National Field Supply Service

NWIS National Water Information System

NWQL National Water Quality Laboratory

OSW Office of Surface Water

OWQ Office of Water Quality

PCFF Personal Computing Field Form

PFD personal flotation device

PTFE polytetrafluoroethylene

QA quality assurance

QC quality control

QMS Quality Management System

QWDATA Water-Quality Data System

QWDX Water-Quality Data Transfer System

RMS Records Management System

SDS site data sheets

SIMS Site Information Management System

SOP Standard operating procedure

SWUDS Site-Specific Water Use Data System

TN total nitrogen

USGS U.S. Geological Survey

VOC volatile organic compound

WMA Water Mission Area

WUDS Water-Use Data System
viii
Quality-Assurance and Data-Management Plan 

for Water-Quality Activities in the Kansas Water 

Science Center, 2014

By Teresa Rasmussen, Trudy Bennett, Mandy Stone, Guy Foster, Jennifer Graham, and James Putnam

Abstract

As the Nation’s largest water, earth, and biological science and civilian mapping information agency, the U.S. Geological Survey is relied on to collect high-quality data, and 

produce factual and impartial interpretive reports. This quality-assurance and data-management plan provides guidance 

for water-quality activities conducted by the Kansas Water 

Science Center. Policies and procedures are documented for 

activities related to planning, collecting, storing, documenting, 

tracking, verifying, approving, archiving, and disseminating 

water-quality data. The policies and procedures described in 

this plan complement quality-assurance plans for continuous 

water-quality monitoring, surface-water, and groundwater 

activities in Kansas.

Introduction

The U.S. Geological Survey (USGS) was established in 

1879 by an act of Congress to provide a permanent Federal 

agency to classify public lands, and examine the geologic 

and mineral resources of the national domain (Rabbitt, 1989). 

Today (2014), the USGS is the Nation’s largest water, earth, 

and biological science and civilian mapping information 

agency (U.S. Geological Survey, 2014), and the USGS is 

relied on to collect high-quality data and produce factual and 

impartial interpretive reports. The Water Mission Area (WMA) 

is one of seven science mission areas of the USGS. The water 

mission is to collect and disseminate reliable, impartial, and 

timely scientific information that is needed to understand the 

Nation’s streams, lakes, reservoirs, wetlands, and aquifers 

(Evenson and others, 2013). Water-quality activities in the 

Kansas Water Science Center (KSWSC), Lawrence, Kan., are 

part of this overall mission.

To help ensure the integrity of USGS science programs, a 

set of fundamental science practices and operational principles 

has been developed as the foundation for all USGS research 

and monitoring activities (Fundamental Science Practices 

Advisory Committee, 2011). Each USGS Water Science 

Center maintains a document that describes policies and procedures related to water-quality activities. Quality assurance 

(QA) is the term used to describe programs and procedures 

necessary to assure data reliability (Friedman and Erdmann, 

1982). Quality control (QC) is the term that describes routine procedures used to produce data of satisfactory quality (Friedman and Erdmann, 1982). This document, the QA 

plan, describes objectives, principles, policies, organization, 

management, responsibilities, and implementation procedures 

for water-quality activities using prescribed guidelines and 

technically approved methods. QA plans enhance USGS science programs by providing consistency in data quality across 

all levels of the USGS, accountability to the scientific community and general public, comparability of results among sites 

and laboratories, traceability from the end product back to its 

origins, application of appropriate and documented techniques, 

representativeness of the data in describing the actual site conditions, and adequacy in the amount of data obtained to meet 

data objectives.

By following established QA policies and procedures, 

personnel ensure the technical quality and reliability of data 

and products of the KSWSC. This plan is intended to be a living document that is updated regularly as policy, procedures, 

and technology change. It is based on the following principles: 

(1) Water-quality programs and projects will be planned 

efficiently and effectively to provide information needed to 

evaluate local, state, and national water problems; (2) Technical and scientific activities will be performed in accordance 

with applicable USGS practices and policies; (3) Water-quality 

activities will be performed by technically qualified personnel 

performing at a level commensurate with their training and 

experience; (4) All such activities and projects will receive 

appropriate and timely review for completeness, reliability, 

and credibility; and (5) Remedial actions will be taken to correct any observed technical or project deficiency.
2 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

Purpose and Scope

The purpose of this plan is to describe and document the 

quality-assurance and data-management policies and procedures used by the USGS at the KSWSC for water-quality 

activities. Specific activities include planning, collecting, storing, documenting, tracking, verifying, approving, archiving, 

and disseminating data. This plan identifies responsibilities 

for ensuring that policies and procedures are carried out. The 

plan also serves as a guide for all personnel who are involved 

in water-quality activities, and as a resource for identifying 

memoranda, publications, and other resources that describe 

associated techniques and requirements in more detail. This 

plan applies to discrete water-quality activities conducted by 

KSWSC staff beginning in federal fiscal and water year 2015 

(October 1, 2014 through September 30, 2015). For some 

studies, deviations from this plan may be necessary to meet 

project objectives. Those deviations must be documented in 

the project proposal or work plan, and described in related 

publications. The policies and procedures documented in this 

plan focus primarily on discrete water-quality data, and are 

intended to complement the QA plans for continuous waterquality monitoring, groundwater, and surface water, and to 

supplement existing project-specific plans. Public Web sites 

with additional pertinent information are included in this 

report. Additional Web sites are available to USGS employees on internal USGS Web sites. This plan does not apply to 

activities of the Organic Geochemistry Research Laboratory 

(OGRL).

Organizational Structure

The KSWSC maintains three offices including the primary office in Lawrence, Kansas that includes staff for hydrologic investigations, hydrologic data management, administrative services, and computer applications. Also located in 

the Lawrence office is field office staff and the OGRL staff. 

Additional field offices are located in Wichita, Kans., and 

Hays, Kans.

Records Management

The data-management policies described in this plan 

will help ensure proper management of water-quality records. 

Federal employees are required by law (44 USC 29) to manage all recorded information made or received in the course 

of transacting Federal business according to specific policies. 

This ensures proper accountability of government activities 

and ensures records are readily accessible to all authorized 

users. A record that must be maintained for a certain amount 

of time and archived is any “documentary material, regardless of physical form or characteristic, made or received” by 

the Federal Government that is evidence of the organization, 

functions, policies, decisions, procedures, operations, and 

activities; they are also maintained or archived because of 

the informational value of the data in them (U.S. Geological Survey, 2009). A record can be in paper, electronic, or 

physical form, and can include the following: data collected, 

laboratory results, meeting minutes, letters, electronic mail, 

telephone logs, completed forms, directives, memorandums, 

photographs, videos, maps, engineering drawings, report peer 

reviews, rock core, and physical samples. Nonrecords generally are materials unrelated to official duties that do not fit the 

definition of a record. They can include the following: incidental correspondence not related to business, conference notes, 

extra copies of materials, computer output easily reproducible, 

personal materials kept for convenience, and easily accessible general reference material. Non-records are destroyed 

when their purpose is served. The complete USGS policy for 

archiving all categories of hydrologic records can be accessed 

at http://www.usgs.gov/usgs-manual/schedule/432-1-s2/index.

html (U.S. Geological Survey, 2006a).

Data collected to meet objectives of the KSWSC programs will be documented, organized, and archived in a 

manner that (1) facilitates retrieval, evaluation, and use by 

KSWSC personnel and others; and (2) enables an independent verification of data contained in reports and computer 

databases.

Data Storage

Hydrologic information collected by the KSWSC is 

stored in databases and in electronic files. Paper files existing before the transition to electronic files are stored in a 

central designated location of the KSWSC or in individual 

project files maintained by the Project Chief. Some original 

data from basic data-collection programs (before 2000) are 

archived at the National Archives and Records Administration. 

An overview of the electronic data storage structure (fig. 1) 

is described in this section. Additional details describing the 

process of collecting water-quality data, in particular discrete 

sample data, and storing them in appropriate locations are 

provided in subsequent sections of this plan. Some information related to continuous water-quality data is included in this 

document, but more details are provided in Bennett and others 

(2014). Details related to surface-water stage and streamflow 

data (Loving and others, unpub. data, 2011) and groundwater data (Putnam and Hansen, 2014) are provided in separate 

documents.

The National Water Information System (NWIS) is the 

primary database used by the USGS nationwide for storage 

of electronic hydrologic data (fig. 1). All USGS WMA data 

that functionally fit in NWIS must be stored there (Office 

of Water Quality [OWQ] Technical Memorandum 2008.05; 

U.S. Geological Survey, 2008). NWIS consists of the following four subsystems: the Automated Data Processing System 

(ADAPS), the Water-Quality Data System (QWDATA), the 

Groundwater Site Inventory System (GWSI), and the WaterUse Data System (WUDS).
Stage and streamflow 

(surface water) 

Time-series data–ADAPS,

Aquarius

On-site data–SWAMI,

SiteVisit

ADAPS,Aquarius

Well levels

(groundwater)

Time-series data–ADAPSOn-site data–SWAMI,

SiteVisit

GWSI

National Water Information System (NWIS)–Primary USGS database for storing hydrologic data

Automated Data Processing System (ADAPS)–For storing time-series hydrologic dataWater-Quality Data System (QWDATA)–For storing water-quality data

Groundwater Site Inventory System (GWSI)–For storing groundwater well information

Water-Use Data System (WUDS)–For storing water use data

Site Information Management System (SIMS)–For storing station information

Surface Water Measurement and Inspection (SWAMI)–Electronic field form used to record surface water stage and streamflow data during site visits

SiteVisit–Application for processing data to be stored in NWISContinuous Hydrologic Instrumentation Monitoring Program (CHIMP)–Electronic field form used to collect monitor fouling and calibration data during site visit

Personal Computing Field Forms (PCFF)–Electronic field form used to record sample collection information

Aquatic Bioassessment Database (BioData)–For storing biological data including macroinvertebrate, algae, fish, and habitat data

Information Product Data System (IPDS)–For storing publication documents including technical reviews and report approvals

Station Data–SIMS, Station Folders (KSWSC Directory)

Continuous time-series data–ADAPS/AquariusDiscrete water-quality data–QWDATABiological data–Project Folder (KSWSC Directory), BioDataGroundwater level data–GWSI Project data–Project Folders (KSWSC Directory, static)

Reports–USGS Publishing Warehouse, IPDS

Project data

(surface water an

groundwater

Time-series data–NWISWeb, WaterWatch, WQWatch, NRTWQ

Discrete water-quality data–NWISWeb, NRTWQ, USGS Web pagesData interpretation–Published reports, journal articles, media

Planning documents, 

tracking files–ProjecFolders (KSWSC DireActive)

Data analysis and interp

Project Folders (KSWSC

Directory, Active)

Biological

data–PCFF,

paper field 

forms

Water quality

(surface water and groundwater) 

Discrete

sample data–

PCFF

Time-series data–ADAPS,

Aquarius

On-site data–CHIMP,

SiteVisit

QWDATA ADAPS,

Aquarius

Digitally scanned forms–KSWSCDirectory, BioData

Station data

(surface water and 

groundwater)

SIMS, StationFolder (KSWSCDirectory)SIMS, StationFolder (KSWSCDirectory)

Figure 1. Process for data collection, storage, processing, archiving, and dissemination in the Kansas Water Science Center.
4 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

The ADAPS subsystem is used for storing time-series 

hydrologic data (fig. 1). Data stored in ADAPS are related 

to the quantity and quality of surface water and groundwater 

resources over time, and include gage heights or water levels, 

streamflow (or discharge), rainfall, water temperature, specific 

conductance, dissolved oxygen, pH, turbidity, and other waterquality constituents. SiteVisit is an application for processing 

data to be stored in NWIS. Time-series data are accessible to 

the public through the internet by automated uploads from 

ADAPS to the Web interface for NWIS, which is called 

NWISWeb (http://waterdata.usgs.gov/ks/nwis).

The QWDATA subsystem is used for storing discrete 

water-quality data. The database contains data related to 

the quality of surface water, groundwater, and precipitation 

samples including physical properties (such as streamflow and 

water levels); chemical data (such as major ions, nutrients, 

trace metals, and organic constituents); biological data (such 

as coliform bacteria); and sediment data. Water-quality properties or constituents measured in a sample, and their units of 

measure (such as filtered calcium in water, in milligrams per 

liter [mg/L]), are identified in QWDATA using a five-character 

parameter code (00915), which is typically documented with 

data on output. Water-quality data are accessible to the public 

through the internet by automated uploads from QWDATA to 

NWISWeb.

The GWSI subsystem primarily is used for storing 

hydrologic site information (Site File) and groundwater level 

information. Information about well construction and hydraulic properties are also contained in GWSI. Site information 

and water-level data are accessible to the public through the 

internet by automatic uploads from GWSI to NWISWeb.

The Water-Use Data System is used for storing information related to quantity and distribution of water use. It 

includes the Site-Specific Water Use Data System (SWUDS) 

and the Aggregated Water Use Data System (AWUDS).

Apart from NWIS, the Site Information Management 

System (SIMS) is used by the USGS nationwide for storing 

station-specific data including station descriptions, manuscripts, station analyses, maps, data collection platform (DCP) 

information, and other required data. Also within SIMS is the 

Records Management System (RMS), which is used to document and track processing of time-series data records. SIMS 

scripts are used to compile and publish annual water data 

(http://wdr.water.usgs.gov/) in site data sheets (SDS).

Some biological data and ecological data are electronically stored in the KSWSC Directory Project Folders and 

KSWSC Folders (table 1). A database is being developed 

by the USGS (Aquatic Bioassessment Database [BioData]) 

that stores macroinvertebrate, algae, fish, and habitat data. 

Limitations have existed for storing data collected following 

protocols that are different from the National Water-Quality 

Assessment (NAWQA) Program or other national protocols. Typically, the KSWSC uses protocols developed by the 

Kansas Department of Health and Environment (KDHE) for 

collecting macroinvertebrates so the data can be used to assess 

aquatic-life-use criteria. When BioData is fully capable of 

storing biological and ecological data collected with protocols 

used by the KSWSC, BioData will be used for data storage.

Important information that cannot be stored in NWIS or 

SIMS is stored electronically in centrally located folders on 

the KSWSC network servers where files are backed up regularly and frequently. This includes Station Folders and Project 

Folders (table 1). Station Folders contain station inspection 

records, instrument setup information, levels, measurements, 

permits, photographs, and safety information (table 1). Project 

Folders contain planning documents, data QC information, 

and data analysis and interpretation files (table 1). Project 

Folders also contain biological information including macroinvertebrate, algae, fish, and habitat data, which cannot be 

stored in national USGS databases. Folders and files stored in 

the KSWSC Directory will follow an established structure and 

naming conventions, which are under development but similar 

to the structure shown in table 1.

Data and information stored in the electronic KSWSC 

Directory will be archived when data collection is completed 

and data are published. When a file is archived, access to the 

folder is locked and information is retained indefinitely. The 

archived files will be stored in the same electronic directory. 

Archiving of the station folders will be automated generally 

such that when a file has not been modified in 2 years, the file 

is locked and preserved. Project files will be archived at the 

request of the Project Chief after all documents and products 

have been stored in the directory, but generally within about a 

year after the project has ended. Most projects include a publication just before the end of the project.

Transition to Electronic Data Management

The KSWSC began a transition to storing hydrologic data 

and records in electronic format in October 2013, corresponding to the beginning of federal fiscal and water year 2014. 

Before that, data were stored in paper or electronic format. 

The goal for the KSWSC is to move to a paperless system 

in which all hydrologic data are collected electronically and 

stored in digital format. However, existing software programs 

for collection of water-quality data do not yet accommodate 

all types of data being collected. As the KSWSC transitions 

to electronic data storage, existing active project files will be 

migrated into the centrally-located electronic KSWSC Directory. For new projects, all data and files will be stored in the 

electronic directory from the onset of the project. For example, 

files related to data collection from Spring River and Johnson County projects are being stored electronically. Existing 

projects (in 2014) are being transitioned in an order generally corresponding to complexity of data collection and data 

management. For example, files related to the Neosho River 

and Kansas River projects are being transitioned first, and files 

related to the more complex Equus project may be transitioned 

last. Files are stored in pdf (Portable Document Format), xml 

(Extensible Markup Language), or Microsoft OfficeTM formats 

including Word, Excel, and PowerPoint. Decisions related to 
Table 1. General file structure and naming conventions for centralized electronic data management directory used to store and archive data in the KCenter.[Italics indicate file name; Y, year; M, month; D, date; T, time; KSWSC, Kansas Water Science Center; PCFF, Personal Computer Field Form; QC, quality control; ADCP, acousCHIMP, Continuous Hydrologic Instrumentation Monitoring Program; PFD, personal flotation device; JHA, Job Hazard Analysis]

Folder and contents Description of contents Required (if applicable) Folder or file name 

KANSAS WATER SCIENCE CENTER DATA MANAGEMENT DIRECTORY KS_Data_Directory

Station Folder All station-specific information for surface and groundwater sites X Station_Specific

Station Folder containing all information related to specified site X station#_shortname

Map Map of site X Maps map_dePermits Permits for access and construction X Permits permit_JHA Job Hazard Analysis X -- jsite#Traffic control plan Traffic control plan X -- trafficInspections Streamgage inspections X Inspections S_statioInstrument setup Descriptions of instrument installations and setup X Setup Setup_dLevels Levels information X Levels L_statioMeasurements Streamflow measurements X Measurements ####_YPhotos Photographs of site X Photos station#Well construction Well construction information X Well_construction To be deGeophysical logs Geophysical log information X Logs To be deWell integrity Well integrity records X Wells To be deSamples Folder containing all water quality sample information X Samples

Date Information is stored by sample date/time X YYYYMMDD.TTTT

Field sheet PCFF or digitally scanned field sheet X -- station#ASRs Analytical Services Request forms X -- station#Attachments Additional info related to sample such as field data that won’t fit in PCFF X -- station#

CHIMP files Water-quality monitor calibration forms and information X CHIMP_files

Project Folder All project-specific information that is not station-specific X Project_Specific

Project Folder containing all information specific to this project X project#_shortname

General info File with project description -overview, start date, stations included in study, etc X -- GeneraProposal Project proposal X -- ProposaJFA Project Joint Funding Agreement X -- JFA_YYWork plan Project work plan X -- Work_PProject reviews Folder containing files related to quarterly/annual project review -- Reviews YYYYMData Folder containing project data files including QC files and data not stored in 

databases

X Data To be de

Reports in progress Files related to reports in progress including drafts, preliminary data analysis -- Reports To be deModels in progress Files related to models in progress -- Models To be dePhotos Folder containing project-specific photos -- Photos station#Final products Folder containing all final products including reports and powerpoints -- Products SIRXX-X
Table 1. General file structure and naming conventions for centralized electronic data management directory used to store and archive data in the KCenter.—Continued [Italics indicate file name; Y, year; M, month; D, date; T, time; KSWSC, Kansas Water Science Center; PCFF, Personal Computer Field Form; QC, quality control; ADCP, acousCHIMP, Continuous Hydrologic Instrumentation Monitoring Program; PFD, personal flotation device; JHA, Job Hazard Analysis] Folder and contents Description of contents Required (if applicable) Folder or file name 

KSWSC Folder Information pertaining to multiple stations and projects -- KSWSC_general Water quality Folder containing water-quality information pertaining to multiple stations and projects -- WaterQuality Batch files Folder containing recent batch files for upload into NWIS -- Qwbatchfiles YYYYM

Watlists Folder containing watlists -- Watlists YYYYM

Data Folder containing data files including QC files and data not stored in databases -- Data To be de

Models Folder containing all models developed in the KSWSC -- Models Water quality Folder containing all water-quality model information -- WQ To be de

Groundwater Folder containing all groundwater model information -- GW To be de

Surface water Folder containing all surface-water model information -- SW To be de

Instrument checks Information related to instrument calibrations -- Instrument_checks ADCPs Folder containing information on ADCPs -- manuf_model_serial serialnu

Flowtrackers Folder containing information on Flowtrackers -- manuf_model_serial serialnu

Inflatable PFDs Folder containing information on inflatable PFDs -- manuf_model_serial serialnu

Levels instruments Folder containing information on levels instruments -- manuf_model_serial serialnu

Price meters Folder containing information on Price meters -- manuf_model_serial serialnu

YSI field monitor calibrations Folder containing information on YSI field monitor calibrations -- manuf_model_serial serialnu

Equipment repairs Folder containing information on records of equipment repairs -- manuf_model_serial equipme

Manuals Folder containing information on operating manuals for field equipment -- manuf_model title_YY

Software Folder containing information on software and updates used with field equipment -- manuf_model title_YY

Lab instrument records Folder containing records of laboratory equipment checks and maintenance -- manuf_model_serial equipme

Proposed gages Folder containing information related to proposed stations -- -- descript
Roles and Responsibilities 7

handling files for active projects that existed prior to transition to electronic data will be made on a case-by-case basis. 

To facilitate the goal of complete electronic data storage, 

paper records for appropriate active projects may be digitally 

scanned and stored in the KSWSC Directory as the original 

form. When additional practical data storage capabilities are 

available in national databases and applications, the KSWSC 

will use those resources for appropriate data storage and 

archiving. Organization and structure of digital folders and 

files in the centralized location are presented in this report, but 

may change as the process is more fully developed.

Roles and Responsibilities

Quality assurance is an active process of achieving and 

maintaining high standards for water-quality data. Consistent quality assurance and data management requires specific 

actions that are carried out systematically in accordance with 

established policies and procedures. Errors and deficiencies 

can result when individuals fail to carry out their responsibilities. Clear and specific statements of responsibilities promote 

an understanding of each person’s duties in the overall process 

of ensuring the integrity of water-quality data.

Quality Assurance and Data Management

The final responsibility for the preparation, and implementation of and adherence to the policies described in this 

plan lies with the KSWSC Director. Although the KSWSC 

Director has primary responsibility for overall program and 

project planning, the Director is aided and advised by the 

Chiefs of the Hydrologic Investigations and Data Sections, 

the Water-Quality Specialist, Project Chiefs, the Supervisory 

or Lead Hydrologic Technicians, Project and Field Staff, and 

the Database Administrator. Final review and approval of data 

archives is the responsibility of the Database Administrator, 

Project Chiefs, and Water-Quality Specialist. The Database 

Administrator is primarily responsible for the data archives, 

Project Chiefs are primarily responsible for project archives, 

and the Water-Quality Specialist assists with and provides 

oversight for all water-quality archives.

The KSWSC Director and other staff members are 

responsible for the following:

• Managing and directing the KSWSC program, including designation of personnel responsible for managing 

all water-quality and data-management activities.

• Ensuring that the water-quality and data-management 

activities of the KSWSC meet the needs of cooperating 

agencies, other Federal agencies, the USGS, and the 

KSWSC.

• Ensuring that all publications released by USGS personnel are technically correct, scientifically defensible, 

and comply with USGS publication standards and 

policies.

• Providing final resolution, in consultation with appropriate staff, of any conflicts or disputes related to 

water-quality and data-management activities within 

the KSWSC.

• Ensuring that all aspects of the quality-assurance and 

data-management plan are understood and adhered to 

by USGS personnel. This is accomplished by direct 

involvement of the KSWSC Director or through 

clearly stated delegation of this responsibility to other 

personnel in the KSWSC.

• Ensuring that data-management training is incorporated 

into each employee’s training plan when appropriate.

The Chiefs of Hydrologic Investigations and Data Sections are responsible for the following:

• Ensuring that the water-quality and data-management 

activities of the KSWSC meet the needs of cooperating 

agencies, other Federal agencies, the USGS, and the 

KSWSC.

• Ensuring that all aspects of the quality-assurance and 

data-management plan are understood and adhered to 

by KSWSC personnel.

• Participating in management reviews of water-quality 

projects and programs in their sections.

• Planning, scheduling, and participating in technical 

reviews of water-quality projects and programs in their 

sections.

• Ensuring that personnel are following safety policies 

regarding traffic control, personal flotation devices 

(PFDs), Job Hazard Analyses (JHAs), laboratory use, 

boat operation, Safe-Return policy, and other related 

procedures.

• Ensuring that proper archiving of data is done according to USGS and KSWSC policies.

The Water-Quality Specialist or designated representative 

is responsible for the following:

• Ensuring that the water-quality activities of the USGS 

in Kansas meet the needs of cooperating agencies, 

other Federal agencies, the USGS, and the KSWSC.

• Ensuring that all aspects of the quality-assurance and 

data-management plan are understood and adhered to 

by KSWSC personnel.
8 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

• Ensuring that the plan is reviewed and revised triennially to document current responsibilities, methodologies, and on-going procedural improvements.

• Participating in management and technical reviews of 

all water-quality projects and programs.

• Participating in annual reviews of water-quality records 

before publication of the records in reports.

• Reviewing all water-quality-related project 

proposals.

• Reviewing draft water-quality reports by personnel as 

requested by KSWSC management or the KSWSC 

Reports Specialist.

• Keeping personnel in the KSWSC briefed on 

procedural and technical communications from region 

and headquarters offices.

• Planning and participating in training courses for 

water-quality personnel as needed.

• Ensuring that personnel are following safety policies 

regarding traffic control, PFDs, JHAs, laboratory use, 

boat operation, Safe-Return policy, and other related 

procedures.

• Ensuring that proper archiving of data is done according to USGS and KSWSC policies.

Project Chiefs or appropriately designated personnel are 

responsible for the following:

• Ensuring that the water-quality and data-management 

activities of the project or program meet the needs 

of cooperating agencies, other Federal agencies, the 

USGS, and the KSWSC.

• Ensuring that all aspects of the plan are understood and 

adhered to by project or program personnel.

• Participating in management and technical reviews of 

water-quality projects or programs for which they are 

responsible.

• Annually reviewing and approving data collected for 

their projects.

• Following USGS safety policies regarding traffic 

control, PFDs, JHAs, laboratory use, boat operations, 

Safe-Return policy, and other related procedures; and 

ensuring that personnel are doing the same.

• Ensuring that proper archiving of data is done according to USGS and KSWSC policies.

The Supervisory or Lead Hydrologic Technicians, or 

designated persons are responsible for the following:

• Ensuring that the water-quality activities of the project 

or program meet the needs of cooperating agencies, 

other Federal agencies, the USGS, and the KSWSC.

• Ensuring that all aspects of the plan are understood and 

adhered to by water-quality personnel in the Hydrologic Data Program.

• Providing leadership and guidance in the areas of 

water-quality field methods, data management, and 

data review.

• Communicating directly with the Water-Quality Specialist, Project Chiefs, and other personnel on technical 

and policy issues related to water quality.

• Working with the Water-Quality Specialist, Project 

Chiefs, and other personnel on issues that contribute to 

continuous improvement in all aspects of the KSWSC 

water-quality program.

• Following USGS safety policies regarding traffic 

control, PFDs, JHAs, laboratory use, boat operations, 

Safe-Return policy, and other related procedures; and 

ensuring that personnel are doing the same.

• Ensuring that equipment is maintained and functioning 

properly.

• Ensuring that proper archiving of data is done according to USGS and KSWSC policies.

All water-quality program or project staff are responsible 

for the following:

• Being familiar with and adhering to the contents of 

the quality-assurance and data-management plan in all 

water-quality activities.

• Seeking guidance from their supervisor, lead waterquality technician, or KSWSC Water-Quality Specialist on any aspect of their water-quality activities when 

questions or concerns arise.

• Following USGS safety policies regarding traffic 

control, PFDs, JHAs, laboratory use, boat operations, 

Safe-Return policy, and other related procedures.

The Database Administrator is responsible for the 

following:

• Operating and maintaining NWIS.

• Ensuring that automatic retrieval of the analytical data 

from the National Water-Quality Laboratory (NWQL) 

is completed at least twice weekly.
Roles and Responsibilities 9

• Providing technical support, including training, on the 

use of NWIS.

• Ensuring that proper archiving of data is done according to USGS and KSWSC policies.

Safety

It is the responsibility of all KSWSC employees to follow established policy and commonsense guidelines regarding safety. Because the collection of water-quality data in the 

field can be hazardous at times, the safety of field personnel 

is a primary concern. Many field teams work in areas of high 

traffic, remote locations, and under extreme environmental 

conditions. Field work involves the transportation and use 

of equipment and chemicals, and commonly requires working with heavy equipment. Additionally, field personnel may 

come in contact with waterborne and airborne chemicals and 

pathogens while sampling. Beyond the obvious concerns 

regarding unsafe conditions for field personnel, such as accidents and personal injuries, the quality of the data also may be 

compromised when sampling teams are exposed to dangerous 

conditions.

So that personnel are aware of and follow established 

procedures and protocols that promote all aspects of safety, 

the KSWSC communicates information and directives 

related to safety to all personnel. Training is provided by 

a combination of certified contract trainers and qualified 

in-house trainers. JHAs are provided to identify potential 

hazards and actions for avoiding them. Specific policies and 

procedures related to safety for employees are located on the 

KSWSC’s internal Web site. Safety Web sites include the 

Traffic Control Plan, Hazard Communication Plan, Central 

Region Safety Newsletter, USGS Safety Home Page, and 

others. A Web site also is provided for the KSWSC SafeReturn Plan, which was implemented in 2013, and describes 

required procedures for tracking field personnel using 

Global Positioning System (GPS) devices and cell phone 

communications to ensure employees return safely from 

field work.

An individual has been designated as the Safety Officer 

for the KSWSC by the Director. In addition, Safety Officers 

are established in each field office. The Safety Officer serves 

as the focal point for all safety issues in Kansas, coordinates 

training and inspections, identifies and abates hazardous conditions, and promotes safety throughout the KSWSC. Personnel who have questions or concerns pertaining to safety, or 

who have suggestions for improving some aspects of safety, 

should direct those questions, concerns, and suggestions to 

their immediate supervisor or the KSWSC Safety Officer. 

Additional guidelines pertaining to safety can be found in 

the USGS National Field Manual (NFM) for the Collection 

of Water-Quality Data, (U.S. Geological Survey, variously 

dated[b]). Employees can find additional safety information on 

the internal USGS Web site.

Training

Employees and supervisors are responsible for ensuring that all personnel involved with water-quality activities 

are properly trained to effectively and safely perform duties 

described in this plan. Employee training is an integral part 

of water-quality activities allowing current employees to 

maintain and enhance their technical knowledge, and new 

employees to gain the specific skills needed to adequately 

perform their job. A well-documented training program not 

only ensures that samples are collected correctly by technically competent personnel, but also lends legal credibility to 

data and interpretations. Training is accomplished according to 

the following policies and protocols.

All personnel in the KSWSC involved in collecting and 

processing water-quality data will be adequately trained and 

informed regarding water-quality data-collection and datamanagement procedures. Individual training plans are developed by the supervisor and employee at least annually as part 

of the performance review process. Each training activity is 

documented in the KSWSC training files that are maintained 

by the KSWSC Training Officer. Each supervisor is responsible 

for informing their staff about the availability of training from 

in-house, the USGS, the U.S. Government, and other sources 

of training. The Water-Quality Specialist provides recommendations and advice to supervisors and their staff as needed. The 

KSWSC Training Officer has authority and responsibility for 

approving training opportunities. In addition, staff are responsible for taking full advantage of the training provided.

Primary sources of water-quality training are USGS 

courses, usually taught at the National Training Center at the 

Denver Federal Center; Central Region training; and KSWSC 

seminars or in-house training courses. The Water-Quality 

Specialist plays an important role in providing in-house waterquality-related training. Training documents are maintained by 

the Administrative Officer or designated persons in KSWSC 

personnel files and by the Personnel Office in the Central 

Region.

Because of rapid changes in technology, new and 

improved methods for data collection are continually being 

developed. All USGS personnel who are involved in waterquality sampling must be aware of changing requirements 

and recommendations. The Water-Quality Specialist, Project 

Chief, and Supervisory or Lead Hydrologic Technician in the 

KSWSC are responsible for providing current information to 

personnel on the correct protocols to follow in collecting and 

processing water-quality samples. Any substantial deviation 

from the specified standard procedures must be documented 

by the Project Chief, or Supervisory or Lead Hydrologic 

Technician, and reviewed and approved by the Water-Quality 

Specialist before using the alternative methods in the field. 

Additionally, the Project Chief, or Supervisory or Lead Hydrologic Technician are responsible for ensuring that personnel collecting and managing data are trained and qualified, 

and that personnel take appropriate steps to ensure the data 

integrity.
10 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

Project Planning and Review

The KSWSC Director has the primary responsibility 

for overall KSWSC program planning, and is responsible for 

ensuring that KSWSC projects are supportive of KSWSC and 

national priorities. All water-quality projects require review 

and approval before commencement of work. Quality-assurance and data-management requirements are integrated into 

the project proposal.

Project Proposals

Project proposals are mandatory for interpretive projects 

and may be required for data projects (WMA Memorandum 

No. 13.01; U.S. Geological Survey, 2013a). Project proposals 

serve to focus, coordinate, communicate, and document USGS 

science activities. Because the proposal specifies the scope 

and objectives, approach, timeline and expected products, it 

provides a basis for evaluating project progress and success, 

and aids in ensuring cooperator satisfaction. Project proposals must be submitted to the Water Sciences Field Team for 

review of technical and policy considerations to ensure that 

projects are technically sound and meet national quality 

standards; projects have an approved outlet for data, scientific 

information and interpretation, and the work does not violate 

USGS policy.

Elements of a full proposal include a Project Proposal 

Cover Sheet and the Project Proposal that includes (1) Title, 

(2) Background and Introduction, (3) Problem, (4) Objectives and Scope, (5) Relevance and Benefits, (6) Approach, 

(7) Quality Assurance and Quality Control, (8) Products, 

(9) References, (10) Timeline, (11) Personnel, and (12) Budget 

Summary. In addition, a Job Hazard Analysis is required. Proposals conform to the format required by WMA Memorandum 

13.01 (U.S. Geological Survey, 2013a).

Project Work Plans

Soon after the proposal is approved and funding agreement is in place, and usually before beginning data collection, 

the Project Chief develops a project work plan containing 

details related to objectives, data collection activities, technical approaches to data analysis and interpretation, staffing, 

budget, planned information products, and task deadlines. The 

work plan may contain some or all of the elements listed in 

figure 2 and additional pertinent information specific to the 

project. The work plan includes a report plan that schedules 

report tasks so that Director’s approval and Bureau approval 

can be obtained, and all reports published before the conclusion of project funding. Work plans also include plans for 

quality assurance for the project. The project budget is entered 

into the USGS budget tracking software (Basis+), which is 

used to help plan project staffing and general funding. The 

work plan is developed to provide details not provided in 

the proposal. If during development of the work plan, and 

(or) during the project, it becomes clear that the technology, 

funding, personnel, or time indicated in the original project 

description is inadequate to meet project objectives; additional 

discussion on modifications to the scope of work or prioritization of existing tasks within the scope of work may be necessary with the cooperating agency, the KSWSC, and Region 

staff; and a modified work plan may be developed.

Project Reviews

Project reviews that include discussion of management 

and technical aspects of each water-quality project or program 

are completed quarterly. Reviews are led by the KSWSC 

Director, Chief of Hydrologic Data Management Section, 

Chief of Hydrologic Investigations Section, Administrative 

Officer, Discipline Specialists, and other designated personnel. Region staff are kept informed of the review schedule 

and extended an open invitation to participate in any project 

review. It is the responsibility of the Chief of Hydrologic 

Investigations Section to plan and schedule project reviews of 

all water-quality studies.

The discussion of management during project review 

usually includes a brief discussion of the problem, objectives, approach, and status of work plan elements. Discussion 

of budget may be included in the project review, but often 

is scheduled separately at about the same time that project 

reviews take place. The bulk of the time reviewing management is devoted to dialogue between project staff and the 

review team, and typically includes discussions of the linkage 

between the project plan, and data collection, analysis and 

reporting activities, important findings, substantial problems, 

and related program development opportunities. The technical 

component of project review may include additional personnel 

with technical expertise in the subject area. Technical discussions are used to assess and provide guidance on the data-collection, data-analysis, and data-interpretation methodologies 

used in the project.

Water-Quality Data Collection

Water-quality data collected by the USGS are used by 

Federal, State, and local agencies to guide their decisions 

concerning the appropriate and efficient management of water 

resources for the Nation. Water-quality data are collected as 

part of Federal programs such as the NAWQA Program, and 

for cooperative projects jointly funded by local or State agencies, or other federal agencies. Data are a vital component of 

water-resources activities performed by the USGS and the 

KSWSC.

Data collection in support of water-quality programs in 

the KSWSC may include collection of water samples, streambed sediment samples, periphyton, macroinvertebrates, fish, 

and stream habitat information. Water samples commonly are 
Water-Quality Data Collection 11

General contents of a project work plan include the following:

Specific objectives

Staffing

• Plans for staffing project tasks.

• Training needs for staff to accomplish objectives. 

Study design

• Related literature citations.

• Quality assurance in study design.

• Explanation of unapproved methods and new approaches being used.

General timeline

Data collection

• Number and location of data collection sites.

• Reasoning for selecting specific sites.

• Plans for on-site installations including streamgages, monitors, telemetry, and so on.

• Descriptions of site access and needed permissions.

• Data collection methods and contingency plans for non-ideal sampling conditions.

• Frequency and targeted conditions for sample collection.

• Number, types, and timing of quality control samples.

• Processing requirements for samples.

• Laboratories to be used for analyses and plans for approval if needed.

• Specific laboratory analysis to be requested.

• Equipment and supplies to be used and plans for needed purchases. 

• Plans for working data records and reviewing data.

• Deviations from quality-assurance plans.

Technical approaches to data analysis and interpretation

• Planned statistical analysis.

• Software to be used for analysis.

• Modeling approaches planned.

Data and information products 

• Description of data available in real-time and plans for data verification.

• Description of reports and planned timelines.

• Plans for project website and outreach activities.

Figure 2. General contents of a project work plan, Kansas Water Science Center.
12 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

analyzed for major ions, nutrients, trace elements, suspended 

sediment, indicator fecal bacteria, pesticides and other organic 

compounds. Streambed sediment samples commonly are 

analyzed for trace elements, nutrients, carbon, and organic 

compounds. Discrete water-quality samples are collected in 

accordance with standard USGS sampling protocols described 

in the NFM (U.S. Geological Survey, variously dated[b]; 

fig. 3) and protocols described in this plan. Sample collection 

and processing methods that differ significantly from those 

deemed to be the official and citable USGS protocol must 

be documented by the Project Chief in the work plan, and 

reviewed and approved by the Water-Quality Specialist before 

using those methods in the field. Sample collection and processing methods that differ significantly from those deemed to 

be the official and citable USGS protocol are also documented 

in project publications.

The primary objective in collecting a water-quality 

sample is to obtain environmental data that are representative 

of the physical and chemical characteristics of the system that 

is being studied. This requires the appropriate use of sampling 

equipment and methods to describe environmental variability, 

and to prevent contamination or bias in the sampling process. 

Sampling and processing techniques for specific constituents 

may differ according to the general class of compound, such 

as inorganic or organic chemicals. If incorrect sampling procedures produce a nonrepresentative sample, or if the sample 

is contaminated or degraded before analysis can be completed, 

the value of the sample is limited. Therefore, compliance with 

documented and technically approved sample-collection and 

processing protocols is critical to ensuring the integrity of 

water-quality data.

Preparation for Sampling

All water-quality samples must be uniquely identified, 

documented, handled, shipped, and tracked appropriately. 

Following proper protocols for sample handling, shipping, 

and tracking ensures that samples are processed correctly and 

expeditiously to preserve sample integrity between the time of 

collection and analysis. To effectively execute field procedures 

it is necessary to properly plan and prepare for these activities.

Ensuring that field personnel have the correct equipment and supplies on hand to perform the necessary sampling 

activities saves time and labor costs associated with repeated 

sampling trips that result from inadequate planning. Before 

commencing field activities, the data collectors, Project Chief, 

or designated persons are responsible for ensuring that the following preparations have been completed:

• Ensuring that safety considerations have been 

addressed.

• Ensuring that the NWIS Site File is current.

• Using a checklist in preparing for a trip to ensure field 

preparedness (fig. 4). Back-up instrumentation and 

sensors should be included on the checklist.

• Reviewing the sampling instructions for each site and 

the list of sample types required.

• Obtaining information needed to complete electronic 

field sheets, analytical services request forms (ASRs), 

or other forms as required by specific laboratories.

• Ensuring that necessary supplies are available, such as 

bottles, standards, filters, preservatives, meter batteries, 

waterproof markers, shipping containers, and so on.

• Ensuring that all sampling equipment is thoroughly 

cleaned and prepared.

• Checking meters and sensors for proper performance.

The NFM (U.S. Geological Survey, variously dated[b], 

chapter A1) provides additional details on preparations for 

water sampling.

Selecting Field Sites

Sites are selected by field and project staff following 

established study design. Sites usually are selected before 

the first sampling trip and are documented in the work plan. 

Additional factors to consider include the suitability of a 

site for sampling, and its accessibility and safety. Existing 

sites should be considered before establishing new sites. If 

possible, surface water-quality sites are located at or near 

streamgages. If this is not possible, the surface water-quality 

site should be located where streamflow can be measured 

and water samples can be collected at all stages of flow to be 

monitored. Specific guidelines for site selection are provided 

in the NFM (U.S. Geological Survey, variously dated[b], 

chapter A1). The Chief of Hydrologic Investigations Section 

or Project Chiefs are responsible for the selection of sampling 

sites.

The selection of wells for groundwater sampling is 

dependent on many variables including location, depth, and 

accessibility of the well; type of well completion; availability 

of geologic and water-use information; and sampling purposes. Detailed guidance for ground-water site selection is 

provided in Putnam and Hansen (2014), Lapham and others 

(1997), and in the NFM (U.S. Geological Survey, variously 

dated[b]). If suitable existing wells cannot be found, new wells 

will need to be installed.

Field Instruments

The KSWSC complies with the USGS policy of providing personnel with high-quality field instruments and equipment that are safe, precise, accurate, durable, reliable, and 

capable of performing required tasks. Accordingly, appropriate 

instruments for use in water-quality projects in the KSWSC 

are selected based on the specifications described in the NFM 

(U.S. Geological Survey, variously dated[b]) and the requirements of the project. The USGS Hydrologic Instrumentation 
Water-Quality Data Collection 13

A1. Preparations for Water Sampling (Wilde, 2005)

1.1 Field-trip preparations

1.2 Surface water

1.3 Ground water

A2. Selection of Equipment for Water Sampling (Wilde and others, 2014)

2.1. Sample collection

2.2. Sample processing

2.3. Field vehicles

2.4. Lists of equipment and supplies

A3. Cleaning of Equipment for Water Sampling (Wilde, 2004)

3.1 Supplies for equipment cleaning

3.2 General cleaning procedures

3.3 Specific procedures for cleaning selected types of equipment

3.4 Quality control for equipment-cleaning procedures

A4. Collection of Water Samples (U.S. Geological Survey, 2006)

4.1. Surface-water sampling

4.2. Ground-water sampling

4.3. Quality control

A5. Processing of Water Samples (Wilde and others, variously paged). Includes sections below:

5.1 Raw samples

5.2 Filtered samples

5.3 Solid-phase extraction of pesticides

5.4 Sample preservation

5.5 Handling and shipping of samples

5.6 Summary of sample-collection and sample-processing procedures for specific analytes

A6. Field Measurements (Wilde, variously dated)

6.0 General Information and Guidelines (Wilde, 2008)

6.1 Temperature (Wilde, 2006)

6.2 Dissolved Oxygen (Rounds and others, 2013)

6.3 Specific Electrical Conductance (Radtke and others, 2005)

6.4 pH (Ritz and Collins, 2008)

6.5 Reduction-Oxidation Potential-Electrode Method (Nordstrom and Wilde, 2005)

6.6 Alkalinity and Acid Neutralizing Capacity (Rounds, 2012)

6.7 Turbidity (Anderson, 2005)

6.8 Use of Multiparameter Instruments for Routine Field Measurements (Gibs and 

A7. Biological Indicators (U.S. Geological Survey, variously dated)

7.0. Five-day Biochemical Oxygen Demand (Delzer and McKenzie, 2003)

7.1. Fecal Indicator Bacteria (Myers and others, 2014)

7.2. Fecal Indicator Viruses (Bushon, 2003)

7.3. Protozoan Pathogens (Bushon and Francy, 2003)

7.4. Algal Biomass Indicators (Berkman and Canova, 2007)

7.5 Cyanobacteria in lakes and reservoirs: toxin and taste-and-odor sampling guidelines

(Graham and others, 2008)

A8. Bottom-Material Samples (Radtke, 2005)

A9. Safety in Field Activities (Lane and Fay, 1997)

others, 2012)

Figure 3. Table of Contents from the National Field Manual for the Collection of Water-Quality Data, Techniques of WaterResources Investigations, Book 9, Handbooks for Water-Resources Investigations, May 2014.
14 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

Sampling Equipment (non-cleaned items) Sample Processing

4-wheel base with crane Coolers

Bridge board Pumps with power supply

B-Reel Acid

Field Meter Vacuum pump

Short Cord Pump tubing

Long Cord Gloves, powderless, nitrile

Hand Units Chamber assembly

D-81 sampler Waste container

DH-95 sampler Aluminum foil

D-95 sampler Graduated cylinder

Counterweights Blank water

Variable speed drive Dissolved organic carbon filters

Tagline Chlorophyll filters

Bottle sets, labels

Filter assemblies

Sample Equipment (cleaned items)

Teflon bottles (1L) Vehicle

Teflon nozzles (1/4") Flashlight

Teflon nozzles (3/16") Drinking water

Teflon nozzles (5/16") Paper towels

Teflon collar Site maps

Teflon churn FedEx locations maps

Churn carrier

Ziplock bags (Large) Sample Shipping

Clear plastic trash bags Coolers

Shipping labels

Field Meter Calibration Tape

Deionized water

Specific conductance, 1000 uS/cm Safety Gear

pH 7.0 Personal flotation devices

pH 10 Safety cones and signs

Dissolved oxygen aeration pump, tubing, stone, bucket Throw rope

Waste container First aid kit

Calibration logbook Fire extinguisher

Waders

High-visibility gear

Cleaning Rain gear

Deionized water

LiquiNox Other

Acid rinse water Tablet with electronic field forms

Carboys Coding guidelines

Waste container Processing summary

Brushes Cleaning summary

Plastic sheeting Field manual

Cell phone and charger

Figure 4. Example checklist of equipment and supplies needed for surface-water sampling.
Water-Quality Data Collection 15

Facility (HIF), which provides analyses of precision and bias 

for water-quality instruments, also are consulted for recommendations when appropriate. Consultation with the KSWSC 

Water-Quality Specialist is done if project personnel need 

assistance with the selection or use of equipment.

All instruments used by personnel for water-quality measurements are properly operated, maintained, and calibrated. 

For correct operation of any field or laboratory equipment, 

the manufacturer’s operating guidelines should be carefully 

followed. Most instruments are checked and calibrated in the 

laboratory or field before making the sample measurements, or 

checked the work day before sampling. Instruments may also 

be checked after extended sampling or in accordance with the 

project work plan.

Thorough documentation of all calibration activities associated with water-quality data collection is a critical element 

of the quality-assurance program. Calibration and maintenance 

records of field equipment—including the manufacturer, 

make, model, and serial or property number—are kept in permanent records, and stored in NWIS or in appropriate folders 

in the KSWSC Directory (table 1). Field monitor calibration 

and maintenance records are maintained using USGS standard 

electronic field forms including the Continuous Hydrologic 

Instrumentation Monitoring Program (CHIMP) and Personal 

Computing Field Form (PCFF). A separate electronic document, such as an Excel spreadsheet, may be used when available tools do not accommodate the necessary data. This may 

occur, for example, when new field instruments are used that 

have not yet been built into the standard field-form software. 

Specific monitors and sensors may be designated as field 

meters to facilitate efficient record-keeping. Similar records 

for laboratory equipment are kept in the KSWSC Directory.

Information that is required to be included with the calibration and maintenance records includes the date, initials, and 

last name of the individual performing the activity; results of 

calibration or equipment check; lot numbers and expiration 

dates of calibration standards; and any corrective actions taken 

(such as monitor repairs, monitor changes, or sensor changes). 

Protocols for calibrating and maintaining water-quality monitors used to collect field data are described in detail by Bennett 

and others (2014). Calibration and maintenance records are 

checked by Project Chiefs, the Supervisory or Lead Hydrologic Technician, or their designated persons, for completeness 

and accuracy as soon as possible after field work is completed, 

and before the release of analytical data by the laboratory. 

Records are reviewed annually by the KSWSC Water-Quality 

Specialist and every 3 years by the OWQ.

Calibration checks, recalibrations, repair, and maintenance of all multiparameter water-quality monitors for 

continuous monitoring also are recorded in permanent records 

or appropriate field forms. Standard procedures for the installation and operation of continuous water-quality monitors are 

described by Wagner and others (2006), Pellerin and others 

(2013), and Bennett and others (2014).

Onsite Sample Handling and Documentation

During a sampling trip, it is imperative that accurate 

notes be taken and that sample bottles be labeled and handled 

appropriately for the intended analysis. Otherwise, bottle mixups or other errors may occur, and the samples may be wasted. 

Field personnel are responsible for ensuring that all of the 

following sampling requirements are implemented:

• Labeling each bottle with the site identification, date 

and time of sample collection, bottle type, and laboratory codes using a permanent, waterproof marker, or 

preprinted waterproof labels that will remain securely 

adhered to the bottle even when wet.

• Completing electronic field sheets before leaving each 

site that includes documentation of all sampling circumstances and any deviation from standard protocol.

Field Forms and National Water Information 

System Coding Guidance for Data Collection

The PCFFs are used to electronically complete field 

forms and enter sample collection information into NWIS. 

The PCFF cannot currently (2014) store or be used to record 

all of the field data that is entered onsite. In those cases, 

customized spreadsheets or paper field forms are used and the 

data are hand entered into NWIS. The original paper copy is 

scanned and archived electronically, and filed in paper copies 

depending on the specific project requirements. The intent is 

to transition to 100 percent electronic data entry, and recording of all field notes and data as soon as technically possible. 

If requested, ASRs accompany samples to NWQL and some 

other laboratories. Guidance for coding water-quality samples 

in QWDATA can be found in appendixes A and K of the User 

Manual for QWDATA (Dupré and others, 2013).

Collection of Discrete Water Samples

This section describes collection of discrete water 

samples from surface water and groundwater sites. An overview is provided of relevant USGS policies and references for 

procedures pertaining to the measurement of field parameters, 

and the collection and processing of samples for water-quality 

analysis. The choice of sampling equipment and method of 

sample collection are based on established protocols and 

guidelines that depend on the characteristics of the target 

constituents, study objectives, hydrologic conditions, and sampling logistics. Information in this section is drawn primarily 

from the NFM (U.S. Geological Survey, variously dated[b]). 

The project proposal and work plan also should be consulted 

for specific guidelines for field personnel regarding details of 

sample collection and processing.
16 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

Specific clean hands and dirty hands procedures using 

two-person sampling teams with specific, designated roles in 

sample collection, and handling are required when sampling 

for trace inorganic constituents with ambient concentrations 

at or near 1 part per billion [ppb (mg/L)], or when aluminum, 

iron, and manganese concentrations are less than 200 ppb, 

as described in the NFM (U.S. Geological Survey, variously 

dated[b], chapter A4).

Field review of water sampling procedures for waterquality projects is done at least annually by the Water-Quality 

Specialist, Project Chief, or Supervisor or Lead Technician.

An independent review of field methods of several water-quality projects of the KSWSC is completed once every 3 years 

during the OWQ technical review.

Equipment and Supplies

Field equipment and supplies must be selected and 

maintained to avoid imparting bias to the water-quality data. 

Supplies and equipment sold through the USGS One-Stop 

shopping may be tested or certified. However, users should 

do their own testing if needed to ensure data are not adversely 

affected by factors related to specific equipment or supplies. 

Guidelines for selecting equipment for sampling surface water 

and groundwater are provided in Horowitz and others (1994) 

and in the NFM (U.S. Geological Survey, variously dated[b], 

chapter A2). All field collectors involved in sampling for 

water-quality studies must understand the advantages and disadvantages of available equipment with respect to study objectives. Because of the wide range of factors involved, the ideal 

equipment for sample collection under some circumstances 

may not exist. When compromise decisions are required, the 

field team must thoroughly document with field notes the 

compromises that are made. Equipment selection decisions are 

reviewed during proposal review and during periodic project 

reviews by KSWSC discipline specialists.

Equipment is maintained as recommended by manufacturers and established protocols, and is repaired as needed to 

ensure proper performance during field activities. The Supervisory or Lead Hydrologic Technician, or designated person 

is responsible for keeping track of equipment and ensuring 

timely repairs.

Cleaning Equipment and Supplies

Procedures for cleaning equipment used for water-quality 

sampling and processing depend on types of samples to be 

collected (fig. 5), and are described in the NFM (U.S. Geological Survey, variously dated[b], chapter A3) and in table 2. All 

new equipment acquired for water-quality sampling, as well 

as equipment that has been in storage, must be cleaned in the 

laboratory before being used in the field. Similarly, equipment 

must be cleaned as soon as possible after sample collection 

and before being used again to avoid cross-contamination 

between sampling sites. Water in cleaning tubs is changed 

frequently to avoid contamination of equipment. Good field 

practices are implemented, and clean hands and dirty hands 

sampling techniques are used to prevent or minimize sample 

contamination.

Surface Water Sampling

Guidelines for the collection of surface-water samples 

are provided in the NFM (U.S. Geological Survey, variously 

dated[b], chapter A4). Project-specific sampling guidelines are 

provided in work plans. Field collectors are responsible for 

examining the sampling site carefully and choosing the most 

appropriate sampling method to generate the best sample possible under the conditions at the time of sampling. The standard procedure for stream sampling is to collect the sample 

through the entire depth of the water column at multiple vertical transects by the equal-discharge increment (EDI) or equalwidth increment (EWI) method. These procedures generate a 

representative cross-sectional sample that is flow-weighted, 

and depth- and width-integrated (Edwards and Glysson, 1999). 

Occasionally, the use of non-integrated or non-flow-weighted 

methods may be appropriate because of hydrologic, climatic 

or safety conditions, or specific project objectives. The use of 

non-standard sampling methods, such as dip samples from the 

centroid, are acceptable when extreme flood or other conditions preclude the collection of the standard sample (U.S. 

Geological Survey, variously dated[b], chapter A4). Usually, 

fecal bacteria samples are collected by dipping a sterile bottle 

in the centroid of flow. Thorough documentation of sampling 

equipment and methods that are used is required in field 

records associated with water-quality samples. It is important 

that field personnel be aware of factors that can compromise 

the integrity of surface-water samples and implement consistent strategies to protect sample integrity. The Project Chief, or 

Supervisory or Lead Hydrologic Technician is responsible for 

ensuring that field records are reviewed in a timely manner.

When samples are collected using EWI or EDI methods, 

cross-section measurements are made with a water-quality 

monitor simultaneously with collection of water. Preferred 

sample time recorded on field forms for surface water samples 

is the first 10-minute increment after the last section in the 

transect is collected. This ensures that cross section measurements are representative of conditions during sample 

collection and that sample time does not conflict with times 

recorded during cross-section measurements. Sample field 

measurements are recorded as the average of cross section 

measurements except for pH, which is the median of crosssection measurements. Cross-section measurements are stored 

in QWDATA.

Groundwater Sampling

Groundwater sampling procedures used by the KSWSC 

are designed to ensure that the samples collected are representative of water in the aquifer and are not contaminated by 
Water-Quality Data Collection 17

 Figure 5. General sequence for cleaning equipment before sampling for inorganic and (or) 

organic analytes water-quality sampling (U.S. Geological Survey, variously dated). 
18 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

Table 2. Steps for cleaning equipment used when sampling inorganic and organic water-quality 

constituents.

[NAWQA, National Water Quality Assessment]

Step Description

Step 1: Preparation

A. Prepare a clean area to work.

1. Gather cleaning supplies that have already been cleaned.

2. Clean work surface or place clean plastic sheeting over work surface.

3. Put on lab coat or apron, safety glasses, disposable powderless gloves.

B. Prepare cleaning solutions

1. 0.1 to 0.2 percent non-phosphate detergent solution (LiquinoxTM).

2. Warm tap water; in container or from tap.

3. 5 percent, by volume, hydrochloric acid (HCl).

4. Deionized water (DIW); in container or from DIW tap.

Step 2: Detergent wash and tap water rinse.

A. Disassemble all equipment. (In field, rinse with DIW.)

B. Soak equipment in Liquinox solution for 30 minutes. (In field, soaking not necessary.)

C. Change gloves. Scrub equipment with soft brush.

D. Rinse thoroughly with tap water.

E. Change gloves.

Step 3: Acid soak

A. Place non-metal equipment in basin filled with 5 percent HCl.

B. Soak for 30 minutes if in laboratory. (In field, rinse using wash bottle.)

Step 4: DIW rinse

A. Change gloves.

B. Transfer equipment from acid to a clean basin.

C. In a basin or under a tap, rinse all equipment thoroughly with DIW.

D. Allow equipment to dry in an area free of airborne contaminants or bag wet if being 

used within 1–3 days. If needed to protect from airborne contaminants, cover equipment with clean plastic bags while drying.

For NAWQA organics samples only (except carbon)—Rinse equipment with methanol after rinsing 

with tap water:

A. Put on gloves that are resistant to solvents.

B. Place cleaned equipment in organic-resistant basin (for example, stainless steel).

C. Using a Teflon® squirt bottle, rinse all equipment with a minimum amount of pesticide-grade methanol.

D. Rinse with pesticide-grade blank water.

E. Allow equipment to air dry in an area that is free from airborne contaminants.

F. Wrap equipment in aluminum foil or place in Teflon® bags.

Step 5: Reassemble and bag equipment

A. Reassemble all equipment (bottle, cap, and nozzle, and so on).

B. Place equipment in doubled plastic bags and seal.

C. Place double-bagged churn splitter inside churn carrier.
Water-Quality Data Collection 19

well construction material or sampling equipment, and that 

the composition of the samples is not altered by physical or 

chemical processes during sample collection and processing. 

It is critical that field personnel be aware of all factors that can 

compromise the integrity of groundwater samples and implement consistent strategies to protect sample integrity.

Groundwater samples are collected by two USGS personnel using methods described by Ziegler and Combs (1997) and 

the NFM (U.S. Geological Survey, variously dated[b]). The 

standard USGS purge procedure removes three or more well 

volumes of standing water while monitoring water level and 

field parameters before removing sample water (U.S. Geological Survey, variously dated[a]). The well is purged a minimum of 30 minutes regardless of the number of well volumes 

removed. Exceptions to the three-well-volume rule can be 

made when the well has been continuously pumped or recently 

pumped (within 24 hours), or the well does not produce 

enough water to continuously withdraw. Samples are collected 

by using a noncontaminating submersible pump constructed 

of polytetrafluoroethylene (PTFE) and stainless steel. During 

purging, specific conductance, pH, water temperature, turbidity, and dissolved oxygen are measured and recorded every 

5 minutes. Stabilization criteria from the NFM (U.S. Geological Survey, variously dated[b], chapter A6, section 6.0) are 

used as a general guideline for stabilization (table 3). Samples 

are collected only if the values of these properties and constituents are within 10 percent for 3 consecutive readings 

made at least 5 minutes apart and if the turbidity was less than 

10 nephelometric turbidity units (NTU). In places, purging of 

five well volumes is needed to meet the turbidity requirement 

before samples are collected. The average of last 3 readings is 

recorded for field measurements. The flow rate during sampling is 0.5 to 1.0 liter per minute (L/min; 0.13 to 0.26 gallon per minute [gal/min]), similar to the method described 

by Puls and Barcelona (1996). Purged water is conveyed far 

enough away from the wells so as not to affect the recharge 

area. Groundwater samples generally are collected from 

upgradient to downgradient sites or from sites with the lowest 

concentrations of water-quality constituents to those with the 

highest concentration. Between sites, the sampling equipment 

is cleaned as described in the NFM (U.S. Geological Survey, 

variously dated[b], chapter A3) and summarized in figure 5 

and table 2. Samples are collected in-line, and processed and 

preserved inside isolation chambers to prevent ambient air 

contamination.

Measurement of Field Parameters

Field measurements are made in the field when water 

samples are collected and should represent, as closely as 

possible, the natural conditions of the system at the time of 

sampling. USGS procedures for collecting field measurements 

in surface water and groundwater systems are provided in the 

NFM (U.S. Geological Survey, variously dated[b], chapter 

A6). The project work plan describes which field parameters and onsite determinations are required during sample 

collection. Calibration and maintenance protocols for waterquality monitors used in the KSWSC to measure field parameters are described in detail by Bennett and others (2014). 

Stabilization criteria from the NFM (U.S. Geological Survey, 

variously dated[b], chapter A6, section 6.0) are used as a general guideline for stabilization (table 3).

Routine field measurements include water level (for 

groundwater), gage height and streamflow (for surface water), 

and measurements made with multiparameter water-quality 

monitors that include water temperature, dissolved oxygen, 

concentration, specific conductance, pH, and turbidity. Additional measurements using a water-quality monitor may include 

nitrate, oxidation-reduction potential, chlorophyll fluorescence, 

phycocyanin fluorescence, and colored dissolved organic matter. 

To ensure quality of the measurements, calibration within the 

range of field conditions at each site is required for most instruments. Operation and maintenance of the water-quality monitors 

is described in the NFM (U.S. Geological Survey, variously 

dated[b], chapter A6), by Wagner and others (2006), and by 

Bennett and others (2014). The Nitratax monitor is being used 

for measuring in-stream nitrate, and monitors are operated as 

described in Pellerin and others (2013). When Nitratax concentrations exceed 10 mg/L (the maximum contaminant level for 

drinking water), field personnel will try to collect a sample for 

laboratory verification. Additional field measurements might 

include alkalinity or acid neutralizing capacity depending 

on project objectives. If alkalinity samples are collected and 

processed, the alkalinity calculator in PCFF or on-line alkalinity 

calculator is to be used to report and store advanced speciation 

of alkalinity (U.S. Geological Survey, 2012b).

Field parameter measurements must be recorded in the 

field, including methods, equipment, and calibration information, using the PCFF. The Project Chief, or Supervisory 

or Lead Technician (or designated person) is responsible for 

ensuring that field records are reviewed for completeness. To 

avoid the loss of data because of possible instrument malfunction, field personnel should ensure that backup sensors 

or instruments are readily available and in good working 

condition.

To document the quality of field measurements, all USGS 

personnel involved in the collection of water-quality data are 

required to participate in the National Field Quality Assurance (NFQA) Program to test the proficiency of the equipment 

and analyst to measure prepared samples for pH, specific 

conductance, and alkalinity. Results of the NFQA Program 

are reviewed by the USGS Water Sciences Field Team WaterQuality Specialist and the KSWSC Water-Quality Specialist. Unsatisfactory results require followup to determine the 

source of the problem. Usually followup includes obtaining 

second-round samples for reanalysis.

Other types of data also may be collected and analyzed 

by project staff for specific projects. Biological samples 

may include fecal indicator bacteria, fecal indicator viruses 

or protozoa, biological oxygen demand, and cyanobacteria. Procedures are described in the NFM (U.S. Geological 

Survey, variously dated[b] chapter A7). Onsite determinations 
20 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

Table 3. Stabilization criteria for recording field measurements (U.S. Geological Survey, variously dated [b]).

Table 3. Stabilization criteria for recording field measurements (U.S. Geological Survey, variously dated

[b]).
Water-Quality Data Collection 21

for chlorine and hydrogen sulfide, and lab determination of 

biological activity and reactivity tests (BART) are done by 

field personnel following procedures described by each of 

these kit manufacturers with quality-assurance procedures in 

the field. Photometer testing kits manufactured by Chemetrics, Inc. or another acceptable vendor may be used for nitrate 

and phosphate determinations. Chlorine and hydrogen sulfide 

kits are manufactured by Hach. BART kits are manufactured 

by Droycon Bioconcepts, Inc. Generally quality assurance is 

done using spilt replicate analysis as a check on procedures 

and reports, and data are recorded on the paper field form or 

on a separate field sheet to record the data. These data are 

then entered into NWIS. Forms are retained in the KSWSC 

electronic file directory with field sheets.

Sample Processing

All samples collected for water-quality analysis must 

be processed according to procedures described in the NFM 

(U.S. Geological Survey, variously dated[b], chapter A5) as 

soon as possible following collection. The constituents of 

interest and study objectives determine the specific processing procedures that are necessary, which must be described 

in the project proposal or work plan. The work plan also 

describes whether samples must be processed on site, or may 

be transported to the laboratory or other site for processing. 

Groundwater samples are always processed onsite except for 

bacteria samples and field alkalinities. The samples are kept on 

ice, and transported to the field office laboratory for processing by USGS field personnel. It may be acceptable to process 

surface-water samples in the laboratory if the site is less than 

about an hour drive away. This is sometimes beneficial during 

storm sampling, for example, when a field team, and separate 

processing team in the laboratory or mobile laboratory can 

process samples most efficiently.

All water-quality studies that include the analysis of 

trace-inorganic concentrations at or near 1 ppb, or when 

aluminum, iron, and manganese concentrations are less than 

200 ppb, must use the two-person sample processing protocol 

(clean hands and dirty hands, or ppb protocol) as described 

in the NFM (U.S. Geological Survey, variously dated[b], chapter A4). These techniques require the use of processing and 

preservation chambers to reduce the potential for contamination from the surrounding environment during sample splitting, filtration, and preservation. Arsenic speciation methods 

are included for groundwater samples following protocols 

described in the NFM (U.S. Geological Survey, variously 

dated[b], chapter A5). Sample processing procedures for 

all water-quality projects are reviewed during proposal and 

work plan review, and during periodic project reviews by the 

KSWSC Water-Quality Specialist.

Detailed sample processing order is described in the 

NFM (U.S. Geological Survey, variously dated[b], chapter A5) 

and may differ slightly for groundwater and surface water 

samples. The general order for filling surface-water sample 

bottles is unfiltered organics (such as total organic carbon), 

unfiltered inorganics (such as total suspended solids and 

turbidity), filtered inorganics (such as trace elements, nutrients, major ions, and alkalinity), and filtered organics such as 

dissolved organic carbon and pesticides). The general order 

for filling of groundwater sample bottles is volatile organic 

compounds (VOCs), fecal indicator bacteria (such as fecal 

coliform, Escherichia coli, and total coliform) and viruses 

(such as coliphage), unfiltered organics (such as total organic 

carbon), unfiltered inorganics (such as total suspended solids 

and turbidity), filtered inorganics (such as metals, nutrients, 

anions, and radiochemicals), and filtered organics such as dissolved organic carbon and pesticides).

Sample Compositing and Splitting

Guidelines for using sample compositors and splitters 

are described in the NFM (U.S. Geological Survey, variously 

dated[b], chapter A5). Two types of sample splitters presently 

in use in the USGS are the churn splitter, which also serves as 

a compositing device, and the cone splitter, which requires a 

separate compositing vessel. Each splitter has specific advantages and disadvantages, as described in OWQ Technical 

Memorandum 97.06 (U.S. Geological Survey, 1997) and by 

Horowitz and others (2001). The churn splitter is constructed 

from polyurethane and Teflon. Either splitting method can 

be applied to inorganic and organic constituents within the 

technical design limits of the device, and as long as the equipment is constructed of appropriate materials. The KSWSC 

uses 14-L or 8-L Teflon churn splitters for most water-quality 

sampling.

Sample Filtration

Filtration is required for many water-quality samples 

to separate particulates from the water and constituents in 

solution. Selection of the appropriate filter unit and filter 

characteristics to be used depends on the constituent class of 

interest. For surface water, the most common filtration system 

consists of a reversible, variable-speed battery-operated 

peristaltic pump and a 0.45-mm pore size disposable capsule 

filter. Filtration of samples for pesticides, whether for surface 

water or groundwater samples, is done through a 0.7-mm pore 

size glass fiber filter. Capsule filters and glass fiber filters are 

purchased through the USGS National Field Supply Service 

(NFSS), and are quality-assured by the NWQL to meet USGS 

specifications. Filtration of samples for analysis of trace elements in concentrations less than 1 ppb, or when aluminum, 

iron, or manganese ambient concentrations are less than 

200 ppb, must be done in a processing chamber that encloses 

the filtering unit and sample bottles in a protected environment 

as described in the NFM (U.S. Geological Survey, variously 

dated[b], chapter A5).
22 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

Sample Preservation

Sample preservation techniques are required for some 

constituent groups to prevent reduction or loss of target analytes, and to stabilize analyte concentrations for a limited time. 

Guidelines for sample preservation are provided in the NFM 

(U.S. Geological Survey, variously dated[b], chapter A5) and 

the NWQL Catalog which is available on an internal Web site. 

Samples for arsenic speciation in groundwater are preserved 

following protocols described in the NFM (U.S. Geological Survey, variously dated[b], chapter A5). Nevertheless, 

individual laboratories may have different policies for sample 

preservation. For example, the NWQL in Denver, Colo., 

does not require total organic carbon (TOC) samples to be 

preserved, whereas the contract laboratory City of Wichita 

Laboratory in Wichita, Kans., requires that total organic carbon samples be preserved with sulfuric acid. Contact must be 

made with every laboratory that is being used by the KSWSC 

to ensure proper sample preservation. Care is taken to ensure 

that proper preservatives are used and that expiration dates 

have not been exceeded. Litmus paper pH strips are available 

to ensure proper acidification of samples before shipping. 

Because some samples have a limited holding time even when 

preserved, field personnel must ensure that all water-quality 

samples are shipped to the laboratory as quickly as possible, 

and that time-sensitive samples are received in good condition 

within the appropriate holding time.

Collection of Quality Control Samples

The sources of variability and bias introduced by sample 

collection and processing affect the interpretation of waterquality data. Collection of QC samples ensures that the data 

collected are compatible and of sufficient quality to meet program objectives. The quality of data collected must be documented by collecting QC samples that may include replicates, 

blanks (equipment and field), and field-matrix-spike samples. 

The number and types of quality control samples are described 

in the project work plan. Generally, quality-control samples 

represent at least 10 percent of the total samples collected for a 

project. Remaining datasets are expected to be at least 90 percent complete. The Project Chief and Water-Quality Specialist 

determine appropriate data quality objectives for projects.

Replicate samples are samples collected in the same 

manner as environmental samples so that a replicate sample 

should have the same concentrations as the corresponding 

environmental sample. Split and concurrent replicate samples 

are the most common types of replicate samples collected in 

the KSWSC. Split samples are collected from the same compositing container as the environmental sample. Concurrent 

samples are collected at the same time and placed in separate 

compositing containers. Replicate and concurrent samples 

are used to estimate the variability associated with the sample 

collection and analysis process. Generally, relative percent 

differences among replicate samples for inorganic and organic 

analytes, and metals should be within about 20 percent, and 

for biological samples should be within 50 percent. When concentrations are at or near the laboratory reporting level, higher 

percent differences are acceptable. In addition, some organic 

analytes, such as atrazine enzyme-linked immunosorbent 

assays (ELISAs), may have higher variability.

Equipment blanks are a type of blank sample that are 

used to verify that sample equipment, cleaning, collection, and 

processing procedures used by the field personnel are adequate 

to produce contaminant-free results. These equipment blanks 

ensure that individual pieces of sampling equipment are not 

sources of detectable concentrations of constituents to be 

analyzed in environmental samples. An annual equipment 

blank is required for all sampling equipment used for inorganic ppb level sampling. Exemptions from this requirement 

are given to equipment used continuously throughout the year, 

which are part of an adequate and continuous quality control 

program (for example, some hydrologic data programs), or 

when a significant piece of the sampling equipment is repaired 

or replaced. Annual equipment blanks that indicate detectable 

levels of constituents require submission of equipment blanks 

for individual components of the equipment to isolate the 

source of contamination as described in Horowitz and others 

(1994). Sources of contamination are to be determined before 

use of the equipment to collect environmental data. When the 

source of contamination has been determined, the necessary 

maintenance must be completed to eliminate contamination or 

the equipment must be replaced. The Water-Quality Specialist, 

Project Chief, Supervisory or Lead Hydrologic Technician, 

or designated person monitors the results of annual equipment blanks, and ensures compliance with USGS standards. 

Concentrations in blank samples generally should not exceed 

twice the analyte detection limit.

Sample Handling, Storage, and Shipping

Water-quality samples are refrigerated at a temperature 

that is less than 4 °C, but above freezing. Proper packing and 

shipment of samples is necessary to comply with Department 

of Transportation and other regulations, to protect workers 

who handle the samples, and to ensure samples arrive at the 

laboratory in good condition. All samples must be shipped 

in an expedient manner and well within the required holding 

times for each analysis. Samples that are chilled or otherwise time dependent, such as nutrients and VOCs, should be 

shipped overnight, and samples should not be collected if they 

would arrive at the NWQL later in the week than Friday. Upon 

completion of a sampling trip, nontime sensitive samples 

(such as major ions and trace elements) should be packaged 

and shipped to the laboratory for analysis as soon as possible. 

Generally, the shorter the time between sample collection, and 

processing and sample analysis, the more reliable the analytical results will be.

Specific guidance on sample packaging, shipment, and 

documentation is provided on the NWQL internal Web site, 

and in the NFM (U.S. Geological Survey, variously dated[b], 

chapter A5). Some of the more important points of the 
Water-Quality Data Collection 23

aforementioned memorandum include the following steps, 

which should be followed before shipping any samples to the 

laboratory:

• Check that sample sets are complete and that sample 

bottles are labeled correctly with all required information.

• Complete the ASRs for all samples being sent to 

the NWQL. If samples are being sent to a different, approved laboratory, information similar to that 

required on the ASRs should be provided to the laboratory.

• Line all shipping containers, including those without 

ice, with two heavy-duty clear plastic bags.

• Check that bottle caps are securely sealed. Pack sample 

bottles from a site in a Ziploc bag, and pack samples 

carefully in the shipping container to avoid bottle 

breakage, shipping container leakage, and sample 

degradation.

Chain-of-Custody Procedures for Samples

When chain-of-custody procedures are appropriate or 

required (for example, when data may be used in legal proceedings), the Project Chief should establish, maintain, and 

document a chain-of-custody system for field samples that is 

commensurate with the intended use of the data. A sample is 

in custody if it is in actual physical possession or in a secured 

area that is restricted to authorized personnel. Every exchange 

of a sample between people or places that involves a transfer 

of custody should be recorded on appropriate forms that document the release and acceptance of the sample. Each person 

involved in the release or acceptance of a sample should keep 

a copy of the transfer paperwork. The Project Chief, Supervisory or Lead Hydrologic Technician, or designated persons 

are responsible for ensuring that custody transfers of samples 

are completed and documented according to the requirements 

listed below:

• The means for identifying custody should be clearly 

understood (use of forms, stickers, and so on).

• Instructions for documenting the transfer of samples 

and the person responsible for this documentation must 

be clearly defined.

• A plan must be in place for maintaining records in 

a specific location for a specific period of time (for 

example, in the station folder).

Detailed guidance on chain-of-custody procedures is 

provided by the NWQL. Specific procedures for other laboratories may differ. The process for chain-of-custody samples 

including electronic record-keeping is described in the project 

work plan.

Collection of Suspended-Sediment Data

Most water-quality studies in the KSWSC include collection of suspended-sediment data. Currently (2014), no network 

sediment data collection is done in the KSWSC Data Section. 

Sediment samples usually are analyzed at the USGS Sediment 

Laboratory in Iowa City, Iowa, or Rolla, Mo. USGS personnel 

in Kansas collect suspended-sediment data by using sampling 

methods that include the single vertical method, and the EWI 

or EDI method. Automatic pumping-type samples are seldom 

used. Methods are specified in the project work plan.

The policies and procedures related to sediment followed 

by the KSWSC are described in selected publications, and in 

memorandums issued by the Office of Surface Water (OSW) 

and OWQ. Techniques are presented in Knott and others 

(1993), and Gray and others (2008). The USGS also follows 

procedures presented in the following publications in the 

series “Techniques of Water-Resources Investigations of the 

U.S. Geological Survey”:

• Book 3, chapter C1, “Fluvial Sediment Concepts” by 

H.P. Guy (1969).

• Book 3, chapter C2, “Field Methods for Measurement 

of Fluvial Sediment” by Edwards and Glysson (1999).

• Book 3, chapter C3, “Computation of Fluvial-Sediment 

Discharge” by George Porterfield (1972).

• Book 3, chapter C4, “Guidelines and Procedures for 

Computing Time-Series Suspended-Sediment Concentrations and Loads from In-Stream Turbidity Sensor 

and Streamflow Data” by Patrick Rasmussen and others (2009).

Another resource for sediment sampling procedures is 

Davis (2005).

Continuous Water-Quality, Streamflow, and 

Precipitation Data

Many protocols for collecting additional data collected 

with water-quality samples are described in separate documents. Protocols for collection of continuous, time-series 

water-quality data are described in the KSWSC Quality-Assurance Plan for Continuous Water-Quality Monitoring in Kansas 

(Bennett and others, 2014) by Wagner and others (2006; http://

pubs.usgs.gov/tm/2006/tm1D3/). Protocols for measuring 

streamflow and collecting precipitation data are described 

in the KSWSC Quality-Assurance Plan for Surface Water 

Activities in Kansas (Loving and others, unpub. data, 2011). 

The KSWSC does not currently (2014) collect precipitation 

samples for water-quality analysis. The pressure transducers 

used in groundwater wells in Kansas include a water temperature thermistor that provides temperature correction data to the 

pressure transducer. In Kansas, these data are used as ancillary 
24 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

information for internal use only. Additional discussion on this 

topic is provided by Putnam and Hansen (2014).

Collection of Streambed Sediment and BottomMaterial Samples

Water-quality activities by the KSWSC include the collection of streambed sediment and bottom-material samples. 

Guidelines for the collection of bottom-material samples are 

presented in the NFM (U.S. Geological Survey, variously 

dated[b], chapter A8). Reservoir sediment studies are also 

guided by project specific quality assurance plans. Samples 

for both streambed sediment and bottom material may be 

analyzed for chemical constituents including trace elements 

or hydrophobic organic compounds. Protocols for collecting 

streambed-sediment are adapted from the USGS NAWQA 

Protocol for collecting and processing streambed-sediment 

samples (Shelton and Capel, 1994) and the NFM (U.S. 

Geological Survey, variously dated[b]). The project work 

plan describes specific guidelines for sediment sampling 

depending on project objectives. Methods used for processing and shipping may be modified as directed by specific 

laboratories, and project chiefs and collectors need to be 

familiar with requirements, equipment, and supplies of other 

laboratories.

Field personnel must be familiar with the factors involved 

in the selection of sediment-sampling equipment that are based 

on the type of analyses needed and hydraulic conditions, as 

well as special cleaning procedures that may be required when 

sampling sediment chemistry.

Collection of Streambed Sediment Samples

Wadeable depositional zones containing fine-grained 

particulate material should be identified at 5 to 10 locations for 

each site. Depositional zones should be selected that represent upstream effects, and various flow regimes such as left 

bank, right bank, center channel, and different depths of water. 

This will ensure that the sediment sample represents depositional patterns from various flow regimes and sources within 

the reach. Each depositional zone at a sampling site will be 

subsampled several times, and the subsamples will be composited with samples from other depositional zones sampled at 

the same site. Samples are composited in clean glass containers. Compositing will smooth the local scale variability and 

represent the average contaminant levels present at the site. 

All sampled zones should be underwater from the time of 

deposition until collection. The selected depositional zone is 

approached by moving upstream to avoid disturbing the area 

to be sampled and the sampling point is approached from 

downstream. The top 2–3 centimeters (cm; 0.8–1.2 inch [in.]) 

of surficial fine material from the streambed is removed with a 

PTFE scoop.

Processing

Laboratory analysis usually is done on the fine materials (less than 63 micrometer [μm]), and the bulk samples can 

be sieved in the field before shipping or by the laboratory. 

Project objectives determine if field or laboratory sieving is 

appropriate. The 500-milliliter (mL) glass jars are filled to be 

shipped to appropriate laboratories for sieving and analysis 

from the composited bulk sample. Bulk material that is fieldsieved before shipping is removed from the composited glass 

container, and small amounts are placed onto a 63-μm mesh 

sieve with the PTFE scoop. A stainless steel or PTFE sieve is 

used for material analyzed for organic compounds. A plastic 

or PTFE sieve is used for material analyzed for trace elements. 

Native water that has been collected directly from the stream 

into a 500-mL PTFE wash bottle is used to elutriate the sediment sample. The fine sediments pass through the sieve with 

a stream of water delivered by the wash bottle. Small amounts 

of sediment material are worked through the sieve, and the 

material remaining on the sieve is discarded. It is not necessary to sieve all of the material that is less than 63 μm in each 

aliquot. Sieved sediments are then transferred into 500-mL 

glass jars.

Sample Handling, Storage, and Shipping

Streambed-sediment samples are refrigerated at a temperature that is less than 4 °C, but above freezing. Samples for 

nutrient and trace-element analyses should be packed for shipping as directed by the laboratory. Samples for organic-contaminant analyses are placed into a protective sleeve, packed 

in ice (but not frozen), and shipped to the USGS NWQL. 

Samples should be packaged and shipped to the laboratory 

for analysis as soon as possible. Before shipping, check that 

sample bottles are labeled correctly with all required information, required paperwork is included, bottle caps are securely 

sealed, and the shipping container is properly packed and 

labeled.

Collection of Ecological Data

Some KSWSC water-quality activities include the collection of ecological samples including periphyton, benthic 

macroinvertebrates, fish, and contaminants in biological tissues. Ecological data also may include evaluations of stream 

habitat. Guidelines for ecological sampling are described by 

Stone and others (2012), and in project work plans.

Collection of Periphyton

Periphyton consists of the attached algae that grow on 

submerged surfaces in water bodies, such as rocks, woody 

debris, and sand (Allan, 1995). These periphyton protocols 
Water-Quality Data Collection 25

are adapted from those used by the Kansas Biological Survey 

(Bouchard and Anderson, 2001); the U.S. Environmental Protection Agency’s (EPA) rapid bioassessment protocols (RBP; 

Stevenson and Bahls, 1999); and the USGS revised protocols 

for sampling algal, invertebrate, and fish communities as part 

of the NAWQA Program (Moulton and others, 2002).

Periphyton is collected from unattached hard substrates 

(cobble or woody debris) in riffles and runs when present. A 

bar clamp sampler is clamped onto a smooth part of each substrate, and a new test tube brush is used to scrub periphyton 

from the known area of the surface of the substrate. The periphytic material is wetted with 0.7-μm filtered streamwater by a 

squirt bottle and transferred to a 250-mL beaker using a fresh 

plastic pipette. This process is repeated several times until all 

of the visible periphyton is removed from the sampling area.

Collection of Macroinvertebrates

The collection of macroinvertebrate data usually is done 

following KDHE’s qualitative macroinvertebrate protocols 

(Kansas Department of Health and Environment, 2000) for 

assessing biological quality of streams and rivers, which have 

been used for stream evaluations in water-quality monitoring studies within the state (Poulton and others, 2007; Teresa 

Rasmussen and others, 2009; Graham and others, 2010). 

Before invertebrate sampling begins, the sampling reach and 

types of in-stream habitats present in the reach must be identified and documented. The KDHE macroinvertebrate protocol 

calls for 2, 100-organism field-sorted samples to be collected 

with a standard rectangular frame kicknet (9 in. by 18 in. 

with 500-μm mesh) simultaneously by each of 2 individual 

biologists working independently of one another. For each 

of the 2 biologists, sampling ends after 1 hour, even if the 

100-organism count has not been reached. Both 100-organism samples are later pooled into 1, 200-organism sample. For 

each sample collected at a site, the 2 independent samples are 

combined into 1, 200–organism sample, and the sample bottle 

preservative is decanted and refilled with 80-percent ethanol to 

reduce the chance of spoilage. Sample bottles are sealed with 

electrical tape. Samples are shipped to the USGS NWQL for 

identification and enumeration.

Collection of Fish Samples

Fish protocols are adapted from the EPA Rapid Bioassessment Protocols (Barbour and others, 1999), and the USGS 

revised protocols for sampling algal, invertebrate, and fish 

communities as part of the NAWQA Program (Moulton and 

others, 2002). Fish collection procedures focus on a multihabitat approach where habitats are sampled in relative proportion to their local representation. Electrofishing is done in 

two separate passes of the reach, and the fish collected from 

the first pass are processed before the second pass. Seining is 

done after electrofishing. Three seine collections are taken and 

combined before fish processing. Identifications are made by a 

crew member who is familiar with the fish species commonly 

found in the study area. An attempt is made in the field to 

identify all fish to the species level.

Water-Quality Laboratories and Analyses

Two of the most critical issues for a water-quality program are data comparability and data consistency. Because 

of the inherent variability among laboratories, one of the best 

ways to provide comparability and consistency is to use a 

single laboratory as much as is practical. However, using just 

one laboratory does not ensure consistency. Laboratory performance must be continually evaluated.

Selection and Use of an Analytical Laboratory

Contract or cooperator laboratories can be used when the 

cooperative agreement designates a laboratory other than the 

NWQL or when analytical services are required that cannot 

be provided by the NWQL. Laboratory performance must 

be evaluated to ensure that it meets program requirements 

(U.S. Geological Survey, 2014). Generally, the approval process ensures that the analytical techniques and methods used 

at the laboratory will provide sufficient and reliable data at the 

concentrations ranges of concern to meet the project objectives. The evaluation and approval process includes laboratories that provide chemical, biological, radiochemical, stable 

isotope, or sediment analytical services.

Data are used to evaluate the capability of a laboratory to 

perform an analytical method as described. Analyses of reference material with known composition (typically referred to 

as standard reference material, certified standards, or performance test samples) are the most common source of the data 

needed. These samples usually are submitted as blind samples 

(composition unknown to the laboratory) from an external 

program and are used to determine whether sufficient performance data and information are available to evaluate performance before and during the project’s data-collection phase 

(Level I), or insufficient or no performance data or information 

are available to evaluate performance before and during the 

project’s data-collection phase (Level II). Use of laboratory 

data classified as Level 2 requires the production of a separate 

laboratory evaluation package to assess and document specific 

laboratory performance. Knowledge about the data quality 

from analytical laboratories is used in the assessment of the 

environmental data.

The USGS policy on approval of analytical laboratories (U.S. Geological Survey, 2014): (1) is project based and 

assesses a laboratory’s capability to meet specific project 

needs (as defined by project specific data quality objectives), 

(2) includes a performance-based laboratory evaluation process using samples specific to the project design, (3) makes 

it the responsibility of project management to prepare and 

implement a laboratory evaluation plan that includes submitting QC samples to the laboratory during the life of the project 
26 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

and re-evaluating performance regularly, and (4) makes it 

the responsibility of the Water Science Center Director to 

approve the laboratory evaluation plan for each project and 

ensure that it is implemented throughout the life of the project. 

Emphasis is on maintaining data quality required to achieve 

project objectives. This policy pertains to all laboratories used 

by the KSWSC, even when the analytical method being used 

by a project does not yet have an approved analytical method 

report.

To assist in this process, the Branch of Quality Systems 

(BQS) developed a database of laboratory information and 

performance data. The information contained in the BQS database is evaluated as part of the KSWSC process for approving 

analytical laboratories. Additional considerations include the 

following:

• Participate in the National Environmental Laboratory 

Accreditation Program (NELAP or NELAC). Information from this program may be useful in evaluating 

laboratory performance.

• Use approved and published analytical methods. 

Analytical methods must be approved and published 

by one of the following sources: USGS; EPA; American Public Health Association, American Water Works 

Association, and Water Environment Federation 

(Standard Methods); or American Society for Testing 

and Materials (ASTM). The publication of the method 

must include documentation for the analytical techniques and chemical processes, and the expected data 

quality. If a specific analytical method not published 

by the sources listed above is requested for a specific 

project, it is the responsibility of the KSWSC to clearly 

explain methods used and qualify data entered in 

QWDATA (OWQ Technical Memorandum 2004.01, 

U.S. Geological Survey, 2004).

• Have standard operating procedures (SOPs) for analytical methods. All analytical methods must have documented SOPs that are approved in accordance with 

procedures contained in the laboratory QA plan.

• Have an approved laboratory QA plan. The laboratory must have an approved QA plan that is supplied 

to USGS customers upon request. The laboratory QA 

plan should provide internal guidance and documentation that will ensure the laboratory is operating under a 

standardized, rigorous QA program, and is producing 

analytical results of a known and documented quality. 

The laboratory QA plan should describe QA activities, 

QC procedures and requirements, performance acceptance criteria, and required corrective actions that will 

be taken if the criteria are not met.

• Have a documented QC program that provides the data 

necessary to continuously track the bias and variability of analytical data. All QC information, such as QC 

charts, analysis of laboratory QC samples, calibration 

records, and analyst bench logs, should be maintained 

for at least 3 years, and be available to USGS customers.

• Demonstrate the ability to provide the analytical 

services required. Laboratories can demonstrate the 

ability to provide the required analytical services by 

participation in existing USGS; non-USGS certification, evaluation, blind-sample programs; or by documentation of similar projects.

Analytical Laboratories Used by the Kansas 

Water Science Center

The KSWSC uses several different laboratories for 

sample analyses. Laboratory name, location, medium, and 

Web site are included in table 4. Web sites provide information 

about available analyses, methods, certifications, and quality 

control.

The primary laboratory used by the KSWSC for analytical services is the USGS NWQL in Lakewood, Colo. 

(table 4). An electronic copy of the Quality Management 

System (QMS) can be accessed through the NWQL’s homepage (table 4). The QMS is a document that discusses management and technical requirements as well as QA and QC 

requirements for NWQL, and is updated as changes are made. 

Laboratory QC at the NWQL is monitored by (1) method 

performance; (2) data review, and the blind sample program 

administered and monitored by the BQS; and (3) performance 

evaluation studies. The NWQL participates in performance 

evaluation studies and laboratory certification programs. 

External agencies and customer organizations audit the 

NWQL to assess analytical methods and QA and QC programs. Additional information about all of these programs is 

available on the Web site.

Kansas Water Science Center Laboratories

The KSWSC maintains the Organic Geochemistry 

Research Laboratory (a project laboratory at the KSWSC location in Lawrence, Kans.), a field office laboratory in Wichita, 

Kans., mobile laboratories, and field vehicles in the Wichita 

Field Office and the KSWSC in Lawrence, Kans. (table 4). 

These facilities are used for preparing equipment for field 

activities, processing samples, completing field analytical 

measurements, completing sample and microbial analysis, and 

preparing samples for shipment to analytical laboratories. This 

section documents the criteria for maintaining and operating 

these facilities. Laboratories are maintained in accordance 

with the KSWSC chemical hygiene plan, and recommendations provided by the Chemical Hygiene Officer and the 

KSWSC Safety Officer.
Table 4. Analytical laboratories used by the Kansas Water Science Center.[USGS, U.S. Geological Survey]

Laboratory Medium Analytes 

USGS National Water-Quality Laboratory, 

Lakewood, Colo.

Water, sediment, macroinvertebrates Nutrients, trace elements, major ions, 

carbon, organic compounds

http://nwql.usgs

USGS Crustal Geophysics and Geochemistry 

Science Center, Denver, Colo.

Sediment Trace elements, nutrients, carbon http://crustal.us

USGS Geosciences and Environmental Change 

Science Center, Denver, Colo.

Sediment Trace elements, nutrients, carbon http://esp.cr.usg

USGS Ohio Water Microbiology Laboratory, 

Columbus, Ohio

Water, sediment Microbial analytes http://oh.water.

USGS Organic Geochemistry Research 

Laboratory, Lawrence, Kans.

Water Organic compounds, algal toxins http://ks.water.u

USGS Sediment Laboratory, Iowa City, Iowa Water Suspended-sediment concentration http://ia.water.uUSGS Sediment Laboratory, Rolla, Mo. Water Suspended-sediment concentration http://mo.waterUSGS Stable Isotope and Tritium Laboratory, 

Menlo Park, Calif.

Water, seston Isotopes wwwrcamnl.wr.

html

USGS St. Petersburg Coastal and Marine 

Science Center, St. Petersburg, Flor.

Water Suspended-sediment concentration http://coastal.er

BSA Environmental Services, Beachwood, Ohio Phytoplankton, periphyton, zooplankton Identification, enumeration, and biovolume http://www.bsaeBio-Limno Research & Consulting, Halifax, 

Nova Scotia

Sediment Algal identification and enumeration http://www.bio-

Engineering Performance Solutions, 

Gainesville, Flor.

Water Geosmin, 2-methylisoborneol (MIB) http://www.epsl

Johnson County Environmental Laboratory, 

Olathe, Kans.

Water Nutrients, trace elements, major ions, 

indicator bacteria

http://www.jcw.

WaterQuality

PhycoTech, Inc., St. Joseph, Mich. Water, sediment, periphyton, phytoplankton, zooplankton Akinete, identification, enumeration, biovolume http://www.phyTestAmerica Laboratories, Arvada, Colo. Sediment Nitrogen http://www.testaWichita Municipal Water and Wastewater 

Laboratory, Wichita, Kans.

Water Nutrients, trace elements, major ions, 

indicator bacteria

http://www.wich
28 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

U.S. Geological Survey Organic Geochemistry Research 

Laboratory, Lawrence, Kansas

The KSWSC maintains the Organic Geochemistry 

Research Laboratory located at the KSWSC in Lawrence, 

Kans. (table 4). General oversight of the Organic Geochemistry Research Laboratory is provided by the Research Project 

Director.

Water Science Center Project Laboratory, Lawrence, 

Kansas

The KSWSC also maintains the project laboratory 

located in Lawrence, Kans.. Responsibility for general 

oversight of the laboratory is delegated by the WQ Specialist. The project laboratory contains laboratory benches, 

glassware, sinks, chemical, acid storage cabinets, and other 

equipment and instruments listed in table 5. All laboratory 

users have responsibility for maintenance and repair of the 

instruments, and QA of the equipment and instruments. All 

personnel are responsible for proper waste-disposal practices 

to ensure that procedures are in compliance with State and 

Federal regulations. A refrigerator is used to store samples 

and supplies that require refrigeration such as indicator 

bacteria agar plates. The temperature inside the refrigerator 

is maintained at 4 °C.

Deionized water is produced in the project laboratory for 

use by KSWSC personnel to rinse laboratory glassware and 

other supplies, pre-rinse filters and sample bottles, and for 

other purposes as described in the NFM (U.S. Geological Survey, variously dated[b]). The ion-exchange system is serviced 

routinely by the manufacturer, and cartridges are changed as 

needed to meet USGS requirements (U.S. Geological Survey, 

2011). Conductivity of the deionized water is tested regularly 

to ensure that maximum specific conductance is less than 

1.0 microsiemens per centimeter (μS/cm). A deionized water 

sample is submitted to the NWQL for analysis approximately 

annually.

Wichita Field Office Laboratory, Wichita, Kansas

A laboratory also is maintained in the field office in 

Wichita, Kans.. The field laboratory contains laboratory 

benches, glassware, sink, chemical and acid storage cabinets, and other equipment and instruments. All laboratory 

users have responsibility for maintenance and repair of the 

instruments, and QA of the equipment and instruments. 

Responsibility for general oversight of the field office 

laboratory is delegated by the WQ Specialist. All personnel 

are responsible for proper waste-disposal practices to ensure 

that procedures are in compliance with State and Federal 

regulations.

Deionized water is produced in the field office laboratory for use by KSWSC personnel to rinse laboratory glassware and other supplies, pre-rinse filters and sample bottles, 

and for other purposes as described in the NFM (U.S. Geological Survey, variously dated[b]). The reverse-osmosis system is serviced routinely by Quality Water Services, and the 

mixed-bed tanks, charcoal tank, and 0.2 micron and 5 micron 

filters are changed as needed to meet USGS requirements 

(U.S. Geological Survey, 2011). Conductivity of the deionized water is tested regularly to ensure that maximum specific conductance is less than 1.0 μS/cm. A deionized water 

sample is submitted to the NWQL for analysis approximately 

annually.

Mobile Laboratories and Water-Quality Field Vehicles

Water-quality field vehicles refer to all vehicles that 

are designed, designated, and outfitted for use during waterquality sample collection, and processing activities at or near 

sample-collection sites. The KSWSC maintains field vehicles 

designated for water-quality sample collection and processing. If a nondesignated vehicle must be used for water-quality 

work, portable processing and preservation chambers are used 

for sample processing, and extra QC samples are collected to 

document that the data have not been compromised.

Table 5. Equipment in the Kansas Water Science Center project and field laboratories, and required quality 

assurance.

Laboratory equipment Quality assurance

Refrigerator Temperature monitored monthly.

Freezer Temperature monitored monthly.

Fume hood Routine checks and filters replaced.

Supply of deionized water, Siemens Maintained as recommended.

Autoclave Maintained per manufacturer’s instructions.

Incubators Temperature checked when used.

Tabletop turbidimeter Routine calibration and maintained per manufacturer’s instructions.

Multiparameter water-quality monitors Maintained per Bennett and others (2013).

pH meters Calibrated when used and maintained per manufacturer’s instructions.
Data Management 29

A field vehicle is designated as a water-quality field 

vehicle when it meets criteria to maintain a noncontaminating environment for the constituents being sampled. The 

work area must be maintained to eliminate sources of sample 

contamination. Specifications for vehicles used when sampling for water-quality constituents are discussed in the NFM 

(U.S. Geological Survey, variously dated[b]), by Horowitz and 

others (1994), and Lane and others (2003); and include the 

following:

• Materials used for cabinets, storage, and work surfaces 

must be easy to maintain, made of, or covered with 

noncontaminating materials and such that they can be 

cleaned with water or solvents as appropriate.

• Cargo should be restricted to equipment and supplies 

related to water-quality sample collection unless stored 

in a separate compartment.

• No potentially contaminating equipment or supplies, 

such as sounding weights, solvents, fuel, and so on, 

may be transported in the interior compartment of the 

vehicle. Such equipment and materials must be physically isolated from the sample-processing area of the 

water-quality field vehicle.

• A dust barrier should exist between the cab and work 

area of the vehicle.

• The Project or Office Chief, or designated persons are 

responsible for vehicle maintenance, maintaining the 

suitability of the vehicle for water-quality sample collection, and keeping the vehicle supplied.

Data Management

Data management is an important component of the 

USGS mission of providing accurate and impartial scientific data. Data management applies to every step of a process beginning with planning and collecting data. Because 

those steps were discussed in previous sections, this section 

describes the subsequent steps of storing, documenting, tracking, verifying, approving, and archiving data for long-term 

availability to the public. Dissemination of data in various formats, such as publications, database access, and internet Web 

sites, is the final step. Data-management objectives are similar 

for continuous and discrete water-quality data, and for surface 

water and groundwater sites. The emphasis in this plan is on 

discrete water-quality data from surface water and groundwater sites. Data management of continuous water-quality 

data and groundwater data is described in separate documents 

(Bennett and others, 2014; Putnam and Hansen, 2014). Some 

furnished groundwater records are provided to the KSWSC, 

and guidelines are described by Putnam and Hansen (2014).

Storing, Documenting, and Tracking Discrete 

Water-Quality Data

On October 1, 2013, the KSWSC began transitioning to 

systematically store all data in electronic form to be readily 

accessible, and to facilitate efficient data management, review, 

and archiving. When the transition is fully implemented, any 

original records that are not generated electronically (such 

as water-quality field forms) are digitally scanned and stored 

in electronic form, with the other required documents. All 

electronic information is stored in a central location accessible 

from the KSWSC internal Web site. Locations for storage of 

all data are described in this section.

National Water Information System Databases

NWIS is the official database maintained by the USGS 

to store information about the occurrence, quantity, quality, 

distribution, and movement of surface water and groundwater. 

USGS WMA policy states that all data collected or used, and 

reported by a WSC must be stored in NWIS. The KSWSC 

follows this policy; therefore, all water-quality data collected 

by the KSWSC are stored in QWDATA. The WMA policy 

includes data from outside sources that are used in support of 

USGS published conclusions, and are not archived or published elsewhere. NWIS documentation and USGS policy 

memorandums can be found in Dupré and others (2013) and 

in USGS Water-Quality Memorandums (http://water.usgs.gov/

admin/memo/QW/).

National Water Information System Site File

Before storing any data in NWIS, a data record for a 

hydrologic site (or station) must be created in the Site File 

for new sites, or the Site File must be updated for existing 

sites (such as discontinuing or reactivating a site; or correcting datums, latitude and longitude, or size of drainage 

area size). The establishment of sites and site folders for 

new data-collection sites in the KSWSC NWIS database 

is accomplished by a six-step process, which includes 

the following: (1) searching for duplicate data-collection 

sites, (2) locating site, (3) establishing a site identification 

number (ID) and site name (an 8-digit site ID is used when 

a surface-water site includes streamflow and is expected 

to be long-term; groundwater sites are always 15-digits), (4) coding the site information, (5) establishing the 

required content of site (or station) folders in electronic 

form, (6) creating and reviewing batch input files for Site 

File processing and site folders, and (7) uploading of batch 

files to the NWIS Site File. The Project Chief and Database 

Administrator are responsible for adherence to these Site 

File guidelines.
30 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

Electronic Station Folders

Each data collection site has an electronic station folder 

designed for the permanent storage and central access of all 

original data documenting the physical establishment of a 

data-collection site. The station folder contains the necessary 

information to verify data in a report or database. The station 

folder is located in the KSWSC Directory (table 1) on the 

KSWSC computer network. The station folders, in addition 

to other key files, are backed up (input the frequency of the 

back-ups and why backups are important). Some information historically required as part of the station folder may be 

stored in USGS databases such as SIMS and NWIS. In these 

instances, information included in the station folder describes 

locations of those documents that are stored elsewhere. Project 

staff are responsible for creating an electronic station folder 

for any new sites established in NWIS or updating existing 

station folders if existing NWIS sites are revised.

Any changes in data (for example, incorrectly located 

sites) are explained, dated, and initialed in the electronic station folders, and appropriate updates are made to the databases in conjunction with the water-quality or other discipline 

specialists. All changes to a site will be noted in the electronic 

station folder. Water-quality analytical result reruns, field 

sheet calculations, and other data corrections that are associated with collection or analysis of a sample are noted on 

the electronic form, or tracked electronically with updated 

data entered into QWDATA. After a project report has been 

approved and as part of the annual data review, if the station is 

discontinued when the project ends, the station folders will be 

archived in the KSWSC archive files.

Contents of a station folder include the following 

(table 1):

• Site description, how to access the site, and a copy of a 

map showing site location.

• Permission and permits to sample and install equipment (property owner permissions).

• Original field notes including onsite chemical determinations.

• Photographs of relevant features of the site, which may 

include surrounding land use, equipment, and bench 

marks.

• Level notes and computations including information on 

the altitude of the land surface, and a description of the 

measuring point, reference points, and benchmarks.

• Copies of analytical services request forms (laboratory 

login sheets).

• Water-quality analytical laboratory related forms (field 

alkalinity, bacteria, biological oxygen demand, and so 

on).

• Water-quality sample analytical result rerun and verification (requests, results, and interpretations).

Sample Tracking

Sample information is entered into QWDATA as soon 

after collection as possible, which is usually within a few 

days. Sampling information, field measurements, and ancillary information are recorded in electronic water-quality field 

forms using PCFFs if possible, or on paper forms that are 

subsequently scanned. Samples are logged into QWDATA 

directly from the PCFF files. When PCFF files are not available, samples are logged in manually by entering information 

from paper field forms and ASRs. These data are combined 

with analytical data from the laboratory and create a sample 

record. Analytical data are results of field and laboratory 

chemical, physical, or biological determinations. A record 

number is assigned by QWDATA to a sample when it is first 

entered into the system. All data from the NWQL, USGS sediment and research laboratories, and some contract laboratories through the NWQL are electronically transferred to the 

Water-Quality Data Transfer System (QWDX). These data 

are entered into the KSWSC QWDATA through QWDX and 

downloaded by the Water-Quality Database Administrator 

at least twice per week. Environmental sample and qualityassurance samples that are replicate environmental sample 

data are entered into QWDATA database 01 (DB1); QC data 

for artificial water samples or spiked environmental samples 

are entered into the QWDATA quality-assurance database 20 

(DB20). Data analyzed by laboratories other than the NWQL 

must also be entered into QWDATA using appropriate analyzing entity code to identify the analyzing laboratory performing 

the measurement for that result. Other USGS laboratories may 

use the QWDX system to transfer data. Manual data entry is 

usually required for analytical results from non-USGS laboratories. Data entry is the responsibility of the Project Chief and 

Database Administrator. QWDATA receives daily incremental 

backup and weekly full backup.

When water-quality data is batch-loaded into QWDATA, 

a listing of water data (WATLIST) is created that details 

which constituents have been added, updated, or deleted in 

QWDATA. It is the responsibility of the Project Chief to 

ensure that the WATLIST files are retrieved and reviewed in a 

timely manner. WATLISTs contain sample information related 

to analytical method, precision, analytical date, and important 

remarks from the lab. Sample level and result-level qualityassurance checks are completed in QWDATA, and are detailed 

in WATLISTs.

Sample collection, data verification, and data approval 

are accomplished using a project-level tracking spreadsheet. 

Each Project Chief or designated persons maintain a record of 

all samples collected and shipped to a laboratory for analysis 

to ensure the complete and timely receipt of analytical results. 

The following is a summary of the tracking procedures:
Data Management 31

• Sample information is loaded into the QWDATA 

subsystem as soon after collection as possible, 

which is usually within a few days. The data collector indicates field forms and ASRs are electronically available for the Project Chief for review. The 

Project Chief or designated persons are responsible 

for ensuring that samples are logged into QWDATA 

in a timely and efficient manner to facilitate the 

timely and error-free entry of analytical data 

received from the NWQL into the water-quality 

database. Samples submitted to the NWQL must 

be logged into QWDATA before data are released 

from the NWQL, which is usually within 7 days of 

collection.

• The Project Chief or designated persons are responsible for ensuring that sample status is tracked so 

that sample holding times are not exceeded. Sample 

tracking should also facilitate timely data review such 

that reruns of any questionable analytical data can be 

requested and completed before sample holding time 

elapses. The NWQL provides an online sample status 

reporting service that can be accessed on the internal 

Web site.

• The Project Chief or Water-Quality Specialist is 

responsible for ensuring that all analytical data are 

reviewed as soon as possible after release from the 

laboratory to allow for any reruns before sample 

holding times elapsing. Data that are rejected from 

QWDATA will be corrected immediately and reloaded 

into QWDATA.

The Water-Quality Database Administrator will regularly 

perform the following:

• Ensure that the biweekly automatic retrieval of the analytical data from QWDX has run successfully, retrieves 

analytical data, and loads results into QWDATA.

• Separate data into WATLIST files for the primary and 

QC database, as well as corresponding rejected sample 

and result files for data that could not be entered into 

QWDATA.

• Sort the WATLIST, and rejected sample and result files 

by project account numbers, and notify Project or Data 

Chiefs, or designated persons of data availability.

• Assist personnel with problems related to sample tracking, data delivery, and QWDATA.

• Work with all project chiefs to complete annual review 

of all water-quality data by April 1 and flag data appropriately (approved or rejected) for the previous water 

year of data.

Sample Coding Conventions

Standardized coding of samples is required for all 

samples entered in QWDATA. Most data are entered under 

5-digit parameter codes. All coding can be found in appendix 4 of the QWDATA User’s Manual (Dupré and others, 

2013). Information required with every sample entered into 

the database includes station number, station name, sample 

date, sample time, medium code, and sample type. Additional details related to sample coding may be provided in the 

project-specific work plan.

National Water Information System, Water-Quality Data 

System Database 01

Sample-level information and parameter codes are used 

to properly describe environmental sample data in QWDATA 

DB1. Sample time conventions also are described.

Environmental Water-Quality Samples

Preferred sample time is to the nearest 10-minute increment following cross-section measurements. The following 

codes are used for environmental water-quality samples:

• Sample-medium code—

• WS (surface water).

• WG (groundwater).

• SB (bottom material).

• BI (benthic invertebrates).

• Sample-type code—9 (regular).

• Gage height (00065)—for surface water samples.

• Discharge (00061)—for surface water samples.

• Static water level (72019)—for groundwater samples.

• Sampling method (82398).

• Sampler type (84164).

• QC data associated with sample (99111)—

• 1 (no associated QC data).

• 10 (blank).

• 20 (blind sample).

• 30 (replicate sample).

• 40 (spiked sample).

• 100 (more than one type of QA sample).

• 200 (other).
32 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

Replicate Samples

Sample time is 5 minutes past environmental sample 

time. The following codes are used for replicate samples:

• Sample-medium code—

• WSQ (surface water quality).

• WGQ (groundwater quality).

• SBQ (bottom material quality).

• BIQ (benthic invertebrates quality).

• Sample-type code—7 (replicate).

• Sampling method (82398)

• Sampler Type (84164)

• Replicate type (99105)

• 10 (concurrent)

• 20 (sequential)

• 30 (split)

National Water Information System, Water-Quality Data 

System Database 20

Sample-level information and parameter codes are used 

to properly describe QC sample data in QWDATA DB20. 

Sample time conventions also are described.

Blank Samples

The actual sample time is to the nearest 5-minute increment. Blank samples usually are done before an environmental 

sample, but are not offset from the environmental sample time. 

The following codes are used for blank samples:

• Sample-medium code—OAQ (artificial substance, 

surface water or groundwater).

• Sample-type code—2 (blank).

• Blank-solution type (99100)—

• 10 (inorganic grade).

• 40 (pesticide grade [OK for DOC]).

• 50 (volatile-organic grade [OK for pesticides and 

DOC]).

• Blank, source of solution (99101).

• Blank-sample type (99102)—

• 1 (solution).

• 30 (trip).

• 80 (equipment [non-field environment]).

• 100 (field).

• 200 (canister [comments are canister blank]).

• For trip blanks, the start date and end date are stored 

using the following parameter codes:

• Start date is the date received from the NWQL 

(99109) formatted as YYMMDD (Y, year; 

M, month; D, day).

• End date is the date shipped to the NWQL (99110) 

formatted as YYMMDD.

Blank water lot numbers from certificate of analysis or 

from NWQL quality assurance information should be stored 

using the following parameter codes:

• IBW (inorganic grade blank water [99200]).

• PBW (pesticide grade blank water [99202]).

• VBW (VOC grade blank water [99204]).

Spiked Samples

Sample time is 5 minutes past environmental sample 

time; some spike solutions may require different sample times. 

The following codes are used for spiked samples:

• Sample-medium code

• WSQ (surface water [associated environmental 

sample is WS]).

• WGQ (groundwater [associated environmental 

sample is WG]).

• Sample-type code—1 (spike).

• Reference material or spike kit lot number (99104)—

see list from NWQL Web site.

• Replicate-sample type (for replicate spikes; 99105)—

• 10 (concurrent).

• 20 (sequential).

• 30 (split).

• Spike-sample type (99106)—

• 10 (field).

• 20 (laboratory).

• Spike-solution source (99107)—

• 10 (NWQL).

• Spike-solution volume, in mL (99108).
Data Management 33

Reference Samples

The following codes are used for reference samples:

• Sample-medium code—OAQ.

• Sample-type code—3 (reference).

• Reference-material source (99103)—

• 30 (standard reference water sample [USGS]).

• Reference material or spike lot number (99104).

Verifying and Approving Discrete Data

All analytical data must be reviewed in a timely manner and within the required holding times for each analysis 

(to allow time for re-analysis), It is the responsibility of the 

Project Chief to develop, adopt, and use objective data-review 

criteria for every water-quality program or project. Discrete 

water-quality data are reviewed and approved on or before 

April 1st of the year that follows the water year of sample collection (U.S. Geological Survey, 2012c). The Project Chief’s 

review of data, sometimes referred to as the annual data 

review, often takes place on a quarterly or bi-annual basis, and 

is completed well ahead of the April 1 deadline.

Data review generally takes place in several steps. Initial 

review of discrete water-quality data for verification includes 

checking that data are complete, environmentally plausible, 

and reported with the appropriate parameter code and correct 

units. Thorough review of discrete data includes evaluating the 

environmental and QC analytical data, measurements of field 

parameters, field notes, and other pertinent information. Data 

are evaluated for accuracy and precision to ensure the integrity 

of the data stored in databases and used in published reports. 

Data also are evaluated statistically. During data reviews, data 

outliers or anomalies are identified. When possible errors are 

found, sources of the error are investigated by checking field 

notes, and requesting that the laboratory verify the results or 

rerun the analysis. The Water-Quality Specialist is consulted 

regarding questionable data that remain unresolved.

Data reviews usually are completed at the project level 

using different complementary approaches such as spreadsheets with automated data downloads and flagging codes. 

Physical and chemical properties of water that may be used to 

help identify data errors include the following:

• Results not within expected ranges.

• Not the expected number of detections.

• Cation and anion balance.

• Filtered as compared to whole water samples.

• Replicate and environmental sample pair comparisons.

• Blank and environmental sample pair comparisons.

• Plotting related measurements against each other.

• Comparing field and lab measurements.

• Data does not fit site conceptual model.

Results are coded in QWDATA as described in the 

user manual using value qualifier codes, remark codes, and 

data-quality indicator (DQI) codes (Dupré and others, 2013). 

As of March 15, 2008, water-quality data stored in NWIS is 

made publicly available on NWISWeb from nightly updates 

of data unless data or samples are coded to prevent data 

from being displayed on the Web. New results usually are 

entered into QWDATA coded with a data-quality indicator 

code of “S” (presumed satisfactory), which allows the results 

to be displayed publically on NWISWeb. When data have 

been reviewed, this code is changed to “R” for reviewed 

and accepted. Values that have been rejected usually are not 

deleted from the database, but instead coded with a “Q” for 

reviewed and rejected. This code will prevent values from 

being displayed on the Web. Coding values as reviewed is 

the final step of data validation and indicates that data are 

approved. Data are reviewed and coded as such approximately 

quarterly, and by the end of the water year or end of the project before publication. Data that are to be provided to cooperators in a data summary or reported monthly are required to be 

reviewed and flagged as approved in NWIS before the data 

summary is provided to the cooperator. It is the responsibility 

of the Project Chief to review data and inform the database 

administrator and Water-Quality Specialist of coding updates.

Archiving Data

Archiving is a systematic process to ensure that data 

(electronic and paper form) and information will be permanently stored and maintained without change in a secure 

and accessible environment. In general, all data published in 

USGS reports, or used to support scientific analyses leading 

to conclusions in the reports, are entered in NWIS (including 

furnished data) and archived. Electronic archiving is the storing of electronic project files with the capability to recover the 

data. All data are stored and archived electronically in consultation with the database administrator.

While a project is active, a Project Folder is maintained 

in the KSWSC Directory (table 1). The folder contains 

planning files, data spreadsheets, data QC assessments, data 

analysis and interpretation files, and other important documents. At the conclusion of a project, the electronic files are 

moved to the KSWSC electronic archives. During the duration 

of the project the project folder is a living document. When the 

project ends, the project folder becomes static and is moved to 

an archive area within the KSWSC Directory. Proper dataorganization and verification efforts during the project will 

ensure more rapid, efficient, and quality-assured responses 

to information requests from the archives. Records and files 

contained in archives are listed in table 6.
34 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

Data Publication and Dissemination

Data and interpretation of data are disseminated in USGS 

reports, journal articles, Web sites, videos, and other information products. Activities governed by Fundamental Science 

Practices are intended to ensure that our work uses sound 

methods, and undergoes review and approval before being 

shared with cooperators or the public.

The term “data” refers to uninterpreted observations, 

or measurements that are usually quantitative measurements 

resulting from field observations and laboratory analyses of 

water, sediment, or biota. The term “information” refers to 

interpretations of data or conclusions of investigations. Interpretive results or conclusions require peer review and Director approval for publication (table 7). Release of preliminary 

interpretations before final approval is prohibited to avoid 

disseminating incomplete and(or) incorrect conclusions, which 

are subject to change as a result of subsequent technical and 

policy reviews.

Although the format varies, all water-quality data collected by the KSWSC are published. Formats include hydrologic data reports, interpretive reports, the KSWSC public 

Web site, or NWISWeb (http://waterdata.usgs.gov/ks/nwis). 

KSWSC management discourages the publication of lengthy 

data reports for individual projects. The selection of the 

appropriate publication outlet for water-quality data will be 

the responsibility of the Data Chief or Project Chief and the 

appropriate supervisors.

Hydrologic data are made available to the public on several USGS Web sites including NWISWeb (http://waterdata.

usgs.gov/nwis), WaterWatch (http://waterwatch.usgs.gov/), 

WaterQualityWatch (http://waterwatch.usgs.gov/wqwatch/), 

GroundwaterWatch (http://groundwaterwatch.usgs.gov/), 

National Real-Time Water Quality (http://nrtwq.usgs.gov/), 

and various project web pages on the KSWSC home page 

(http://ks.water.usgs.gov/). Data are provided in multiple locations and formats to accommodate different user needs.

Table 6. Hydrologic data records and project files stored and archived electronically by the Kansas Water Science 

Center.

[SIMS, Site Information Management System; NWIS, National Water Information System; IPDS, Information Product Data System; 

BioData, Aquatic Bioassessment Database; USGS, U.S. Geological Survey; KSWSC, Kansas Water Science Center]

Record Location

Project proposal and workplan Project Folder (KSWSC Directory).

List of data collection sites Project Folder (KSWSC Directory).

Station description SIMS.

Station manuscript SIMS.

Station analysis SIMS.

Station map SIMS.

Station photographs Station Folder (KSWSC Directory).

Job Hazard Analysis Station Folder (KSWSC Directory).

Traffic Control Plan Station Folder (KSWSC Directory).

Permits, permissions Station Folder (KSWSC Directory).

Field notes NWIS, Station Folder (KSWSC Directory).

Analytical Services Request forms (ASRs) NWIS, Station Folder (KSWSC Directory).

Water-quality monitor calibration forms NWIS, Station Folder (KSWSC Directory).

Sample data NWIS.

Biological data BioData, Project Folder, KSWSC Folder (KSWSC Directory).

Watlists KSWSC Folder (KSWSC Directory).

Sample tracking information NWIS, Project Folder (KSWSC Directory).

Quality assurance/quality control records Project Folder (KSWSC Directory).

Laboratory instrument records Project Folder (KSWSC Directory).

Data spreadsheets and analyses records Project Folder (KSWSC Directory).

Important emails and meeting notes Project Folder (KSWSC Directory).

Model documentation KSWSC Folder (KSWSC Directory).

Geospatial data Project Folder (KSWSC Directory).

Report drafts, technical reviews IPDS, Project Folder (KSWSC Directory).

Final reports USGS Publications Warehouse, Project Folder (KSWSC Directory).
Special Topics 35

Interpretive reports include such USGS publications 

as Circulars, Professional Papers, Scientific Investigations 

Reports, and Open-File Reports; as well as non-USGS outlets, 

such as scientific journals, books, and proceedings from technical conferences. The project supervisor or other designated 

persons (that is, Water-Quality Specialist or other technical 

specialists) provide guidance in ensuring that each waterquality report meets the highest technical standards. The report 

review process is described in table 7. Approval of interpretive 

reports is in accordance with applicable USGS, Office of Science Quality and Integrity, and KSWSC policy; and is more 

technically rigorous than the required approval for noninterpretive data reports. The Information Product Data System 

(IPDS) is used to store and track report documents including 

technical reviews and report approvals. USGS publications are 

electronically available to the public from the USGS Publications Warehouse (http://pubs.er.usgs.gov/).

Special Topics

Miscellaneous special topics related to water-quality and 

data-management activities are discussed in this section.

Methanol

Methanol rinses are required by standard USGS protocols 

for removing organic contaminants when cleaning equipment 

for some water-quality procedures (U.S. Geological Survey, 

variously dated[b], chapter A3). Methanol is flammable and 

toxic. Inhalation or absorption through skin can cause confusion, visual impairment, nausea, headaches, and sleepiness. 

For this reason, methanol rinses rarely are included in cleaning procedures for KSWSC projects. Instead, blank samples 

are evaluated to ensure equipment is free of contaminants. 

Table 7. Report review process for quality assurance in the U.S. Geological Survey Kansas Water Science Center (from Putnam and 

Hansen, 2014).

[OMB, Office of Management and Budget; USGS, U.S. Geological Survey; WSC, Water Science Center; SPN, Science publishing network]

Step Description Action

1 Staff overview Checks organization, completeness of content, verification spot checks, ensures that 

project objectives are met, and arranges for complete verification review. Report 

entered into Information Product Data System.

Author(s) revisions Revise and submit to next step. Suggests peer reviewers.

2 Supervisor review Determines if report is ready for peer review; accepts author’s suggested reviewers or 

identifies other reviewers; monitors whether report could be considered as influential or 

highly influential scientific information for the OMB Peer Review Agenda process.

Peer review (one internal and one 

external to the USGS Kansas WSC)

Checks technical validity of analyses and supporting data, organization, and readability.

3 Author revisions and response to 

reviewers

Revise, write response, and submit to next step. See USGS Fundamental Science 

Practices and Survey Manual sections 502.1 through 502.5 (http://www.usgs.gov/fsp/).

4 Supervisor check Determines if response to peer review comments is adequate and if editorial review is 

required.

Review by technical editor at the 

Science Publishing Network (SPN)

Checks format, for policy, technical and grammatical content, logic, organization, and 

verification; ensures readability for intended audience.

Author(s) revisions Revise and submit to next step.

Review by Section Chief Check adequacy of response to reviewer comments, data analysis, and correctness of 

interpretation.

SPN preparation Prepares report for approval by WSC Director.

5 Review by WSC Director Approval for publication (noninterpretive reports) or recommended approval for 

publication (interpretive reports).

6 Review by Bureau Approving Official Ensures all required reviews are performed, validates peer review reconciliation, 

identifies any revisions needed, and returns (for additional review or revision 

approved or unapproved package) to WSC Director (interpretive reports).

7 WSC Director Sends to author for appropriate action.

8 Author(s) revisions Respond to Bureau Approving Official recommendations and required revisions. Submit 

for preparation and printing.

9 SPN prepares final layout Manuscript and illustrations prepared in format appropriate for publication.

Review by author(s) Read through to catch format problems.

Proofs prepared and sent to printer and 

for web posting

SPN handles printing, distribution, and web posting.
36 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

Exceptions include field work for the NAWQA Program or 

other national programs that require consistent protocols 

for multiple field teams. When methanol is used, areas are 

well-ventilated, and free from sparks and sources of ignition. 

The minimum amount of methanol needed to wet equipment 

surfaces is used, and then surfaces are rinsed thoroughly with 

blank water to prevent methanol from contaminating samples. 

When not being used, methanol is stored in its original container and in a clearly marked flammable cabinet.

Documenting and Addressing Bias in Analysis 

Methods

Occasionally, bias in analysis methods is discovered and 

actions are taken to minimize and quantify effects on data. 

Analysis of samples using different methods for a period of 

time helps quantify differences for sites where the KSWSC 

collects data, and for the range in hydrologic and water-quality 

conditions. For example, as a result of observed bias in total 

nitrogen (TN) concentrations described in OWQ Technical 

Memorandum 2013.01 (U.S. Geological Survey, 2013), the 

KSWSC has made adjustments to requested nitrogen analyses. 

The bias was reported in whole water samples analyzed using 

alkaline persulfate and Kjeldahl digestion methods (Rus and 

others, 2013). Rus and others (2013) identified a connection 

between suspended sediment and negative bias in alkaline persulfate methods, and positive bias in Kjeldahl methods in the 

presence of elevated nitrate. The preferred method, as recommended by the OWQ, is TN (computed as the sum of dissolved 

and particulate nitrogen) because it was found to have less bias. 

The KSWSC routinely adds analysis of particulate nitrogen to 

facilitate the recommended TN calculation and to establish a 

basis for method comparison during the transitional period.

Alkalinity

Alkalinity and acid neutralizing capacity (ANC) are 

measures of the ability of a sample to neutralize a strong acid. 

The USGS distinguishes between alkalinity, which is the acid 

neutralizing capacity of solutes in a filtered water sample, 

and ANC, which is the acid-neutralizing capacity of solutes 

plus particulates in an unfiltered water sample (U.S. Geological Survey, variously dated[b], chapter A6). Which of these 

measurements is measured as part of a study is determined 

during the planning stages, and is dependent on study objectives and stream conditions. Advanced speciation methods 

and the USGS alkalinity calculator are used as recommended 

by OWQ Technical Memorandum 2012.05 (U.S. Geological 

Survey, 2012b).

Generally, field alkalinity and ANC are more accurate 

than laboratory alkalinity and ANC as determined by NWQL 

evaluations that found differences of about 10 percent between 

field and laboratory values. However, alkalinity and ANC in 

Kansas surface water have been found to be more stable with 

smaller differences when compared to the laboratory evaluation. Most KSWSC projects use laboratory alkalinity and ANC 

as the primary measurement. At least 25 percent of samples 

collected include both field and laboratory determinations for 

comparison and demonstration that the laboratory results are 

of acceptable quality for project purposes.

The NFM (U.S. Geological Survey, variously dated[b], 

chapter 6) recommends checking calibration on digital titrators once annually, or more frequently if wear or damage is 

noted. Calibration can be checked by (1) using the titrator 

to measure a standard reference sample of known alkalinity; 

(2) checking volume delivered by the digital titrator against 

volume delivered from a buret; and (3) checking the volume 

delivered by the titrator using a spent acid cartridge filled 

with deionized water, and weighing the cartridge before and 

after delivery of a few hundred counts (water weighs 1 gram 

per milliliter [g/mL]).

Field Determinations of Nutrient Concentrations

Photometer testing kits are being used as part of some 

projects to make field determinations of nitrate and phosphate 

concentrations. Field determinations for nitrate are used to 

check performance of the continuous nitrate monitor. Field 

determinations also are useful for choosing the appropriate 

method and reporting level when samples are submitted for 

laboratory analysis to avoid qualified data results such as nondetections. The photometer data currently (2014) is not being 

entered into the database because problems have been detected 

with high variability in results. The KSWSC is working on 

identifying the source of the variability by examining field 

techniques and test kit components. When the problems are 

corrected and data meet quality-control objectives, data will be 

entered into the database under appropriate parameter codes 

and associated method codes.

Sample Collection During Drought Conditions

Generally it is undesirable to collect water-quality 

samples from streams when there is no streamflow. During 

drought conditions, when there is no visible or measurable 

streamflow, the Project Chief in consultation with others must 

determine whether samples will meet project objectives and 

should be collected. If samples are collected, they should be 

taken from pool locations that represent the typical condition 

observed at the site. Conditions must be clearly noted on field 

forms. Data collected during these conditions may need to be 

segregated from other samples in interpretive reports. When 

logging this kind of data into NWIS, the hydrologic event 

code is set to 1 (Drought), and hydrologic condition is 4 (Stable low) or X (not applicable). A note is made in the remarks 

section during login that the sample was collected from pooled 

water. In this way it is clear to the public when viewing the 

data on NWISWeb.
USGS Policies and Memorandums 37

Sample Collection During Flood Conditions

Sample collection during flood conditions requires 

special attention to safety concerns, particularly those related 

to road conditions, bridge traffic, and flowing debris. In 

addition, adjustments to field procedures may be necessary. 

Examples may be related to difficulties accessing sampling 

location, or collecting EWI and EDI samples. The KSWSC 

maintains a communication plan for flood events on the 

KSWSC internal Web site to provide additional guidance 

during flood conditions. Thorough and accurate field notes 

documenting sampling conditions and changes in standard 

procedures are required. When logging this kind of data into 

NWIS, the hydrologic event code is set to 7 (Flood); and 

hydrologic condition is 5 (Falling stage), 7 (Peak stage), or 

8 (Rising stage).

USGS Policies and Memorandums

Public Web sites where USGS manuals, policies, memorandums, and other information are listed in table 8. Additional Web sites are available to USGS employees on internal 

USGS Web sites.

Table 8. Summary of Web sites for manuals, policies, memorandums, and other information related to water-quality and datamanagement activities in the Kansas Water Science Center.

[USGS, U.S. Geological Survey; NWQL, National Water Quality Laboratory; WRD, Water Resources Division; BQS, Branch of Quality Systems]

Information Web site

Organization and general information

USGS Manual http://www.usgs.gov/usgs-manual/

USGS Water Mission Area information http://www.usgs.gov/water/

USGS Office of Water Quality http://water.usgs.gov/owq/

USGS Water Quality Technical Memorandums http://water.usgs.gov/admin/memo/QW/

USGS Branch of Quality Systems Memorandums http://bqs.usgs.gov/memos/

USGS Science strategy http://www.usgs.gov/start_with_science/

Data management

User’s Manual for the USGS National Water Information System http://pubs.usgs.gov/of/2013/1054/

Fundamental Science Practices http://www.usgs.gov/usgs-manual/500/502-2.html

USGS Policy for Archiving Records http://www.usgs.gov/usgs-manual/schedule/432-1-s2/index.html

Policy on Review and Publication of Discrete Water Data http://water.usgs.gov/admin/memo/QW/qw12.03.pdf

WRD Scientific Records Disposition Schedule http://www.usgs.gov/usgs-manual/schedule/432-1-s2/index.html

USGS Records Disposition Schedules http://www.usgs.gov/usgs-manual/schedule/index.html

USGS General Records Disposition Schedule http://www.usgs.gov/usgs-manual/schedule/432-1-s1/infotouse1.html

Project planning

Guidelines for Preparation, Submission, and Approval of Water 

Science Center Project Proposals

http://water.usgs.gov/admin/memo/policy/wmapolicy13.01.pdf

Water Resources Techniques, Methods, and Modeling http://water.usgs.gov/techniques.html

Laboratories

BQS National Field Quality Assurance Program http://bqs.usgs.gov/nfqa/

NWQL Technical Memorandums http://nwql.usgs.gov/Public/techmemo.shtml

Policy for evaluation of analytical laboratories http://water.usgs.gov/admin/memo/QW/qw2014.01.pdf

Sample collection

National Field Manual http://water.usgs.gov/owq/FieldManual/

Water Quality Methods and Techniques http://water.usgs.gov/owq/methods.html

Safety

Occupational Safety and Health Program Requirements Handbook http://www.usgs.gov/usgs-manual/handbook/hb/445-2-h.html
38 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014

Summary

As the Nation’s largest water, earth, and biological 

science and civilian mapping information agency, the U.S. 

Geological Survey is relied on to collect high-quality data, and 

produce factual and impartial interpretive reports. The water 

mission is to collect and disseminate reliable, impartial, and 

timely scientific information that is needed to understand the 

Nation’s streams, lakes, reservoirs, wetlands, and aquifers. 

Water-quality activities in the Kansas Water Science Center, 

Lawrence, Kans., are part of this overall mission.

This quality-assurance and data-management plan 

provides guidance for water-quality activities conducted by 

the Kansas Water Science Center. Policies and procedures are 

documented for activities related to planning, collecting, storing, documenting, tracking, verifying, approving, archiving, 

and disseminating water-quality data. The plan also serves as 

a guide for all personnel who are involved in water-quality 

activities, and as a resource for identifying memoranda, publications, and other resources that describe associated techniques and requirements in more detail. The policies and procedures described in this plan complement quality-assurance 

plans for continuous water-quality monitoring, surface-water, 

and groundwater activities in Kansas.

References Cited

Allan, J.D., 1995, Stream ecology—Structure and function of 

running waters: Boston, Mass., Kluwer Academic Publishers, 388 p.

Anderson, C.W., 2005, Turbidity (ver. 2.1): U.S. Geological Survey Techniques of Water-Resources Investigations, 

book 9, chap. A6, sec. 6.7, http://pubs.water.usgs.gov/twri9A/.

Barbour, M.T., Gerritsen, J., Snyder, B.D., and Stribling, J.B., 

1999, Rapid bioassessment protocols for use in streams and 

wadeable rivers—periphyton, benthic macroinvertebrates, 

and fish (2d ed.): U.S. Environmental Protection Agency 

Report, EPA 841–B–99–002, 18 p.

Bennett, T.J., Graham, J.L., Foster, G.M., Stone, M.L., 

Juracek, K.E., Rasmussen, T.J., and Putnam, J.E., 2014, 

U.S. Geological Survey quality-assurance plan for continuous water-quality monitoring in Kansas, 2014: U.S. Geological Survey Open-File Report 2014–1151, 34 p.

Bouchard, R.W., Jr., and Anderson, J.A., 2001, Description 

and protocol for two quantitative periphyton samplers used 

for multihabitat stream sampling: Central Plains Center for 

Bioassessment, 12 p.

Bushon, R.N., 2003, Fecal indicator viruses: U.S. Geological 

Survey Techniques of Water-Resources Investigations, book 9, 

chap. A7, section 7.2, http://pubs.water.usgs.gov/twri9A/.

Bushon, R.N., and Francy, D.S., 2003, Protozoan pathogens: 

U.S. Geological Survey Techniques of Water-Resources 

Investigations, book 9, chap. A7, section 7.3, http://pubs.

water.usgs.gov/twri9A/.

Davis, B.E., 2005, A guide to the proper selection and use of 

Federally approved sediment and water-quality samplers: 

U.S. Geological Survey Open-File Report 2005–1087, 

20 p.

Delzer, S.A., and McKenzie, S.W., 2012, Five-day biochemical oxygen demand: U.S. Geological Survey Techniques of 

Water-Resources Investigations, book 9, chap. A6, sec. 7.2, 

http://pubs.water.usgs.gov/twri9A/.

Dupré, G.C., Scott, J.C., Clark, M.L., Canova, M.G., and 

Stoker, Y.E., 2013, User’s manual for the National Water 

Information System of the U.S. Geological Survey—Waterquality system (ver. 5.0): U.S. Geological Survey Open-File 

Report 2013–1054, 730 p, [Also available at http://pubs.

er.usgs.gov/publication/ofr20131054.]

Edwards, T.K., and Glysson, G.D., 1999, Field methods for 

measurement of fluvial sediment: U.S. Geological Survey 

Techniques of Water-Resources Investigations, book 3, 

chap. C2, 89 p.

Evenson, E.J., Orndorff, R.C., Blome, C.D., Böhlke, J.K., Hershberger, P.K., Langenheim, V.E., McCabe, G.J., Morlock, 

S.E., Reeves, H.W., Verdin, J.P., Weyers, H.S., and Wood, 

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Publishing support provided by: 

Rolla Publishing Service Center

For additional information concerning this publication, contact:

Director, USGS Kansas Water Science Center 

4821 Quail Crest Place

Lawrence, KS 66049

(785) 842–9909

Or visit the Kansas Water Science Center Web site at:

http://ks.water.usgs.gov
42 Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014
References Cited 43
Rasmussen and others—Quality-Assurance and Data-Management Plan for Water-Quality Activities in the Kansas Water Science Center, 2014—OFR 2014–1233

ISSN 2331-1258 (online)

http://dx.doi.org/10.3133/ofr20141233