Agricultural Marketing Service, Fruit & Vegetable Program, Specialty Crops Inspection Division

Approval and Use of Automatic Sampling Devices

The sampling process is an essential and critical component in the grade analysis process. 

Automatic devices are used to collect samples for evaluation or grade determination throughout 

the fruit, vegetable and nut industries. Samples collected by these devices may be considered 

“official” when certain precautions and security measures are taken. The Specialty Crops 

Inspection (SCI) Division will consider an automatic sampling device as approved to collect 

official samples when control and security of the product is equal to sampling performed 

manually (or by another approved method) by an SCI employee or under the direct supervision 

of an SCI Division or Federal-State Inspection Service (FSIS) inspector, or as approved under 

an alternative USDA-recognized inspection program. 

Under non-mandatory inspection, if samples are drawn using non-approved automatic sampling 

devices without supervision, they will be considered submitted samples.

Under Marketing Orders, official or supervised samples are required. An agreement may be 

signed by the handler whereby they agree to conditions outlined below for the privilege of using 

an automatic sampling device.

Approval of Automatic Sampling Devices

Automatic sampling devices must be officially approved by USDA/FSIS prior to being used to 

draw official samples. Sampling devices will be subject to annual review for compliance prior 

to the start of the season. After construction and installation of an automatic sampling device 

the mechanism requires an initial approval to verify that samples collected by the device are 

equivalent to samples collected in the approved manual method. An SCI Division or FSIS 

inspector should do the following:

1. From ten lots, collect a sample in the normal manual method and a sample from 

the automatic sampling device. 

2. Weigh and record the weights (or count, if the unit of analysis is by count) of the 

two samples from the ten lots. They should be comparable and sufficient to 

perform a determination of the required quality or condition factor. 

3. Grade or evaluate each of the two samples from each lot and prepare a report for 

comparison.

4. Submit the report to the SCI Division Headquarters through the Federal Program 

Manager. 

Approval and use of Automatic Sampling Devices (February 2014)

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5. The report will be analyzed by the Agricultural Analytics Division of the 

Livestock, Poultry and Seed Program Science and Technology Division (or other 

SCI Division approved agency) to determine if the samples drawn by each method 

are comparable. 

6. SCI Division will approve or deny approval of the device.

If a sampling device is compromised due to damage or malfunction, SCI Division or FSIS must 

be notified immediately. The samples will be considered as “submitted” until the repairs are 

approved by an SCI Division or FSIS supervisor. 

Requirements for Approved Automatic Sampling Devices

For processed products, requirements and guidelines for use of automatic samplers can be 

found on page 80 of the “General Procedures Manual” and on the page 41 of the “Sampling 

Manual.” These are found on the following AIM intranet site addresses:

http://agnis/sites/FV/PPB/AIM/Inspect/Lists/InspectionProcedures/DispForm.aspx?ID=148

http://agnis/sites/FV/PPB/AIM/Inspect/Lists/InspectionProcedures/DispForm.aspx?ID=155

For fresh products and nuts, the automatic sampler must have the following in place before it 

can be considered for use as an official sampler.

1. The automatic sampling device must be properly maintained in a reasonably 

clean condition 

2. Automatic sampling devices must bear the USDA sticker (form FV-648-1) or 

appropriate FSIS issued seal or sticker. The sticker or seal will be applied 

annually after being inspected for suitability before the beginning of the season by 

an SCI Division or FSIS supervisor. The sticker/seal is usually affixed to or in 

close proximity to the sampling device. If for any reason the sampling device 

does not bear the sticker/seal or is not marked to indicate official approval, 

promptly notify the immediate supervisor. Lack of a sticker or seal may result in 

samples not being considered as official. 

3. It must be constructed so that no product or contaminants may be added to or 

removed from the sample either accidentally or deliberately. Protective

barriers, covers, or cages must be in place to protect the sample flow zone.

4. Prior to accumulating a sample, the handler shall have the lot uniquely identified. 

This unique identification shall include or be coded with the handlers name, 

growers name or ID number, variety, county of origin and weight. The 

identification or code shall be affixed to the container, hopper, or sampling device 

in a manner to ensure that it cannot be tampered with.
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5. During sampling by the device, the sample must be deposited in a container and 

held in an area where it cannot be tampered with until it is collected by a Federal 

or Federal-State inspector or a person under their supervision. Upon collection or 

prior to sampling the lot, samples containers shall be identified with the 

appropriate unique identification matching the identification of the lot. Samples 

that are not continuously under the control of the inspection service shall be 

sealed or kept in a locked and secure storage area. If sealed, the seal shall have a 

control number and that number shall be recorded on a register or written on the 

container when the seal is attached.

6. Partial lot samples that are held until operations resume must be kept in a 

manner in which they cannot be tampered with.

7. Sample collection devices may be automated to rotate or place empty sample 

containers when an authorized person is not present to collect the sample. In 

this case, the sampling area must be secure and there must be a SCI Division 

approved method of identifying the sample with the lot.

A log or register appropriate for the operation shall be available for those persons collecting 

samples. See attached example. The log should include the time of collection, the lot number, the 

seal number, the collector, and a record of periodic checks of the mechanical sampling device. 

Observations, findings and corrective actions regarding the condition or procedures of sampling 

should be reported. 

Compliance and Criteria for Revocation of Permission to use Automatic sampler

Compliance with the requirements of the automatic sampler is essential for its continued use. 

Compliance will be verified by an inspector or any other party authorized by the inspection service 

during periodic checks. Non-compliance will be documented and may result in a sample being 

considered “submitted” and require the Handler requesting the inspection service to sample the 

product.

All observations and non-compliances will be documented by FSIS, including corrective actions 

taken. A standard non-compliance report (attached) may be used for documentation. Noncompliances must be corrected in a timely manner under SCI or FSIS supervision. Some critical 

non-compliances may result in the loss of permission to use the automatic sampler for official 

samples.

Minor deviations from program requirements observed by FSIS (observations) will be brought to 

the attention of participant’s staff. Corrective actions may be necessary (by participant). 

Observations are not “non-compliances;” they are potentially hazardous occurrences that may 

become non-compliances if not corrected.
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Levels of Non-compliance

Major Non-compliance

A major non-compliance is a major deviation from program requirements, which if allowed to 

continue, may result in sampling not meeting automatic sampling requirements.

Critical Non-compliance

A critical non-compliance is a critical deviation from automatic sampling requirements, which 

has resulted in sampling not meeting automatic sampling requirements. 

Examples of Non-compliances

The following provides examples for major and critical non-compliance:

Major Non-compliance

Markings on sample are not legible, but may be verified in another manner. 

Critical Non-compliance

Markings on sample are not legible and cannot be verified in another manner.

Sample has been removed from the area while not under supervision of the USDA or FSIS.

This would result in sample being “submitted”. Re-sampling would be required to obtain an 

official sample. 
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AUTOMATIC SAMPLE CHECK FORM

Name of Handler Facility:

Sampler Identification Number or location;

Crop Year: Page:

Date/time Inspector Name Sample ID / Comment
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Automatic Sampler

NON-COMPLIANCE REPORT

Date:

Time:

Inspector Name:

Handler Name:

Handler Address:

Description of Non-Compliance: (including location of sampler)

Company Representative Signature:

SIGNATURE AFFIRMS FACTS CONCERNING NON-COMPLIANCE ARE CORRECT

Corrective Action: (if applicable)