United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological Data Program

SOP No: MDP SAMP PROC-05 Page 1 of 6

Title: Sampling Procedures During National or Regional Emergency Events

Revision: Original Replaces: N/A Effective: 4/29/09

1. Purpose:

To establish general procedures for the collection of special samples during national or regional

emergency events that require participation and or support from the USDA/AMS Microbiological

Data Program (MDP).

2. Scope:

This Standard Operating Procedure (SOP) shall be followed by participating States that collect and

ship samples for MDP.

3. Outline of Procedures:

5.1 Definitions

5.2 Notifications

5.3 Sampling Procedures

5.4 Collection of Sample Information

4. References:

 Modifications to Routine Sampling Procedures drafted as a result of the Salmonella saintpaul

foodborne outbreak, June–September 2008, and the Salmonella foodborne outbreak in peanut

butter, first and second quarters, 2009.

5. Specific Procedures:

5.1 Definitions

5.1.1 Emergency Sampling Event/Plan: A sampling event/plan may be termed an “emergency”

when a modification to the standard sampling program plan is necessitated by a current or evolving

situation as reported by a government and/or news agency (e.g., foodborne outbreak, intentional

contamination incident, etc.)
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological Data Program

SOP No: MDP SAMP PROC-05 Page 2 of 6

Title: Sampling Procedures During National or Regional Emergency Events

Revision: Original Replaces: N/A Effective: 4/29/09

5.1.2 Special Samples: Non-routine MDP samples are defined as those that may differ in

commodity type, size, number, or location of collection from the samples regularly collected for the

MDP programs.

5.1.3 Program-Wide Sampling: All States may, at the discretion of the Monitoring Programs

Office (MPO), become involved in the collection of special samples because the scope of emergency

conditions is broad or because the source or point of contamination is unknown.

5.1.4 Regional Sampling: Selected States may, at the discretion of the MPO, become involved in

the collection of special samples because the scope of emergency conditions is known or suspected

to be limited to a specific area or areas of the country.

5.2 Notifications

5.2.1 In response to a national or regional emergency, MPO will set up a regional or program-wide

sampling plan based on the most recent information from other federal agencies and the Centers for

Disease Control and Prevention (CDC).

5.2.2 MPO will notify the appropriate sample collection States to enact specified changes to

normal sampling schedules as soon as it is determined that MDP will become involved in the

collection of special samples. MPO will work closely with the participating States to ensure that

new workloads are appropriate for collection capacities.

5.2.3 MPO will notify MDP laboratories and assess capacity to ensure that an adequate type and

number of analyses can be performed according to the new emergency sampling plan.

5.2.4 Routine and special samples may be rerouted to different laboratories based on the heaviest

collection locations.
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological Data Program

SOP No: MDP SAMP PROC-05 Page 3 of 6

Title: Sampling Procedures During National or Regional Emergency Events

Revision: Original Replaces: N/A Effective: 4/29/09

5.2.5 Collection schemes are subject to further modifications depending on new developments

occurring during the course of the emergency. In such cases, MPO will work closely with the

appropriate States to implement any necessary changes.

5.2.6 An emergency sampling event will remain in effect until States are notified by MPO to return

to their routine collection plan.

5.3 Sampling Procedures

Because emergency conditions are unique in source, scope, density, and timing, each emergency

sampling event will also require unique procedures. For each emergency sampling event, MPO will

distribute information and instructions on:

5.3.1 Changes in sample commodity(ies), sample amounts, collection frequencies, collection

locations, and special e-SIF instructions. All supporting documents will be revised and distributed as

necessary.

5.3.2 Changes in specific sampling schedules for routine commodities which may include

temporary halts for regularly collected commoditiesto accommodate emergency needs. States may

be requested to post new schedules to MPO’s Extranet site.

5.3.3 Changes in current MDP Sampling SOP procedures. Unless otherwise directed by MPO, all

other MDP Sampling SOP procedures shall be followed during an emergency sampling event.

5.4 Collection of Sample Information

5.4.1 It is important that any possible trace-back information be properly and correctly recorded.

Sample collectors shall ensure that all fields of the Sample Information Form (SIF) are completed.

No SIF fields should be left blank. [Refer to MDP SAMP PROC-04 for detailed SIF instructions.]
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological Data Program

SOP No: MDP SAMP PROC-05 Page 4 of 6

Title: Sampling Procedures During National or Regional Emergency Events

Revision: Original Replaces: N/A Effective: 4/29/09

5.4.2 Because the likelihood of sampling at proxy sites (retail stores) may increase during a

national emergency, the sample collector should obtain and record any additional or other relevant

trace-back information in the Comments field of the SIF.

5.4.3 If the desired information is not readily available from the box/container from which the

sample was collected, attempts should be made to obtain the sample information from the vendor or

store manager directly.
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological Data Program

SOP No: MDP SAMP PROC-05 Page 5 of 6

Title: Sampling Procedures During National or Regional Emergency Events

Revision: Original Replaces: N/A Effective: 4/29/09

Jo Kraemer 4/29/09

________________________________________ _________________________

Prepared by: Jo Kraemer Date

Sampling Manager, Microbiological Data Program

8609 Sudley Road, Suite 206

Manassas, VA 20110

(703) 330-2300

Diana Haynes 4/29/09

________________________________________ __________________________

Approved By: Diana Haynes Date

Technical Director, Microbiological Data Program

8609 Sudley Road, Suite 206

Manassas, VA 20110

(703) 330-2300

Martha Lamont 4/29/09

________________________________________ __________________________

Approved By: Martha Lamont Date

Program Administrative Director, Microbiological Data Program

8609 Sudley Road, Suite 206

Manassas, VA 20110

(703) 330-2300

ORIGINAL SIGNATURE PAGE MAINTAINED BY USDA, AMS, SCIENCE & TECHNOLOGY, MONITORING PROGRAMS OFFICE

ELECTRONICALLY REPRODUCED SIGNATURES
United States Department of Agriculture

Agricultural Marketing Service, Science & Technology

Microbiological Data Program

SOP No: MDP SAMP PROC-05 Page 6 of 6

Title: Sampling Procedures During National or Regional Emergency Events

Revision: Original Replaces: N/A Effective: 4/29/09

Original

 Established procedures for sampling in national or regional emergencies