Virginia Administrative Code › Title 1 - ADMINISTRATION › Agency 30 - DEPARTMENT OF GENERAL SERVICES › Chapter 45 - CERTIFICATION FOR NONCOMMERCIAL ENVIRONMENTAL LABORATORIES › Part II - Standards › Article 4 - Proficiency Testing › Section 1VAC30-45-850 - Sample handling, sample acceptance policy, and sample receipt

Current through Register Vol. 40, No. 24, July 15, 2024
While the laboratory may not have control of field
						sampling activities, the following are essential to ensure the validity of the
						laboratory's data.
1. Sample tracking.
					 The laboratory shall have a documented system for uniquely identifying the
					 items to be tested to ensure that there can be no confusion regarding the
					 identity of such items at any time. This system shall include identification
					 for all samples, subsamples and subsequent extracts or digestates or both. The
					 use of container shape, size or other physical characteristic, such as amber
					 glass or purple top, is not an acceptable means of identifying the sample.
					 System laboratories shall use a permanent chronological record such as a
					 logbook or electronic database to document receipt of all containers. This
					 sample receipt log shall record the following at a minimum: name of facility
					 where sample was taken, date and time of laboratory receipt, unique laboratory
					 ID code, and signature or initials of the person making the entries.
2. Sample acceptance policy. The laboratory
					 shall have a written sample acceptance policy that clearly outlines the
					 circumstances under which samples shall be accepted or rejected. The policy
					 shall ensure that only properly obtained samples with appropriate sampling
					 records (see
					 1VAC30-45-640 B) are analyzed and
					 that the samples are handled properly. This sample acceptance policy shall be
					 made available to sample collection personnel. The policy shall include
					 elements such as appropriate documentation of the sample's identification, use
					 of appropriate sample containers, adherence to specified holding times,
					 adequate sample volume to perform necessary tests, and procedures to be used
					 when samples show signs of damage, contamination or inadequate
					 preservation.
3. Sample receipt
					 protocols.
a. Upon receipt, the condition of
					 the sample, including any abnormalities or departures from standard condition
					 as prescribed in the relevant test method, shall be recorded. All items
					 specified by the sample acceptance policy shall be checked.
b. All samples that require thermal
					 preservation shall be considered acceptable if the arrival temperature is
					 either within 2 °C of the required temperature or the method specified range.
					 For samples with a specified temperature of 4 °C, samples with a temperature of
					 ranging from just above freezing temperature of water to 6 °C shall be
					 acceptable. Samples that are hand delivered to the laboratory immediately after
					 collection or on the same day that are collected may not meet these criteria.
					 In these cases, the samples shall be considered acceptable if there is evidence
					 that the chilling process has begun such as arrival on ice. Thermal
					 preservation is not required in the field if the laboratory receives the sample
					 and either begins the analysis or refrigerates the sample within 15 minutes of
					 collection.
c. The laboratory shall
					 implement procedures for checking chemical preservation using readily available
					 techniques, such as pH or free chlorine prior to or during sample preparation
					 or analysis.
d. The results of all
					 checks required by the sample acceptance policy and relevant test method shall
					 be recorded.