Standard Operating Procedures PREPARATION OF SAMPLE CONTAINERS FOR GROUND WATER MONITORING

California Department of Pesticide Regulation

Environmental Monitoring Branch

1001 I Street, Sacramento, CA 95814-2828

P.O. Box 4015, Sacrament, CA 95812-4015

SOP Number: QAQC005.1

Previous SOP: QAQC005.0

Page 1 of 9

STANDARD OPERATING PROCEDURE

PREPARATION OF SAMPLE CONTAINERS FOR GROUND WATER

MONITORING

KEY WORDS

Six-pack, sample-pack, storage-pack, bottle preparation, VOA, COC.

APPROVALS

Signed by

APPROVED BY: ______________________________

Lisa Ross

Environmental Monitoring Branch Management

03/06/2012

DATE: __________

___

Signed by

APPROVED BY: _____________________

Craig Nordmark

Environmental Monitoring Branch Senior Scientist

03/06/2012

DATE: __________

____________

Signed by

APPROVED BY: ____________________________

Chang-Sook Lee Peoples

Environmental Monitoring Branch Quality Assurance Officer

03/09/2012

DATE: __________

_____

Signed by

PREPARED BY: __________________

Justine Herrig

Scientific Aid

03/06/2012

DATE: __________ _______________

Environmental Monitoring Branch organization and personnel, such as

management, senior scientist, quality assurance officer, project leader, etc.,

are defined and discussed in SOP ADMN002.01.

Procedures for filling out Chains-of-Custody forms are defined and discussed

in SOP ADMN006.01.

Previous Authors: Craig Nordmark

California Department of Pesticide Regulation SOP Number: QAQC005.1

Environmental Monitoring Branch Previous SOP: QAQC005.0

1001 I Street, Sacramento, CA 95814-2828 Page 2 of 9

P.O. Box 4015, Sacrament, CA 95812-4015

STANDARD OPERATING PROCEDURE

PREPARATION OF SAMPLE CONTAINERS FOR GROUND WATER

MONITORING

1.0 INTRODUCTION

1.1 Purpose

This Standard Operating Procedure (SOP) explains how to prepare, label and

package sample containers used to collect ground water samples. This SOP also

describes Chain-of-Custody (COC) documentation and handling requirements

specific to the ground water monitoring program. This SOP will be followed when

the study protocol does not include study-specific sample container

requirements.

1.2 Definitions

1.2.1 A sample container holds the medium being sampled, e.g. water,

when analyzing for pesticides.

1.2.2 A chain of custody (COC) is a document designed to track a

sample bottle from bottle preparation through sample analysis

as defined in SOP ADMIN006.01.

1.2.3 A sample pack is a water-resistant holder used to protect sample

containers during transport to and from the study sites.

1.2.4 A storage pack is a box of labeled sample containers designated

for a single study.

1.2.5 A Volatile Organic Analysis (VOA) vial is a container designed for

collecting water samples to be analyzed for volatile organic

compounds. Multiple vials make up a single sample.

2.0 MATERIALS

2.1 New sample bottles as detailed in the study protocol.

2.2 Labels pre-printed with study number, sample number, and sample type.

2.3 Clear adhesive tape wide enough to cover a label.

2.4 Study-specific COCs.

2.5 For sample-packs:

(a) Polystyrene bottle trays

(b) 24” X 24” (minimum) plastic bags

(d) Rubber bands

California Department of Pesticide Regulation SOP Number: QAQC005.1

Environmental Monitoring Branch Previous SOP: QAQC005.0

1001 I Street, Sacramento, CA 95814-2828 Page 3 of 9

P.O. Box 4015, Sacrament, CA 95812-4015

STANDARD OPERATING PROCEDURE

PREPARATION OF SAMPLE CONTAINERS FOR GROUND WATER

MONITORING

2.6 For storage packs:

(a) Shipping box for appropriate sample containers, normally a 12-pack

(b) Self-adhesive labels (approximately 2” X 3”)

2.7 For VOA sample vials:

(a) 6” X 10” (minimum) resealable plastic bags)

(b) 12” X 16” (minimum) resealable plastic bags

(d) Cardboard file box

2.8 Permanent marking pen

3.0 PROCEDURES

3.1 Study Specific Decisions

Before preparing sample containers for a study, the project leader or field coordinator

must review the protocol and, if necessary, consult with the analyzing laboratory to

determine:

3.1.1 The type(s) of sample container(s) needed;

3.1.2 The number of sample containers required, including spares and

quality control;

3.1.3 The number of sample packs to assemble;

3.1.4 The type of sample pack and/or storage pack required;

3.1.5 Discrete label numbers to prevent confusion of sample results;

3.1.6 The appropriate COC form(s); and

3.1.7 Additional container materials required such as aluminum foil or

Teflon sheets.

NOTE: If a deviation from this SOP occurs or is required, the project leader will

detail the changes in an amendment to the study protocol.

California Department of Pesticide Regulation SOP Number: QAQC005.1

Environmental Monitoring Branch Previous SOP: QAQC005.0

1001 I Street, Sacramento, CA 95814-2828 Page 4 of 9

P.O. Box 4015, Sacrament, CA 95812-4015

STANDARD OPERATING PROCEDURE

PREPARATION OF SAMPLE CONTAINERS FOR GROUND WATER

MONITORING

3.2 Sample Container Preparation

This section does not apply to VOA vials. See section 3.5 for VOA vial

preparation.

3.2.1 Obtain sufficient sample containers, labels, COCs (refer to section

3.6 for COC Handling) and other supplies to complete the number

of sample containers/packs required by the study. Ensure that the

sample containers are of proper type and size and comply with any

specific requirements included in the study protocol. If the study

protocol does not specify the type of sample container required,

consult with the project leader before beginning sample container

preparation.

3.2.2 Print sample container labels with the study number, unique sample

number, and sample type for every sample container that will be

used. Use the standardized spreadsheet program located within the

study folder on the shared Ground water directory

(\\dprhq01\groundwater\) to create labels.

If there is no spreadsheet available, let the project leader know that

one needs to be created. This spreadsheet can be modified from a

previous project or found on the shared Ground Water directory at:

GroundWater\PCPA\Forms\Labels.xls.

3.2.3 Remove sample containers from the shipping box and check their

condition. Ensure that the sample containers are clean and

undamaged and the caps are securely fastened. Discard sample

containers that are dirty, damaged or have lost their caps. Wipe off

any accumulated dust.

3.2.4 Cut out a pre-printed label and affix it horizontally to the sample

container using the clear tape. Place the labels high enough on the

sample containers so that they will not get wet during transport.

Smooth the tape to assure a good seal around the label.

3.2.5 Place the sample container in a sample pack or in the storage pack

as detailed in sections 3.3 and 3.4.

California Department of Pesticide Regulation SOP Number: QAQC005.1

Environmental Monitoring Branch Previous SOP: QAQC005.0

1001 I Street, Sacramento, CA 95814-2828 Page 5 of 9

P.O. Box 4015, Sacrament, CA 95812-4015

STANDARD OPERATING PROCEDURE

PREPARATION OF SAMPLE CONTAINERS FOR GROUND WATER

MONITORING

3.3 Sample Pack Preparation

To avoid damage during transport to and from the study sites, sample containers

are packed into tight-fitting water-resistant holders (often referred to as “six-

packs”). A sample pack includes sample containers from a single well. Each

sample container within the sample pack has a sample number.

3.3.1 This section does not apply to VOA vials. See section 3.5 for VOA

vial sample pack preparation.

3.3.2 Obtain water-resistant sample pack holders that fit the sample

containers used for the study. The sample containers should fit

snugly in the holders to prevent damage during transport.

If the study protocol specifies other types of sample containers,

check with the project leader to ensure that the appropriate sample

pack holders are available.

3.3.3 Indicate the sample type on the top of the bottle caps as dictated by

the study protocol using a permanent marker. Use the following

abbreviations:

(a) Primary samples: P1, P2, etc.

(b) Back up samples B1, B2, etc.

3.3.4 To reduce the opportunity for error or confusion, sample packs

should be prepared using a consistent pattern. The example below

shows a sample pack where two samples – one for oryzalin and

one for triazine – will be taken from one well.

#101

Oryzalin

#102

Triazine

#103

(either)

FB2

#106

(either)

FB1

#105

(either)

#104

(either)

NOTE: Depending on the study protocol and the size of the sample

pack holder, it may be partially or entirely filled.

California Department of Pesticide Regulation SOP Number: QAQC005.1

Environmental Monitoring Branch Previous SOP: QAQC005.0

1001 I Street, Sacramento, CA 95814-2828 Page 6 of 9

P.O. Box 4015, Sacrament, CA 95812-4015

STANDARD OPERATING PROCEDURE

PREPARATION OF SAMPLE CONTAINERS FOR GROUND WATER

MONITORING

3.3.5 Put the sample pack, along with the associated folded and bagged

COCs in a 24” X 24” plastic bag and close the top of the bag with a

rubber band.

3.3.6 Label the large bag with the study number, the range of the sample

numbers inside, and other information required by the project

leader. Use a permanent marker to write directly on the bag or on a

white adhesive label.

3.4 Storage Pack Preparation

This section does not apply to VOA vials. See section 3.5 for VOA vial sample

pack preparation.

A storage pack is a box of labeled sample containers designated for a single

study. Whenever possible, the manufacturer’s original shipping box is used.

Storage packs are not intended for a single sampling site like sample packs; they

are used as needed for a given study. Sample containers are pulled from the

storage pack as needed at the sample site.

3.4.1 Place the sample container with the lowest sample number in the

left-hand compartment at the narrow end of the storage box.

Continue placing the labeled sample containers in sequence

(lowest to highest) down the row away from you. When that row is

full, follow the same pattern in the row immediately to the right of

the filled row (nearest to furthest compartment. Follow this pattern

until the box is full.

3.4.2 Use an adhesive label to mark the outside of the storage box with

the study number and the range of sample container numbers

inside.

3.4.3 On the inside box flap, at the beginning of each row, list the range

of sample number in that row.

3.4.4 Place the unfolded COCs in sequence from lowest to highest, on

top of the sample containers and close up the box.

California Department of Pesticide Regulation SOP Number: QAQC005.1

Environmental Monitoring Branch Previous SOP: QAQC005.0

1001 I Street, Sacramento, CA 95814-2828 Page 7 of 9

P.O. Box 4015, Sacrament, CA 95812-4015

STANDARD OPERATING PROCEDURE

PREPARATION OF SAMPLE CONTAINERS FOR GROUND WATER

MONITORING

3.5 VOA Vial and Sample Pack Preparation

3.5.1 Review the study protocol to determine the number of VOA vials

per sample and the need for sample- or storage-packs.

3.5.2 Obtain sufficient VOA vials, labels, COCs (refer to section 3.6 for

COC Handling) and other supplies to complete the number of

sample containers/packs required by the study.

3.5.3 Print sample container labels with the study number, sample

number, and sample type for every sample container that will be

used. Each sample number will be repeated multiple times

(typically three) as each sample will consist of multiple vials. Use a

VOA vial specialized spreadsheet located within the study folder on

the shared Ground water directory to create these labels.

3.5.4 If the study protocol is not specific and the project leader has not

specified other requirements, use the following procedure to create

VOA sample packs:

3.5.4.1 Place three VOA vials bearing the same sample number

together in a resealable 6” X 10” plastic bag. The package

of three VOA vials are treated as a single sample.

3.5.4.2 Using a permanent marker, label the bag of three vials with

the lowest sample number as “P” (primary); the bag with the

next lowest sample number(s) as “B1”, “B2”, etc. (backup);

and the bag with highest sample number as “FB” (field

blank).

3.5.4.3 Combine the individual packages in a large resealable

plastic bag to form a VOA-sample-pack.

3.6 COC Handling

3.6.1 Complete one COC for each sample container or individually

numbered bag of VOA vials as detailed in SOP ADMIN006.01.

Ensure that each COC includes the study number, sample number,

chemicals to be analyzed, and the preparer’s signature.

California Department of Pesticide Regulation SOP Number: QAQC005.1

Environmental Monitoring Branch Previous SOP: QAQC005.0

1001 I Street, Sacramento, CA 95814-2828 Page 8 of 9

P.O. Box 4015, Sacrament, CA 95812-4015

STANDARD OPERATING PROCEDURE

PREPARATION OF SAMPLE CONTAINERS FOR GROUND WATER

MONITORING

3.6.2 For sample packs:

3.6.2.1 Assign the lowest sample number in a sample pack to the

primary sample container, the next highest sample number

to the back-up sample container, and the highest sample

number in the pack to the field blank sample container.

3.6.2.2 Include the sample numbers of the other sample containers

(i.e. back-ups and field blanks) within the “Remarks”

sections of each COC. The sample number specific to each

COC will be outlined by a square with bold font. Indicate the

type of replicate or field blank with the abbreviation (i.e. P1,

B1, FB1, etc.) written on top of the COC.

3.6.2.3 Organize the COCs for the sample-pack from lowest to the

highest sample number. Fold the COCs and place in a 6” x

12” plastic bag with the lowest sample number showing,

then place the bag between the bottle within the sample-

pack.

3.6.3 For storage packs:

3.6.3.1 Complete the COCs as described in section 3.6.1.

3.6.3.2 Enclose the matching COCs within the storage-pack flat on

top of the sample containers inside the box in sequential

order. Primary, back up, and field blank containers may not

be designated until the samples are collected.

3.6.4 For VOA sample packs:

3.6.4.1 Fold and place the COCs in a 6” X 12” plastic bag with the

lowest sample number visible.

3.6.4.2 Place the bagged COCs in the large resealable bag with the

VOA containers.

3.6.4.3 Seal the large bag; label it as described in section 3.3.5; and

place it in a box with other VOA sample-packs for the same

study. Label the box with the study and the letter “VOA”.

California Department of Pesticide Regulation SOP Number: QAQC005.1

Environmental Monitoring Branch Previous SOP: QAQC005.0

1001 I Street, Sacramento, CA 95814-2828 Page 9 of 9

P.O. Box 4015, Sacrament, CA 95812-4015

STANDARD OPERATING PROCEDURE

PREPARATION OF SAMPLE CONTAINERS FOR GROUND WATER

MONITORING

3.6.5 Once the COCs are numbered, they must remain with associated

sample containers. COCs are stored with the sample containers

before and after sampling, travel in the same vehicle when the

containers are in transit and are delivered with the containers to the

analyzing laboratory.

3.7 Storage

All prepared sample/storage-packs for a given study shall be stored

together on the shelves in the West Sacramento warehouse. The

warehouse manager will direct the location of storage and whether to use

a pallet or place the packs directly on the shelves. Place a removable

label with the study number on the shelving to easily identify what

containers are stored at each location.