1. background and lab mn format for electronic data …
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Chain of Custody Formatting Instructions for Surface Water Lab_MN Electronic Data Deliverables (EDDs)
SOP 03-087
Revision 1
03/04/2016
Page 1
Contents
1. BACKGROUND AND LAB_MN FORMAT FOR ELECTRONIC DATA DELIVERY………………………………………………… 1
2. CHAIN OF CUSTODY FORMS………………………………………………………………………………………………………………………. 1
3. REQUIRED FIELDS AND FORMATTING……………………………………………………………………………………………………….. 1-2
4. QUALITY CONTROL SAMPLE FORMATTING……………………………………………………………………………………………….. 3
5. OPTIONAL PROJECT DEFAULTS IN RMB DATABASE……………………………………………………………………………………. 4
6. REPORTING PROCESS, TIMELINE, AND DATA REVIEW RESPONSIBILITIES…………………………………………………… 4
7. EXAMPLE CHAIN OF CUSTODY DOCUMENTS…………………………………………………………………………………………….. 5-6
1. BACKGROUND AND LAB_MN FORMAT FOR ELECTRONIC DATA DELIVERY
RMB Labs has developed new data reporting capabilities to facilitate direct submission of lab results to the MN
Pollution Control Agency in an EQuIS-ready format. The new electronic data deliverable (EDD) format, developed
by MPCA and MN.IT, is called Lab_MN. Reporting of surface water analytical lab results through EDDs eliminates
the need for our clients to submit lab results through the Excel EQuIS template at the end of each monitoring season
(note: field data is still submitted separately using the Excel template). Use of this new reporting option will
significantly reduce the reporting workload for RMB clients and MPCA EQuIS Staff. To produce error-free EDDs,
RMB needs to receive chain of custody (COC) forms that meet strict new formatting requirements. This instruction
document was developed to outline the new requirements and formatting.
2. CHAIN OF CUSTODY FORMS
Clients MUST use the most current version of RMB’s chain of custody form (see page 5). Old versions are not EDD
compliant and should be deleted or recycled. Old versions will be missing a checkbox in the lower left corner of Page
1: “Electronic Data Deliverable (EDD): Lab_MN format”.
RMB has printed carbon-copy chain of custody forms available in-house and a fillable PDF standard chain of
custody form available online at http://rmbel.info/lab/chains-of-custody/. The PDF is recommended because you can
create template forms which promote consistent data entry.
3. REQUIRED FIELDS AND FORMATTING
The following chain of custody fields and field formatting are required for RMB to send Lab_MN EDD documents
to the MPCA that will load without errors. Clients are responsible for providing complete and accurate chain of
custody information. RMB will try to fix obvious issues at the point of sample receipt by contacting samplers. EDD
errors due to missing or inaccurate COC information will be the client’s responsibility to fix by working directly with
MPCA EQuIS Staff. Providing correct and complete chain of custody forms from the beginning of the monitoring
season will ensure seamless submittal of EDDs.
3.1 Project Task Code
Must be listed on COC forms, otherwise EDDs will not load when submitted
3.2 Station ID/Sample Description
MPCA EQuIS station ID is required (lake e.g. 29-0208-00-204; stream e.g. S004-311)
If a text sample description is included the format must be Station ID + single space + sample description
(e.g. S004-311 SCHOOLCRAFT R AT CSAH-9 BRG). Sample description total length <= 50 characters.
Chain of Custody Formatting Instructions for Surface Water Lab_MN Electronic Data Deliverables (EDDs)
SOP 03-087
Revision 1
03/04/2016
Page 2
3.3 Sample Date
3.4 Sample Time
hh:mm (24-hour clock)
Sample time on paperwork must match the time on bottles
3.5 Sample Method
See list with descriptions on page 2 of COC form for valid sample method codes
Contact RMB client services if you are unsure what code to use
3.6 Start Depth (meters)
Discrete depth (i.e. not a depth internal like 0-2 meters) or beginning depth (top) of sample interval
List 0 for surface samples
3.7 End Depth (meters)
End depth (bottom) of sample interval
Leave blank for discrete depth samples. Enter discrete depths in the Start Depth field.
3.8 Sample Type
See list with descriptions on page 2 of COC form for valid sample type codes
“Sample” is the most common value. Contact RMB client services if you are unsure what code to use.
3.9 Matrix
See list with descriptions on page 2 of COC form for valid matrix codes
“WTR-Surf” and “QC-Blank” are the two relevant options for surface water EDDs
3.10 Electronic Data Deliverable (EDD): Lab_MN format checkbox
This box MUST be checked to indicate that a Lab_MN EDD report is requested for a specific COC
The box is located in the lower left corner of page 1 above reporting and billing contact fields
3.11 Analysis Requested
Analysis abbreviations should resemble RMB database values. Work with the lab if you are unsure what to
list for a specific test.
3.12 Formatting notes
Each row on the chain of custody form should reflect the samples received. If 4 samples are received there
should be 4 rows on the COC form. There should not be any additional data below the 4th row.
If you use a template pdf COC form be sure to completely clear out fields from old sampling events that
are not related to the current set of samples.
Make your COC match the field day. If the COC is printed before sampling and one or more sites are
not sampled, draw a single line through the entire row(s). Please do not submit COC forms with multiple
rows crossed off on a regular basis.
EDDs will include all samples submitted on a single COC form. Sites that do not get reported must be on a
separate COC form.
Chain of Custody Formatting Instructions for Surface Water Lab_MN Electronic Data Deliverables (EDDs)
SOP 03-087
Revision 1
03/04/2016
Page 3
4. QUALITY CONTROL SAMPLE FORMATTING 4.1 Quality Control Field Replicates
Station ID/Sample Description format should follow section 3.2 instructions.
Sample Type = QC-FR; do not add text to the sample description stating it’s a replicate because the sample
type code indicates this.
The routine sample and field replicate sample must be listed on the same COC form. Ideally, replicates
should be on the row immediately beneath the routine sample.
Record a different sample time for the field replicate.
Write the sample description, sample type (QC-FR), and sample time on bottle labels for QC sample sets.
4.2 Quality Control Equipment Blanks
Do not include an EQuIS Station ID for equipment blank samples. These are NOT field samples collected
from a field station. Station ID/Sample Description should be QC-BLANK or similar text.
Sample Type = QC-EB
Sample Method and Matrix codes = QC-BLANK
Write the sample description, sample type (QC-EB), and sample time on bottle labels for QC sample sets.
NOTE: refer to Page 2 of the COC form for descriptions of different QC Blank sample types
Chain of Custody Formatting Instructions for Surface Water Lab_MN Electronic Data Deliverables (EDDs)
SOP 03-087
Revision 1
03/04/2016
Page 4
5. OPTIONAL PROJECT DEFAULTS IN RMB DATABASE
RMB is able to store project, station, and analytical parameter details in our laboratory information management
system for surface water monitoring projects. The addition of project defaults provides consistent COC data entry by
allowing selection from an approved list of options during sample check-in. This process also catches many station
ID or analysis errors on client paperwork. RMB encourages you to use project defaults and contact client services
several weeks before monitoring begins to make arrangements.
6. REPORTING PROCESS, TIMELINE, AND DATA REVIEW RESPONSIBILITIES
6.1 Reporting Process
EDDs are sent via email to the MPCA at [email protected]
Clients are copied on EDD emails. MPCA project managers may be added to email distribution lists if
requested for state grant projects.
6.2 Timeline
EDDs are sent per chain of custody when lab reports are generated and distributed
6.3 Data Review Responsibilities
Clients/samplers should review PDF or hard-copy lab reports after receipt and scan for possible issues:
- Results well outside the expected range for a given monitoring station
- Errors on the client-provided chain of custody (station ID, date, time, sample type, etc.)
6.4 Data Correction Process
Before EDD has been emailed:
- Contact RMB for corrections
After EDD has been emailed:
- Send an email to the MPCA ([email protected]) detailing the errors and copy RMB on the
message ([email protected])
- Minor corrections will be made by the MPCA directly in EQuIS; RMB will make corresponding
corrections in the lab database and on COC forms
- Major corrections may require a revised EDD sent from RMB. MPCA EQuIS staff will request
revised EDDs from RMB as needed.
Client
Project
Project Task Code
Project Name: COC
Project Formal Title
Stations
Sample Description
Station ID
Analysis Defaults
Chain of Custody Formatting Instructions for Surface Water Lab_MN Electronic Data Deliverables (EDDs)
SOP 03-087
Revision 1
03/04/2016
Page 5
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Chain of Custody Formatting Instructions for Surface Water Lab_MN Electronic Data Deliverables (EDDs)
SOP 03-087
Revision 1
03/04/2016
Page 6