N3B-ER-SOP-10093.pdf

INFORMATION ONLY

Title: Blue-Sheet Process Instruction No: T-000S

A. Document Number:

N3B ER-SOP-I 0093

N3B Transition Instruction

Revision: I Effective Date: 03/08/2018

Attachment 1 - N38 Blue-Sheet Form

Revision:

B. Document Title {l ist name of manual, document, procedure series, or specific procedure):

Sample Control and Field Documentation

C. Owner/User Group (Check One):

Pa e I of I

D C.2.11 Quality Assurance

D C.2.14.1 Security

D C.2.12 Records Management D C.2. I 3 Infrastructure

0 C.2.16 Engineering O C.2.1 7 ES&I I

D C.2.18 Environmental Remediation

D Other (Describe):

181 C.2.19 Water Programs D C.2.20 Waste Program (CI 1-TRU)

D. Check applicable box(es):

1. 181 Document(s) is accepted "as is" with minor revisions.

2. D Attachment 3 has been initiated for procedure intent change (for future PCR).

3. • Document is not needed for N38 work and will not be accepted.

4. • Document to be placed On-Hold and further evaluated post-transition.

E. Comments:

Other referenced procedure(s) to be blue-sheeted:

- ER-SOP-I 0094, Handling, Packaging, and Transporting Field Samples

- EP-AP-10003, Records Management

A rovals:

Blue Sheet Reviewer

Responsible Functional Area Mana er

Name

John McCord

Joe Legare

Joe Legare

Date

3/26/2018

4/5/2018

RFP-0000476

N3B Transition Instruction Title: Blue-Sheet Process Instruction No: T-0005 Revision: I Effective Date: 03/08/2018 Pa e 1 of2

Attachment 2: Terminology Replacement Matrix

Each Functional Area Manager is responsible and accountable for all terminology in their blue-sheeted procedures. Before completing this form, preview the Terminology Replacement Guide located in the Blue Sheet Folder on the N3B Sharepoint site for the currently approved terminology replacements. ·

Document Number: N3B ER-SOP-10093, Rl Document Title: Sample Control and Field Documentation

Current Tenninolon, Replacement Tenninolon, 'Los Alamos National Laboratory (LANL or Laboratory)' on page 4 of IO N38

Edit the sentence 'NOTIFY the Sample Management Office (SMO) of the Edit the sentence to read 'NOTIFY the Sample Management Office (SMO) sampling campaign, at least two days in advance of the work, by completing of the sampling campaign, at least two days in advance of the work by and submitting the SMO Request spreadsheet found onfound on the SMO completing and submitting the SMO Request spreadsheet.' homepage at . .. . ' on page 5 of 10.

Edit the sentence 'EMAIL finished spreadsheet to:smoorderrequest@lanl.gov' Edit to read ;'EMAIL finished spreadsheet to the N38 SMO. on page 5 of 10.

'Los Alamos National Laboratory' on Attachment 1 ( example of Sample 'N38" Collection Log/Field Chain of Custody Form)

LANL on Page 4 of IO in Section 2 N3B

Hazard Class:

Usage Mode:

Sample Control and Field Documentation

[gj Low

[gj Reference

Effective Date: 9/13/2017

Next Review Date: 9/13/2020

Moderate

UET

D High/Complex

D Both UET & Reference

The Responsible Manager has determined that the following organizations' review is required for initial procedure release as well as subsequent major revisions. Review documentation is contained in the Document History File.

Technical Leads

Quality Assurance

Environmental Protection

Waste Management

Classification Review: [gj Unclassified 0 UCNI

Billy Tumey I 112765 / /s/ Billy Turney

Name (print) Z# Signature

Responsible Manager, Division and Title

Nita Patel I 153003 I Isl Nita Patel

Name (print) Z# Signature

D Classified

1916/17

Date

I 9/13/17

Date

Sample Control and Field Documentation

Reference

Document No.:

Revision:

Effective Date:

Page:

ER-SOP- I 0093

I 9/13/17

REVISION HISTORY

Document No./Revision No. Issue Date Action Description

EP-ERSS-SOP-5058, RO.O 02109107 Major New document number, reformatted and renumbered. Supersedes SOP-01.04

WES-EDA-QP-219, RO 10/20/10 Major

New number assigned due to reorganization.

OJO-QP-219, RI 09/02/14 Major Minor revision to this procedure. The acronym was changed in the document control number from WES-EDA to 010. The new number supersedes WES-EDA-QP-219, RO. The hyperlinks in the document were updated to reflect web changes.

The SME conducted a technical review of the content in this procedure and deemed it accurate.

ER-SOP-10093, RO 5/2/2017 Major Updates to transfer from ADESH to ADEM.

ER-SOP-10093, RI 9/13/2017 Minor Changed reference in 5.4 to ER-SOP-10094, Handling, Packaging, and Transporting Field Samples.

Reference

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Page:

TABLE OF CONTENTS

Section

ER-SOP-10093

I 9/13/17

TITLE PAGE ................................................................................................................................ I

REVISION HISTORY

TABLE OF CONTENTS

I. PURPOSE

2. SCOPE

3. PRECAUTIONS AND LIMITATIONS

4. PREREQUISITE ACTIONS

4.1 Materials and Equipment

5. PERFORMANCE - SAMPLE CONTROL AND FIELD DOCUMENTATION

5.1 Notify the Sample Management Office

5.2 Sample Request and Papetwork Creation

5.3 Sample Collection and Documentation

5.4 Delivery of Samples to the SMO

5 .5 Sample Collection Log Updates after Sample Submission

6. POST-PERFORMANCE ACTIVITY

6.1 Records Processing

7. REFERENCES

8. ATTACHMENTS

Attachments

Attachment I, Sample Collection Log/Field Chain of Custody Form ................................................. IO

Document No.:

Sample Control and Field Documentation

Reference

Revision:

Effective Date:

Page:

ER-SOP-I 0093

I 9/13/17 4 of IO

1. PURPOSE

This standard operating procedure (SOP) states the responsibilities and describes the process for documenting the traceability of samples collected for Los Alamos National Laboratory

(LANL or Laboratory) using sample control and field documentation.

2. SCOPE

All LANL employees and their responsible subcontractors shall implement this procedure when collecting samples.

3. PRECAUTIONS AND LIMITATIONS

4.

4.1

Following the steps in this procedure assures that samples and field documentation are collected in a manner that creates and maintains legal defensibility. Following the procedure also assures that the field data generated during sample collection are correctly entered into the environmental databases for data analysis, compliance reporting, and long-term storage.

Samples are to be identified and controlled to ensure proper documentation.

PREREQUISITE ACTIONS

Materials and Equipment

The list below represents the equipment necessary to complete the tasks defined within this procedure:

• Sample Management Database

• Computer

• Printer

• Sample Containers

• Custody Seals

Reference

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5. PERFORMANCE-SAMPLE CONTROL AND FIELD DOCUMENTATION

5.1 Notify the Sample Management Office

User

[I] NOTIFY the Sample Management Office (SMO) of the sampling campaign, at least two days in advance of the work, by completing and submitting the SMO Request spreadsheet found on the SMO homepage at https://adep.lanl.gov/adepimageslib/WebDocs

/smo order request.xis.

NOTE Instructions for filling out the spreadsheet (also known as the Sampling Plan) are included in the download. Guidance for allowable codes are provided on sheets 3

(Field Code Values to Print) and 4 (Analytical Methods and Analytes).

[2] COMPLETE sheet I (General Request Info) and sheet 2 (Analytical Request Info).

[3] EMAIL finished spreadsheet to smoorderrequest@lanl.gov

[ 4] CONT ACT Sample Management staff if questions arise while completing the SMO

Request spreadsheet.

5.2 Sample Request and Paperwork Creation

SMO Staff

[I] ENTER Sampling Plan into the database according to client specifications on SMO

Request spreadsheet.

User

[2] REVIEW the sampling paperwork or summaries and APPROVE for final printing, or

COORDINATE with the SMO staff to correct problems.

SMO Staff

[3] PRINT the approved Sample Collection Log/Field Chain of Custody Forms (Attachment

I) and Sample Container Labels.

[4] CALL requester for paperwork receipt. (It is not possible to e-mail the paperwork.)

Sample Control and Field Documentation

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5.3 Sample Collection and Documentation

Field Team Member

[I] OBTAIN the appropriate sample containers and custody seals from the SMO, when applicable.

[2] COLLECT samples according to applicable sampling procedures.

[3] COMPLETE all blank fields in the Sample Collection Log/Field Chain of Custody Form prior to sample submission to SMO.

NOTE Summa canisters and silica gel containers do not require custody seals.

[4] COMPLETE the sample container labels and seal sample containers with sample custody seals when the sample is collected.

NOTE To fill in multiple spaces with "OK," draw an arrow ji-om the first "OK" through the remainder of the spaces. (This applies to other entries as well, such as "NIA.")

[5] RECORD "OK" in the "as collected" spaces if the "as planned" information is accurate.

[6] CORRECT the information listed under "as planned" on the Sample Collection

Log/Field Chain of Custody Form by filling in the information listed under "as collected," based on field observations. Furthermore, CORRECT any changes to bottle size, preservation, and bottle number so they can be forwarded to analytical laboratory.

NOTE All information entered in writing on the Sample Collection log will be entered into the database. Please write legibly.

[7] Special conditions for filling out Sample Collection Log/Field Chain of Custody Form:

a. Priority- USE this portion of the form for Stormwater sampling or cases of limited sample volume. This informs the analytical laboratory in which order you prefer the tests to be analyzed until sample is consumed. IF your sample does not fall into one of these cases, THEN MARK NIA.

b. Special Instructions- USE this portion of the form to provide special instructions to the analytical laboratory ( e.g., quicker turnaround time, additional analyses requested from that bottle, any special conditions/hazards of the sample to include, but not limited to, potential expected high concentrations of specific analytes, etc.).

Sample Control and Field Documentation

Reference

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5.3 Sample Collection and Documentation (continued)

5.4

(8] RECORD all sample field data required by the sampling procedure on the sample collection log. (This may include silica gel weights, silica gel bound water, and other parameters required by the sampling procedure.)

[9] IF a sample was planned and not collected, THEN:

[A] MARK the sample collection log/field chain of custody form with the words "not collected" across the forms and DRAW a diagonal line across the form.

[BJ RECORD the reason for not collecting the sample, and initial and date the form.

(10] ENSURE that sample collector and coworker (who participated in the sample collection and can verify the accuracy of the data) have reviewed and signed the appropriate lines so that if corrections are needed the sampler can be identified for future contact.

(11] SUBMIT the Sample Collection Log/Field Chain of Custody Forms to SMO staff when the samples are submitted.

[12] PHOTOCOPY the Sample Collection Log/Field Chain of Custody Form for the project records, as appropriate.

Delivery of Samples to the SMO

Field Team Member

NOTE When transporting sample to the SMO from the field all the requirements of ER

SOP-10094, Handling, Packaging, and Transporting Field Samples must be followed. These requirements include proper packing and any required radiation screening PRIOR to sample submission to SMO.

[1] ENSURE that all Sample Collection Log/Field Chain of Custody Form accompany the sample(s) when samples are delivered to the SMO.

[2] PRINT name and SIGN the Sample Collection Log/Field Chain of Custody Form in the "Relinquished by" block.

SMO Staff

[3] PRINT name and SIGN the Sample Collection Log/Field Chain of Custody Fo1m in the "Received by" block.

Sample Control and Field Documentation

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5.4

5.5

Delivery of Samples to the SMO (continued)

Field Team Member/SMO Staff

[4] DOCUMENT the date and time of the transfer on the Sample Collection Log/Field

Chain of Custody Form. The date and time of field team sample delivery must exactly match the date and time for sample receipt by the SMO.

Sample Collection Log Updates after Sample Submission

Field Team Leader/Member

[I] IF situations are found after sample submission, THEN RETURN to the SMO and UPDATE the original Sample Collection Log/Field

Chain of Custody Form.

[2] INITIAL and DATE the Sample Collection Log change.

[3] PHOTOCOPY the changed Sample Collection Log for the project files as required.

6. POST-PERFORMANCE ACTIVITY

6.1 Records Processing

Records generated while performing this procedure must be processed and maintained in accordance with EP-AP-10003, Records Management.

Record Name QA Record Non-QA ·

Record

Attachment 1, Sample Collection Log/Field Chain of Custody 129 • Form

Reference

7. REFERENCES

EP-AP-10003, Records Management

Document No.:

Revision:

Effective Date:

Page:

ER-SOP-I 0093

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ER-SOP-I 0094, Handling, Packaging, and Transporting Field Samples

8. ATTACHMENTS

Attachment I: Sample Collection Log/Field Chain of Custody Form

Sample Control and Field Documentation Revision:

Effective Date:

Reference Page:

ER-SOP- I 0093

I 9/13/ 17

ATTACHMENT 1

Page I of I Sample Collection Log/Field Chain of Custody Form

Los Alamos National Laboratory Page 1 of 1

SAMPLE COLLECTION LOG/FIELD CHAIN OF CUSTODY

EVENT ID: 11231

SAMPLE ID: MOALSVE2-17-1 32607

AS

PLANNED AS COLLECTED

Date Collected

(MM/DDIYYYJ:

TIME COLLECTED

(HH: MM):

PRSID:

LOCATION ID:

LOCATION TYPE:

TOP DEPTH:

BOTTOM DEPTH:

PRIORITY

SAMPLE COMMENTS:

WST-600902

LOCATION COMMENTS:

FIELD PARAMETERS:

COLLECTED BY (PRINT):

RELINQUISHED BY

(Printed Name) (Signature)

RELINQUISHED BY

(Printed Name) (Signatu re)

DatefTime

Date/Time

EVENT NAME: 2017 SVE Vapor Testing

WORK ORDER:

FIELD MATRIX:

MEDIA:

SAMPLE TECH

CODE:

M

PLANNED

VOST

AS COLLECTED

YES/ NO/ NA

COLLECTED YIN SPECIAL INSTRUCTIONS

6 Liter Summa

RECEIVED BY Date/Time

(Printed Name) (Signature)

RECEIVED BY Date/Time

(Printed Name) (Signature)