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KIRTLAND AIR FORCE BASE ALBUQUERQUE, NEW MEXICO ...

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APPENDIX C<br />

Sample labels will be completed for each sample using waterproof ink unless prohibited by<br />

weather conditions (e.g., a log book notation should explain that a pencil was used to fill out<br />

the sample label because a ball point pen would not function in freezing weather).<br />

6.1.2 Transfer of Custody and Shipment<br />

The following procedures will be implemented when transferring and shipping samples:<br />

Samples are accompanied by a C-O-C record. A typical C-O-C record is depicted in<br />

Figure 6-1. When transferring the possession of samples, the individuals relinquishing and<br />

receiving will sign, date, and note the time on the record. This record documents sample<br />

custody transfer from the sampler, often through another person, to the analyst in the<br />

laboratory.<br />

Samples will be packaged properly for shipment and dispatched to the appropriate laboratory<br />

for analysis, with a separate custody record accompanying each shipment (e.g., one for each<br />

field laboratory, one for samples shipped, driven, or otherwise transported to the laboratory).<br />

Shipping containers will be sealed for shipment to the laboratory. The method of shipment,<br />

courier name(s), air bill number, and other pertinent information will be entered in a<br />

comment section on the custody record.<br />

When samples are shipped to the laboratory, they must be placed in coolers or other<br />

container and sealed with custody seals. Custody seals must include the signature of the<br />

individual shipping the samples and the date the shipping container was sealed. When<br />

samples are shipped, two or more seals are to be placed on each shipping container, with at<br />

least one at the front and one at the back, located in a manner that would indicate if the<br />

container was opened during transit. Wide, clear tape will be placed over the seals to ensure<br />

that seals are not accidentally broken during shipment. Nylon packing tape may be used<br />

providing that it does not completely cover the custody seal. Completely covering the seal<br />

with this type of tape may allow the label to be peeled off. Alternatively, evidence tape may<br />

be substituted for custody seals.<br />

If samples are subject to interim storage before shipment, custody seals or evidence tape can<br />

be placed over the lid of the jar or across the opening of the storage box or refrigerator.<br />

Evidence tape may also be used to seal the plastic bags or metal cans that are used to contain<br />

samples in the cooler or shipping container. Sealing individual sample containers assures<br />

that sample integrity will not be compromised if the outer container seals are accidentally<br />

broken.<br />

All shipments will be accompanied by the C-O-C record identifying its contents. The<br />

original C-O-C record will accompany the shipment and the copy will be retained in the<br />

project files.<br />

All shipments must be in possession of contractor personnel until released to the carrier, and<br />

a receipt is obtained.<br />

If sent by mail, the package will be registered with return receipt requested. If sent by<br />

common carrier or air, proper documentation will be maintained.<br />

Kirtland AFB<br />

Quality Assurance Project Plan C-32 April 2004

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