Sample Acceptance

Sample Acceptance Policy for Teklab, Inc.

This page outlines the circumstances under which Teklab will accept samples for analysis and provides insight into our protocol. If any samples fail to meet these criteria, clients will be notified, and the noncompliance will be noted in the final analytical report. Additionally, you will find information regarding our standard turn-around-time and quality control requirements that may be useful for those new to our services.

1. Chain of Custody Requirements

The Chain of Custody form must include the following information:

  • Sample identification
  • Location, and/or date and time of collection
  • Sample collector’s name
  • Type of preservation used
  • Sample type
  • Required analytical testing
  • Special comments or instructions, including any specific reporting limits
  • Indication if the samples are known to be hazardous or involved in litigation
  • Signatures of the sample collector and all individuals who handle the sample, acknowledging the terms and conditions listed on the reverse side of the form
  • Purchase order number and/or special invoicing instructions

2. Sample Labeling

Each sample must be labeled clearly and accurately using durable labels and indelible ink. Labels must contain a unique identification for each sample.

3. Sample Quantity and Preservation

An adequate volume of sample must be provided in the appropriate containers with the correct preservatives required for the specific analyses.

4. Sample Holding Times

All analyses are subject to required holding times. To ensure compliance, samples should be delivered to Teklab promptly after collection. If samples are received with less than half of the required hold time remaining, a surcharge may apply, or the analysis may not be completed within the designated hold time.

5. Temperature Requirements

Samples requiring thermal preservation at 4°C must be received with a temperature between 0.5°C and 6.0°C. For same-day deliveries, samples should show evidence that chilling has begun, such as being packed on ice.

6. Notification of Issues

Clients will be informed if there are any signs of damage or contamination, or if the sample does not meet the outlined acceptance criteria. In such cases, analysis will not proceed without client verification, and all communications will be documented.

Turnaround Time

Teklab’s standard turnaround time for most analytical services is 5 to 7 working days. However, this may vary depending on sample volume and current workload. For expedited results or large projects, please contact your project manager in advance to make arrangements.

Additionally, to continue providing the best service possible, we have prepared a guide for our holiday closures to give you ample time to plan around the holiday schedule.

 

–Teklab Holiday Schedule 2024– 

Teklab understands that environmental testing may be an ambiguous term to some people, to better help you understand the sampling procedure and why our standard turn around time of one week or less is exceptional in our industry, we have included below a brief outline of the complexities. 

→ Environmental sample analysis in a laboratory can take a long time due to several factors, including:

Complexity of the Samples: Environmental samples, such as soil, water, air, or biological material, often contain a large variety of substances, including contaminants, microorganisms, and chemicals. The complexity of these samples requires extensive preparation, extraction, and separation steps to isolate and analyze the components of interest.

Multiple Testing Procedures: Different environmental analyses often require multiple, distinct tests to measure different substances or characteristics. For example, testing for heavy metals, organic pollutants, and microbial contamination involves different methods (e.g., chromatography, mass spectrometry, PCR testing), each with its own sample preparation and testing procedures. These methods can take time to set up and execute.

Sensitivity and Precision: Environmental analyses typically require high levels of sensitivity and accuracy to detect low concentrations of pollutants or contaminants. This requires more time-consuming procedures, such as dilution, calibration, and repeated measurements, to ensure accurate results.

Sample Preparation: Environmental samples need thorough preparation before testing. For example, water samples might need to be filtered, soil samples might require sieving, and air samples may need specific traps or containers. This prep work can take hours or days depending on the nature of the sample and the analysis required.

Instrumentation and Calibration: Analytical instruments like mass spectrometers, gas chromatographs, or spectrophotometers require calibration, maintenance, and sometimes long sample runs. Instrument downtime, routine maintenance, or the need for precise calibration can cause delays in getting results.

Quality Control and Validation: Rigorous quality control steps are crucial for ensuring reliable data. Laboratories often run calibration checks, blank samples, and duplicate tests to confirm the accuracy and precision of the results. This additional work can extend the time it takes to complete an analysis.

Backlog and Sample Volume: High demand for environmental testing can create a backlog of samples in the laboratory, especially in times of environmental disasters or heightened regulatory scrutiny. Laboratories may prioritize certain samples based on urgency, pushing others to the back of the queue.

Regulatory Requirements: Many environmental samples must meet specific regulatory or legal standards before the results can be reported. Laboratories must ensure their analyses comply with these standards, which may include additional documentation, data validation, or confirmation of findings, all of which add time to the process.

Data Interpretation and Reporting: Once the analysis is complete, interpreting the results and generating comprehensive reports can take time, especially if the data is complex or if further analysis or consultation is required to understand the findings fully.

Together, these factors contribute to the extended timeframes needed for accurate and reliable environmental sample analysis. This is why at Teklab, our 5 to 7 day turn-around is something we take pride in and work rigorously to uphold. Our laboratory has been in operation for over 42 years, while we have had many changes over the decades of providing our services, the core values have and always will be providing our customers with the best quality analytical testing possible. Adhering to strict protocols and methodologies to maintain integrity will remain our #1 priority.

What is a Sampling Chain of Custody (COC)?

The Chain of Custody (COC) is a critical document and process in environmental testing that ensures the integrity and traceability of samples from the moment they are collected to the point of final analysis and reporting. It is a legal and procedural framework that safeguards the credibility of the data and guarantees that the samples have not been tampered with or contaminated.

Key Elements of a Chain of Custody

Sample Identification

Each sample is uniquely identified with labels or tags, often including: 

  • Date and time of collection
  • Sampling location and condition
  • Sample ID number
  • Sample type (e.g., soil, water, air)

 

Documentation of Sample Handling
The COC form tracks the movement and handling of the sample, detailing:

  • Who collected the sample.
  • Date, time, and method of collection.
  • Transfer of custody (names of individuals and organizations involved).
  • Sample storage conditions (e.g., temperature).

Signatures and Dates
Every person who handles the sample must sign and date the COC form when they take custody, ensuring an unbroken chain of responsibility.

  • Sample Integrity Information
    Details about preservation techniques (e.g., refrigeration, chemical preservatives) are recorded to confirm that the sample’s condition remains unchanged.
  • Testing and Analytical Instructions
    The COC includes specific instructions for the laboratory, such as the required tests, methods, or regulatory standards to follow.

 

Why is the Chain of Custody Important?

-Legal Defensibility-
The COC provides a verifiable record that ensures the sample’s integrity throughout its lifecycle. This is essential for:

  • Regulatory compliance.
  • Legal cases, where the credibility of environmental data may be challenged.

-Data Integrity-
Proper documentation ensures that the analytical results correspond to the correct sample and that the data is reliable and valid.

  • Regulatory Requirements
    Many regulatory agencies, such as the EPA and state environmental agencies, mandate strict adherence to COC protocols for compliance reporting.
  • Minimized Risk of Contamination
    By carefully documenting handling and storage conditions, the COC minimizes the risk of sample contamination or misidentification.
  • Traceability and Accountability
    An unbroken chain ensures that every person involved in handling the sample is accountable, providing confidence in the results.

How Teklab Ensures Chain of Custody

We prioritize the integrity and traceability of every sample we process. Our robust COC procedures include:

  • Standardized Documentation:
    Comprehensive COC forms designed to meet regulatory and client-specific requirements.
  • Secure Sample Management:
    Temperature-controlled storage and secure facilities to preserve sample integrity.
  • Trained Personnel:
    Our team is well-versed in COC protocols, ensuring compliance with industry standards.
  • Digital COC Options:
    Streamlined electronic chain of custody forms for enhanced efficiency and traceability.