WORK INSTRUCTION
Profiling a Job
Version: 03
Page: 1 of 5
Issue Date: 26 October 2000
Authorised by : Marjorie Dickenson
1.
2.
3.
PURPOSE
The purpose of this work instruction is to define the responsibilities and actions to be taken when profiling a job into the SimuLab’s LIM InfoLAB.
SCOPE
The work instruction applies to the profiling process from receipt of samples to assigning the work.
REFERENCES
AS ISO/IEC 17025:1999 – General requirements for the competence of calibration and testing laboratories – Section 5.8 – Handling of Test and Calibration Items.
Work Instruction – Control of Non-conformity.
Work Instruction – New Client Enquiry.
Form – Application for Credit.
Form – Chain of Custody.
Form – Corrective & Preventative Action Request (CAR).
Form – Corrective & Preventative Action Request (CAR) Register.
Form – Quotation / Tender.
Form – Review of Credit Application.
Form – Sample Submission Sheet.
4. RESPONSIBILITY
Customer Service personnel 
Check integrity of samples and chain of custody (when applicable), before profile in LIMS, any problems need to note on paperwork and contact customer.

Check customer paperwork to ensure no missing or extra samples, if paperwork does not match samples contact customer.

Ensure samples are properly preserved in laboratory environment.

Profile job in LIMS.

Non-routine analytical requests contact Laboratory Manager.
Laboratory Manager

Access laboratories capability to undertake non-routine analytical requests.
All personnel 
Check sample integrity before commencing analysis, raise Corrective
Action and Preventative Request if problem with sample integrity, etc., not picked up by Customer Service personnel.
Quality Assurance Manager 
Register Corrective Action & Preventative Requests.

Arrange follow up audit or check of action taken.
5. ACTION / METHOD
Customer Service personnel are authorised to profile jobs into the laboratory information management system.
It is the responsibility and mandatory that ALL staff ensure that no analytical tasks are undertaken on samples, without sample first being entered into InfoLAB.
Where samples arrive at the laboratory with non-routine analysis requests, the request should be referred to the Laboratory Manager or delegate. The Laboratory Manager or delegate will comment on the laboratory’s capability to undertake the work using the guidelines outlined in the Quality
Management System.
5.1. Checking Sample Integrity
The Customer Service personnel profiling the job must check sample integrity before accepting the work. Sample integrity means:
03-006

WORK INSTRUCTION
Profiling a Job
Version:
Page:
03
2 of 5
Issue Date: 26 October 2000
Authorised by : Marjorie Dickenson

When samples are received Customer Service personnel will ensure that all relevant details are obtained, including customer name, address, phone/fax number, contact, purchase order number, customer reference, sample details, analysis details, analysis requested, other relevant details such as hazard notices.

All samples received from customers as detailed on the sample submission / Chain of Custody or other paperwork have arrived. If samples are missing, the fact that the sample(s) did not arrive with the sample batch is to be noted on the customer’s paperwork and contact the customer.


Any extra samples arriving with sample batches are queried with the client.
Samples bottles / pulp bags appropriately sealed to prevent sample cross-contamination, record non-conformance on the customer paperwork and the customer is to be contacted.

Samples have arrived at the laboratory correctly preserved for analysis requested, i.e., containers used to store the samples will not introduce any contamination to the samples or allow the samples to alter state in a manner that will affect the analysis. Record nonconformance on the customer paperwork and contact the customer.




All samples, whether known to be harmless or not, are to be treated with caution. Potentially hazardous samples must be clearly marked "Hazardous Material" or identified with a warning that indicates the specific hazard. It is the client's responsibility to notify the laboratory prior to the submission of samples, that they are potentially hazardous. It is the policy of SimuLab to reject hazardous samples where safety equipment is inadequate. SimuLab has relevant licences / permits (in accordance with legislation) which allow the storage, use and purchasing of hazardous substances. Adequate supplies of neutralisation agents or spillage treatment supplies are to be kept on-site. Untrained staff must not be allowed to use or handle hazardous samples and goods (depending upon the degree of hazard). Staff using hazardous samples / goods must be provided with adequate protection via personal protective equipment
(PPE) or engineering controls.
Check to ensure a quotation has previously been prepared, if no quotation exists, testing requirements are understood, and the work is for an established customer, the job is accepted.
Work for new customer is not accepted until the requirements of Work Instruction - "New Client
Enquiry" have been met.
Customer Service personnel to contact the customer by fax to confirm that samples have been received in suitable condition for analysis.
Customer Service personnel to contact the customer if SimuLab intends to use a subcontractor for analytical work. When customer approval is obtained, details shall be recorded including the date that the samples were sent and the analyses requested .

The validity of analytical results is directly related to the quality of the sample. When sampling, preservation and transport a re beyond the laboratory’s control there is little that can be done to restore sample integrity of samples that have been seriously compromised. However, it is the laboratory’s responsibility to ensure that samples do not deteriorate further and that the necessary steps are taken to preserve, store and analyse in accordance with the accepted laboratory guidelines. It is important to provide technical advice to customers, whenever possible, to ensure that the correct procedures are observed during sampling programs. See details at the end of this Work Instruction as guidance.
The Customer Service person profiling the job is responsible for ensuring that samples stored in a safe manner, including any preservation that may be required.
5.2. Booking in Jobs




The LIMS InfoLAB assigns a unique Job Number. Jobs are numbered in consecutive order.
Individual samples retain their original sample identification numbers. All samples received are recorded in a “job book” which should detail the following information.
Unique laboratory reference number (Job Number from InfoLAB).
Date received.
Name of the customer.
Number of samples in batch.
03-006

WORK INSTRUCTION
Profiling a Job
Version:
Page:
03
3 of 5
Issue Date: 26 October 2000
Authorised by : Marjorie Dickenson


Customer purchase order / reference number.
Brief details of analyses required.
These sample details are logged into the laboratory information management system (LIMS),
InfoLAB, the submission login report and relevant laboratory worksheets and sample stickers are generated. This paperwork is placed in the job file; a manila folder with the LIMS generated Job
Number written on the leading edge of the folder. The Job File is place in a hanging file and all the accompanying paperwork is stored in the folder. Job Files for all work not reported are stored in desktop file holders in the relevant laboratory sample reception area.
Unless sample data is electronically captured, the analyst records it onto the proforma worksheets.
This data will include the test methods, observations, calculations and the analyst performing each test. Upon completion of the testing, the job file is checked by the analyst/signatory and a preliminary report produced when laboratory staff use the proforma worksheets they are to be replaced in the
Job File not stored on desks or left lying around the laboratory.
03-006

WORK INSTRUCTION
Profiling a Job
Version:
Page:
03
4 of 5
Issue Date: 26 October 2000
Authorised by : Marjorie Dickenson
ENVIRONMENTAL SAMPLING GUIDE
This sampling guide presents only general information for Tighten the lid down over the meniscus. If any significant commonly requested parameters in water, soil, or sediments samples. It is not possible to specify detailed sampling and preservation methods for the collection of all types of samples. SimuLab Environmental currently provides analysis for more than 1000 parameters in a wide variety of sample types including water, seawater, soils, sediments, biota and air.
The result of any test method is dependent on the condition on the sample on which it is performed. The primary objective of the sampling is to collect a portion of material that is small enough to be conveniently transported to and handled in the laboratory, while still being representative of the original material.
General Sampling Guidelines

SimuLab Environmental provides routine sample containers, labels preservation chemicals and field filtration kits free of charge.

The holding times listed are recommended maximum bubbles are visible, the sample should be recollected using a fresh container.

Sample preservation should be performed immediately upon collection. If preservation is not possible, keep samples cold (4

C) and deliver tem to SimuLab as soon as possible.

If preservatives have already been added to the container
(this will be identified on the label) DO NOT RINSE the containers prior to filling.
Soil/Sediment Samples

Soil or sediment samples are not preserved but should be kept cold (4

C).

Fill containers as full as possible and use the appropriate lid.
For all Samples
1. Seal sample containers well.
2. Label all sample containers with non-removable markings.
3. Keep all samples cold (4

C) but avoid freezing unless otherwise instructed.
4. Complete the SimuLab sample submission or Chain of
Custody forms with all required information. times that samples may be held between collection and extraction or analysis. Certain sample compositions may make the practical holding times shorter or longer.

A separate container is not required for ach parameter requested. More than one parameter can be analysed from the same container if the recommended container type and preservation are the same.

Appropriate precautions MUST be taken when using chemical preservatives. In general, avoid inhaling fumes and contact with skin, eyes and clothing.

Contact SimuLab if more information is required.
Water Samples

Fill bottles leaving enough room to add preservatives, if required, and allow for mixing, unless “NO HEADSPACE” is specified.
 For parameters where “NO HEADSPACE” is required, it is important to minimise air bubbles in the sample. Fill each container carefully until a meniscus forms above the lip.
PARAMETERS IN WATER
MINIUM
VOLUME
5. Pack samples carefully in an Esky to avoid sample breakage.
6. Send samples to SimuLab as soon as possible after collection.
References
APHA Standard Methods for the Examination of Water and
Wastewater, American Public Health Association
EPA
P
G
US Environmental Protection Agency. Test Methods for Evaluating Solid Wastes SW-846 and /or
Methods and Guidance for the Analysis of Water
Plastic (High Density Polyethylene or equivalent)
Glass
CONTAINER TYPE
PRESERVATION &
STORAGE
HOLDING TIME
(SAMPLE/ EXTRACT)
Inorganic Parameters - Water
Acidity / Alkalinity 100mL P or G None 14 d
Ammonia
Ammonia – low level
100mL
100mL
P or G
P or G
H
2
SO
4
(2,6)
None
28 d
24 hrs
Bacteriological Tests
BOD
Chloride or Sulfate
Chromium IV
COD
Colour
Conductivity
Cyanide
Dissolved Oxygen
Fluoride
Hardness
Metals, Dissolved
Metals, Total
250mL
250mL
100mL
100mL
50mL
50mL
100mL
1000mL
100mL
100mL
100mL
100mL
100mL
G Sterile
P or G
P or G
P or G
P or G
P or G
P or G
P or G
G
P
P or G
P or G
P or G
Na
2
S
2
O
3
None
None
None
H
2
SO
4
(2,6)
None
None
NaOH, Dark (4,5,7)
No Headspace/
Winkler Kit /Dark
None
HNO
3
(2)
Filtration, HNO
3
(2,12)
HNO
3
(2,12)
24 hrs
48 hrs
28 d
24 hrs
28 d
48 hrs
28 d
14 d
8 hrs
28 d
6 m
6 m (after filtration)
6m
03-006

WORK INSTRUCTION
Profiling a Job
Version: 03
Page: 5 of 5
Issue Date: 26 October 2000
Authorised by : Marjorie Dickenson
PARAMETERS IN WATER
Mercury
Nitrate or Nitrite
Nitrate + Nitrite (N+N) pH
Phenols (4AAP, colorimetric)
Phosphate
Residual Chlorine
Solids (TDS / TSS)
Sulfide
MINIUM
VOLUME
CONTAINER TYPE
Inorganic Parameters - Water
100mL P or G
PRESERVATION &
STORAGE
HNO
3
(2)
100mL
100mL
50mL
100mL
100mL
P or G
P or G
P or G
P or G
P or G
None
None or H
2
SO
4
(2, 8)
None
H
2
SO
4
(2, 6)
None
100mL
250mL
100mL
P or G
P or G
P or G
HOLDING TIME
(SAMPLE/ EXTRACT)
28 d
48 hrs
48 hrs / 28 d
0.25 hrs
28 d
None
None
48 hrs
0.25 hrs
7 d
Zinc acetate & NaOH 7 d
Surfactants
TKN / Organic N
TOC
Turbidity
500mL
100mL
100mL
P or G
P or G
G
100mL P or G
Organic Parameters - Water
None
H
2
SO
4
(2, 6)
H
2
SO
4
(2, 6)
Dark
Volatile Organics
VOC, BETX, VPH, MTBE etc
2 x 40mL G Vial, Teflon cap
No Headspace (1)
H
2
SO
4
or HCl
Semi-Volatile (Extractable) Organics
Phenolics (Chlorinated & Non-Chlorinated)
Extractable Petroleum Hydrocarbons (EPH)
Oil & Grease (Total or Mineral)
Organochlorine Pesticides (OCP)
Organophosphorous Pesticides (OPP)
Polycyclic Aromatic Hydrocarbons (PAH)
Polychlorinated Biphenyls (PCB)
Resin Acids / Fatty Acids
Dioxins / Furans
AVS /SEM
1000mL
500mL (9,11)
500mL
G, Teflon cap
G, Teflon cap
G, Teflon cap
None
None
(1)
500mL (9) G, Teflon cap H
2
SO
4
or HCl (2)
1000mL
1000mL
500mL
G, Teflon cap
G, Teflon cap
G, Teflon cap
None (1)
NaOH or H
None (1)
2
SO
500mL
(9,11)
G Amber, Teflon cap Dark, None
(1)
4
(3)
None (1)
1000mL G Amber, Teflon cap Dark, None (1,10)
Inorganic Parameters – Soil / Sediment
125 g G No Headspace
Particle Size
TOC or Moisture
Nitrogen, Total
Sulfides, Total
Metals
Mercury
250 g
125 g
125 g
125 g
125 g
G or P
G or P
G or P
G or P
G
None
None
None
None
None
48 hrs
28 d
28 d
48 hrs
7-14 d
14 d
6 m
14 d
28 d
7 d
6 m
28 d
7 d / 40 d
7 d / 40 d
28 d / 40 d
7 d / 40 d
7 d / 40 d
7 d / 40 d
7 d / 40 d
7 d / 40 d
30 d / 45 d
Volatile Organics (13)
Semi-Volatile (Extractable) Organics (13)
125 g G None
Organic Parameters – Soil / Sediment
125 g G, Teflon Lid No Headspace
125 g G, Teflon Lid None
7-14 d / 40d
14 d /40 d
Oil & Grease (Total or Mineral) 125 g
1. For samples where free chlorine might be present, EPA recommends preservation with 80mg Na
2
S
2
O
3
/L sample.
2. Adjust samples to pH<2 with specified acid.
3. Adjust samples to pH 6-8 using NaOH or H
2
SO
4.
4. If oxidising agents (eg. Chlorine) present add 0.1g NaAsO
2
/L. Refer APHA.
5. For samples where sulfide may be present, analyse immediately or pre-treat with PbCO
3.
6. Analyse immediately if not preserved.
7. Adjust samples to pH>12 with NaOH.
G, Teflon Lid None 28 d/ 40 d
8. When sample is preserved with acid, NO
3
& NO
2
cannot be determined as individual species.
9. Since the whole sample is used for analysis, laboratory replicates cannot be performed. It is recommended that a field duplicate be submitted.
10. If sample has pH>9, adjust to pH7-9 with H
2
SO
4.
11. EPH & PAH can be analysed from the same container and are required to calculate Light & Heavy Extractable
Petroleum Hydrocarbons (LEPH & HEPH).
03-006