This document provides guidelines for submitting laboratory samples to SGS North America, including requesting sample kits, proper sampling and labeling procedures, chain of custody forms, packing and shipping samples, and receiving results. Key points covered include requesting the appropriate amount of sample for each analysis, filling and labeling volatile organic analysis containers correctly, completing chain of custody forms, using bubble wrap and absorbent pads when packing coolers, and accessing data online through the Engage portal.

1. LABORATORY SAMPLE
SUBMISSION
Justin A. Nelson
SGS North America, Inc.
Anchorage, Alaska Environmental Laboratory

2. 2
OUTLINE
 Sample Kit Requests
 Sampling Procedures
 Chain of Custody Forms / Sample Labeling
 Shipping Coolers to SGS
 Receiving Results

3. 3
SAMPLE KIT REQUESTS
 Information Needed
 Project Name/#
 Due date?
 Shipping Method?
 Analyses Requested
 # of Samples / date(s)
returning.
 Special Considerations
 Is the project regulated
by the DOD?
 How many Trip Blanks
are Required?
 Is site-specific QC
required?

4. 4
SAMPLE KIT REQUESTS CONTINUED
 How much sample is
needed?
 Most semivolatile soil
analyses require ~25-30
grams per analysis.
 4 oz. Jar = 150-200 g soil
 Example
 DRO/RRO – 30 g
 PAH SIMS – 23 g
 % solids – 15 g
 68 g per analysis (2 per
jar)

5. 5
SAMPLE KIT REQUESTS CONTINUED
 Organic Water Analyses
require the entire
container for each run.
 Inorganics generally do
not require the entire
container for analysis,
with the exception of
BOD/TSS analysis of
clean water.
 Analyses are grouped by
container/preservative
type.
 For analyses with short
holding time, an expected
date/time of delivery is
helpful:
 Chromium VI
 Nitrate/Nitrite
 Orthophosphate
 Turbidity
 BOD
 Total Coliform
 Fecal Coliform
 Etc.

6. 6
SAMPLING PROCEDURES
 Volatiles analysis for soil
samples
(SW8260/8021/AK101)
 1 x 4 oz. Pre-weighed
w/septa
 1 x 25 mL vial Methanol
w/BFB surrogate
 Put soil (50 g, or ~1/4 full)
into container, and cover
immediately with
Methanol, like the Trip
Blank you received with
your kit.
Remember, ALWAYS use a full vial of Methanol, and ALWAYS
record when more than one vial is used.

7. 7
SAMPLING PROCEDURES CONTINUED
 Volatiles analysis of water
samples
 Fill to top (meniscus), and
carefully replace cap.
 When sampling for
multiple parameters, fill
the Volatiles containers
first.
 Never pack coolers so
that VOA vials are in
direct
 Samples with
hydrocarbon content may
lack the surface tension
contact with Ice needed to
form a meniscus

8. 8
VOLATILES ANALYSIS OF WATER SAMPLES
CONTINUED
 Water sources with high
amounts of CaCO3 may
effervesce upon
acidification.
 Dissolved gases in water
samples may result in
headspace upon
temperature changes.
 If the project is regulated
by the DOD, then each
VOA sample (3 Vials)
should be bagged
separately.

9. 9
SAMPLE LABELING GUIDELINES
 Use fine-tipped
permanent marker
 If you use your own
labels, make sure they will
hold up to moisture
 Sample ID should match
COC
 Applying a label to a wet
container may result in
labels coming off in-transit
or during unpacking.
 Write IDs on labels and
lids if this is likely.

10. 10
THE CHAIN OF CUSTODY FORM

11. 11
THE CHAIN OF CUSTODY FORM

12. 12
THE CHAIN OF CUSTODY FORM – SITE
SPECIFIC QC
 If QC is required on a particular sample from your site,
then additional containers need to be filled.
 For Organic Waters analyses, this simply means tripling
the number of containers filled.
 Soils generally require 1-2 more 4 ounce jars, depending
on analyses. No additional 4-ounce w/Methanol is needed
for MS/MSD
 Inorganic waters analysis is more complicated with regards
to MS/MSD/Duplicate, so it is best if we know in advance
(at Kit Request) if it is required.

13. 13
EXAMPLE KIT PACKING

14. 14
ABSORBENT PAD AND DOUBLE LAYER OF
BUBBLE WRAP

15. 15
PACKING FOR SHIPPING CONTINUED…

16. 16
BUBBLE WRAP OVER TOP OF CONTAINERS

17. 17
COC SEALS AND ADDRESS LABEL FOR
SHIPPING
 Before closing cooler, fill the empty space.
 Leftover boxes, packing material, additional bubble wrap.
 Shaking the cooler should not make much, if any noise.

18. 18
GUIDELINES FOR SHIPPING TO THE LAB…
 Our Courier (Alert Courier) has scheduled pickups at the
main carriers (Goldstreak, Ravn, PenAir) in the morning
and afternoon. They will pick up all coolers addressed to
SGS automatically. Cost is $20 per Airbill.
 Prior notice of samples incoming is always appreciated,
especially for Rush/Short hold samples.
 An airbill number and the name of the carrier is convenient
for tracking the shipment.

19. 19
AFTER RECEIPT AT THE LAB
 Sit back and relax, we’ll take it from here!
 After the samples are in our LIMS System, the chain of
custody / sample receipt form will be uploaded to Engage.
 Any issues with the samples will be communicated to you.
 Once results are available, the final report is reviewed and
uploaded, along with the Data View, if requested
 Other EDDs, such as COELT, SEDD, ERPIMS, or
Terrabase are done by our Data Services department.
 Samples are held for 14 days after the final report is
issued, unless other arrangements are made.

20. 20
REVISED / CORRECTED REPORTS…AND HOW
TO PREVENT THEM
 Corrected Reports are generally a result of a failure of
communication from Client  Project Manager 
Laboratory.
 Sample IDs – is it a 5 or an S?
 Compound list errors
 Acronyms, Acronyms, Acronyms…PCE, DCA, TCE, Tl, Ti,
etc.
 Sample dates/times – Errors not caught at review
 The list goes on…

21. 21
RETRIEVING YOUR DATA FROM ENGAGE
 Access data at
http://engage.sgs.com
 If you need a
username/password
please send an email to
your project manager or
use the “Click to register”
link on the homepage to
request one.

22. WWW.SGS.COM/ALASKA
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