Laboratory sample management procedures

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1 Purpose of sample management: To implement effective quality control at all stages of sample receipt, preparation, storage, and handling, in order to ensure the representativeness, validity, and integrity of the samples. 2 Requirements for sample administrators: (1) Responsible for tasks such as sample receipt, preparation, distribution, storage, organization, and disposal of expired samples. (2) One should be familiar with the testing capabilities of testing and inspection institutions, as well as the characteristics and preparation procedures of samples. Samples must be prepared and managed strictly in accordance with standards and procedures, and relevant records must be kept. (3) Proficient in using sample preparation equipment; responsible for the maintenance, upkeep, and calibration of the equipment used. (4) Responsible for controlling environmental conditions such as temperature, humidity, and ventilation in the sample room; reasonably select storage methods based on the nature of the samples; and make every effort to maintain the properties of the samples unchanged. (5) Supervise the personnel responsible for collecting and returning samples to fill in the records of sample collection and return carefully and objectively. (6) Keep the sample library and related equipment clean and tidy, and ensure that the samples are arranged in an orderly manner. (7) Ensure fire prevention, theft prevention, as well as the safety and confidentiality of samples. (8) Responsible for the declaration regarding the disposal of expired samples and the actual disposal of such samples after approval. 3 Reception of samples (1) The Business Office is responsible for handling the reception procedures for all incoming samples. (2) Upon arrival at the testing and inspection agency, samples shall be promptly put into storage. The sampling personnel, together with the sample supervisors, check whether the samples and their packaging as well as the sealing marks are in good condition. They also verify that the sample specifications, model numbers, batch numbers, quantities, and manufacturing units match those listed on the sampling form, and check for any signs of damage or contamination, as well as whether the samples have passed their expiration date. Any problems discovered should be documented, along with proposed solutions, and reported to the leadership of the Business Office for resolution. (3) When a client commissions sample testing, the staff in the business office will contact the client to determine the items to be tested and the testing methods. Once it is confirmed that the task can be undertaken, the staff will inspect the samples in person to check their quantity and whether the amount submitted meets the requirements for testing. They will also guide the client in filling out the \"Testing Commission Form\" as required, determine the date for receiving the report, and, if necessary, gather information on the sample’s properties, storage conditions, and production process to facilitate the testing process. Any special requests should be clearly stated in the remarks section. Finally, the person who receives and sends the sample checks and signs. 4 Identification of samples: The testing and inspection agency shall provide each sample with a unique, traceable identifier. Upon receipt of the samples, sample labels should be attached promptly, and their integrity must be maintained throughout the entire handling process to ensure that the samples are not mislabeled or confused with one another. 5. Receipt of samples (1) The sample collector should promptly inform the sample supervisor to transfer the samples that have completed the registration procedures to the sample room. (2) Each sample should be registered and recorded individually to ensure that the records match the actual samples. The samples should be numbered in accordance with the numbering rules set by the testing institution, with each sample receiving a unique number. Primary and duplicate samples should be stored in separate areas, and samples of different categories (such as food or feed) should be arranged on separate shelves in order of their numbers. Toxic, harmful, and volatile samples such as pesticides should be stored separately. (3) The sample room should take measures to prevent mold, insects, contamination, deterioration, and loss. Samples that require storage in a refrigerated or frozen condition, away from light, in a sealed environment, and in isolation must be kept using appropriate storage methods. Facilities such as air conditioning and refrigerators should be available; sample refrigerators and freezers should be used for specific purposes in designated areas. Samples should also be checked regularly so that any issues can be addressed promptly. (4) The sample storage area should be clean, tidy, and dry, with safety facilities in place. Personnel who are not sample managers are not allowed to enter the sample repository without permission. 6 Sample preparation (1) The sample manager prepares the samples in a timely manner, in strict accordance with the properties of the samples and the requirements of the testing standards. (2) Select the sample preparation tools and methods, follow the established procedures, and avoid making arbitrary changes or simplifications. The sample preparation area must be kept clean and free from contamination to ensure the quality of the samples prepared. (3) Fill in the sample preparation record carefully; keep the original sample for testing, and store the duplicate sample for retesting. For valuable samples, arbitration inspection samples, and samples to be returned to the user, the preparation of the samples and their weights should also be recorded. 7 Collection and return of samples (1) The testing personnel shall go to the sample repository to collect samples using the \"Sample Transfer Form\". If the samples do not meet the testing requirements, they should report this to the person in charge of the business office so that appropriate actions can be taken promptly. (2) Test samples should generally have their trademarks removed and replaced with sample numbers. (3) After sampling is completed, the remaining intact samples should be promptly returned to the sample storage for preservation. The sample manager is responsible for the acceptance, registration, and storage of the returned samples. For valuable samples, samples subject to arbitration inspection, and samples to be returned to the user, the weight of the returned samples should also be recorded. 8 Storage and handling of samples (1) The storage period for samples varies depending on the regulations set by the testing institution and the type of sample. For perishable samples such as fresh specimens, the storage period is half a month, or it is the sample’s natural shelf life. (2) Clean expired samples once every two weeks. The sample manager fills out the \"Expired Sample Disposal Approval Form\", which is then submitted to the technical supervisor for approval before implementation. 9 Storage of sample data: Inspection commission letters, task transfer forms, sample preparation records, sample registration sheets, sample management ledgers, and any relevant materials provided by the customer must all be archived for storage.