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dictated observations, and recorded data from automated instruments. If exact copies of raw data
have been prepared (e.g., tapes which have been transcribed verbatim, data verified accurate by
signature), the exact copy or exact transcript may be submitted.)
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Data should be recorded in standardized formats, e.g., data collection forms, bound and paginated
laboratory and field logbooks, laboratory record books, spreadsheets, computer records, and
output from instruments (both electronic and hardcopy). The QAPP must define how test data
will be documented.
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All test records shall carry minimum identification pertaining to title, responsible person or
author, and date.
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All manual entries shall be entered using ink and initial and dated by the individual recording the
entry.
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Changes to original (raw) data should not obliterate the original entry and should be corrected
using a single line and annotated with the new data, and the date/initials of the person who
modified the record. A short explanation will be added to non-obvious corrections.
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Electronic data collected by field or laboratory instruments should be backed up daily or
transcribed daily onto a hard copy data form and verified 100% by another person.
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Instrument logs should be used document use and maintenance. Calibration records should be
maintained as part of the test project file.
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Laboratory and field records must be completed, reviewed in real time, and provided to the PC as
soon as practically possible.
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Once a test has been completed, the PC must complete a MERC TEST Project Closeout list when
sending project test files for archiving.
6.2.3.
Sample Documentation
It is critical that documentation prior to, during, and after field operations should be adequate to enable
historical reconstruction of all events resulting in final data, including sufficient detail so that decision
logic may be traced. Unique sample numbers and rigorous sample transfer procedures are critical to data
traceability.
6.2.3.1.
Sample Identification Numbers
Unique sample numbers must be assigned to each collected sample to enable sample tracking through an
entire process to ensure samples are not switched accidentally, lost, or reported with the wrong data.
6.2.3.2.
Sample Custody
When samples are transported from the field, regardless of transportation method, a sample transmittal or
chain-of-custody (COC) form must accompany the samples. The form should list each sample present in
the shipping container. Samples are considered to be in a person's custody if:
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The samples are in a person's actual possession.
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The samples are in a person's view after being in that person's possession.
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The samples were in a person's possession and then were locked or sealed up to prevent
tampering.
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The samples are in a secure area.