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SOP11 – Data Management
97
12.3.1. Manual Records
The data logs and records are submitted to a MERC team member familiar with the parameter
daily for review, even partially complete forms. The originator and reviewer both sign and date
the log sheet. The originator copies the documents, which are turned in to the DM at the end of
the day. The DM files the hard copies in a binder specific to the trial, which is kept offsite. The
originator also scans the documents to a thumb drive to be uploaded to the secure MERC online
information system, providing unique name by the DM. Name must include test cycle number,
sample date, and parameter tested.
Manual-hand data logs are provided for ALL test parameters. This ensures that testing may be
conducted and verified even in the event of an automation system or online records system
failure.
12.3.2. Electronic Records
Electronic data collected by field or laboratory instruments are backed up daily or transcribed
daily onto a hard copy data form and verified 100% by another person.
The sampler uploads electronic records to online database daily, even partially complete files.
The DM will review the records then initial and date the electronic records. The data file is titled
in the same format as above. In addition, add the DM initials at the end of the file name to
indicate they have been reviewed.
12.4. Data Analysis and Review
The DM shall ensure that the records and documents accurately reflect completed work. After
the data are reviewed, the DM signs and dates the data log. Each completed log sheet is
submitted to the QA/QC Manager at the end of the testing series.
Support: If the person filling in the data is not the same as the DM, that person is listed below as
“Support.” Each sheet that they entered data shall also bear their name, noting “data entry by”
and their name.
The DM reviews obsolete data with the sampler and removes them from the database if
necessary. If the data are not deleted, the sampler provides reasoning for maintaining the dataset,
which is documented at the end of the data log. The DM will sign the data log and acknowledge
that it was reviewed and noted to be obsolete.
12.5. Data Revision
Changes to original (raw) data should not obliterate the original entry and are 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 is added to non-obvious corrections. In the event that the data logs
are revised after they are uploaded to the database, the DM and sampler must resign the data log
and upload it to the database. The version number is added to the file name. The original
document is not deleted.