Receiving Samples

The field sampling team should coordinate the delivery of fish samples from the sampling site with the laboratory staff responsible for sample receiving, processing and distribution. Samples should be shipped or hand-delivered directly to one of three facilities:

1. Analytical laboratory for sample processing and analysis;
2. Processing facility which will process the samples and then send homogenates (ground uniform tissue samples) to an analytical laboratory; or
3. Repository facility for cold storage.

Maintain a Chain of Custody form (COC form) throughout possession and analysis of each sample. An important function of the Chain of Custody form beyond tracking custody is that it identifies the required analyses for the analytical lab.

When transferring custody from the field to the analytical laboratory or sample processing facility, use the following procedure:

1. Once you receive the samples, check that each shipping container has arrived undamaged and properly sealed.
2. Open each shipping container and remove the COC form. Remove the field record or sample tracking forms, if present; these forms may be available only in digital format.
3. Verify the time when samples were packed for shipment (‘relinquished by’ signature and date and time on COC form) and that they arrived within the expected time frame.
4. On the COC form, sign your name and record the date and time of receipt.
5. Note the general condition of the shipping container (e.g., samples iced properly with no leaks) and the accompanying documentation (wet or dry, legible or illegible).
6. For composite samples, locate individual fish or shellfish specimens in each sample listed on the Field Record form and COC form. Individual specimens should be properly wrapped and labeled. Note any problems (container punctured, or illegible labels), discrepancies, or missing information on the COC form.
7. The receiver should print and sign their name on the COC form and record the date and time of receiving the sample.
8. Enter the following information from the Field Record form and COC form for each sample into a permanent laboratory record book and/or a computer database:
   • Sample identification number (specify conventions for the composite sample number and the specimen number)
   • Receipt date
   • Sampling date
   • Sampling site (name and/or identification number)
   • Fish and shellfish species (scientific name)
   • Total length of each fish or size of each shellfish (mm). Length or Size Measurement details how to measure these lengths.
9. Samples should be distributed to the technician for immediate processing or stored in a freezer at ≤-20 °C for later processing.