SOP for filter shipment

PEPF-8.03

Date:11/22/98

Revision 1

Page:

1.0Scope and Applicability

This procedure will describe packaging the sampled filters into shipping containers and transporting them to the national laboratories.

2.0Summary of Method

PM2.5 filter/cassettes should be removed within 48 hours after the collection period ends, and shipped with 8 hours of sample exposure. The sampled cassettes, along with Field Data Sheets, COC Forms, data diskettes, will be packed with ice substitutes and sent to the national laboratory by Federal ExpressTMnext day air.

3.0Definitions

Appendix A contains a glossary of terms used in the PEP.

4.0Personnel Qualifications

Personnel who conduct the FRM PEs must have passed the written and the hands-on practical training examinations for the field component in the PM2.5 FRM PEP.

5.0Cautions

  • Exercise care in handling unexposed and exposed filters.
  • Strictly follow all procedures concerning labeling, documentation, and transporting filters (in their cassettes) to reduce the chance for measurement errors.

6.0Equipment and Supplies

  • Preweighed/Sampled Teflon™ filters (routine, field blamks, collocated samples), in cassettes, in filter caps, and antistaticcassette bags
  • COC Form
  • Field Data Sheet
  • Filter shipping container
  • Ice substitutes (4/shipping container)
  • Digital max/min thermometer
  • Roll of bubble wrap
  • Heavy duty rubber bands
  • Masking tape
  • Packing tape
  • Knife or scissors
  • 9 x 12" plastic self-sealing shipping bags (1 for cassettes, 1 for forms and diskette)
  • 3.5" high density data diskettes

FRM PEP Field SOP Section 8

PEPF-8.03

Date:11/22/98

Revision 1

Page: 3 of 4

7.0Procedure:

This procedure describe the method of packing and shipping the sampled cassettes that have been capped and are placed in their antistatic self-sealing cassette bags. The procedure creates a group of filters that are “sandwiched” between ice substitutes and wrapped in bubble wrap held together by either heavy- duty rubber bands or tape.

  1. Group all sampled cassettes into one 9 x 12" plastic shipping bag and seal the bag. Ensure that there is a one-to-one match of COC Forms. There must also be a one-to-one match with Field Data Sheets for routine and collocated samples. Field blanks do not require a Field Data Sheet. Also ensure that the data diskettes contain routine and collocated data.
  1. Select the next preprinted Federal Express label and complete the “Shipping from Field to Weighing Lab” portion of each COC Form for the shipment of cassettes so that the air bill number is recorded.
  1. Find a working surface. Lay out a section of bubble wrap from the roll and place two ice substitutes on the wrap.
  1. Place the 9 x 12" plastic shipping bag containing the sampled cassettes on top of these ice substitutes. Unplug the digital max/min thermometer probe from the readout device and tape the probe onto the shipping bag over sampled cassettes. Fold the empty portion of the bag over the probe 1 or 2 times.
  1. Place two ice substitutes on top of the plastic shipping bag and probe.
  1. Roll the bubble wrap around this ice substitute/cassette assembly (i.e., like packing a SubwayTMsandwich) and secure this assemblage using masking tape or heavy rubber bands.
  1. Connect the digital max/min thermometer probe to the readout device and tape the readout device to the top of the ice substitute/cassette assembly.
  1. Place the ice substitute/cassette assembly in the insulated shipping container. Allow the probe to equilibrate with the ice substitutes. This may take 5 minutes. If the ice substitutes are hard (frozen), the max/min thermometer’s current reading should be at least 0 ˚C
  1. Place the laboratory portions of the COC Forms, the Field Data Sheets and the data diskettes for all the samples in a second 9 x 12" plastic shipping bag, and retain the field copies.
  1. Just before sealing the shipping container, reset the digital max/min thermometer by hitting the reset button until there is a click. This resetting will be confirmed by initial readings of “88".
  1. Immediately place the 9 x 12" plastic shipping bag containing the COC Forms, Field Data Sheets and the data diskettes into the shipping container. Place additional bubble wrap in the container to inhibit as much movement as possible of the ice substitute/cassette assembly and close the container.

FRM PEP Field SOP Section 8

PEPF-8.03

Date:11/22/98

Revision 1

Page: 4 of 4

  1. Seal the container with packing tape.
  1. Affix a preprinted Federal Express TMshipping label to the shipping container and transport the container to the nearest Federal Express TMoffice.
  1. Call or e-mail the LA to report a sample shipment on the day of the shipment. Include in the call, your name, the date, the airbill number, and the number of containers in the shipment.

NOTE: If for some reason the sampled cassettes cannot be shipped on the day of sampling, complete Steps 1 through 12 above and go to SOP PEPF-3.01 (Section 7.2.4).