Standard Operating Procedures for Filter Cassette Receipt, Storage and Handling

Section I: Filter Cassette Receipt

This procedure describes the method for receiving filters sent by the laboratory to the field office. The laboratory may notify the field technician of filter shipments the day of shipping, and filters may be shipped in post sampling containers, or Federal Express envelopes.

  1. Log receipt of filter cassette shipments using the appropriate forms & logs. (e.g. “Filter cassette # RP0002345 shipment received from TAMS Laboratory, 11/10/03”).
  1. Upon receipt, inspect the shipping container for damage and record any noted damage on to the appropriate forms.
  1. Open the shipping container and check that the COC Form “Part I Weighing Laboratory” is completed. Notify the lab of any apparent discrepancies.
  1. Remove each 3x5 antistatic self-sealing bag from the larger 9x12 bag. The 3x5 antistatic self sealing bags should not be open, and should not be opened until ready for use.
  1. Match each COC form with the filter cassette number that is printed on the 3x5 antistatic self-sealing plastic cassette bag. If there is a one-to-one match between cassettes and forms, proceed to step 6.
  1. If they do not match of if there are extra COC forms or filter cassettes, identify the discrepancy on the forms and notify the laboratory of the discrepancy. Do not use any filter cassettes that do not have an accurate COC record.
  1. Replace the cassette containing 3x5 antistatic self-sealing bags in the 9x12 bag and close.
  1. Under the COC form titled: Part II Field Office, fill in “Received By”, “Date Received”, “Shipment Integrity”, “Station ID”, and “Comments (if any)”.
  1. Contact the laboratory to confirm receipt of shipment and, if necessary, rectify any problems.
  1. See Section II titled “Filter Cassette Storage” for storage requirements.
  1. Place the COC forms with the other COC forms for unused samples and arrange them in order of the date in which they must be used. This date is found on each COC form Part I “This Filter Must Be Used By.”

Standard Operating Procedures for Filter Cassette Receipt, Storage and Handling

Section II: Filter Cassette Storage

Part 1: Storage Prior to Transportation to the Field

  1. Store all unused samples in one clean post sampling shipping container and place the container in a secure area to avoid tampering by unauthorized individuals. Filters will remain in the cassettes, with filter caps on, in the antistatic filter cassette bags and be double bagged into 9x12 self-sealing shipping bags.
  1. Check COC dates and remove any samples from the container mentioned in Step 1 that have not/or will not be used by the date listed in the “This Filter Must Be Used By” section of the COC form. Place a void in the “void” box on the COC form and describe the reason for doing so in the comments section (e.g., “not used by filter expiration date”).
  1. Send the expired filter cassette and the COC form back to the laboratory.

Part 2: Storage of Unused Filter Cassettes During Field Transport

  1. Store all samples being transported to the field in one clean post-sampling shipping container and place the container in a secure area to avoid tampering by unauthorized individuals and to shield it from extreme hot or cold conditions. Filters will remain in the cassettes, with filter caps on, in the 3x5 antistatic filter cassette bags and be double bagged into a 9x12 self-sealing shipping bags.

Part 3: Storage of Post Sampled Filter Cassettes During Field Transport

  1. Follow the SOP (Filter Packing and Shipment) that describes the packing of post-sampled filter cassettes for field transport to the Federal Express shipping office.

Part 4: Storage of Post sampled Filter Cassettes at the Field Office

The following procedure will be used if samples cannot be shipped to the laboratory the day they are collected and must remain for some period at the field office:

  1. Unpack the frozen ice substitutes from the post sampling shipping container and place them in the freezer.
  1. Remove the 9x12 plastic shipping bag containing the COC form, Field Data Sheets, and the data diskettes (if applicable) from the post sampling shipping container and secure them in a safe place.
  1. Place the shipping container in the refrigerator/freezer with the top off in order to cool the sampled filter cassettes to 4°C or less. The filters will remain in the cassettes with filter caps on, in the 3x5 antistatic filter cassette bags and be double bagged into 9x12 self-sealing shipping bags.
  1. When the cassettes are ready to be shipped, follow the SOP (Filter Packing and Shipment).

Section III: Filter Cassette Handling

NOTE: This procedure does not include pertinent COC procedures, inspections, or data entry procedures that take place during various stages of sample handling.

  1. Filter cassettes will remain with filter caps on, in the 3x5 antistatic filter cassette bags and be double bagged into 9x12 self sealing shipping bags until they are ready to be put into the portable sampler.
  1. Upon preparing to insert the cassette, clean your hands with an alcohol wipe or distilled water.
  1. Remove the cassette by removing one from the 9x12 shipping bag.
  1. Remove the cassette from the 3.5 antistatic self-sealing plastic cassette bag. Save this bag!
  1. Carefully remove the filter caps and place them on top of 3.5 antistatic self-sealing plastic cassette bag, interior side down.
  1. Hold the cassette in a manner that will avoid touching any part of the filter and install it into the sampler.
  1. Place filter caps together (exterior side out) in the same 3x5 antistatic self-sealing plastic cassette bag from which they came. Seal the bag.
  1. Store the bag in a secure location.

Reference:

U.S. Environmental Protection Agency April 1998. Quality Assurance Handbook for Air Pollution Measurement Systems, Volume II, Part II, Section 2.12. Monitoring PM2.5 in Ambient Air Using Designated Reference of Class I Equivalent Methods.