Insertion of Samples

HANDLING OF SAMPLE BATCHES MANIPULATED BY CLIENTS OR CLIENT REPRESENTATIVES POST-SAMPLE PREPARATION

Policy Scope

A number of clients have been inserting field quality control materials into sample batches/jobs after SGS labs have completed sample preparation. This manipulation may be carried out on SGS lab premises or at a local client or client representative office.

The concern is that this process effectively breaks SGS’s chain of custody over the samples and as a result exposes the lab and SGS to legal ramifications should sample tampering take place.

Responsibilities

This procedure ensures that our labs are not taking responsibility for the post-prep manipulated samples and it clearly signals to auditors and regulators that the sample chain of custody was broken. It is the responsibility of all SGS personnel to follow and adhere to this policy.

Procedure

• Notify the client in writing that we believe that this procedure breaks the chain of custody and as such the lab cannot vouch for the integrity of the samples once they have been manipulated by a client representative after sample preparation has been completed.  
• Log the samples into SLIM for sample preparation as normal.  Complete the preparation, close and invoice the job.
• Once the field controls have been inserted, re-log the samples back into SLIM using a different report number and using an “pulps as received” sample description.  
• In the SLIM job:
  • Open the job.
  • Go to user field and enter the following statement in the “Report Comments” box:
    “Samples prepared under SGS Job ### were taken back by Mr/Ms ??? representing ??? Minerals and field QC was added.  The samples were then re-submitted to SGS ??? Lab for final processing.”
    
    
• Complete the analysis, close and invoice the job as normal.