1. Set Up
2. Scheduling (optional)
3. Assign Parameter Groups to COCs
4. Print COCs
5. Take Samples
6. Enter Results
Creating a chain-of-custody form takes 3 steps:
1. Creating a COC record
2. Printing the COC document (used for collecting COC signatures, sampling dates/times and other sampling observations)
3. Adding the concentration results from the Sampling to the database
Create a new COC
record:
1. From the Chain of Custody List View, choose “Select by Industry”.
2. Choose the Industry using either the Industry Name or Industry No.
3. Click on the Add New button
4. In the Chain of Custody Builder details screen, enter the Due Date of the Sampling.
5. You have the option of accepting the automatic COC numbering or entering a COC number manually.
6. Confirm the value of the “Created by” field, it should show your username abbreviation. Change it if necessary.
7. Assign the Sampling to the appropriate personnel using the “Assigned to” field.
8. Fill in the other fields according to your Sampling program needs.
9. Click on Save
10. A new section of the form opens at the bottom which lists “Sample(s) included in this COC”
11. Click on Add Param Groups in order to assign which groups of parameters will be sampled as part of the COC’s Sampling event.
12. From the Select Analyses details screen, under the “Analysis” column you will see listed the Parameter Groups available to apply to this Sample.
a. Click in the “Use It” column box to assign the desired parameter.
13. Click on Continue
14. From the Choose a Monitoring Point for this Analysis details screen, the previously selected parameter group(s) will be listed.
a. Click on Select next to the Monitoring Point you will sampling.
b. NOTE: This screen will not appear if there is only one Monitoring Point for that Industry.
15. You will be returned to the “Chain of Custody Builder” details Screen.
16. The Parameter Groups will now be filled in according to your previous selections.
a. The parameters in the group(s) you selected will be automatically organized into bottles based on Collection Method, Preservative and Bottle Type.
17. DoubleClick on the name of the Parameter Group to see a list of Parameters in that group and confirm they are as you expected.
18. Fill in / edit any of the fields as necessary.
19. Click the Reports button at the bottom of the “Chain of Custody Builder” screen
20. Choose the report for the Chain of Custody, double-click the report, or highlight it and click on Preview Report.
21. From the Report screen you can print the COC.
a. This prints out the single COC you have just made.
b. The COC can also be printed from the” Sample Tech Screen”
22. Take the COC into the field and collect the samples identified on the COC. Write in sample dates and times on the COC
There are two processes you can follow to complete the COC. These processes occur after the samples have been delivered (along with a copy of the COC) to the lab for them to analyze.
The Sampler / Technician returns to the office with a copy of the COC and then one of the following processes / tracks is completed.
The “Technician” COC
Completion Process
1. From the Chain of Custody List View screen, Click on the Tech button for the selected COC.
2. From the Sample Tech Details screen click on Edit.
3. Confirm the value of the “Sampler” field and change if necessary.
4. Enter the “Sample/Complete Date:” and any comments.
5. Click on Save.
6. A message dialog box appears asking whether or not you wish to create samples for the Parameter groups listed in the COC.
a. This step creates the Sample records in the Database.
b. Say “Yes” or “No” as desired (typically “Yes”)
7. The Create samples screen appears.
a. Confirm the “Sample Date and Time” and modify as needed.
b. Uncheck the “Create Sample” checkbox if you don’t wish to create one of the samples listed.
8. Click on Continue.
9. A message box appears informing of the successful completion of the Samples in the Database
a. Say “Okay.”
10. Select the Results button on the Sample you collected a field observation for.
11. Enter the Result you observed in the field (e.g. pH)
12. You can click Close to exit the Result Management Screen and then again to exit the “Sample Tech” Screen.
The “Chain of Custody
Builder Screen” Completion Process
1. From the Chain of Custody List View screen, Click on the Details button.
2. From the Chain of Custody Builder Details screen click on Edit.
3. Confirm the value of the “Sampler” field and change if necessary.
4. Enter the “Sample/Complete Date:”
5. Click on Save.
6. A message box appears asking whether or not you wish to create samples for the Parameter groups listed in the COC.
a. This step creates the Sample records in the Database.
b. Say “Yes” or “No” as desired (typically “Yes”)
7. The Create samples screen appears.
a. Confirm the “Sample Date and Time” and modify as needed.
b. Uncheck the “Create Sample” checkbox if you don’t wish to create one of the samples listed.
8. Click on Continue.
9. A message box appears informing of the successful completion of the Samples in the Database
a. Say “Okay.”
10. You can click Close to exit the “Chain of Custody Builder” Screen.
1. Enter the Parameter Groups listing screen by clicking on Parameter Groups from the Sampling Assistant Main Menu.
2. From the Parameter Groups listing screen, click on Add New to create a new Parameter Group.
3. This can be based on any criteria: Monthly, Quarterly, Semi-Annuals
4. Based upon the purpose of the group, fill in the Group Name, Collection Method, and the Number of Containers needed.
5. Enter in Description or Special Instructions to clarify the purpose of the group as needed.
6. Click on SAVE to complete the basic creation of the Group. Another part of the form will open for your use.
7. Click on New in the BOTTOM SECTION to add parameters to the group.
8. When you choose a Parameter from the drop-down listing, Linko automatically fills in:
a. Analysis Method
b. Reporting Limit
c. Units
d. Container Type
e. Preservative
f. Lab
g. This is based upon the values you entered in for the parameter under Samples and Results Administration Parameters tab in LinkoCTS (or LinkoFOG.)
9. Click on EDIT to change the values assigned to a Parameter if you come back to edit the Parameter Group. NOTE: This is NOT RETROACTIVE. It will be applied to any new COC Records you create using that Group.
10. YOU MUST CLICK DOWN TO THE NEXT LINE ONCE YOU HAVE MADE CHANGES.
a. If you do not click out of the record you are adding or editing, and then you click CANCEL, you will lose your changes.
11. Click CANCEL to exit the EDIT / NEW parameter mode.
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