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What is a Chain of Custody and Why It’s Crucial in Environmental Testing

Writer's picture: Joshua SimpkinsJoshua Simpkins

In the world of environmental testing, where accuracy and precision are non-negotiable, the Chain of Custody (COC) serves as the backbone of quality assurance and data integrity. For environmental laboratories, maintaining a robust COC process ensures not only compliance with regulatory requirements but also the trust and confidence of their clients. But what exactly is a COC, and why is it so important?


Understanding the Chain of Custody (COC)


At its core, a Chain of Custody refers to the documented process that tracks the handling, transfer, and storage of samples from the moment they are collected in the field to the point of final analysis in the laboratory. For example, imagine a scenario where a water sample is collected from a contaminated site for heavy metal analysis. The field technician documents the sample’s unique identifier, collection time, and storage conditions on the COC form. Once sealed, the sample is transported to the laboratory, where the receiving technician logs its arrival, verifies the integrity of the container, and records the chain of events. Every subsequent step, from sample preparation to analysis, is meticulously logged, ensuring the sample’s journey is traceable and verifiable at all times. Each step—from sample collection to transportation, analysis, and reporting—must be meticulously recorded to ensure that the sample remains uncontaminated, identifiable, and untampered with.


The COC document typically includes:


  • Sample identification information (e.g., unique IDs, collection date, and time).

  • Details of sample collectors and receivers.

  • Storage and transfer records to ensure proper handling conditions.

  • Requested analyses and any special instructions.


By maintaining this documentation, laboratories can confirm that the sample analyzed is the same as the one originally collected, upholding the integrity of their results.


Why the Chain of Custody Matters in Environmental Testing


Environmental testing often involves samples that are critical for compliance, health assessments, and environmental protection. For instance, water quality testing ensures that drinking water meets safety standards and is free from contaminants like heavy metals and bacteria. Air monitoring measures pollutants and particulate matter to assess environmental and public health risks, such as those caused by industrial emissions or wildfire smoke. When results are compromised—whether due to improper handling, contamination, or incomplete documentation—the consequences can be severe. Regulatory agencies may impose fines, public health may be endangered, and the laboratory’s reputation can suffer irreparable damage. As such, errors or ambiguities in sample handling can lead to:


  1. Compromised Data Integrity: Without a clear record, questions about sample contamination or misidentification can arise, undermining the credibility of results.

  2. Regulatory Non-Compliance: Regulatory agencies like the EPA often require strict adherence to COC protocols to ensure compliance with environmental standards.

  3. Legal Implications: Forensic investigations or environmental litigations often depend on the reliability of laboratory results, which hinge on a clear and documented COC.

  4. Loss of Client Trust: Errors in sample handling can erode confidence in a lab’s ability to deliver accurate, dependable results.


The COC process is essential to safeguarding the reputation of environmental laboratories while ensuring that the results they deliver are credible and actionable.


The Challenges of Handwritten Chains of Custody


Despite its importance, the COC process is not without its challenges, particularly when relying on handwritten documentation. Historically, handwritten COCs have been the standard in the industry due to their simplicity and the lack of widespread digital alternatives. However, this reliance persists in some organizations even today, primarily due to budget constraints, resistance to change, or the perception that transitioning to digital systems is overly complex. Unfortunately, these paper-based systems are prone to errors, inefficiencies, and storage issues that can no longer keep pace with the demands of modern environmental testing. Many laboratories still utilize paper-based systems to manage their COCs, which can lead to:


  • Human Error: Illegible handwriting, incomplete fields, and transcription errors are common issues that can compromise the integrity of a COC.

  • Inefficiency: Handwritten COCs often require time-consuming manual entry into Laboratory Information Management Systems (LIMS), slowing down operations.

  • Storage and Accessibility Issues: Physical paper documents can be misplaced, damaged, or difficult to retrieve when needed.

  • Audit Risks: During audits or regulatory reviews, missing or incomplete COC records can result in penalties or non-compliance findings.


These pain points not only hinder operational efficiency but also introduce risks that can impact the overall quality of a laboratory’s work.


Manual Systems vs. erblue LOMS: A Comparison

Feature

Manual System

erblue LOMS

Accuracy

Prone to human errors such as illegible handwriting and data entry mistakes.

Automated digitization minimizes errors and ensures data accuracy.

Efficiency

Time-consuming manual entry and filing processes.

Streamlined workflows with automated data import into LIMS.

Accessibility

Paper records can be misplaced or damaged; difficult to retrieve during audits.

Secure digital storage with instant retrieval capabilities.

Audit Readiness

Risk of incomplete or missing records leading to compliance issues.

Comprehensive digital records ensure audit readiness and compliance.

Scalability

Limited scalability due to reliance on physical documentation.

Highly scalable for labs handling high sample volumes.

Cost-Effectiveness

Long-term costs associated with manual labor and storage.

Reduced operational costs through process automation.



How erblue’s LOMS Solution Transforms the COC Process

At erblue, we understand the critical role that an efficient and reliable COC process plays in environmental testing. That’s why we’ve developed the Laboratory Order Management System (LOMS) to digitize and streamline COC management.

With erblue’s LOMS, laboratories can:


  1. Digitize Handwritten COCs: Using AI-powered tools, erblue can transform paper-based COCs into digital formats, eliminating the need for manual data entry.

  2. Integrate Seamlessly with LIMS: Digital COCs can be automatically imported into your LIMS, ensuring a smooth workflow and reducing the risk of transcription errors.

  3. Improve Accessibility and Traceability: Digital COCs are stored securely and can be easily retrieved for audits, client inquiries, or internal reviews.

  4. Enhance Operational Efficiency: Automating the COC process frees up valuable time for lab personnel, allowing them to focus on core analytical tasks.


By leveraging erblue’s LOMS, laboratories can overcome the limitations of handwritten COCs while ensuring compliance, accuracy, and client satisfaction.


Take the Next Step with erblue

If your laboratory is ready to move beyond the inefficiencies of paper-based processes and embrace the future of environmental testing, erblue’s LOMS is here to help. Schedule a demo today to see how our innovative solution can transform your COC workflow and elevate the quality of your operations.


Contact us now to learn more and take the first step toward modernizing your lab’s Chain of Custody process.

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