Handling of samples

After sampling, the sample containers must be checked for leaks. The outer surface of packages must be clean and dry. If leaks occur, caps and stoppers should be reinforced or replaced. Another inspection should then be carried out, and if leaks persist fresh samples should be taken.

The sample containers used for the packaging of volatile liquid samples should be filled to approximately 90 % of their total holding capacity.

Warning signs, markings and symbols indicating potential hazards should be placed on packages holding samples of hazardous goods/compounds.

Depending on your national regulations the sample container should be sealed in an appropriate manner for the type of container used, to prevent unauthorised or inappropriate handling of samples (and ensure the integrity of the contents). The seal must be firmly attached and stable in order to prevent damage during sample storage or transport, and to safeguard the chain of evidence.

The markings on labels must be clearly legible and permanent in order to prevent deletion or substitution/alteration during storage, handling and transport.

In the case of retail sale packages, the customs label should not cover the commercial labels of the original product (trademark, manufacturer, contents, expiry date, etc.). It is recommended that you place retail packages in a polythene bag and fix the labels and seals to the bag.

Health and safety regulations must be observed.

The accompanying documents must be kept in line with rules laid down by the customs administration. This depends on the local situation. In some Member States only digital documents are used; they are sent by email to the customs laboratory or using integrated information systems. Copies of other relevant documents concerning the nature of the goods may also be enclosed (MSDS, technical specifications, quality/compliance certificates, etc.).

Storage conditions are determined by the characteristics and properties of samples taken. Storage conditions should ensure that the sample is not altered in any way that might affect the parameters to be analysed.

Health and safety regulations must be observed.

In general, samples should be stored in a clean, dry, dark, cool and sufficiently ventilated room. The storage temperature should be regularly monitored. The temperature in these premises should not drop below 0 °C and should not exceed 30 °C.

• Foodstuff samples must be stored separately from other samples. Perishable goods must be stored in refrigerators or freezers. If frozen, samples must be maintained at below -18 °C and the storage temperature must be monitored regularly.
• Flammable substances must be stored in accordance with the fire safety regulations.

If the customs office cannot provide these facilities and the sample cannot be transferred to the customs laboratory immediately, an alternative external storage place should be sought that fulfils the conditions for safeguarding the quality and identity of the samples. Health and safety and environmental regulations must be observed.

It is recommended that each customs office appoint an officer to manage the sample storage facility. Their job description should also include the following tasks:

• accepting samples for storage and transport for analysis, and record keeping;
• monitoring the sample storage deadlines;
• organising sample disposal after expiry of these dates;
• ensuring that the storage conditions for the samples are met at all times.

For certain products specific conditions are appropriate. Some examples are given below, but you should refer to the specific sampling procedure for more details.

Product	Conditions
Light sensitive samples	Storage in a dark place.
Samples giving off poisonous or unpleasant smells.	Possible storage in a fume hood or in a room with sufficient mechanical ventilation.
Highly inflammable and other dangerous samples	See MSDS. Storage in a safety cupboard, when possible. If no information available ask laboratory for storage conditions.
Samples susceptible to decay	Storage in a freezer or refrigerator; depends of character of the product.
Samples of very perishable samples	Freeze sample In consultation with laboratory; indicate in Sample form for laboratory analysis that freezing was done by customs officer.
Samples of chilled products	Storage at approx. 4 °C.
Samples of frozen products	Storage at approx. - 18 °C.
Samples of retail packing of food products and of medicines and pharmaceutical products.	Storage at conditions labelled on packing, but not above approx. 25 °C.
Samples of mineral oils	Inflammable substances must be stored in a well ventilated room.

All final samples must be sent to the customs laboratory as soon as possible when the storage conditions are inadequate in your customs office. For storage times see your national instructions.

You must ensure that the transport conditions guarantee the integrity and characteristics of the samples being transported. The following rules must be observed during transport.

There are several methods for transporting samples to the customs laboratory. The method used depends on the local situation in the Member State.

Transport	remarks
By post	Can only be used for samples without dangerous properties and without special storage conditions
By ordinary transport, not specially equipped for transporting chemical samples or chilled/frozen goods	Can only be used for samples without dangerous properties and without special storage conditions
By specially equipped transport, e.g. for transporting chemical samples or frozen goods	Samples of all types can be transported by this method provided there is no risk of cross-contamination. Samples with special storage conditions can best be sent by this method
By courier	Samples of all types can be transported by this method provided there is no risk of cross-contamination. For regular transport operations it can be practical to use a courier
By customs officers themselves	Delivery direct to the customs laboratory, whether or not the samples are urgent

Liquid, gaseous and/or dangerous samples cannot be sent by post or by transport without special equipment for storage. Samples which have to be stored cool or refrigerated cannot be transported by these methods either.

See your national guidance for further information regarding the transport of samples.

In general, it is not necessary to send samples to the customs laboratory immediately, provided the customs office has good storage facilities. Samples can be collected for a period of time before they are sent to the customs laboratory. The van or truck that is used for these transport operations must be equipped with the necessary safety features, so that different kinds of dangerous products can be carried at the same time. However, you must observe the time limits for delivering samples to the laboratory.

For transport by courier all customs offices should be linked via a transport network to ensure periodic collection of samples. For practical reasons it is not always possible to connect all customs offices to the transport network. This can be the case of an isolated border office or an office where sampling seldom takes place. Those offices can send samples by one of the other methods. Urgent transport of samples can be organised by courier, who delivers the samples within 24 hours or less to the customs laboratory. Ensure that the courier has the right storage conditions for transporting the sample. This method of transporting samples will generally be expensive. You may choose another type of transport if it is less urgent.

Samples should be placed in additional packages during transport (paperboard boxes, crates, special sample containers, etc.). Each sample may be placed in separate plastic bags for safety reasons.

Transport or distribution containers can be used. These may be used for storage or transport to the laboratory. They should have a lid that can be sealed. They may be filled with vermiculite or another inert product in pellet form that acts as packing and filler. In this way damage can be prevented and if leakage occurs the liquid will be absorbed.

Samples of dangerous goods must be kept, stored and sent in separate sample boxes. These boxes must be labelled with a specific label indicating the class of dangerous goods (refer to the MSDS). The driver must record these dangerous goods on a separate list. The application form for laboratory analysis must be kept in the sample box.

WARNING
Samples of substances that may interact should never be stored or transported in the same box. This means that any physical or chemical interaction or cross-contamination that would affect the samples or create a hazardous situation (fumes, fire or explosion) must be avoided.

Samples of food and chemical products must be transported separately (cargo holds, packing boxes, etc.) in the transport vehicle in order to prevent any possibility of direct contact between them.

Frozen or chilled samples must be transported in mobile freezers, cooling boxes or, for short distances, in temperature insulation bags or boxes. The cooling chain must be maintained and recorded.

Transport of samples of chemical products liable to self-ignite, explode or release toxic gases during transport is forbidden.

Samples of materials that may generate static discharges should be transported packed in electrical non-conductor material.

In the case of flammable liquids, a maximum of 30 l may be transported, of which not more than 10 l of flammable products in hazard class 1 (see Table 3). The transport vehicle must be provided with a fire extinguisher.

Chapter 3.4 of the ADR describes the exemptions for dangerous goods in limited quantities.



When samples are transported in distribution containers, the following requirements must be met:

• The containers should be closed with a customs seal (refer to your national rules).
• The boxes have to be labelled with the name of the sender.
• The sampling forms referring to the samples may be placed in the sample boxes or handed over to the driver in a sealed envelope.
• Samples too large to be transported in a distribution container can be transported securely packed as separate items.
• Frozen or cooled samples should be presented in their original packing and stored in a special cooled or freezing chamber in the van or truck.

Always ensure that the samples are dispatched in a timely manner to the laboratory and that the packages are accompanied with the correct documentation. Refer to your national procedures.

WARNING
If in doubt about the packaging and transport of dangerous goods or unknown substances, ask your customs laboratory for advice.

The above rules and requirements are non-exhaustive and apply according to individual circumstances.

The sample must arrive at the laboratory in the correct condition in order to be acceptable. You must ensure that the following criteria are met during transport and transfer to the laboratory. The laboratory will contact the customs officer and has the right to reject the sample if these criteria are not met.

All samples must meet the following criteria:

• Samples must be labelled with details of the sample, including the sample reference.
• The sample must be sealed. A sample is considered to be sealed if the following criteria are met:
  1. The sample is handed over directly by a customs officer.
  2. The packing contains a label. The label is attached with a cord or string and lead in such a way that without damaging the cord or lead the sample cannot be taken out of its wrapping. One package may contain several, separately sealed, samples.
  3. The sample is labelled and sealed according to national regulations.
  4. The sample is packed in an envelope with a stamp or mark over the seal.
  5. The sample consists of an article to which a label has been attached with cord and lead.
• The package must be undamaged and unopened. The time limit for delivery to the laboratory must not be exceeded (see national guidance and international regulations).
• The samples must be accompanied by a fully completed sample form.
• The sample amount must be sufficient to carry out the analyses (see the table ‘Quantity of samples to be taken’).

For some specific commodities the following conditions should be met:

• Deep-frozen products must not have thawed.
• Products normally preserved at low temperature (butter, dairy products, fruit juices) must have been maintained at this temperature.
• Products liable to fermentation should be handled with care and should be placed in a refrigerator as soon as possible.
• Mineral oil samples must be submitted in protective transport boxes and should be checked to ensure there has been no leakage.
• When samples are in the original packing for retail sale, this packing should be intact.
• Chemical samples which are officially marked with hazard symbols, such as a skull, a flame symbol or the explosion symbol, should be transported in special sample boxes (see Packaging recommendations).