Written By Jacqueline Zsoldos / Quality Administrator
When samples arrive from a client, they undergo a meticulous intake process to ensure accuracy, traceability, and compliance with industry standards. This crucial step establishes a foundation for reliable results and maintains the integrity of the analysis. Below, we outline the key steps involved in the sample intake process and why each is essential.
Receipt and Verification
Upon arrival, each sample is carefully received and documented. The business operations intake team verifies each sample matches the accompanying documentation, ensuring that all samples listed are present and properly labeled. This step prevents discrepancies and ensures a seamless tracking process.
Chain of Custody Documentation
Maintaining a proper chain of custody is critical for regulatory compliance and data integrity. Each sample is verified and recorded accordingly in our secure system. This documentation allows for traceability throughout the entire testing process.
Labeling and Data Entry
To avoid misidentification, each sample batch is labeled with the assigned project number linked to a centralized database. All relevant information, including sample type, source, and requested analyses, is entered into the system for easy retrieval.
Storage and Preservation
Proper storage conditions are crucial for preserving sample integrity. After the samples are successfully recorded, they are stored accordingly in our FDA regulated laboratory. Depending on the nature of the sample, it may be stored in refrigeration, freezers, or specialized containment areas to prevent degradation before testing.
Client Notification and Confirmation
Once intake is complete, clients are notified of successful sample receipt via email. If any issues are identified during intake, the client is informed promptly of any discrepancies to address concerns before testing proceeds.
A well-structured sample intake process ensures:
- Accurate and reliable testing results by preventing errors in identification and handling.
- Regulatory compliance by maintaining traceability and proper documentation.
- Efficiency in laboratory workflows, minimizing delays and mismanagement.
By adhering to a rigorous intake protocol, CSA upholds the quality and credibility of our strict Current Good Manufacturing Practices (cGMP). Whether in environmental testing, pharmaceuticals, food safety, or other industries, a meticulous sample intake process is the first step toward ensuring reliable outcomes.