SAMPLE HANDLING

All samples must be handled, packaged, and shipped to prevent compromising the identity or
integrity of the sample. Samples must be packed with shock absorbing materials to protect
against breakage of containers or damage to Official Seals. Frozen samples must remain frozen;
if freezing doesn't interfere with the planned analysis, products requiring refrigeration should be
shipped in ice. Use your experience and knowledge to determine the most appropriate packing
and shipping method.
1. Fumigation
General - As soon as possible, freeze any sample containing, or suspected to contain live insects,
as long as freezing will not change or damage the product or break the container. If freezing is
inappropriate to maintaining the integrity of the sample, fumigation may be carried out using air
tight containers with sufficient fumigant to kill the insect infestation. Contact your servicing
laboratory for alternative fumigants.
Moth crystals, containing paradichlorobenzene (PDB), is an alternative fumigant. Do not use
moth crystals in or near plastics, particularly Styrofoam/ polystyrenes as crazing or melting may
occur. Other alternative fumigants include: liquid household ammonia or ethyl acetate.
i. FUMIGATION SAFETY PRECAUTIONS
Follow safety precautions when fumigating samples. Contact your local servicing laboratory
or Material Safety Data Sheets (MSDS) for the appropriate protective gear and handling of
fumigants. Guidance is as follows:
1. Carry all alcohols, fumigants, and other hazardous liquids in approved safety containers.
2. When fumigants or preservatives are used, limit your exposure to these chemicals.
Minimize transfer and exposure time. Avoid getting chemicals on hands or clothing. DO
NOT MIX CHEMICALS.
ii. Procedures For Fumigation
Place a small amount of fumigant, in an airtight container. Separate the fumigant from the
sample with a piece of paper, paper napkin, or unscented facial tissue. Put specimen or product
into container and seal tightly. Do not re-open container unless absolutely necessary.
iii. Exceptions To Fumigation
When submitting samples or exhibit to show live infestation, do not fumigate. Consult with your
supervisor or your servicing laboratory PRIOR to sending or bringing a live infestation into the
laboratory to permit preparation for proper handling and storage. Do not fumigate sample when
submitting samples for pesticide residue analysis.
iv. Preservation Liquids
Insects may be killed and preserved in 70% ethyl alcohol or a 1:1 mixture of 70% ethyl
alcohol and glycerin (may be labeled glycerol). These chemicals can be obtained from
your servicing laboratory.
Do not collect rodents or animal tissues unless specifically instructed.
Insure all bottles of preservation liquids are tightly sealed to avoid leakage.
Keep all preservation liquids away from excessive heat or open flame.
Identify preservative used on sample container.
2. Labeling
Samples collected for label review only should be officially sealed in clear plastic bags. This will
permit cursory review and, if necessary, photocopying of the container label and reduce the need
to break the seal each time the label is examined.
3. Samples for Pathological Examination
Tissue samples are not routinely collected for microscopic or pathological examination.
Authorization must be obtained from the appropriate Center before collecting samples of this
material.Do not freeze the sample since frozen tissue is not suitable for pathological studies.
4. Small Sample Items
Samples in small bottles, boxes and similar type containers may be placed inside the envelope
after identification. When the envelope is used as the sample package, place the official seal
across the glued flap and the blank face of the form.
Frozen Samples
Transfer liquids in glass to expandable containers before freezing. If the liquid must be frozen in
glass, leave sufficient headspace to allow expansion. If freezer facilities are not available or if the
sample is to be shipped, pack with dry ice in insulated cartons.
Dry Ice - Caution: Dry ice is potentially dangerous and requires caution in handling and
shipping. Do not handle with unprotected hands; transport in
your car without adequate ventilation; or place inside tightly closed metal, glass, plastic, or
similar type containers that do not breathe. If it is necessary to use this type container, adequately
vent to prevent pressure build up.l;]
Note: If a sample is to be analyzed for ammonia contamination, it must not be shipped frozen in
dry ice. Use other methods of freezing, if frozen shipment is necessary.
a) Shipping Frozen Samples
If more than one commodity is in the shipment, describe and enter each separately.
In all packages where dry ice is used, distribute the dry ice equally on all sides of the sample
package using pieces as large as possible. Be sure the container is insulated on all six sides and
tape all edges securely to assist in insulating the carton. Do not place dry ice inside officially
sealed packages.
For samples already in frozen state: five to ten pounds of dry ice depending on sample size is
normally sufficient. For samples requiring only to be refrigerated: A minimum of ten pounds of
dry ice is sufficient.
b) Control
To prove the shipment did not thaw in transit, place a jar or leak proof plastic bag of chipped ice
in the shipment adjacent to the sample package, but not within the officially sealed package.
5. Refrigerated (Not Frozen) Samples
Maintain refrigerated (not frozen) samples in a refrigerator at 4.4oC (40oF) or below. Place Ice
Paks, etc., in sealed plastic bags to protect samples from possible contamination should the
container break, the ice melt, or the refrigerant penetrate the sample. Use Styrofoam insulated
shipping cartons for shipping samples to the laboratory.
A. Control
If it is necessary to show the sample temperature did not go above the desired or specified
temperature, you can use one of several methods, such as including a pre-chilled, shaken down,
maximum reading thermometer or commercially available indicators. Take care to place the
thermometer outside of the sealed sample package and attempt to place in an area anticipated to
be likely to reach the highest temperature.