Storage and Transportation of Samples: Filters and Wipes

Version 7.0 01/06/15

Measurement of Allergens: Sampling, Storage and Transportation of Filter Samples

1. Applicability

This note covers recommended sampling, storage and transportation of air monitoring samples for all allergens measured at HSL. Where sampling has been undertaken in an animal facility outside of the UK please see the additional notes overleaf. Please note we do not accept samples from facilities where the animals are infected with a disease transmissible to humans or other animals. An additional note for surface wipe testing is available.

2. Storage of filters/loaded cassettes prior to sampling

Amounts of allergens on filters are typically in the nanogram range. Please keep filters in a clean environment away from possible contamination. HSL reports all samples (test and field blanks) corrected for blank samples produced in our laboratory.

3. Sampling

Our preferred sampling method for both personal and static samples is to use PTFE filters (Millipore 1.0mm FALP02500) and IOM samplers operating at 2L.min-1. We prefer PTFE over GFA filters as there appears to be better and more reproducible recovery of low levels of proteins from PTFE filters. If you would prefer to use a different system to IOM samplers, we are happy to discuss.

4. Sample preparation and storage prior to transportation

Our preferred method after sampling is that you carefully demount the PTFE filters, in a clean environment using tweezers, from the cassettes into tubes and immediately cap for sending to HSL. Appropriate tubes & caps are supplied by HSL.

Mark each tube and cassette with your unique ID number in permanent marker pen and complete the sample information sheet (EM2) with the tests needed for each sample. The additional information on each sample (e.g. nature of sample, volume of air sampled etc) is useful in aiding any discussion on interpretation. All information is held in strictest confidence; we do not disclose any information to third parties.

Samples should be sent for analysis as soon as possible after sampling. If this is not possible, please follow the instructions indicated below:

· Short-term storage (5 days maximum): Place capped cassettes in an airtight bag or box with silica dessicant bags. Store the capped tubes containing filters or the cassettes in a fridge (~80C) to the point that you are ready to send them to HSL. If you are sampling towards the end of a week (Thursday or Friday) and there is a risk that the samples will arrive at HSL over a weekend or bank holiday, it is recommended that you store then in a fridge (~80C) as described and arrange transport at the earliest the following week.

· Longer-term storage: If there is a logistic reason for keeping the samples longer than 5 days before sending them to HSL. We recommend that you store the capped tubes and capped/clipped cassettes in an airtight box with silica at -200C.

5. Packaging and transport for samples collected in the UK

Please include the completed EM2 Sample Analysis Request and How to Pay forms with the samples.

Samples should be packed and transported according to Packing Instruction 650 (PI650) and labelled ‘Biological Substance, Category B UN3373’. Please see Appendix B for relevant sections of PI650 and details of requirements. However, appropriate packaging is available from HSL or from Royal Mail. Samples can be transported at room temperature as long as delivery is guaranteed within 48 hours, such as Royal Mail secure delivery. Couriers can also be used. Please ensure that samples are sent so that delivery to HSL is not attempted on Saturday, Sunday or UK public holiday. See earlier for how to store samples, if necessary.

6. Packaging and transport for samples collected outside of the UK

Customers must send their samples via a courier that is with transporting samples under UN3373 and preferably provides 'parcel tracking' information. The courier should be able to supply you with packaging that meets UN3373, or HSL can supply. Please package the samples so they are transported ‘cool’ by using a polystyrene outer transport box that contains frozen cooling bags/boxes. Do not use dry-ice as this complicates both transportation and the handling at HSL. When samples are handed to courier you may want to notify Sample Reception staff by email with any details of the tracking number. However, customers are responsible for the appropriate importation and transportation of samples until delivery to HSL. Please ensure that samples are to arrive at HSL within 72 hours of handing to the courier and delivery is not attempted on Saturday, Sunday or UK public holiday.

The courier may want a document or details for the consignment; detailing the nature of the contents (small amounts of dust collected from workplace air sampling), the consignor & consignee addresses, contacts details for a ‘responsible person’, identifying as non-hazardous/non-infectious samples, that they have no commercial value and are being imported for laboratory testing.

If the samples were collected from an animal facility outside of the UK, please take note of the following additional instructions.

7. Packaging and transport for samples collected from a non-UK animal facility

Air samples collected from animal facilities may be regarded by UK customs as falling under the Animal By-Products Regulation. However, it is acceptable to import these samples under the current UK DEFRA licence IMP/GEN/2014/02 if the appropriate conditions and documents are completed. (This is the licence used for many medical diagnostic reagents). See Appendix A. We suggest that you use a courier who is conversant with importing to the UK under IMP/GEN/2014/02, but still package to meet UN3373 and follow delivery instructions as in (6) above. You need to include a copy of the IMP/GEN/2014/02 licence with the other documentation as noted in Appendix A.

Please note such regulations may change over time so check with your courier or the DEFRA UK website.

Appendix

A Conditions to meet the current IMP/GEN/2014/02 Licence for importation into the UK of samples from animal facilities

(1) A copy of the licence (downloadable from https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/408793/IMP-GEN-2014-02.pdf)

(2) Each consignment must be accompanied by a commercial document signed by a senior manager of the facility on company headed paper and dated not less than 2 months from the date of each consignment confirming

· Description and quantity of the product; e.g. x tubes containing 20mg filters processed from air samples containing less than 0.5% of proteins from xxxx animal species. The samples are Non-Hazardous, Non-Infectious. The samples are for technical use only and have no commercial value.

· Name and address of consignor and consignee

· Country of origin

· That every precaution was taken to prevent contamination of the product

· That the products were packaged in new containers

· That the product complies with the scope of the general licence

· That the product is suitable for intended use without further processing

· That the products are processed and not raw. i.e. processed onto filters and destroyed by incineration after analysis

The product must be secured in clean, leak-proof containers and clearly labelled ‘NOT FOR FEED OR FOOD USE-FOR TECHNICAL USE ONLY. The consignment or packaging must not be allowed to come into contact with any ruminating animals, swine, poultry or horses. The products must remain in their original packaging until delivery to the final destination

B Relevant Sections of Packing Instructions 650 (PI650) to meet transportation of samples under UN3373

General Requirements:

The packaging must be of good quality, strong enough to withstand the shocks and loadings normally encountered during transport. Packaging must be constructed and closed so as to prevent any loss of contents that might be caused under normal conditions of transport, by vibration, or by changes in temperature, humidity or pressure. Necessary packaging can be supplied by couriers, Royal Mail, HSL.

The packaging must consist of three components:

(a) A primary receptacle(s); this would be the capped tubes containing filters

(b) A secondary packaging; this could be a strong rigid plastic tub and lid as supplied by HSL

Primary receptacles must be packed in secondary packaging in such a way that, under normal conditions of transport, they cannot break, be punctured or leak their contents into the secondary packaging. (If sending capped tubes or clipped/capped cassettes, please wrap them in tissue to secure them in the secondary container) Secondary packaging must be secured in outer packaging with suitable cushioning material. Any leakage of the contents must not compromise the integrity of the cushioning material or of the outer packaging.

An itemized list of contents must be enclosed between the secondary packaging and the outer packaging- this can be the analysis request form EM2.

At least one surface of the outer packaging must have a minimum dimension of 100 mm x 100 mm (4 in x 4 in). The completed package must be capable of successfully passing a ‘drop test’ with the height of the drop not be less than 1.2 m. Following the appropriate drop sequence, there must be no leakage from the primary receptacle(s) which must remain protected by absorbent material, when required, in the secondary packaging.

For transport, the mark illustrated below must be displayed on the external surface of the outer packaging on a background of a contrasting colour and must be clearly visible and legible. The mark must be in the form of a square set at an angle of 45°(diamond-shaped) with each side having a length of at least 50 mm (2 in), the width of the line must be at least 2 mm and the letters and numbers must be at least 6 mm high. The proper shipping name “Biological Substance, Category B” in letters at least 6 mm high must be marked on the outer package adjacent to the diamond-shaped mark. Purchased UN3733 packaging will be appropriately marked.

A Shipper's Declaration for Dangerous Goods is not required.

Specific Requirements:

Substances assigned to UN 3373 which are packed and marked in accordance with this packing instruction are not subject to any other requirement of these Regulations except for the following:

(a) / The name and address of the shipper and of the consignee must be provided on each package;
(b) / The name, and telephone number of a person responsible must be provided on the air waybill or on the package;
Note: When the shipper or consignee is also the ‘person responsible’ as referred to in b) above, the name and address need be marked only once in order to satisfy the name and address marking provisions in both a) and b), above.

If an Air Waybill is used, the “Nature and Quantity of Goods” box should show “UN 3373” and the text “BIOLOGICAL SUBSTANCE, CATEGORY B”.

Other dangerous goods must not be packed in the same packaging as Infectious Substances unless they are necessary for maintaining the viability, stabilizing or preventing degradation or neutralizing the hazards of the infectious substances.