Submitting Environmental Chemistry Samples to the DSHS Laboratory
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Please Note: Bacteriological testing of drinking water is conducted by the DSHS Environmental Microbiology Branch. Refer to the DSHS Environmental Microbiology Laboratory’s webpage for more information.
Drinking Water Submissions
Sampling procedures may vary depending on the required analysis and regulatory requirements. Please consult with the Environmental Chemistry Laboratory before submitting water samples for analysis.
Please email envsciadmin@dshs.texas.gov, and a member of the testing team will provide you with detailed sampling instructions and any specific requirements for the analysis of interest.
Water Sample Collection and Submission General Guidelines
Gather Supplies: You typically need specific containers for sample collection. The laboratory can provide guidance on what bottles or containers to use to collect a water sample based on the analysis you require. For example, samples for certain tests must be collected in amber bottles to protect the samples from ultraviolet light. Other bottles contain preloaded preservatives or salts which should not be rinsed out when sampling.
The Environmental Chemistry Laboratory can provide specific guidance on sample preservation and handling procedures required for the tests you want the laboratory to perform.
Select Sampling Method: There are specific methods of water sample collection that depend on your specific testing needs. Drinking water samples often involve “grab sampling” after flushing out the tap for a few minutes to remove stagnant water from the pipes. We can provide you specific instructions on the required sampling method.
Use Clean Containers: Ensure the containers you use are clean. Rinse them with the water you intend to sample before collecting the actual sample.
Label the Container: Label the container with essential information, including the sampling date, time, location, and any other details requested by the laboratory.
Preserve the Sample: Depending on the analysis required, you may need to add specific preservatives to the sample. Follow the laboratory's specific instructions for preservation.
Transport and Storage: Most commonly, we will ask that you keep the sample cold and on ice during transportation to the laboratory. However, it is important you follow specific storage instructions provided by the laboratory.
Complete Documentation: Fill out any required forms, including a Chain of Custody (COC) form and a G-22 Sample Submission Form. We can provide you with any necessary forms. A COC ensures the sample's integrity is maintained throughout the process.
Submit the Sample: Deliver the sample to the laboratory within the specified period. We accept mailed or hand delivered samples if they are transported to the laboratory under the required conditions. Each sampling method requires analysis to be conducted within a certain period after sampling (anywhere from 48 hours to 6 months).
Setting up a New DSHS Submitter Account
All submitters to the DSHS Laboratory must have a DSHS Submitter ID Number. If you do not already have an account or submitter number, or you need to update information already on file, contact the Environmental Chemistry Laboratory at envsciadmin@dshs.texas.gov to set up or update your account.
Obtaining Chain of Custody and DSHS Submission Forms
Customers who submit drinking water samples for testing by the Environmental Chemistry Laboratory must provide a completed Chain of Custody (COC) Form and a G-22 Submission Form with each sample.
- The G-22 Submission Form and instructions are provided by Laboratory staff.
- All required fields in forms (identified by **) must be completed.
Double check the completed G-22 and COC forms for accuracy before submission.
Common Causes of Sample Rejection
There are several reasons why the laboratory may find a sample unsuitable for testing and reject it. They are usually related to ensuring the accuracy and integrity of test results.
It is important to follow the specific guidelines and procedures provided by the laboratory for collecting, handling, and submitting water samples to ensure that they are acceptable for testing. This helps maintain the accuracy and reliability of the results, which is crucial for various applications, including environmental monitoring, public health, and research. Some common reasons for poor sample quality that lead to rejection are listed in the table.
Reason for Rejection | Common Cause |
|---|---|
| Improper Sample Collection | Not using a sterile container, improper sterilization of equipment, or not following the correct sampling procedure can compromise the quality of the sample |
| Contamination | Common sources of contamination include dirty containers, exposure to foreign substances, improperly closed lids, or improper handling. |
| Insufficient Volume | Not enough of the sample is collected, which can affect testing accuracy. The laboratory requires a minimum volume of water for testing (usually at least 1L). If the sample provided is below that threshold volume, it may be rejected. |
| Incorrect Labeling | Samples must be correctly labeled with information such as the date, time, location of collection, and any other relevant details required by the Laboratory. If the information on the label is incomplete or inaccurate, the sample may be rejected. |
| Preservation Issues | Some tests require specific preservation methods to ensure the chemical stability of the water sample. If the sample is not preserved correctly, it cannot be tested as it may not provide accurate results. |
| Delay in Transporting to the Laboratory | Certain tests must be conducted within a specific period after sample collection time to ensure accurate and reliable test results. If there is a significant delay in transporting the sample to the laboratory for testing, it may be rejected. |
| Expired/Old Sample | Water samples have limited time periods within which they must be tested. These times depend on the type of test being requested. If the sample is too old, it may not be suitable for analysis and will be rejected. |
| Lack of Chain of Custody | For legal or regulatory purposes, a chain of custody must be maintained for each sample to document who handled it from collection to analysis. If this chain is broken or unclear, the sample may be rejected. |
| Inadequate or Missing Documentation | Proper documentation of the sampling process, including photos or notes about the sampling location and conditions, is essential. Lack of documentation may lead to rejection. |
| Non-Compliance with Regulations | If the sample collection or submission does not comply with regulatory requirements or laboratory protocols specific to the type of test being requested, it may be rejected. |
Questions about Environmental Chemistry Submissions?
For questions about submitting water samples to the DSHS Laboratory, email the Environmental Chemistry Laboratory team at envsciadmin@dshs.texas.gov.