SAMPLING PROCEDURES AND OFFICIAL SAMPLE TREATMENT
ANNEX IISupplementary provisions
ANNEX II SAMPLING PROCEDURES AND OFFICIAL SAMPLE TREATMENT 1. Sample quantity The minimum sample quantities shall be defined in the national residue control programme. The minimum sample quantities shall be sufficient to enable the approved laboratories to carry out the analytical procedures necessary to complete the screening and the confirmatory analyses. Specifically for poultry, aquaculture, rabbits, farmed game, reptiles and insects a sample consists out of one or more animals, depending the requirements of the analytical methods. For eggs, the sample size is at least 12 eggs or more, according to the analytical methods used. In case several substance categories need to be analysed in one sample with different analytical methods, the sample size shall be increased accordingly. 2. Division into sub-samples Unless technically impossible or not required by national legislation, each sample shall be divided into at least two equivalent sub-samples each allowing the complete analytical procedure. The subdivision can take place at the sampling location or in the laboratory. 3. Traceability Each sample shall be taken in such way that it is always possible to trace it back to the farm of origin and the batch of animals or the individual animal, where relevant. In particular, for milk, according to the choice of the Member State, the samples can be taken, in either of the following places: 1. at the farm from the collection tank; 2. at the level of the dairy industry, before the milk has been discharged. 4. Sample containers Samples shall be collected in suitable containers to maintain sample integrity and traceability. In particular, containers shall prevent substitution, cross-contamination and degradation. The containers shall be officially sealed. 5. Sampling report A report shall be produced after each sampling procedure. The inspector collects at least the following data in the sampling report: 1. address of the competent authorities; 2. name of the inspector or identification code; 3. official code number of the sample; 4. sampling date; 5. name and address of the owner or the person having charge of the animals or the animal products; 6. name and address of the animal’s farm of origin (when sampling on farm); 7. registration number of the establishment-slaughterhouse number; 8. animal or product identification; 9. animal species; 10. sample matrix; 11. where relevant, medication within the last four weeks before sampling (when sampling on farm); 12. substance or substance groups for examination; 13. particular remarks. Paper or electronic copies of the report are to be provided depending on the sampling procedure. The sampling report and its copies shall be completed in a way that ensures their authenticity and legal validity, which may require that these documents are signed by the inspector. In case of on-farm sampling, the farmer or his deputy may be invited to sign the original sampling report. The original of the sampling report remains at the competent authority, which has to guarantee that unauthorised persons cannot access this original report. If necessary, the farmer or the owner of the establishment may be informed of the sampling undertaken. 6. Sampling report for the laboratory The sampling report for the laboratory established by the competent authorities shall be in accordance with the requirements set in Chapter 7 of ISO/IEC 17025:2017 ( 1 ) and shall contain at least the following information: 1. address of the competent authorities or designated bodies; 2. name of inspector or identification code; 3. official code number of the sample; 4. sampling date; 5. animal species; 6. sample matrix; 7. substances or substance groups for examination; 8. particular remarks. The sampling report for the laboratory shall accompany the sample when sent to the laboratory. 7. Transport and storage Residue control programmes shall specify the suitable storage and transport conditions for each analyte/matrix combination to ensure analyte stability and sample integrity. The transport time shall be as short as possible and the temperature during transport shall be adequate to ensure analyte stability. Specific attention shall be paid to transport boxes, temperature and delivery times to the responsible laboratory. In case of any non-compliance with the requirements of the control programme, the laboratory shall inform the competent authority without delay. ( 1 ) ISO/IEC 17025: 2017 General requirements for the competence of testing and calibration laboratories (Chapter 7.7).