W-5 WATER SHIPPING

Primary holding sample holding containers must be leak-proof. Samples should be preserved in appropriate preservative, if applicable (REDI-NET Water Processing SOP W-2). Ensure that the lids are tightly closed to prevent leaking of storage media while in transit.

Pack vials in a vertical position inside individual sample holding containers, ordered by barcode label, leaving one space between sample sites to clearly delineate sample subsets (Figure 1). Pack the space between the top of the box and the top of the tubes with packing material (eg. folded paper towel or newspaper ) to minimize sample movement in transit. Tape each box carefully and label the outside of each box according to the sample collection.

Place each sample holding container within a sealable plastic bag prior to positioning in the shipping container. Position sample holding containers tightly to minimize movement in transit.

Choice of cold chain is dependent on shipment duration. If shipment can reach the destination within 72 hours, cold chain with gel ice pack is sufficient. If shipment duration exceeds 3 days, ice packs combined with dry ice will be required.

To maintain cold chain depending on the expected duration of the shipment, prepare a sufficient amount of frozen ice packs and/or dry ice and put them as “sandwiches” with water sample boxes/plastic bags in between.

Prepare the database list of samples included in the shipment and place it within the plastic poly-pocket that is attached on the shipping container.

Print a copy of the required import / export permit(s) and place in a clear poly-pocket for attaching to the outside of the shipping container.

Prepare a printed address label according to the recipient address outlined on the import / export permit(s) and attach to the shipping container.

Prepare courier shipping documents, as appropriate.

Complete a commercial invoice before dropping off the shipping container with the shipping courier (see Appendix 1 for FedEx invoice example).

Once the shipping container is ready and the commercial invoice has been completed, the shipping container should be given to the international courier for further processing.