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STANDARD OPERATIONAL PROCEDURE MANAGEMENT OF SAMPLES REGISTRATION. RETENTION. DISPOSAL. This Procedure is designed to

STANDARD OPERATIONAL PROCEDURE

MANAGEMENT OF SAMPLES

REGISTRATION. RETENTION. DISPOSAL.

This Procedure is designed to define the actions and responsibilities with regards to the handling of the Samples of products/slops in accordance with Company's needs, Industry Standards and Client requirements; as well as with regards to controlled management of samples from the time of them being drawn to the disposal stage. The procedure shall apply to all classes of products, as per the variety of products appearing on Clients nominations, as well as in other instances where the Company carries out Sampling for personal business needs (slops, bunker). The procedure includes the Sample Registration and Identification, Retention and Disposal.

REFERENCE INFORMATION:

• Material Safety Data Sheets (MSDS)

• FAIRDEAL Safety Policy and Procedures Manual

• Written instructions from the Principal

Authorities and Responsibility.

It is the responsibility of the crew to transport samples safely to the Fairdeal Office reception point.

It is also the crew member's responsibility to carry out labelling, in accordance with this procedure. It is the responsibility of the Department Manager, or his deputy, to ensure that properly packed and labelled samples are delivered to the Sample Storage.

Where samples are to be delivered for Retention only it is the responsibility of the crew member to ensure that the samples are safely delivered, labelled and that they are handed over to the concerned person.

Where samples are to be delivered to a laboratory for analysis and where analysis is to be witnessed it is the responsibility of the concerned employee to receive the sample from the crew member, label it and pass to the relevant laboratory for analysis ASAP.

Where a portion of the sample is to be retained at Fairdeal's it is the responsibility of the concerned person to seal this portion or witness the sealing of this portion and proper labelling before storage.

It is the concerned employees/driver's responsibility to obtain a "Sample Receipt" whenever a sample is passed to a third party.

It is the responsibility of Senior Managers' to ensure that appropriate MSDS is available for those who has direct contact with the cargo and samples.

SAMPLE HANDLING

Samples shall be transported from locations at which they are drawn in a safe manner. Upon arrival at Fairdeal Office samples shall be handed over to the concerned employee for further registration and/or processing.

Samples shall be accounted for by the use of a sample logging procedure. All samples brought for testing shall be labelled clearly indicating the product, location, date and time of sample drawn; sample type; operation; sample source; sampling method; reference number; inspector's name; seal No (if applicable); client's name; sample size. If the sample was

labelled by a surveyor and all relevant information is indicated, then, the label can be left as is.

If the sample has no label, or, it is not satisfying Fairdeal's requirements, then a proper label shall be filled by an employee in charge (Label sample is attached).

SAMPLE IDENTIFICATION AND REGISTRATION

All samples taken shall be labelled immediately upon obtaining the sample.

The following details, at a minimum, shall be entered on the label using water proof and oil proof ink or a pencil hard enough to dent the label used:

a) Date

b) Time

c) Name of the vessel / terminal

d) Tank / Shoretank number

e) Brand or Grade of Product

f) Sample type

g) Sampling method

h) Job reference

i) Name (who draw the sample or prepared composite)

j) The purpose of the sample is drawn for

k) Volume of sample

l) Client

m) Seal No

SAMPLE STORAGE / RETENTION

Upon receipt the Sample must be logged into a Log Book, stating all relevant details of delivery:

Date and time of delivery

Delivered by

Purpose

Received and Logged by

Source of the sample

Product

Date and time of sending to the Lab (if applicable)

The test samples shall be placed in the temporary storage area for hand over to the Laboratory. The retention samples shall be taken directly to the Sample Retention Storage. The various samples shall be segregated and identified by means of labels on the shelves indicating the month the sample was drawn, and storage and disposal time.

Supervisor shall maintain a Register of all samples received / removed from the Sample Storage.

A typical Sample Store Register is shown in Appendix 1.

At the special circumstances the Client would specifically request (either by telephone or fax), samples to be retained for a specified period of time, due to an enquiry or for any other reason(s). These samples shall be retained in the Sample Retention Storage in the area marked "Specials". Samples shall NOT be retained at any place other than designated Sample Storage at all times.

SAMPLE DISPOSAL

The actual retention period for all samples is three months. At the end of the week, the concerned person shall remove those samples whose retention periods have expired, from the Retention Storage. These "expired" samples shall be removed and emptied into slop tanks in the Workshop.

RECORDS

All records pertaining to this procedure shall be retained for a period of three years

Samples Register (Example) Delivered № Date / Time Sample received Received/ Product Retention To be

Samples Register

(Example)

Delivered № Date / Time Sample received Received/ Product Retention To be Sample source Purpose
Delivered
Date / Time Sample
received
Received/
Product
Retention
To be
Sample source
Purpose
Remarks
by
Logged by
Grade
period
disposed on
Sent to the
Lab on

Fairdeal Marine Services, LLC

SOP, Management of Samples, Appendix 1

Prepared by: Oksana Dumbadze

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