Site Code Identification System for Water and Allied Samples

Transcription

1 Site Identification System for Water and Allied Samples What is a Site Rules of Use How to Create a Site s Smart Site s Special Site s Emergency Site s Sample Site Book

2 CONTENTS 1. INTRODUCTION 1 2. DEFINITION OF TERMS The Basic Site Number ID Site Location Number 3 3. GENERAL RULES 4 4. HOW TO CREATE A ROUTINE SITE CODE NUMBER 5 5. EXAMPLES OF ROUTINE SITE CODES Routine Drinking Water Samples Routine Swimming Pool Water Samples Routine Sample of Effluent and Waste Water Routine Sample from Air-conditioning or Water Systems for Legionella Monitoring 6 6. SMART SITE CODES 7 7. SPECIAL SITE CODES Mining and Other Companies Food Premises Drinking Water Abattoir, Meat and Poultry Processes Packaged and Mineral Water Approval/Sample Site Examples of Packaged and Mineral Water Approval/Sampling Numbers THE ONE OFF/EMERGENCY SITE CODE SUBMITTING SAMPLES SAMPLE AGENCY IDENTIFICATION CODES ABATTOIR, MEAT AND POULTRY PROCESSES SITE LOCATION NUMBER SAMPLE SITE CODE BOOK SAMPLE SITE CODE BOOK (Swimming Pool Waters) SAMPLE SITE CODE BOOK (Swimming Pool Waters) SAMPLE SITE CODE BOOK (Drinking Waters) SAMPLE SITE CODE BOOK (Drinking Waters) SAMPLE SITE CODE BOOK (Natural Environmental Waters) SAMPLE SITE CODE BOOK (Natural Environmental Waters) SAMPLE SITE CODE BOOK (Generic) MORE INFORMATION 30 Page i

3 1. INTRODUCTION In 1993, the Health Department of Western Australia introduced computerised site code sampling identification number to be used by all sampling agencies whenever water samples are taken and submitted to an analytical laboratory. The purpose of the site code system is to enable sampling and monitoring agencies to maintain accurate records of sample results in an electronic form. Since that time the system has been extended and developed to include a variety of water, soil, meat and scheme water sampling activities. The site code system will also be used to register and monitor producers of packaged water and water sources available to the public. All information on the system is available for enquiry by users. Sampling agency activities and associated site codes are provided monthly by the Health Department of Western Australia and full site code listings can be supplied upon request. This document consolidates all previous circulars to help new and existing sampling agencies to effectively use and maintain the system. Printed on 3/06/2003 Page 1

4 2. DEFINITION OF TERMS 2.1 The Basic Site Number AA 0 / 000 ID Site Location Number 2.2 ID Sampling agencies are those organisations that routinely take samples of water, meat products, soil etc for microbiological or chemical analysis. The Applied Environmental Health Section of the Health Department of Western Australia allocates all sampling agency identification prefixes. Sampling agency identifications are listed in Section 10. AGENCY IDENTIFICATION CODES SAMPLE 2.3 Sample type codes identify the generic nature of the item sampled. They are as follows: Sample Type Swimming pool waters 1 Drinking waters (excluding Aboriginal Communities) 2 Natural Environmental Waters 3 Effluent and Waste Waters 4 Abattoir, Meat and Poultry Processes 5 Legionella monitoring of air-conditioning and water systems Aboriginal Community Drinking Waters 7 6 Printed on 3/06/2003 Page 2

5 2.4 Site Location Number Site location numbers identify the point at which a sample has been taken. The number may identify a tap, a particular sampling location, or a sampling point within a location. A site location number may be used to identify the area in which a sample has been taken and in combination with a full text site description may be used to identify a specific location within a sample site. However, caution should be exercised when using text descriptions as subsequent data collation may be adversely affected by minor variations in the text of the site description. (eg. missing comma, abbreviated name or minor spelling differences). Site location numbers can be subdivided to further identify sampling sites within an area or classes of sites. Two examples illustrated within this document are swimming pools and meat establishments. (See Section 5.2 Routine Swimming Pool Water Samples and Section 7.3 Abattoir, Meat and Poultry Processes). Printed on 3/06/2003 Page 3

6 3. GENERAL RULES All samples and sample sites must be allocated a unique site code number. Once allocated a site code must not be used for any other sample location. The basic site code number is AA 0 / 000 ID Site Location Number Only sampling agencies allocated a ID prefix may create a site code number. The sampling agency undertaking the sample generates all site code numbers. (Except for abattoir, meat and poultry processors and packaged waters). Only Health Department of Western Australia approved sampling agencies will obtain microbiological analytical funding assistance. The procedure outlined within this manual must be used at all times. The Environmental Health Service of the Health Department of WA and PathCentre will not allocate site code numbers on behalf of another sampling agency. Samples may not be processed unless identified by a site code number. Site code must be written on all samples and sample request forms. Printed on 3/06/2003 Page 4

7 4. HOW TO CREATE A ROUTINE SITE CODE NUMBER Use the following procedure to create a site code number. 1. Apply your Identification prefix. (See Section 10. SAMPLE AGENCY IDENTIFICATION CODES for a list of Sampling Authorities) 2. Select the single digit for the item to be sampled. (See Section Create a three (3) digit Site Location. for sample type codes.) You have now created the basic site code, AA 0 / 000 ID Site Location Number 4. Enter the code onto your sample bottles. 5. Enter the code onto the analytical laboratory request form. 6. A site description must also be stated on the request form, (in the point of collection box) and on the sample bottle. Ensure that correct spelling and standard text formatting is used if this is required to identify subsequent samples from the same site. Printed on 3/06/2003 Page 5

8 5. EXAMPLES OF ROUTINE SITE CODES The following examples may assist you in applying the site code system. 5.1 Routine Drinking Water Samples AA 2 / 000, 001,002,003,et c ID Site Location Number 5.2 Routine Swimming Pool Water Samples AA 1 / 00, ID 01,02,03,etc Site Location Number 0, 1,2,3,A,B,C, etc Sample Point Please note that it is possible to split the three-digit site location number to individually identify each pool or even each sampling point within each pool. 5.3 Routine Sample of Effluent and Waste Water AA 4 / 000, 001,002,003,etc ID Site Location Number 5.4 Routine Sample from Air-conditioning or Water Systems for Legionella Monitoring AA 6 / 000, 001,002,003,etc ID Site Location Number Printed on 3/06/2003 Page 6

9 6. SMART SITE CODES Alphabetical and/or numerical combinations can be used within the Site Location Number, to contain additional information that can be used by sampling agencies to quickly identify a building, complex, community or geographic region a generic sampling location and point. AA X / 0000 ID Site Location Number The first two numbers or letters after the backslash identify the building, complex, community or geographic region. (You can identify up to 775 areas). The third number or letter after the backslash identifies the specific location, building within the complex, community or geographic region. (You can identify 35 locations within each complex.) The last number or letter after the backslash identifies the sampling point. (Maximum 34 sampling points within each location.) For example: A Public Pool AA1/ 0100 A Public Pool - Outlet AA1/ 010A A Public Pool - Backwash AA1/ 010B A Public Pool Toddlers - Outlet AA1/ 011A A Public Pool Toddlers - Backwash AA1/ 011B B Public Pool AA1/ 0200 B Public Pool - Outlet AA1/ 020A B Public Pool - Backwash AA1/ 020B B Public Pool Toddlers - Outlet AA1/ 021A B Public Pool Toddlers - Backwash AA1/ 021B B Public Pool Spa - Outlet AA1/ 022A B Public Pool Spa - Backwash AA1/ 022B Printed on 3/06/2003 Page 7

10 7. SPECIAL SITE CODES As mentioned in the introduction the Site system has been adapted for use in many specialised applications. Those used throughout the State are listed below. 7.1 Mining and Other Companies The Department of Minerals and Energy has directed all mine sites to ensure that drinking water supplies comply with the Guidelines for Drinking Water Quality as published by the National Health & Medical Research Council It is possible that some mining companies will contact environmental health officers to obtain site codes. Site codes may be issued to mine sites by environmental health officers providing the existing local agency prefix, sample type and site location code system is applied. Alternatively, the Health Department of Western Australia will issue a unique mine site code if requested. 7.2 Food Premises Drinking Water Where a routine sample of drinking water is obtained from within a food premise, the code letter F should be added after the basic site code number for the sampling point or premises. AA 2 / ,002,003,etc F ID Site Location Number The code letter F should only be: Applied to the end of the site location number for samples of drinking water when taken within a food premise, Added to an existing site code currently being sampled when drinking water is obtained from within a food premise. The code letter F should NOT be applied to: Samples of drinking water taken outside a food premise. Samples obtained from abattoirs, meat and poultry processors, (sample type code 5 premises). Any other sample types other than drinking waters (sample type code 2). Printed on 3/06/2003 Page 8

11 7.3 Abattoir, Meat and Poultry Processes Abattoir, meat and poultry establishments are unique to the site code system, as it is possible for more than one sampling agency to obtain samples from the same source. Sampling agencies that obtain samples from these sources are requested to use the following procedure: 1. Apply your local agency identification prefix. (See Section 10. SAMPLE AGENCY IDENTIFICATION CODES) 2. Insert the following single digit sample type code for the item to be sample (Abattoir, meat and poultry process) 5 3. Choose the correct two digit site location code from Section 11. ABATTOIR, MEAT AND POULTRY PROCESSES SITE LOCATION NUMBER All additional site location codes for new processes must be obtained from the meat hygiene section of the environmental health branch, Manager Meat Hygiene Inspection (08) Enter the single digit item sampled code from the following list: Item Sampled Hand Wash 1 Equipment Swab 2 Product 3 Serological 4 Potable Water 5 Effluent 6 Animal Feed 7 Faecal Samples 8 Wash Waters 9 Cloacal Swabs 0 Printed on 3/06/2003 Page 9

12 5. You have now created the basic site code for abattoirs, meat and poultry processes. AA 5 / 00 0 Sampling Agency ID Site Location Number Item Sampled 6. It will also be necessary to supply additional written description to further define the exact sample point. 7. Enter the code onto the sample request form and the sample container. 7.4 Packaged and Mineral Water Approval/Sample Site EV P / 0000 ID Site Location Number Producers of packaged/mineral waters are required to obtain an approval from the Executive Director Public Health to produce drinking water. At the time of approval a Packaged and Mineral Water Approval /Sample Site number as shown above will be issued by the Health Department of Western Australia. The approval/site code number is for the exclusive use of the water producer and is required for all sampling, promotional activities and correspondence. The four-digit site location number is divided into two sections. The first three digits identify the water source. The last digit identifies the sample location. The water producer s approval number always ends with a zero. Printed on 3/06/2003 Page 10

13 7.4.1 Examples of Packaged and Mineral Water Approval/Sampling Numbers The Wet Water Company Approval Sampling Number Number Bore Holding Pretreatment tap Main filling Tank EVP/0011 EVP/0012 EVP/0013 EVP/0014 EVP/0010 The Drink Company Approval Sampling Number Number Source Holding Post No 1 Filling Tank Filtration Station EVP/0021 EVP/0022 EVP/0023 EVP/0024 EVP/0020 The approval number is for the exclusive use of the water producer and applies to a single source. Multiple sources will require multiple approval numbers. The correct sampling code number must be clearly written on all sample bottles and laboratory sample request forms. A sampling code number shall identify all laboratory results. Printed on 3/06/2003 Page 11

14 8. THE ONE OFF/EMERGENCY SITE CODE It is not intended that the lack of an appropriate site code should impede any sampling activity. Therefore, the one off sample number can be utilised when: The existing site code number is unknown at the time of sampling, or When it is envisaged that only one or two samples will be taken from the location, (ie: not routine sampling). AA 1,2,3,etc / 999 ID Site Location Number Printed on 3/06/2003 Page 12

15 9. SUBMITTING SAMPLES It is essential that all samples be given a site code number before they are submitted for analysis. All sample bottles and accompanying sample request forms should be completed in full with the following information: Company Name Company Address. Sample Collection Date Site code Site description Time of Sample Collection Treatment Printed on 3/06/2003 Page 13

16 10. SAMPLE AGENCY IDENTIFICATION CODES Sample Agency AM AN AR AC AW BA BB BC BH BK BM BN BO BR BS BT BV BY CA CB CC CD CE CG CH CI CK CL CN CP CR CS CT CU CV CW CX DA DB DK DM DN Agency Full Name Shire of Augusta-Margaret River Shire of Ashburton City of Armadale City of Albany Shire of West Arthur Town of Bassendean Shire of Boyup Brook City of Bunbury Shire of Broomehill Shire of Brookton Shire of Broome Shire of Busselton Shire of Boddington Shire of Bruce Rock Shire of Bridgetown-Greenbushes City of Belmont Shire of Beverley City of Bayswater City of Canning Shire of Cuballing Shire of Cocos Islands Shire of Cunderdin Town of Cottesloe Shire of Coolgardie Shire of Carnamah Shire of Collie City of Cockburn Town of Claremont Shire of Carnarvon Shire of Capel Shire of Cranbrook Shire of Corrigin Shire of Chittering Shire of Cue Shire of Chapman Valley Shire of Coorow Town of Cambridge Shire of Dandaragan Shire of Donnybrook-Balingup Shire of Denmark Shire of Dumbleyung Shire of Dundas Printed on 3/06/2003 Page 14

17 Sample Agency DP DU DW DY EF EP ES EV EX FR GE GG GM GN GR GS GU HA HC IR JE JN KA KB KE KJ KL KN KR KT KU KW LA LE LG MA MD ME MI MJ MK ML MM MN MO MR Agency Full Name Shire of Dardanup Shire of Dalwallinu Shire of Dowerin Shire of Derby-West Kimberley Town of East Fremantle Shire of East Pilbara Shire of Esperance Health Department of WA Shire of Exmouth City of Fremantle City of Geraldton Shire of Gingin Shire of Goomalling Shire of Gnowangerup Shire of Greenough City of Gosnells Shire of Upper Gascoyne Shire of Harvey Shire of Halls Creek Shire of Irwin Shire of Jerramungup City of Joondalup Shire of Kalamunda City of Kalgoorlie/Boulder Shire of Kent Shire of Kojonup Shire of Kellerberrin Shire of Kondinin Shire of Koorda Shire of Katanning Shire of Kulin Town of Kwinana Shire of Laverton Shire of Leonora Shire of Lake Grace Shire of Moora City of Mandurah Shire of Meekatharra Shire of Mingenew Shire of Manjimup Shire of Mukinbudin City of Melville Shire of Mt Marshall Shire of Mundaring Shire of Morawa Shire of Merredin Printed on 3/06/2003 Page 15

18 Sample Agency MS MT MU MW MY MZ NA NE NG NH NJ NM NN NR NT NU PE PG PH PL PN PR QU RA RB RI RK SB SJ SP SS ST SU SW TA TN TR TS TY VI VK VP WA WB WE WG Agency Full Name Town of Mosman Park Shire of Mt Magnet Shire of Murchison Shire of Mullewa Shire of Murray Shire of Menzies Shire of Nannup City of Nedlands Town of Narrogin Shire of Northampton Shire of Ngaanyatjarraku Shire of Northam Shire of Narrogin Shire of Narembeen Town of Northam. Shire of Nungarin Shire of Perenjori Shire of Peppermint Grove Town of Port Hedland Shire of Plantagenet Shire of Pingelly City of Perth Shire of Quairading Shire of Ravensthorpe Shire of Roebourne Rottnest Island City of Rockingham Shire of Shark Bay Shire of Serpentine-Jarrahdale City of South Perth Shire of Sandstone City of Stirling City of Subiaco Shire of Swan Shire of Tambellup Shire of Tammin Shire of Trayning Shire of Three Springs Shire of Toodyay Town of Vincent Town of Victoria Park Shire of Victoria Plains Shire of Wanneroo Shire of Wongan-Ballidu Shire of Wyndham/East Kimberley Shire of Wandering Printed on 3/06/2003 Page 16

19 Sample Agency WI WL WN WO WR WS WU WY XM YA YI YO Agency Full Name Shire of Wickepin Shire of Williams Shire of Wagin Shire of Woodanilling Shire of Waroona Shire of Westonia Shire of Wiluna Shire of Wyalkatchem Shire of Christmas Island Shire of Yalgoo Shire of Yilgarn Shire of York Printed on 3/06/2003 Page 17

20 11. ABATTOIR, MEAT AND POULTRY PROCESSES SITE LOCATION NUMBER LIST OF SITE CODES (by Local Government) Location Site s for Abattoir, Meat and Poultry Processing Establishments: If you sample from a new location you must obtain a new site location code from the Health Department first. Local Government Premises Location Site Albany Valley View Poultry 88 Armadale Kasteel Snack G3 Armadale Prestige Poultry 86 Armadale Superba Brawn D6 Armadale WAHMAS C1 Augusta/Margaret River Semini Abattoir 49 Bayswater Dubrovnik Butchers A5 Bunbury Dardanup Butchering Co. 29 Bunbury Finesse Foods Australia 81 Bunbury Walsh s Abattoir 92 Busselton Busselton Poultry Supplies 78 Canning Aussie Fine Foods 96 Canning Chateau Napoleon 98 Canning Festive Foods Pty Ltd 80 Canning FJ Walker 17 Canning John Otis B8 Canning King River International Game Meat 90 Canning Milne Feeds 23 Canning Poppa Porkeys C7 Canning Regal Pate D1 Canning Roccos Smallgoods F9 Canning West Feeds 24 Canning Westphalia 16 Canning Windsor Foods E4 Canning Woolworth s 15 Capel Capel Abattoir 31 Carnarvon Gascoyne Abattoirs 35 City of Perth Com Group 12 Cockburn Alberghini Meats 93 Cockburn GEP Meats E2 Printed on 3/06/2003 Page 18

21 Local Government Premises Location Site Cockburn Goodchild Meats 14 Cockburn Tradition 02 Cockburn WA Meat Marketing Commission C2 Cockburn Watsons 06 Coolgardie Cullen T E & Sons 28 Corrigin Forbes WW & Co 32 Cottesloe North Cottesloe Wursthaus G8 Cunderdin Cunderdin Ag School 68 Dardanup Preston River Abattoir 55 Denmark Denmark Ag School 69 E.H.B. Karnet Prison 09 E.H.B. Private Residence G4 Esperance Grieves K & Read R & Co 38 Fremantle Australian Mutton Factory C5 Fremantle Belvedere D4 Fremantle Drava 04 Fremantle Hela German Smallgoods B5 Fremantle Scottish and English Foods J8 Fremantle West Coast Smallgoods K2 General Supa-Valu Stores G5 Geraldton Hagan Bros. 39 Gingin Gingin Meats 60 Gnowangerup Gnowangerup Ag school 70 Goomalling Goomalling Abattoirs 37 Gosnells Allans Pork Crackle 94 Gosnells Ilonka Smallgoods G9 Gosnells Peters Poultry 85 Greenough Central Chickens 79 Halls creek Halls Creek Meats B2 Harvey Goodchild Abattoirs 36 Harvey Harvey Ag School 71 Jurien J & J Meats B7 Kalamunda Avon District Meat Wholesalers A2 Kalamunda Gooseberry Hill Meats J5 Kellerberrin Kellerberrin Abattoir 64 Kondinin Haslam BJ & JA 41 Kwinana Day Fresh Meats 75 Mandurah Hunsa Smallgoods B4 Manjimup Manjimup Producers 47 Melville Ambrosia (Supreme Smallgoods) 01 Melville Dorsogna 03 Printed on 3/06/2003 Page 19

22 Local Government Premises Location Site Merredin Eastern District Abattoir 30 Morawa Morawa Ag School 72 Mundaring McKains Poultry 83 Murray South West Poultry 87 Narrogin Hillside Meats 42 Narrogin Narrogin Ag School 73 Northam Globe Abattoir 65 Northam Roediger Bros Abattoir D2 Northam Roediger Bros. Boning Room 54 Northam Shire Perth Pork Centre E9 Perth Elmars Smallgoods A7 Perth Market Discount Meats E7 Perth Re and Sons C9 Perth Simka Meats D5 Plantagenet Mt barker Wholesale Meats 50 Quairading Foster DE & BL 33 Rockingham Baldivis Poultry 77 Shark bay Shark Bay Fish Factory 91 South Perth Claytons Quality Meats 21 Stirling Adrians Continental Smallgoods K4 Stirling Australian Poultry Ltd 76 Stirling Balkan Butchers G6 Stirling Barter Enterprises 20 Stirling Bohemia Foods 97 Stirling British Sausage Co. B9 Stirling Clover Smallgoods 07 Stirling Delbasso 08 Stirling E & G Butchers D8 Stirling Economy Meats D9 Stirling Fazari Bros. H3 Stirling Five Star Meats A9 Stirling Fresh Market Meats K3 Stirling Inghams 22 Stirling JC Food Producers G1 Stirling L & L Acciari F7 Stirling Mordini & Dorazio C6 Stirling Normandie Pate (Foods) G2 Stirling Perth Meat Export E8 Swan Continental Specialities C3 Swan Dutch Brawn Meats A6 Swan Globe Meats 10 Swan Great Northern Meat Supply J2 Swan Johnsons Meats A1 Printed on 3/06/2003 Page 20

23 Local Government Premises Location Site Swan L & N Woods C4 Swan Maddison Meats E6 Swan Mahogany Creek Distributors 82 Swan Mondo Di Carne A4 Swan Northside Quality Meats F6 Swan Prime Meat Wholesalers F1 Swan Princi Smallgoods C8 Swan Tallowman 25 Swan Tony s House of Tender Meats J3 Swan Wing Chun Co. E3 Swan Zagorka Continental Smallgoods E5 Tammin Russell R & Sons 58 Wanneroo Aussie Quail 89 Woodanilling Beaufort River Abattoir 46 Woodanilling Perfect Poultry 84 Wyndham East Ord Valley Beef 45 Kimberley Printed on 3/06/2003 Page 21

24 12. SAMPLE SITE CODE BOOK The following pages are provided to assist you to maintain your own register of sampling sites within your district or sampling portfolio. Printed on 3/06/2003 Page 22

25 12.1 SAMPLE SITE CODE BOOK (Swimming Pool Waters) Agency Prefix Site 1/001 1/002 1/003 1/004 1/005 1/006 1/007 1/008 1/009 1/010 1/011 1/012 Swimming Pool Water Site Location Sample Point Notes Note : Insert your sampling agency prefix before each site code. Printed on 3/06/2003 Page 23

26 12.1 SAMPLE SITE CODE BOOK (Swimming Pool Waters) Agency Prefix Site 1/013 1/014 1/015 1/016 1/017 1/018 1/019 1/020 1/021 1/022 1/023 1/024 Swimming Pool Water Site Location Sample Point Notes Note : Insert your sampling agency prefix before each site code. Printed on 3/06/2003 Page 24

27 12.2 SAMPLE SITE CODE BOOK (Drinking Waters) Agency Prefix Site 2/001 2/002 2/003 2/004 2/005 2/006 2/007 2/008 2/009 2/010 2/011 2/012 Drinking Water Site Location Sample Point Notes Note : Insert your sampling agency prefix before each site code. Printed on 3/06/2003 Page 25

28 12.2 SAMPLE SITE CODE BOOK (Drinking Waters) Agency Prefix Site 2/013 2/014 2/015 2/016 2/017 2/018 2/019 2/020 2/021 2/022 2/023 2/024 Drinking Water Site Location Sample Point Notes Note : Insert your sampling agency prefix before each site code. Printed on 3/06/2003 Page 26

29 12.3 SAMPLE SITE CODE BOOK (Natural Environmental Waters) Agency Prefix Natural Environmental Water Site 3/001 3/002 3/003 3/004 3/005 3/006 3/007 3/008 3/009 3/010 3/011 3/012 Site Location Sample Point Notes Note : Insert your sampling agency prefix before each site code. Printed on 3/06/2003 Page 27

30 12.3 SAMPLE SITE CODE BOOK (Natural Environmental Waters) Agency Prefix Natural Environmental Water Site 3/013 3/014 3/015 3/016 3/017 3/018 3/019 3/020 3/021 3/022 3/023 3/024 Site Location Sample Point Notes Note : Insert your sampling agency prefix before each site code. Printed on 3/06/2003 Page 28

31 12.4 SAMPLE SITE CODE BOOK (Generic) Agency Prefix / / / / / / / / / / / / Site Site Location Sample Point Notes Note : Insert your sampling agency prefix before each site code. Printed on 3/06/2003 Page 29

32 13. MORE INFORMATION For further information contact the: Water Quality Branch of the Environmental Health Directorate PO Box 8172, Stirling Street PERTH WA 6849 Telephone (08) Facsimile (08) s:\ehb\water quality\publications\section\sitecodemanual ver2.doc Printed on 3/06/2003 Page 30