This swabbing procedure is used for quantitative evaluation of surface areas. For example: APC, E. coli, Coliforms, Enterobacteriaceae and Yeasts & Moulds.

Please read and understand everything thoroughly before proceeding.

1. Sampling Kit Contents

• Ice packs
• Chilly bin
• Return address label       
• Return courier ticket
• 10mL Neutralising Buffer Diluent containing sodium thiosulphate and glass beads
• Sterile cotton bud swabs
• Sterile 5cm2 templates
• Temperature vial (to record temperature on arrival) – please fill with water.

2. Critical Considerations

• Samples must reach the laboratory within 30 hours of being taken.  Therefore, timing of sampling is critical.  Please find out the courier pick-up time and plan to sample as close to this as possible. 
• To be in suitable condition for testing, samples must reach the laboratory between 0°C and 10°C. Packing of the chilly bin for transit to the lab is critical to ensure the samples keep cool but do not freeze.  
• Store swab diluents at 2 - 4°C.
• Do not use any consumable items that have the seal compromised, or that are expired.

3. General Notes

• Preparation for Sampling: Hydrate the ice packs (only if ice packs are not hydrated already) using a clean tray containing 1L of water.  Immerse the ice pack until the lobes are sufficiently full.  Alternatively hold the ice pack under running water until the lobes are full.  Place into a freezer overnight.  This is best done either as soon as you receive your kit or at least the day before sampling.
• Keep the swabs and diluents closed until immediately prior to use.

4. Method of Collection for Environmental samples – Wet / Dry swab

• Pre-label the diluent vial with the sample ID (swab number or site description).
• Carefully open the sterile swab packaging, grasp the end of the stick, being careful not to touch any portion that might be inserted into the vial, and remove one swab aseptically.
• Open a vial of sterile diluent, moisten the swab for 5 seconds, and press out the excess solution against the interior wall of the vial with a rotating motion.
• Press the sterile template onto the surface to be sampled.  Hold firmly.
• Hold the swab shaft 3cm from the swab head and make a 30° angle contact with the surface. Rub the swab head slowly and thoroughly over the area three times, reversing directions between strokes, for at least 10 seconds.  While swabbing, roll the swab shaft between your fingers to ensure the entire head of the swab makes contact with the surface area.

Note:  Rub the wet swab vertically, then horizontally, then diagonally across the entire surface (see Figure 1). The sampler is required to swab in all three directions to cover the surface area adequately but not necessarily in the order stated.

• After the area has been swabbed, position the swab head in the vial, and break it off using the lid, leaving the swab head in the vial.  Repeat the swabbing process with a dry swab for 10 more seconds or until the surface is dry (no less than 10 seconds).  Break the dry swab off into the same vial.
• Replace the screw cap and ensure that it is tightly closed.

5. Documentation

• Submit the testing requirements via LabConnect ensuring all details (sample details, name of sampler, sampling date and time) are recorded.
• Print and place the submission form into a plastic bag and place it into the chilly bin.

Note:  The template size must be recorded on the submission form.

6. Packaging and Transport

• Once all samples have been collected, pack the chilly bin for transit to the laboratory.
• Bundle the samples, the filled temperature vial, and the submission form (in a plastic bag) together. Ideally, the temperature vial should be fixed adjacent to the samples in the chilly bin.
• The packing of the chilly bin must protect the samples from extremes of temperature and minimise changes to the micro-flora during transit.  It must also ensure that the contents stay tightly packed and upright.  You may have to arrange the contents a little to ensure a snug fit.  Any paper (including newspaper) or bubble wrap are good packers.
• Generally, it works to use one ice pack on the bottom of the chilly bin and one on top of the samples – the provided ice pack can be cut in half.  The samples must not come into contact with the ice packs.  
• Ensure the address label is prominently visible on the chilly bin lid.  Transport by courier without delay to:

AsureQuality Christchurch Laboratory
Unit 1, 6H Sir William Pickering Drive
Burnside
Christchurch 8053
Attention: Sample Reception

or 

• Once the courier has picked up the chilly bin, send by email a copy of the submission form as a pre-alert to the laboratory ChristchurchSR@asurequality.com or lynfieldsr@asurequality.com
• Include the following details in the email:
  • The date and time the first sample was taken
  • The courier ticket number
  • The courier pickup date and time

This information enables the laboratory to chase up the courier company if the samples are getting close to 30-hour deadline, to prevent samples being rejected.