How to Sample

It is important to practice proper sampling techniques to avoid contaminating samples and exposing yourself to contaminants.

  • Wear protective items, such as gloves and protective clothing.
  • Use only clean equipment and containers to take samples.

Samples should be labelled with the information you need to link the results back to the food, ingredient or food contact surface being assessed. Sample labels should include:

  • date and time of collection
  • description of what was sampled
  • lot number
  • sampling site
  • name of the person who collected the sample

The sample units should be representative of the lot and obtained randomly:

  • each sample unit should be selected by chance and each unit in the lot should have an equal chance of being included in the sample.
  • you can use a table of random number generated using a computer software to assign a number to each unit in a lot and select units to be sampled.

Collecting ingredient and food samples

When collecting samples:

  • wash and dry hands prior to sampling
  • use aseptic techniques when taking microbiological samples
  • pre-packaged food samples should be collected in an original, unopened package
  • use appropriate sampling containers that can withstand handling and shipping
  • securely seal sample containers after filling so they cannot leak or become contaminated during further handling or transportation
  • Note: Open, broken or damaged containers are not appropriate for sampling

Using aseptic techniques

When collecting samples for microbial testing avoid introducing microorganisms to the samples by following aseptic sampling procedures:

  • Use only sterile equipment and containers, and properly re-sterilize sampling tools before using them again
  • Make contact with the source material and the sample only with the sampling tool or the container
  • Use sterile gloves if a sample must be touched with the hands. An aseptic sample should not be touched with bare hands
  • Minimize exposure of the product, sampling equipment, and the interior of sampling containers to the environment. For example, avoid collecting samples in areas where dust or atmospheric conditions may contaminate the sample unless such contamination may be considered part of the sample
  • Work rapidly. open sterile sampling containers only to insert the sample, and close them immediately
  • Avoid unnecessary contact. The sample and sampling tool should not contact the interior, lip, or lid of the sterile container

Quick tip

Take care when opening and closing sample containers. It is easy to contaminate a sample during this step! There are many things that you can do to reduce the risk of contaminating your sample. The following points are things to consider when sampling.

Opening sample containers

  • For a bottle or cup: remove the cap or lid with a free hand and keep it in that hand during sample collection; only the exterior of the cap or lid can be touched
  • For a bag: open the bag by using the tabs. Do not touch the opening of the bag
  • Do not overfill the sampling container

Closing sample containers

  • For a bottle or cup: replace the cap or lid on the container without touching the inside of the cap or the mouth of the bottle and secure the cap or lid
  • For a bag: pull twist ties tight, whirl the bag three revolutions, and fold the twist ties towards each other to seal the bag

Collecting environmental samples

When collecting environmental samples you should wear sterile gloves. The type of surface to be sampled and lab capabilities will determine the type of swab that should be used (for example, fabric-tipped swab, swatches, sponges, gauzes and clothes).

Source water samples

  • Collect the sample from a source water outlet. Do not use a hydrant, hose, or any faucet located outside of building
  • Remove any aerators or other devices from the outlet to be sampled (These devices may be heavily contaminated and may alter the water sample result)
  • Do not sample from a tap that is obviously contaminated
  • Disinfect the end of the faucet with alcohol wipes or by flaming
  • Run the cold water for at least two to three minutes
  • Adjust the flow of the stream to ensure that no splashing occurs
  • Use a sterile cup as your sampling container
  • Securely seal sample containers after filling so they cannot leak or become contaminated during further handling or transportation

Recirculating, processing and wash water samples

  • Collect the water using a sterile cup. If sampling from a spigot, flush it out well prior to taking sample
  • Avoid contact between the cup and the equipment when taking the sample
  • Securely seal sample containers after filling so they cannot leak or become contaminated during handling or transportation

Storing and shipping samples

Samples for microbial testing can be compromised by the temperature they are exposed to and the time that goes by before they are tested. To preserve their integrity you should store and ship the samples at appropriate temperatures and within the time frames recommended by the laboratory.

To prevent contamination, deterioration, and other damage that could compromise the integrity of a sample during transportation:

  • before shipping, store samples in a manner to maintain their integrity
  • measure and record temperature of sample units before placing them into the shipping container
  • use sound, clean, dry shipping containers, coolers, coolant and packaging materials
  • Pack samples tightly to prevent shifting
  • transport frozen or refrigerated samples in an insulated shipping container of rigid construction and packed with suitable coolant material to maintain their frozen or refrigerated state. Avoiding direct contact with the coolant material
  • ship samples collected as quickly as possible

Testing the samples

Samples taken to assess the compliance of a finished product should be tested at an accredited laboratory such as a laboratory accredited to the ISO/IEC 17025 standard General requirements for the competence of testing and calibration laboratories by the:

  • Standards Council of Canada (SCC) under the Program for Accreditation of Laboratories (PALCAN), in conformity with CAN-P-4D, or
  • Canadian Association for Laboratory Accreditation (CALA)

The test should be within the scope of accreditation for the laboratory

A recognized test method should be used such as those outlined in Health Canada’s Compendium of food allergen methodologies, Compendium of methods for chemical analysis of foods and Compendium of analytical methods.

What to do with the results

Satisfactory results provide evidence that your control measures are effective. Unsatisfactory results however, indicate that your control measures are not effective. You are responsible for the safety of the foods you prepare and need to take action when you obtain results that indicate a food safety situation or that your control measures are not effective. It is important for you to follow up with the corrective actions that are identified in your PCP.

CFIA references

Other references

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