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Data Management Webinar. Kelley Kugel. Sampling Forms & Instructions. FTP Site: Please download and print these instructions!. Sampling Forms & Instructions. Sampling Forms & Instructions. Sampling Forms & Instructions.

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Data Management Webinar

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Data Management Webinar

Kelley Kugel

Sampling Forms & Instructions

FTP Site:

Please download and print these instructions!

Sampling Forms & Instructions

Sampling Forms & Instructions

Sampling Forms & Instructions

Detailed Instructions on Using the Field Sample Information and COC spreadsheet

Sampling Forms & Instructions

  • Data Management Instructions

  • Location Code

  • Compiling Field Data

  • Naming Conventions

  • Uploading Field Data

Sampling Forms & Instructions

Shipping Guidance

Sampling Guidance

FTP Site:

Sampling Forms & Instructions

Electronic Field Sample Form: TOC

Electronic Field Sample Form: Sample Collection Form

Electronic Field Sample Form: Sample Collection Form

Electronic Field Sample Form: COC

Print *this* sheet and

send with lab samples

Make sure samples are labeled with the correct sample ID

Location Code Maps

FTP Site:

Location Code Maps



Determining Location Code:

Navigate to the Index Maps folder

Open the Index Map for your state

Determine the correct map number


Location Code Maps



Determining Location Code:

Navigate to Sample Grids folder

Open the file corresponding to your map number

Determine the correct grid cell and note the Location Code


Location Code Maps


Determining Location Code:

Note the Location Code on your Sample Collection Form

Location Code Maps

Water-Based Sampling:

Given the extent of the Gulf activities, for water-based sampling please use the following convention:

-- GU = Gulf of Mexico

-- EC = East Coast

-- Degree Latitude

-- Degree Longitude

For example, if you are sampling in the Gulf of Mexico at 27.30 North and -88.30 West, your code would be GU2788.

Sample ID naming Convention

  • Sample ID on bottle sample should ideally match NOAA Field Sample form

  • LocationCode – DateCode - Matrix SamplerTeam# Sample#

    • 6-digit Location code

    • 5-digit date: year letter and mmdd.

      • A=2010, B=2011

    • Matrix letter, 2-digit sample team #, and 2-digit sample number

  • EXAMPLE: LAAM24-A0502-T0102

  • LocationCode = LAAM24; Date = 5/2/2010, Matrix=Tissue; Sample Team # = 01; & Sample # = 02

Taking NRDA Photography


  • Validate Field Sample Photos

  • Provide a Visual Description of Field Conditions and Operations

What do you need?

Digital Camera

GPS Unit

Helpful GPS/Photo Documents on Trustee FTP:

Home > TrusteesONLY > Sample Data > 0_Instructions_and_Forms > Field_Photo_Validation_Documents




Requisite GPS Settings:

  • GPS/Camera must be set to local time (Set to 24-hour Military Time)

  • Garmin GPS: Turn GPS Unit ON> Menu > Setup > Time > Time Format = “24 hours”

  • Datum = “WGS 84”

  • Turn On GPS > Menu > Setup > Units > Map Datum = “WGS 84”

3) Set Track Log to “Wrap When Full”

Turn On GPS > Menu > Tracks > Track Log (Track Log = “On”) > Setup > Check “Wrap When Full”

GPS Terms: Tracks and Waypoints

Tracks (or “Track Log”):The “breadcrumb trail”; a stream of continuous data points recorded when the unit’s Track Log is turned on, saved to GPS’ memory (ex. overflight path, extent of assessed shoreline)

Waypoints: A specific location manually captured by the user and saved to GPS’ memory (ex. location of marine debris object, location of sample).

When using GPS in the field:

  • Take a photo of your GPS unit with the Date/Time (with seconds!)

  • (Press “Menu” twice)

  • Make sure it is Clearly Visible

  • (double-check on camera)

2) Record a Waypoint when you take a sample

When taking photos in the field:

  • Remember to take multiple photos at each sample point – perspective is important! Take a photo zoomed into the area of interest and then take it in context of the surrounding area.

  • Take photos to the “tell a story” of the sampling effort (i.e., record other events, other activities of interest)

  • Do not delete photos

  • Do not open photos before zipping – may change metadata

Returning from the Field:

  • Connect your GPS unit to your computer (remember your cables)

  • Start GarminMapSource

    • Click on the “Receive from Device” icon.

    • Click Find Device (the name of your GPS unit will appear)

    • Under “What To Receive” > Click only Waypoints and Tracks

    • Click “Receive” (you will now see the tracks/waypoints for that day)

  • Save .gdb and .gpx files

    • File > Save As… > “YYYY_MMDD_LastName_FirstName” (Save as type: .gdb)

    • File > Save As… > “YYYY_MMDD_LastName_FirstName” (Save as type: .gpx)

  • Fill out NRDA Photo Logger Form

    • Home > TrusteesONLY > Sample Data > 0_Instructions_and_Forms >

    • Field_Photo_Validation_Documents > Photologger_Form

Post to FTP:


COC Documents

Sample Data


  • COC Form

  • FedEx Labels

  • NRDA Sample Collection Form

  • Log Book entries related to samples

  • Field Sampling form.xls

  • (either from NOAA Field Sampling Form or “Flat-File” Form)

  • Photos

  • .gpx + .gdb file

  • Photo Logger Form

After you upload your data to:

Home > TrusteesONLY > Sample Data > YYYY_MMDD >

-Email to alert us to download

  • We bring your data into the NRDA Database

  • Then pass location coordinates to ERMA and uploaded onto:

  • We also upload images to the ftp:

    Home > TrusteesONLY > Maps > Operational

NRDA Database

Thank you!

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