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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

Data Management Webinar

Kelley Kugel

Sampling forms instructions
Sampling Forms & Instructions

FTP Site:

Please download and print these instructions!

Sampling forms instructions3
Sampling Forms & Instructions

Detailed Instructions on Using the Field Sample Information and COC spreadsheet

Sampling forms instructions4
Sampling Forms & Instructions

  • Data Management Instructions

  • Location Code

  • Compiling Field Data

  • Naming Conventions

  • Uploading Field Data

Sampling guidance
Sampling Guidance

FTP Site:

Electronic field sample form sample collection form
Electronic Field Sample Form: Sample Collection Form

Electronic field sample form sample collection form1
Electronic Field Sample Form: Sample Collection Form

Electronic field sample form coc
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
Location Code Maps

FTP Site:

Location code maps1
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 maps2
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 maps3
Location Code Maps


Determining Location Code:

Note the Location Code on your Sample Collection Form

Location code maps4
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 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 [email protected] 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!

Email Questions to:

[email protected]