CampControl Sample Custody and Results Receipt

An extremely important part of mineral exploration is well-documented control over the secure transport of samples to laboratories for analysis. Without suitable controls, samples get lost or delayed, wasting thousands of dollars. CampControl keeps track of sample-flow from the camp to the lab, recording where and when samples are shipped and received, and by whom - for however many steps there may be between source and final destination.

It also stores all laboratory correspondence related to shipped samples - from analysis request form and sample receipt confirmation to results and the final invoice.

CampControl keeps track of (1) Sample Shipment Contents
                                                           (containers and the samples they contain)
                                           (2) Sample Shipment Logistics
                                                            (routings, freight control sheets, waybills, permits, etc)
                                           (3) All Laboratory Communications
                                                                          (analysis request form, sample receipt advice, results, invoices)
all in one convenient and secure place.

CampControl's Sample Custody and Laboratory Results module operates as
a company-specific mini-Laboratory Information Management System (LIMS),
as illustrated in the screenshots below.

Sample Shipment Details: This is a screenshot of a Sample Shipment page in CampControl - after all results have been reported and an invoice sent out by the laboratory (numbered items are explained below):

1: CampControl racks any number of transportation steps between sample source and destination lab. Only two steps are shown here: Camp to Expediter & Expediter to Laboratory. 5: Emailed Analysis Certificates are automatically attached to the correct sample shipment based on the Sample Batch Number.

2: Clicking on the red Freight Control Sheet (FCS) number brings up the freighting details. 6: Emailed analytical results files are also automatically attached to the correct sample shipment based on the Sample Batch Number.

3: Best practice requires that a copy of the Analysis Request Form is uploaded for permanent association with the sample shipment by the responsible geologist. 7: Emailed laboratory invoices are also automatically attached to the correct sample shipment based on the Sample Batch Number.

4: Sample Receipt acknowledgement emails sent out by the lab are automatically appended to the correct shipment based on the Sample Batch Number. (See also Note 12 below.) 8: The listing of sample numbers can be downloaded to Excel by the laboratory to avoid having to enter them again.

Sample Shipment Listings: This is a screenshot of the Sample Shipment Listings page in CampControl, with the first two entries expanded to show details of each leg of the shipment's journey to the laboratory (numbered items are explained below).

9: The paperclip indicates that documents have been attached to the shipment (see Notes 3 to 7 above). Clicking on the red Shipment ID will open the Shipment Details page, as illustrated above. 11: The paperclip indicates that documents have been attached to the Freight Control Sheet, such as a scan of a transports company's waybill, or a bill of lading (see page 2 of this example).

10: Clicking on the red Freight Control Sheet (FCS) number will open the FCS Details page, an example of which can be viewed by clicking here.

Sample Batch Listings: This is a screenshot of the Sample Batch Listings page in CampControl, which provides a neat listing of the three dates critical to good sample management: Shipment Date [14], Lab Receipt Date [15], and Date of Reporting Results [16]. CampControl can automatically enter these dates on receipt of relevant email notification from collaborating laboratories (numbered items 12, 13, and 17 are explained below).

12: The Sample Batch Number provides the critical link between batches of samples sent to a lab, and information sent back by the lab. For those laboratories that do not allow for specification of a Sample Batch Number (identifier), the Purchase Order Number can often be used in its place. This number must appear in the title or body of emails sent by the lab to CampControl to allow CampControl to recognise which shipment of samples the lab email should be stored with. 17: Note that CampControl permits the inclusion of multiple batches of samples into a single shipment (in this case, batches KPC008, KPC009 and KPC010 are all in shipment 324).

13: For laboratories currently interfacing with CampControl, the laboratory Job Number is parsed out of the Sample Receipt Advice email. This relies on both the Sample Batch Number and the Laboratory Job Number being in the email without any other numbers to confuse the parsing software. New laboratory users of CampControl will need to ensure that the same policy applies to their Sample Receipt Advice emails for this function to operate successfully. For a helpful note on numbering Sample Batches, see the "Sample Batches Best Practice" entry in the CampControl "Online Help" manual.

Sample Custody Reports: This is a screenshot of the Sample Custody Report page in CampControl. Reports can be generated in various layouts for variable periods.

For a full appreciation of the CampControl Sample Custody and Results Storage System, view the Design Diagram below, or download a pdf copy of the diagram for discussion with your staff responsible for sample custody.

Free CampControl Sample Custody and Results Storage System

If your exploration company would like a free version of CampControl that provides only Sample Custody and Results Receipt functions, click here to create your account.

If your analytical laboratory would like a free version of CampControl allowing access to your clients' sample batches on CampControl that are destined for your laboratory, click here to create your account.

1: CampControl racks any number of transportation steps between sample source and destination lab. Only two steps are shown here: Camp to Expediter & Expediter to Laboratory.	5: Emailed Analysis Certificates are automatically attached to the correct sample shipment based on the Sample Batch Number.
2: Clicking on the red Freight Control Sheet (FCS) number brings up the freighting details.	6: Emailed analytical results files are also automatically attached to the correct sample shipment based on the Sample Batch Number.
3: Best practice requires that a copy of the Analysis Request Form is uploaded for permanent association with the sample shipment by the responsible geologist.	7: Emailed laboratory invoices are also automatically attached to the correct sample shipment based on the Sample Batch Number.
4: Sample Receipt acknowledgement emails sent out by the lab are automatically appended to the correct shipment based on the Sample Batch Number. (See also Note 12 below.)	8: The listing of sample numbers can be downloaded to Excel by the laboratory to avoid having to enter them again.

9: The paperclip indicates that documents have been attached to the shipment (see Notes 3 to 7 above). Clicking on the red Shipment ID will open the Shipment Details page, as illustrated above.	11: The paperclip indicates that documents have been attached to the Freight Control Sheet, such as a scan of a transports company's waybill, or a bill of lading (see page 2 of this example).
10: Clicking on the red Freight Control Sheet (FCS) number will open the FCS Details page, an example of which can be viewed by clicking here.