QA 6.
3 Facilities and Environmental Conditions
6.3.1 Laboratory Facilities
Environmental conditions for the Crime Laboratory (CL) shall be appropriate for the type of
testing performed. Human factors relating to light, ventilation, and space are considered with
respect to performing tasks safely and effectively.
The managers of the CL will ensure that the environmental conditions in their units facilitate the
correct performance of tests through the proper performance and operation of safety, security,
heating/cooling, plumbing, and electrical (including backup power when applicable) systems.
Palm Beach County Sheriff's Office (PBSO) Facilities Services and Palm Beach County
Facilities Management are responsible for the maintenance of the CL facility. PBSO
Information Technology is responsible for the maintenance on agency computers, software,
peripherals, and system back-ups.
The CL does not perform re-analysis of casework performed at a non-PBSO laboratory unless
there is prior authorization in writing from the Crime Laboratory Director (CLD).
Re-analysis of PBSO CL casework may be performed in the event the original analyst is no
longer available to testify, when an adjudicated or closed case is used as an internal proficiency
test as an on-going program of Quality Assurance within the Unit, or when management deems
re-analysis necessary. The Unit Manager or designee will assign the case for re-analysis.
6.3.2 Facility Requirements
Technical requirements for accommodations and environmental conditions that may affect test
results will be documented in the Unit Methods Manual (UMM).
Only those individuals trained and authorized to perform casework in the CL facilities using CL
instrumentation and procedures are permitted to do so.
6.3.3 Environmental Conditions
The CL shall monitor, control, and record environmental conditions required by relevant
specifications, methods, and procedures, or where they influence the validity of the results.
Technical requirements shall address environmental conditions such as dust, electromagnetic
disturbances, radiation, humidity, electrical supply, temperature, sound and vibration levels, and
biological sterility if relevant to the activities performed. Any unit that requires a controlled
environment shall address the requirement and its monitoring in the UMM.
Analytical procedures or testing shall be halted if environmental conditions develop that have
potential to jeopardize the results of the testing. Immediately after halting the procedure or
testing, the person initiating the work stoppage will notify the Unit Manager or designee and all
unit members. A Quality Action workflow must be issued and submitted to the Forensic Quality
Assurance Manager (FQAM). Refer to the Nonconforming Work procedure for additional
documentation requirements.
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QA 6.3 Facilities and Environmental Conditions
The Rees Scientific Centron (RSC) Environmental Monitoring System takes the place of daily
manual documentation of temperatures in designated refrigerators, freezers, and rooms, utilizing
an electronic logging feature.
a. The RSC can be accessed after installation of the RSC software. Each user has been
given a user name and password. Access to probes is unit specific with the system
administrator having access to all probes.
b. Each monitored unit has an input identification number and description.
c. The RSC system can be accessed by telephone at 561-688-4249. Below are instructions
for responding to telephoned alarms:
1. Listen for alarm details
2. Press 0 to acknowledge the alarm
3. Enter telephone ID code and #
4. Listen and follow voice prompts to inhibit the alarm
i. Press 1 for global status
ii. Press 2 to check single input status
iii. Press 3 to inhibit an input
iv. Press 4 to enable and input
v. Press 5 to end call
d. Each probe has a unique ID that can be used to determine the location of the probe that
triggered the alarm. When a call is received, the node will state the ID number of the
probe that triggered the alarm.
e. When the unit alarm mode is triggered, the unit logs the event and attempts to contact a
user from the appropriate list. If the user does not respond within 30 minutes, the system
will then attempt to contact the next user on the list. The system will continue until
someone responds to the call. If it reaches the end of the call list without a response, it
will return to the top of the list.
f. Response to the system is to inhibit an alarm usually for the period of time it takes to
check the affected unit. The alarm shall not be inhibited for more time than is
practical/necessary.
g. The unit waits 30-60 minutes after an alarm event is triggered before attempting to
contact a user from the callout list. A transient event such as temporary power loss to the
laboratory would have to last a few hours in order for a callout to occur. To verify that
this is indeed not a transient event, the user can elect to inhibit the alarm for 0.5 hours and
wait to see if the alarm is triggered after the additional 1-hour delay (0.5 hour inhibited
delay + 0.5 hour delay before reinitiating a callout). If the unit calls the user back, this is
not a transient problem.
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h. When an action is taken such as disabling an alarm, if necessary, a comment may be
added to the RSC at the display area where the action occurred. The individual’s name,
date, and time of entry are automatically added to the comment.
i. If a refrigerator/freezer falls out of QC range, then adjust the temperature settings. If the
temperature of the unit is still out of QC range, then check the following:
1. Check coils and fans where possible; clean if necessary.
2. Defrost freezer if necessary
3. Add a thermal mass (if the refrigerator/freezer is almost empty, the system may be
working hard to keep it at temperature).
4. Call for service if necessary.
j. The RSC probes shall be calibrated annually.
6.3.4 Environmental Controls
a. Laboratory Security
1. Entrance into the CL and each unit is gained via PBSO issued ID cards. The
accessibility to each unit is limited and must be approved by the CLD.
2. Personnel access to, and within, the interior areas of the CL is controlled by
access systems employing security access cards, access codes, and by
combination and/or keyed locks. The presence of security alarms and personnel,
as well as closed circuit monitors in certain areas, augment these controls.
3. Security monitoring and procedures are addressed in the PBSO General Orders
(GO) and Standard Operating Procedures (SOP), as well as the CL Quality
Assurance Manual (QAM) and UMM. Procedures for the security of the Forensic
Sciences and Technology Facility (FSTF) and satellite buildings encompasses all
full and part-time employees, specialty units comprised of other law enforcement
agency employees, volunteers, and specified dignitaries/contractors as determined
by Internal Affairs (IA) and is addressed under GO 222.13.
4. The security cameras in the CL at FSTF are “record on motion” and are
monitored by the Alternate Response Unit (ARU) and IA.
5. The Chief Security Manager (CSM) of the IA Division is responsible for security
access cards, access codes, keys, and closed circuit monitors for FSTF. The CSM
is also responsible for retaining the authorization documentation as well as an
electronic audit trail per GO 222.13.
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6. The CLD, with assistance from the Unit Managers and where appropriate the
Technical Services Division Manager (TSDM), establishes who has control and
access to any areas in the CL.
7. The FQAM or CLD authorizes to IA any and all individuals approved for access
to the CL. The Unit Manager is responsible for auditing keys in their respective
unit. The FQAM maintains control of and audits, copies of keys maintained in
the Quality Assurance Unit and reviews access lists to all CL doors with card
access. At a minimum, keys and card access audits should be conducted once
every accreditation cycle. Records are maintained by the Unit Manager and
FQAM where appropriate.
b. Contamination, Interference, and Adverse Influence Prevention
1. The CL is a limited access facility to protect evidence from loss, tampering, and
contamination.
2. All exterior points of entry are controlled by key locks and/or PBSO ID cards.
3. All internal doors are controlled by key locks and/or PBSO ID cards.
4. The Unit Manager is responsible for keeping a log of all Unit keys issued by the
CL. The FQAM will maintain a log for CL issued keys that are maintained as a
backup for quality assurance and emergency access. PBSO ID cards and PBSO
issued key documentation is maintained by IA. PBSO ID cards and keys are
issued with the approval of the CLD or TSDM, based on job assignment with
notification to the FQAM.
5. All visitors to PBSO facilities are subject to security guidelines as established by
the PBSO Management Services Bureau, which may include but is not limited to
a background investigation, signing in to each facility, and being escorted while
within the PBSO facility.
6. All visitors to the CL must be escorted when in restricted/operational areas at all
times. Restricted/operational areas of the laboratory are defined as anywhere that
evidence may be open or analyzed and any evidence storage area. This does not
include volunteers or interns who have gone through the appropriate vetting and
given a PBSO issued ID card.
7. PBSO Information Technology controls access to the PBSO network. CL
programs and files are accessed by CL staff or authorized users as determined by
the Unit Manager, Technical Leader, FQAM, TSDM, and/or CLD. In these
instances, permission is granted electronically, and a password and/or PIN
number is required.
8. The CL does not examine digital evidence; therefore, it does not require
procedures to prevent unauthorized access to computer systems used for
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examining digital evidence.
c. Separation of Incompatible Activities
1. Effective separation shall be maintained between incompatible testing areas or
when potentially adverse influence or cross-contamination may occur. This is
accomplished by segregating the unit into specific work areas indicative to the
testing operations. If applicable, further requirements may be specified in each
UMM.
2. Visitors may be restricted from areas where they could contaminate work areas.
If visitors are allowed into testing areas, each UMM must have a procedure in
place to prevent cross-contamination.
3. Authorized visitors who enter the DNA laboratory will be asked to voluntarily
provide an oral reference standard. Admission to the DNA laboratory without
submission of an oral reference standard will be authorized on a case-by-case
basis by the Unit Manager and/or Technical Leader.
d. Housekeeping
1. The CL must maintain all areas in a clean and orderly manner. The Unit Manager
is responsible for the general cleanliness and safety of his/her section.
2. A housekeeping service that is employed by PBSO handles general cleaning for
CL areas such as the bathrooms, lunchrooms, floors, and general trash removal.
3. The Crime Scene Unit utilizes a qualified bio-hazardous cleaning vendor for
specialized cleaning purposes. When after-hours cleaning is necessary, authorized
CL staff will be present to escort the housekeeping staff.
4. Biological hazardous and chemical waste is disposed of by qualified vendors
contracted by the PBSO.
5. Each unit will have in their UMM any special cleaning procedures.
e. Safety
1. The CL has a documented safety program. The provisions of the safety program
are contained in the CL Safety Manual located within this manual. Periodic
safety compliance inspections of every unit will be conducted and documented.
2. The CLD will be responsible for the Laboratory’s overall safety program. The
CLD appoints the FQAM as Safety Officer and ensures he/she is adequately
trained to manage the safety program and provide guidance to all units on safety
matters.
3. The CL administration will ensure PBSO Safety Plans are followed by all
employees.
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4. The CL administration will ensure an appropriate safety education program is
provided to all CL staff and Bloodborne Pathogen training will be made available
at least annually and documented.
5. The Safety Officer will develop and maintain a Chemical Hygiene plan. The Unit
Managers will ensure all staff is aware of the Plan and comply with its mandates.
Staff will be updated with new safety practices or procedures adopted by the CL
or the Department.
6. The Unit Manager, FQAM, or designee will conduct and document all safety
inspections/audits for the CL as outlined in the Safety Manual.
7. Unit Managers will ensure their staff observe safe work practices and comply
with all PBSO and CL safety directives. All non-compliances will be addressed
with appropriate remedial training. Unit Managers will identify unsafe working
conditions and promptly take the necessary steps to correct the conditions deemed
unsafe and ensure staff is trained in the use of safety equipment.
8. Staff will consider safety and compliance with the safety program as their
responsibility. Staff will take necessary precautions to protect themselves and co-
workers by using safe procedures and protective equipment. Staff will
immediately notify their Unit Manager and/or Safety Officer of any unsafe
working conditions that may cause harm to staff.
9. The Quality Action workflow will be used to report unsafe conditions and/or
suggestions for preventive actions or improvement.
6.3.5 Offsite Laboratory Activities
The CL shall ensure that the requirements related to facilities and environmental conditions are
met when testing occurs at sites other than the permanent laboratory facility.
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