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Two major sources for samples are: i) ongoing archaeological excavations or ii) from collections. For each project a rigid sampling strategy must be put in place.  

• Sampling Protocols and Workflow 

• Step-by-step procedures for collecting different sample types (bone, ceramic, soil, etc.) 

• Responsible personnel and their roles in the sampling process 

• Sampling context: in-field vs. in-lab preparation 

• Sterility and contamination prevention measures 

• Handling of control samples and blanks (where applicable) 

Bone samples: Based on the research question decide which site and pots to sample (responsibility: archaeologist) -> Collect the samples from the collections / archaeological excavations (responsibility: archaeologist) -> In the lab, clean the work surface with acetone or dichloromethane and place a clean sheet of tinfoil (lab technician) -> Use a clean drill bit/saw to drill into the bone fragments/powder -> Collect the drilled bone powder/pieces and place it in a clean container -> Label the container with relevant information (for details see ##) -> fill in the sampling report/protocol (archaeologist/lab tech and collection holder). 

Pottery samples: Based on the research question decide which site and pots to sample (responsibility: archaeologist) -> Collect the samples from the collections / archaeological excavations (responsibility: archaeologist) -> In the lab, clean the work surface with acetone or dichloromethane and place a clean sheet of tinfoil (lab technician) -> Use a clean drill bit to drill into the ceramic matrix -> Collect the drilled ceramic matrix and place it in a clean container -> Label the container with relevant information (for details see ##) -> fill in the sampling report/protocol (archaeologist/lab tech and collection holder). 

• Metadata Requirements 

• • Name of the site (in its original language)  

• • Sample ID and associated collection numbers 

• • Mass and physical dimensions of a sample 

• • Material description and classification 

• • Exact location (grid coordinates, layer, feature, context) 

• • Date of sampling  

• • Chronological period of the object/context 

• • Sampler name and institutional affiliation 

• • Method used for sampling (e.g., surface scraping, core drilling) 

• • Condition assessment (preservation state, visible damage, prior treatments) 

• As an example, see the sampling report of the Archaeological Research Collections of the Tallinn University.   take the sampling protocol and make the list of actions after that. Tallinn and Tartu are using more-or-less the same protocol.

• Documentation of samples  

• • Photographic documentation (before and after sampling) 

• • Use of standardised forms or checklists – fill in the Sampling Protocol 

• • File naming conventions and linkage to metadata records 

• • Version control and backup strategies for documentation files 

• Sampling Protocol Form and Submission 

• • Description of the standardised form for logging sample metadata 

• • Required and optional fields 

• • Submission pathways (digital upload, paper archive, SharePoint entry) 

• • Review and approval workflows for submitted forms 

• • The sampling Protocol will be signed by all parties involved and submitted to the collection holder 

• Applied Analytical Method(s) 

• • Indication of which methods are planned (e.g., LC-MS, GC-MS, aDNA, FTIR) 

• • Linking method selection to research design and sample suitability 

• • Responsible lab, researcher (and project) 

• • Reference to associated lab protocols and instrument parameters 

• Sample Quality and Usability Assessment 

• • Criteria for evaluating sample integrity and suitability for analysis 

• • Visual and microscopic assessment protocols 

• • Pre-screening steps for destructive methods 

• • Documentation of rejected samples and reasons for exclusion 

• • Tracking remaining material post-analysis (residual storage, disposal) 

• Chain of Custody and Sample Tracking 

• • Labelling and physical tagging of samples, see 3.5 

• • Logging sample movements across labs or institutions 

• • Storage conditions and container specifications 
  • Digital tracking tools and database entries (e.g., ARHUT sample protocol)