Sample SOP 07
Standard Operating Procedure for:
Transfer and Tracking of prospectively collected, patient-consented,
samples from NHS to NIB (CCRCB) storage (solid tumours)
Version:
…………3……………………………………………..
Date Created:
…………13.11.2012.………………………………..
Date of first review: …………06.08.2013……………………………………………..
Date of second review:
…29.07.2014…(no change required) …..……………..
Date of third review: …………20.01.2017………………………………………
Name of Author:
Stephen McQuaid
Signature of Author:
Authorised by:
Claire Lewis
Signature of Author:
Sample SOP 07/Version 3/20.01.2017
Paraffin Blocks and Slides
1.
NIB paraffin-embedded blocks and slides accumulate in temporary storage in a
designated area of the Office of the Archivist (RVH) or in a designated area of the
laboratory (BCH).
2.
The NIB staff member will have completed an NHS ‘transfer of tissues’ form for each
batch of samples to be transferred (NHS control document LF400 006 ‘Request form for
sending material away’). A copy of this form accompanies the samples in transit.
3.
At regular intervals the internal BHSCT transport system is used to transfer NIB blocks
and slides from the Histopathology Laboratories on either the RVH or BCH sites to NIB
(CCRCB).
4.
NIB staff will relocate the samples to the designated NIB storage area of the NIMolecular Pathology Laboratory in the basement of CCRCB.
5.
Any breakage or loss of slides must be noted and reported as an NIB Incident using the
appropriate NIB documentation. (Please refer to Admin 02 SOP for Incident Reporting).
The NIB Information Management System is updated by the NIB Digital Pathology
Technician or other dedicated laboratory staff within 48 hours to record transfer
indicating blocks and slides are now in the NIB final storage facility.
6.
The person responsible for the transfer of these prospectively collected samples should
sign the NHS ‘transfer of tissues’ form (LF400 006) to confirm the collection and that
the NIB IMS has been updated to record the new location of the samples.
7.
Hard copies of the signed NHS ‘transfer of tissues’ form (LF400 006) are held in a file,
located in the NIB storage room (basement CCRCB). This file is kept in date order and
sub-divided by collection type (eg colorectal, breast etc)
8.
Blocks and slides are stored within NIB storage boxes or slide filing trays in the NIB
storage area, Basement, CCRCB.
Frozen Tissues:
Royal Victoria Hospital
1.
Frozen tissues collected in the Royal Victoria Hospital (RVH) site are placed into
temporary designated NIB storage in the Institute of Clinical Sciences B (ICS-B)
freezer store.
2.
Samples are segregated in storage boxes according to disease type. Each box
holds 81 samples in individual numbered spaces. Each sample is given a temporary
storage location which consists of: (i) freezer location, (ii) box name (iii) box space
number.
3. The IMS is updated with the temporary storage location of each sample.
4. When required, dry ice is obtained from the store unit in CCRCB and the box is
transferred by courier on dry ice directly to the -800C freezer in the NIB store in the
basement of CCRCB.
Sample SOP 07/Version 3/20.01.2017
5. The box is placed in the next free rack space within the racking system of the
800C freezer (Please refer to Sample12 SOP Procedure for the Storage of
Prospectively Collected NIB Samples in Permanent NIB Storage).
6. The new permanent storage location of the box is updated in the NIB IMS. This
consists of: (i) freezer location (ii) freezer number (iii) shelf number (iv) rack number
(v) rack space.
Belfast City Hospital
7.
Frozen tissues collected in the Belfast City Hospital (BCH) site are placed into
storage in designated -80°C freezers in the NIB store in the basement of CCRCB.
8.
Samples are segregated in storage boxes according to disease type. Each box
holds 81 samples in individual numbered spaces. Each sample is given a storage
location in the NIB IMS which consists of: (i) freezer location (ii) freezer number (iii)
shelf number (iv) rack number (v) rack space (vi) box name (vii) box space number.
9.
Storage boxes which are in use are stored in the designated ‘working rack’ in the
NIB -80°C freezers.
10. When a storage box is full, it box is moved from the ‘working rack’ and placed in the
next free rack space within the racking system of the -800C freezer. (Please refer to
Sample12 SOP).
11. The new permanent storage location of the box is updated in the NIB IMS. This
consists of: (i) freezer location (ii) freezer number (iii) shelf number (iv) rack number
(v) rack space.
Blood Samples
Refer to Sample SOP 02 Collection, Processing and Storage of Blood Samples.
1.
Once processed, blood samples are placed into the -800C freezer in the NIB store in the
basement of CCRCB.
2.
The box is placed in the next free position within the racking system of the -800C freezer.
(Please refer to Sample12 SOP).
3.
The new permanent storage location of the box is updated in the NIB IMS. This consists
of: (i) freezer location (ii) freezer number (iii) shelf number (iv) rack number (v) rack
space.
Temporary storage of blood samples
4.
Once processed, blood samples are placed into temporary storage in designated 800C freezers located in the ICS-B freezer store, RVH.
5.
Samples are segregated in storage boxes according to disease type and derivative
(serum, plasma, whole blood, buffy coat). Each box holds 81 samples in individual
numbered spaces. Each sample is given a temporary storage location which
consists of: (i) freezer location, (ii) box name (iii) box space number.
Sample SOP 07/Version 3/20.01.2017
6.
The IMS is updated with the temporary storage location of each sample.
7.
Once a storage box is full, dry ice is obtained from the store unit in CCRCB and the
box is transferred on dry ice via courier directly to the -800C freezer in the NIB store
in the basement of CCRCB.
8.
The box is placed in the next free position within the racking system of the -800C
freezer. (Please refer to Sample12 SOP).
9.
The new permanent storage location of the box is updated in the NIB IMS. This
consists of: (i) freezer location (ii) freezer number (iii) shelf number (iv) rack number
(v) rack space.
Please refer to NIB-RA01-Transport and safe Handling of Specimens in Liquid N2
Sample SOP 07/Version 3/20.01.2017