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Sample Submission

Prior to initiating a sample banking project, IGSP Biorepository personnel will provide details instructions for MAW3 data entry and sample labeling and barcoding.

Preparation of samples for submission to IGSP Biorepository Portal:

  1. Log sample(s) into MAW3 system.
  2. Download and complete the IGSP Biorepository Sample Submission Form describing samples to be submitted.
  3. Package samples appropriately to ensure safety and sample integrity. Include copy of completed Submission Form. See below for additional information of packaging and transport of samples.
  4. Contact Biorepository 'portal' staff to ensure that personnel is available to receive, accession, and store samples upon delivery.
  5. Tranport properly packaged samples to Biorepository 'Portal' (Duke South M229, Yellow Zone).

Packaging & Transportation Of Biological Materials
The packaging and transportation of biological materials are subject to strict state, federal and international regulations, particularly if the material is transported through public roads, airways, and sea lanes. Therefore, unless the material is being moved within a specific campus building, the legal requirements of packaging, labeling and handling must be followed.

General Requirements
The intent of the packaging and transportation regulations is to prevent accidental exposure of personnel who may handle the material during its shipment. The following criteria apply to all possible transportation scenarios.

Prior to transporting any biological materials the following controls must be in place:

  1. Emergency procedures must be known to the person carrying the materials.
  2. Container must be appropriate for the material being transported.
  3. Material must be packed so that it will stay upright during transportation.
  4. The containers must be properly labeled.
  5. Proper PPEs must be worn during the packaging of the material.
  6. Hands should be washed after handling materials.
  7. Exterior surfaces of each package must be free of any potential contamination by the packed material.

Transportation Within Duke
The following requirements must be observed during the transportation of biological materials within Duke campus (e.g., between two laboratories):

  1. At a minimum, disposable gloves and a laboratory coat should be worn during transport.
  2. Label information must include the identity of the biological material or agent, the universal biohazard symbol and the sending and receiving laboratory identification. Each individual container must have enough label information to identify its contents but other information should be on the outside of the package.
  3. Never carry blood or other potentially infectious materials by holding the container in your hand or pocket; use a secondary container such as a shatter-proof box (e.g., portable cooler) which can contain a rack or other sample holder.
  4. The container should be carried directly to the intended laboratory - do not take the container to offices, cafeterias, or other locations.
  5. Upon delivery, the receiving laboratory personnel should be informed.

Transportation from Outside Duke Campus
Transportation of biological samples between locations is subject to the domestic shipping requirements (see link below). In addition, because the transportation takes place through the public domain, the following other conditions apply:

  1. The specimen should be placed inside a primary container with a tight-fitting leak-resistant top (e.g., full round threaded screw cap with seal or stopper).
  2. The primary container is placed within a secondary (outermost) container which must meet the following specifications:
    a. Shatter and leak resistant.
    b. Surfaces which can be easily cleaned.
    c. Enough extra space to hold coolant and/or absorbent materials.
    d. Labeled with the universal biohazard symbol.
  3. Label information must include the identity of the biological material or agent, the universal biohazard symbol and the sending and receiving laboratory identification (e.g., PI name and room number). Each individual container must have enough label information to identify its contents but other information should be on the outside of the package.
  4. Transfer may be either by a courier service or a responsible laboratory employee.
  5. The container should be carried directly to the intended laboratory - do not take the container to offices, cafeterias or other public or inappropriate locations.
  6. Upon delivery, the receiving laboratory personnel should be informed and the material properly stored.
  7. The package should be carefully inspected for signs of leakage or other contamination and, if necessary, decontaminated before opening.

If the material is to be transported by the United States Postal Service or a commercial carrier such as Federal Express, the conditions described below must be met.

Domestic and International Shipment
All shipments by air must meet CDC regulations.
Shipments by air must meet IATA regulations.
Shipments by road and air must meet U.S. DOT HazMat regulations.

Select Agent Transfer Tracking System
CDC Select Agent Program.

Import and Export Permits for Biological Materials
CDC Etiologic Agent Import Permit Program.

For more information, please Contact Us.