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Sample Transfer

Sample Transfer. Dr Zoe Davison Central Bank, Newcastle. Transferring Samples into the Central Bank. Newcastle Biomedicine Biobank. Phases of Transfer. Phase I: Centre visits Phase II: Transfer of historical collections Phase III: Transfer of prospective samples. Phase I.

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Sample Transfer

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  1. Sample Transfer Dr Zoe Davison Central Bank, Newcastle

  2. Transferring Samples into the Central Bank Newcastle Biomedicine Biobank

  3. Phases of Transfer • Phase I: Centre visits • Phase II: Transfer of historical collections • Phase III: Transfer of prospective samples

  4. Phase I • Small team of Andy Hall, Gail Jenner and Zoe Davison visit centres to introduce ourselves with banking personnel • Talk through the logistics of transferring samples and work out a rough time frame for this • 4 site visits and 1 teleconference completed to date • 4 more visits scheduled and plan to complete this stage by the end of the year

  5. Phase I Key points from recent visits: • FFPE tissue • Batching of samples for despatch • Anonymisation • Transit time • Consent • Samples embedded in clinical trials

  6. Phase I: Desired outcomes • Rough numbers of samples • Size and shape of the vials • Whether samples will be anonymised prior to dispatch to the bank • A rough time scale for dispatch of the historical samples

  7. Phase II Contact the appropriate person at centre and arrange a convenient time for collection Send cryoboxes to centre Samples collected by PDP and transported same day Unpacked & transferred to portable -80 Barcoded, scanned & stored away in a monitored freezer Data entered into Matrix Gemini LIMS

  8. Phase II: Courier • Using PDP – The Clinical Trials & Healthcare Specialists Courier • Transported same day where possible • All packaging and dry ice will be provided • Include temperature monitoring device • The cost of the courier service will be paid by the Central Biobank

  9. Phase II • Newcastle frozen samples transferred in two batches - first batch transferred using portable -80 freezer • Carol putting final touches to MTAs and SLAs so we can start transfers from Birmingham, Glasgow and Liverpool

  10. Phase III • Once we have transferred the historical collection we will arrange a rota • Send 2D bar-coded tubes • Normally be 6 monthly • Registration will still be done at Leicester • Payment will be made every 6 months upon receipt at the Central Bank

  11. Phase III • Nunc Bank-it 2d barcoded tubes • Lock into the 96 well or 48 well rack • 0.5 ml and 2 ml sizes • Write CCLG number on side • Batched to central bank on 6 monthly basis and scanned into database

  12. Consent Auditing • Our recent HTA audit highlighted the area of consent • Impractical to keep a copy of all consent forms • Plan a 3 yearly informal audit of consent forms at centres • Also use this time to chat about any issues that have been identified

  13. Supported by • CCLG Central Tissue Bank • (Tissue Storage Location) • Newcastle BiomedicineBiobank • Faculty of Medical Sciences4th Floor Leech BuildingNewcastle Upon Tyne, NE2 4HH • Tel: 01912464442 • Fax: 0191 246 4301 • website: www.ncl.ac.uk/nbb/ • CCLG Coordinating Centre • (Tissue Bank Coordination) • 3rd Floor, Hearts of Oak House • 9 Princess Road West • Leicester, LE1 6TH • Tel: 0116 249 4460 • Fax: 0116 254 9504 • website: www.cclg.org.uk

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