University of Kentucky Hospital Markey Cancer Center Biospecimen Tissue Procurement Shared Resource Facility
MDR#3, Room 219; 700 S. Limestone St.; Lexington, Kentucky 40536; ph: (859)323-2618; fax: (859)257-3757
113 Combs; 800 Rose St.; Lexington, Kentucky 40536; ph: (859)323-2916; fax: (859)257-3757
BSTP SRF 317.1 Serial Number Sample Tracking System
Page 1 of 7
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SUBJECT: SERIAL NUMBER SAMPLE TRACKING SYSTEM
HYPERLINKED TABLE OF CONTENTS
Table of Contents
I. PRINCIPLE (Purpose):..................................................................................................2
II. ROLE:...........................................................................................................................2
III. GLOSSARY, ABBREVIATIONS OR DEFINITIONS:...................................................2
IV. INDICATIONS (Policy): ...............................................................................................2
V. SPECIMENS (Samples): .............................................................................................3
VI. MATERIALS, REAGENTS, EQUIPMENT and SAFETY PRECAUTIONS: ................3
VII. DOCUMENTS, RECORDS and FORMS: ..................................................................3
VIII. RELATED PROCEDURES: ......................................................................................4
IX. QUALITY:....................................................................................................................4
X. PROCEDURE ..............................................................................................................4
XI. EXPECTED VALUES, INTERPRETATIONS/RESULTS/ ALERT VALUES and
REFERENCE INTERVALS: .............................................................................................6
XII. METHOD PERFORMANCE SPECIFICATIONS:.......................................................6
XIII. REFERENCES:.........................................................................................................6
XIV. ATTACHMENTS (Appendices, Forms, Labels, Tags, Tables): ................................7
XV. HISTORY BLOCK......................................................................................................7
XVI. APPROVAL BLOCK: ................................................................................................7
June 25, 2012
University of Kentucky Hospital Markey Cancer Center Biospecimen Tissue Procurement Shared Resource Facility
MDR#3, Room 219; 700 S. Limestone St.; Lexington, Kentucky 40536; ph: (859)323-2618; fax: (859)257-3757
113 Combs; 800 Rose St.; Lexington, Kentucky 40536; ph: (859)323-2916; fax: (859)257-3757
BSTP SRF 317.1 Serial Number Sample Tracking System
Page 2 of 7
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I. PRINCIPLE (Purpose):
A. This process document describes the purpose and process for assigning
Biospecimen Shared Resource Facility (BSTP SRF) tracking serial numbers to all
biospecimens. This will help identify each specimen. The purpose of the serial
number tracking system is to link each unique sample to the donor in the BSTP SRF
database (caTISSUE).
II. ROLE:
A. It is the responsibility of all BSTP SRF lab personnel who assign, create, and/or
affix labels to storage vials to use unique BSTP SRF tracking serial numbers for
each biospecimen.
III. GLOSSARY, ABBREVIATIONS OR DEFINITIONS:
A. Refer to BSTP SRF 97 Glossary, Abbreviations, Acronyms and Definitions.
IV. INDICATIONS (Policy):
A. The numbering system for the BSTP SRF serial number tracking system will be
alpha-numeric. The entries will proceed as A000000-A999999, B000000-B999999
etc., one letter followed by 6 sequential numbers. Once we get to Z999999 the
following sequential number will be AA000000.
i. These serial numbers will replace the draw and aliquot numbering system
currently in place.
ii. The date of processing is being removed from the labels. This has been
deemed unnecessary because it is recorded in caTISSUE.
June 25, 2012
University of Kentucky Hospital Markey Cancer Center Biospecimen Tissue Procurement Shared Resource Facility
MDR#3, Room 219; 700 S. Limestone St.; Lexington, Kentucky 40536; ph: (859)323-2618; fax: (859)257-3757
113 Combs; 800 Rose St.; Lexington, Kentucky 40536; ph: (859)323-2916; fax: (859)257-3757
BSTP SRF 317.1 Serial Number Sample Tracking System
Page 3 of 7
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Collection Protocol
Case ID Number
Unique Serial
Number with
matching Data Matrix
2D Barcode.
Sample Type
B. The purpose of the serial number tracking system is to link each unique sample
to the donor in the BSTP SRF database (caTISSUE).
C. The serial number tracking system applies to all samples collected, and/or stored
by the BSTP SRF.
i. All samples for all sites will be assigned a sequential number. If they are later
not used, the number is not reused. For example, if 10 labels are printed in
advance for Driesler samples but then only 6 are used, the unused 4 labels will
be destroyed and the numbers never used.
D. The data matrix barcode will reflect the serial number. The barcode allows
scanning of each sample type into the database and ensures quality control of the
biospecimen inventory.
V. SPECIMENS (Samples):
A. N/A
VI. MATERIALS, REAGENTS, EQUIPMENT and SAFETY
PRECAUTIONS:
A. Brady Printer BP-1344
June 25, 2012
University of Kentucky Hospital Markey Cancer Center Biospecimen Tissue Procurement Shared Resource Facility
MDR#3, Room 219; 700 S. Limestone St.; Lexington, Kentucky 40536; ph: (859)323-2618; fax: (859)257-3757
113 Combs; 800 Rose St.; Lexington, Kentucky 40536; ph: (859)323-2916; fax: (859)257-3757
BSTP SRF 317.1 Serial Number Sample Tracking System
Page 4 of 7
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VII. DOCUMENTS, RECORDS and FORMS:
A. Serial Number Tracking Form
B. Codesoft 7 Premiere
C. Lab Computer A626688
VIII. RELATED PROCEDURES:
A. N/A
IX. QUALITY:
A. The BSTP SRF laboratory will keep track of the last number used by saving the
last number used in the Brady label template, as well as recording the last number
used in the serial number tracking log located beside the Brady printer. The printer
software has a shared variable function, which will allow the number to be shared
with all protocols.
X. PROCEDURE and CALCULATIONS:
A. Open Codesoft 7 Premier
i. Start menu
ii. Codesoft 7
iii. Codesoft 7 Premier
B. Open Label Template
i. From Codesoft 7 Premier, click File.
ii. Open
iii. Desktop\labelTemplates\serial Barcode 2010\
iv. Select the specific protocol label template.
June 25, 2012
University of Kentucky Hospital Markey Cancer Center Biospecimen Tissue Procurement Shared Resource Facility
MDR#3, Room 219; 700 S. Limestone St.; Lexington, Kentucky 40536; ph: (859)323-2618; fax: (859)257-3757
113 Combs; 800 Rose St.; Lexington, Kentucky 40536; ph: (859)323-2916; fax: (859)257-3757
BSTP SRF 317.1 Serial Number Sample Tracking System
Page 5 of 7
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v. Open protocol.
C. Print-while in Codesoft 7 Premier.
i. File
ii. Select printer
iii. Select Brady Printer Model 1344 LPT 1:
iv. Click “OK”.
v. File
vi. Print
vii. Labels in the series (How many unique labels do you need?)
viii. Copies of each label (This will duplicate serial numbers.)
ix. Click “OK”.
x. If you need to change the Barcode Prefix, do it at this screen.
xi. Click “OK”.
xii. Save changes made to template before exiting.
D. Change Participant ID
i. Click once in participant ID field.
ii. Change to correct participant ID.
E. Fill in BSTP SRF 317.2 Serial Number Tracking Log
i. Fill in the last serial number printed under “Last Number Used” field.
ii. Write in the name of the protocol the serial number was assigned under
“Protocol” field.
iii. Initial and Date.
June 25, 2012
University of Kentucky Hospital Markey Cancer Center Biospecimen Tissue Procurement Shared Resource Facility
MDR#3, Room 219; 700 S. Limestone St.; Lexington, Kentucky 40536; ph: (859)323-2618; fax: (859)257-3757
113 Combs; 800 Rose St.; Lexington, Kentucky 40536; ph: (859)323-2916; fax: (859)257-3757
BSTP SRF 317.1 Serial Number Sample Tracking System
Page 6 of 7
_________________________________________________________________________________________________________
F. Printing labels for Chain of Custody forms.
i. Follow steps A-E.
ii. Print the appropriate number of no-code labels, (Example: Four for the
necessary paperwork, one for the red top tube, and one for the purple top tube)
and then all the necessary coded labels.
G. What to do if the last serial number is unknown to ensure duplicate serial numbers
are not created.
i. Refer to the database and recent Chain of Custody Forms to find a range of the
last few numbers used.
ii. If you are unsure to within 10 serial numbers add 100 to the last known serial
number, and document this in BSTP SRF 317.2 Serial Number Tracking Log.
iii. If you are unsure to within 50 to 100 serial numbers add 500 to the last known
serial number, and document this in BSTP SRF 317.2.
iv. If you are unsure of anything more than 100 serial numbers add 1000 to the
last known serial number, and document this in BSTP SRF 317.2.
v. If you cannot find enough information to find a range of the last serial number
used move up one character in the prefix of the serial number, and document this
in BSTP SRF 317.2.
a. If last known range was somewhere between A000000 and A006000
serial number will be B000000.
XI. EXPECTED VALUES, INTERPRETATIONS/RESULTS/
ALERT VALUES and REFERENCE INTERVALS:
A. N/A
XII. METHOD PERFORMANCE SPECIFICATIONS:
A. N/A
June 25, 2012
University of Kentucky Hospital Markey Cancer Center Biospecimen Tissue Procurement Shared Resource Facility
MDR#3, Room 219; 700 S. Limestone St.; Lexington, Kentucky 40536; ph: (859)323-2618; fax: (859)257-3757
113 Combs; 800 Rose St.; Lexington, Kentucky 40536; ph: (859)323-2916; fax: (859)257-3757
BSTP SRF 317.1 Serial Number Sample Tracking System
Page 7 of 7
_________________________________________________________________________________________________________
XIII. REFERENCES:
A. N/A
XIV. ATTACHMENTS (Appendices, Forms, Labels, Tags,
Tables):
A. N/A
XV. HISTORY BLOCK
Replaces:
Changes:
Previous SOP number / revision;
List the location and brief description of changes in this revision. For
new procedures record “New”.
XVI. APPROVAL BLOCK:
Written by: Jesse Yannelli
Approved by:
__________________________
Director or Co-Director
Date: 01/08/2010, 10/25/12
Date:
______________________________
Annual Review
Medical Director:
Date version removed from manual:
Date procedure retired:
June 25, 2012
Date: