Purpose
Make sure every sample is identified, stored and handled so results can be trusted, nobody is exposed to avoidable risk and the history of each sample can be shown.
Scope
Covers receipt, checking, logging, storage, movement and disposal of samples within the laboratory. The analytical test methods themselves, and specific biosafety rules for particular agents, are covered by separate procedures.
Roles and responsibilities
| Role | Responsibility |
|---|---|
| Sample receiver | Checks, logs and labels incoming samples and stores them correctly. |
| Analyst | Signs samples out, handles them according to the method and records every transfer. |
| Laboratory supervisor | Decides on rejected or compromised samples and reviews the records. |
| Quality officer | Audits the sample records and keeps this procedure under document control. |
Prerequisites
- Sample submission form or request from the client or study
- Laboratory information system or a controlled logbook
- Calibrated fridges and freezers with temperature monitoring
- Personal protective equipment, labels with pre-assigned unique IDs and sealed containers
- Training records showing the staff are authorised to handle the sample type
Procedure
- Prepare before receipt. Check the submission form is expected, confirm the storage space is available and that the receiving area is clean and has the PPE ready.
- Inspect on arrival. Check the container is sealed and undamaged, the label is legible and matches the form, and the volume, condition and transport temperature are acceptable. Record the arrival time and the condition.
- Accept or reject. If anything fails the acceptance criteria, quarantine the sample, label it as not accepted and ask the supervisor to decide. Tell the submitter the same day and record the reason.
- Assign a unique ID. Give each accepted sample a unique laboratory ID, put a durable label on the container (not the lid only) and link it to the submitter's reference in the log.
- Log the sample. Record date and time, submitter, sample type, tests requested, container type, condition and the storage location in the log.
- Store at the required conditions. Place the sample in the specified storage straight away. Record the location and the time. Keep reagent, sample and waste storage separate.
- Check storage conditions. Record fridge and freezer temperatures at the start of each working day. If a reading is outside its range, tell the supervisor and move the samples to a unit that is in range.
- Issue samples for analysis. The analyst signs for each sample with date and time, takes only what is needed and records any aliquots with their own link to the parent ID.
- Return or store remaining material. Return the sample to storage after use and record the time and the remaining volume. Keep it for the retention period required by the client or regulation.
- Dispose of samples. After the retention period and with supervisor approval, dispose of samples by the method for their hazard class, record the date, method and who did it, and update the log.
- Review the records. The quality officer samples the log monthly for missing entries, unlabelled samples and temperature excursions and records the corrective actions.
Revision history
| Version | Date | Author | Change |
|---|---|---|---|
| 1.0 | [Date] | [Name] | First version |