Protocols

Protocol Date:  August 12, 2024

1. All the barcoded 0.6mL and 2.0mL tubes and barcoded racks specific for the 0.6mL and 2.0mL tubes must be collected from the EIBC in advance. EIBC will ensure that at least a 6-month inventory of supplies will be available at the EIBC. Initial discounted barcoded 0.6mL and 2.0mL tubes will be available for the end users of the HSRB I & II buildings only, under current policy.
2. To store biorepository samples in the EIBC Hamilton BiOS -80 ºC freezer system, the lab team should have an official OpenSpecimen account; to arrange, contact the Emory Lab Solutions Team (Contact: Sharon Mason) through email: help@emory.edu
3. The Lab Solutions Team will train each end-user in the steps to submit their sample Shipment Request through OpenSpecimen.
4. After submitting the Shipment Request via OpenSpecimen, a notification email (lims.admin@emory.edu) is automatically sent to EIBC Staff.
5. EIBC staff will acknowledge the Shipment Request as Received and an email will automatically be sent to the sample sender or the registered PI.
6. The physical sample(s) should be brought to EIBC (Room#G225, HSRB II) to store samples in the BiOS -80 ºC freezer ASAP. (Note: If the samples are prepared at room temperature, no special precaution is required. If the samples previously have been stored at -80 ºC in a local lab freezer, the frozen tubes must be kept in dry ice or another storage condition so that there will be no accumulation of ice on the outside of the tubes.)
7. The EIBC staff will complete the required steps to store the samples in the BiOS -80 ºC freezer ASAP.

The detailed steps and description of the sample storage request job to BiOS are shown here.

Protocol Date: August 12, 2024

1. To request for the pickup of biorepository samples previously stored in the BiOS -80 ºC freezer, the end users should submit a Pick Job Request via OpenSpecimen, and a notification Email (lims.admin@emory.edu) is automatically sent to EIBC Staff.
2. The EIBC staff will retrieve those requested samples from the BiOS and will keep the retrieved tubes in Hamilton racks in the under-bench -80 ºC freezer located in the G225 lab, just opposite to the BiOS I/O door.
3. The end user will be automatically notified by OpenSpecimen via email to pick up the samples from the EIBC (HSRB II Room#G225) under-bench -80 °C
4. The end user also can track their retrieved sample status in the Hamilton BiOS -80 ºC freezer through OpenSpecimen in their computer.

The detailed schematic description of the Pick Job from BiOS is shown here.