The enclosed is a brief description of the Biobank2inventory tracking program, and how it will work with the ReFINE ICD trial. The logo shows a DNA double helix with a barcode, which we use extensively in our program.
The agenda of the presentation – there are 5 sections.
This is the home page for CBSR. There is a lot of background information on CBSR here.
Under the facility section on the left side, there is a description of the Biobank2 software. The key features of this software are: 1. Opensource software based on CaTIssue from the National Cancer Institute in the US (software is free, but support we charge for) 2. This runs off a central server, but also functions as a “distributed” database so that projects can share data. 3. It is VERY user friendly, due to extensive user input in design. 4. Did I say it was free?
Under the facility section on the left side, there is a description of the equipment we use and some we have developed: Barcodes on all source tubes (vacutainers) and aliquot tubes. Robotics. Some home-made tools for: separating heat sealed tubes, flatbed scanner based barcode scanning.
Under the facility section on the left side, there is a description of the automation we are working on, including unique freezer robots. Unique features include: Factor by factor of 14 per freezer, ie 10 freezers are 140 times faster then current facilities. Works in the -80 environment (most robotics in biobanks work at -20, and reach into -80. Built with off the shelf parts, so it is very easy to build and maintain. Very scalable.
Under the facility section on the left side, there is a description of our security measures. In particular we have: Online and 24/7 freezer monitoring, Secure archiving of freezer monitor logs for regulatory approval, Video monitoring of the lab space, Swipe card controlled access.
Under the facility section on the left side, there is a description of our SOPs. Everything done to samples is done according to Standard Operating Procedures (SOPs), and recorded on worksheets. We are piloting a campus wide and open source document and record control system with the University of Alberta.
We have recently done a complete overhaul of our inventory control software to facilitate the distributed nature of sample collection, processing, storage and shipping. We rebranded this as Biobank3
This is the first screen the user will encounter when accessing the Biobank II software. You need to enter your username, and password – both which are assigned to each user who will be using Biobank II to log collections and send them out.
The first step for the person entering collection information is to log a patient into the system. This can be done either at the time the patient is scheduled for the collection, or it can be done at the time the entry-person is logging the tubes for shipment.
Once the patient is logged into the system, the next step is to create a collection event. The collection event is where collaborators are able to enter the visit and the tube type they drew from each patient. These are individually linked to each patient, so if for any reason you need to reference information about that patient’s collection, it can be easily accessed. If there are any concerns with the collection, like the nurse was unable to collect the entire sample at the originally planned time of collection, they can insert comments into the comment box for their reference.
Once the collection event is created, the last step is to create a dispatch of the sample to the CBSR facility. The collaborator will use the handheld 2D barcode scanner provided to each clinic site to scan the source tube (ie. 6ml EDTA), which will pull up all relevant information about the sample inputted when the collection event was created. Once the tube is scanned into the system, the collaborator “dispatches” or “sends” the sample to CBSR in the provided shipping container.
We collect blood in purple top/EDTA tubes. These are collected, stored locally, then shipped at room temperature.
We use Nylon labels to label the vacutainer tubes. We use these because they are robust, can be moved on the tube, and do not lose the printing on them.
To find the Barcode labeling program, you click on the Facility section and then on Biosample Equipment. As you can see the Barcode label program can be downloaded here.
This is the Barcode program itself – how it looks when you’ve downloaded it.
There are a variety of shippers available from SafTPak for temperature controlled shipping.
This is the shipper we are currently using. We are exploring using a smaller one for less expense in shipping. SafTPak is based in Edmonton, and has worked closely with us on development of phase change materials for temperature control as well as optimal shipper size!
We are exploring the various shipping options to keep costs down, but to make sure that samples are delivered in a timely fashion. For genetic samples coming fomr within North America at room temperature, the Canadian and US post-offices are very cost-effective and efficient programs.
Support is available through a manual within the program, and on-line through Skype.
If for at any time you have an issue with the Biobank II software, there are many options to assist you. By clicking on help center, you will be directed to the biosample.ca website which will have FAQ’s, live chat with a technician and the ability to log a request for further technical assistance with one of our programmers. Additionally, contact phone numbers, CBSR’s skype name cbsr.support, our 1-866 number and the emails of our technicians will be available on this page for your reference.
Skype can be downloaded from the Skype website.
If you click on the Get Skype button, you will get the program downloaded to your computer.
Once you load the program, you will be given the opportunity to generate a user name, and then look for contacts on Skype.
When you run Skype, you can bring up a list of your contacts, and their availability will be shown in this panel.
<ul><li>Nylon label sheets supplied by CBSR </li></ul><ul><li>Label Program available from CBSR website for download http://biosample.ca/ </li></ul><ul><li>Enter Unique ID#, apply label </li></ul>CBSR Barcode Label Program
<ul><li>1. In Canada - Weekday </li></ul><ul><li>Ship by Canada Post </li></ul><ul><li>Use CBSR account </li></ul><ul><li>3. In Canada and USA - WEEKEND </li></ul><ul><li>Ship by Fedex </li></ul><ul><li>Use CBSR account </li></ul><ul><li>2. In USA - Weekday </li></ul><ul><li>Ship by United States Postal Service </li></ul><ul><li>Use CBSR account </li></ul>Refine ICD: Shipping Samples to CBSR 3 Shipping Options: