Overview	Top

You may find that you need to move Biobanking Samples, either internally between departments or Users, or to an external location. This document describes the different Biobanking Sample movement options and the Department and User setup needed to manage this movement.

User and Department Setup	Top

When moving Biobanking Samples internally or externally LabVantage checks User and Department requirements to ensure a User is authorized to move the selected Samples. Associating Users with Custodial Departments lets you control who can move Samples, and to where.

Samples received in LabVantage are assigned to the Default Custodial Department of the User receiving the Sample. This becomes the Sample's Default Custodial Department.

User and Department Setup determines a User's ability to move a Sample within LabVantage.

To move Samples in Biobanking Users must meet these requirements.

The "Custodial Department" defines a functional area within your organization through which a Sample moves. In Biobanking create Custodial Departments to control Sample movement between both internal departments and external departments (Shipping Locations). Within a Custodial Department define member Users. These are the Users you want to be able to obtain Custody of Samples.

As Samples arrive, the Custodial Department of the User receiving the Sample becomes the Sample's default Custodial Department. Other Users who are members of this Custodial Department are also eligible to obtain custody of these Samples. If the User unpacking a Package or taking a Sample out of Storage is not a member of the Sample's Custodial Department they will not be permitted to perform the operation.

When transferring custody of Samples (Transfer) the User sending the Sample must be a member of the Sample's Custodial Department (source Department) and the User receiving the Sample must be a member of the destination Department's Custodial Department.

If one User is moving the Samples they must be a member of both the source and destination Custodial Departments.

Storage Locations are enumerated as logical Physical Stores, where one physical Freezer may have more than one logical Physical Store. This allows one physical Freezer to be apportioned to multiple Custodial Departments. Every logical Physical Store exists within one (and only one) Custodial Department. Users must be a member of the Storage Location's Custodial Department to move Samples to and from the Storage Location.

Take Custody	Top

Take Custody lets Users take, or force custody, of a Sample regardless of a Sample's Custodian or Custodial Department (unless restricted by Role in the Take Custody Page Type). Should a User find themselves in possession of a Sample not assigned to their Custodial Department they can force custody to their Custodial Department. As a result, the Sample could be assigned to a new Custodial Department, thus avoiding the Package or CDT process for transfer of materials between Custodial Departments.

You can Take Custody of Samples (or Boxes, Arrays) from the following pages:

Selecting the Sample(s) and clicking "Take Custody" opens the Take Custody dialog. Each selected Sample is verified, a Comment lists the state of the Sample according to LabVantage.

If you are a member of multiple Departments, choose into which Department you want to take custody of the selected Samples. You must enter a reason for taking Custody. The "Fill Last Reason" button is a convenient way to recall the last reason entered. This is useful if, for example, you are performing the same operation multiple times and want to use the same reason each time. The system remembers the last audit reason for each user, but the reason is not retained between successive logins.

Within the Comments section, a description is provided indicating whether or not custody can be taken.

Status	Description
	Custody of the Sample can be taken. The Sample is automatically selected.
	Additional information about the state of the Sample is provided. Confirmation is required before custody can be taken. Once "Take Custody of Sample" is checked the Sample is selected.
	No action will be taken on the Sample. Either you cannot take custody of the Sample or you already have custody. You will not be able to select the Sample.

When taking custody of a Sample that has been filed into a Storage Location, the "Clear Location" option is provided. If you want to clear the Storage Location, leave "Clear Location" checked. To reserve the location, uncheck "Clear Location".

With the Samples you want to take custody of selected, click "Take Custody". Custody of the Sample(s) moves to the current User.

Use the Take Custody Page Type to configure the columns displayed in the Take Custody Dialog.

Transfer	Top

Transfer lets you move Samples between internal departments that are in close proximity and do not require shipping. Samples can be placed in a specified location (transit) until the destination Department receives them. You can perform a Transfer from the following pages:

From any of the list pages select one or more Samples and click "Transfer". The Transfer Dialog opens.

Using the Lookup, choose the Destination Department and optionally a Transit Location. The Transit Location is the Location from which the Destination Department will receive (pick up) the Samples. The Transfer Contents tab displays the Samples included in this Transfer.

Click "Save" to create the CDT. A confirmation message identifies the new CDT Package. A Location Path indicates the Samples are within a CDT Package.

A Location Path indicates the Samples are within a CDT Package.

If Departmental Security is enabled, the Sample's securitydepartment is set to the Destination Department when the CDT Package is created. Once the CDT is complete the status of the CDT becomes "Shipped".

Users who are members of the Destination Custodial Department can "Take Custody" of CDT Packages listed on the Sample Movement list page.

Use the Package query to find the CDT Package.

Samples included within the CDT Package display.

Select and "Take Custody" of the Samples.

"CDT" Packages experience the following life cycle:

Ship	Top

Use Ship when you need to Ship items (such as Samples, Boxes, Plates or Arrays) to an internal or external location (an actual shipment is created and the Samples are transported to the internal or external location). Ship is available from the following pages.

From any of the list pages select the items you want to Ship and click "Ship". The Add Package dialog displays.

When you are finished defining the Package choose to either Save the Package for later shipment or Save and Ship the package immediately.

Save the Package

If you might want to make changes to the Package contents before shipping (such as add additional content) simply Save the Package. A Package is created with a status of "Created". You will need to go to the Package List page to Ship the Package when shipment occurs.

Save and Ship the Package

Save and Ship creates, then ships the Package immediately.

The Package status is "Shipped". See Packages for information about managing existing Packages.

Content Detail

The selected Samples are listed in the Contents Detail of the Package.

Contact Detail

After saving, the Contacts detail element shows the Contact for the Custodial Department.