Specimen record details

This section describes each specimen record entry box that appears on the Specimen Management page.

Field Usage Example Notes
Additional Time A value and a unit 4 Hrs Used to indicate information such as the amount of time a participant was fasting. Typically used for Pharmacology specimens to indicate the amount of time after the last dosage was taken.
Additive Type The additive in the primary collection tube EDT Selected from a pre-defined list of codified values. If there was no additive in the tube, use NON. Hover the mouse pointer over an additive for a more detailed description.
Additive Reagent      
Aliquots List of any aliquots for the selected Primary Specimen - Displays the same specimen overview grid as seen on the Specimen Management page, specific to the primary's aliquots only. Aliquots can be edited from this window by clicking the Edit button.
Assigned Tests      
Available Volume A value and a unit 1.00 ML Used to indicate the volume of the sample available for use. Hover the mouse pointer over the units for a more detailed description.
Clinic The clinical site where a visit occurred 102 Select from a pre-defined list. For a description of a clinic, such as its name, hover the mouse pointer over it.
Collection Date The date that a visit occurred 02/Apr/2014 This will typically be one day. If a visit occurred over multiple days, each event will considered a separate visit and listed as separately in LDMS. They will still, however, have the same visit value and visit unit.
Collection Time The time that the specimen was collected 13:30 This time should be the local time for the clinical site, and be in 24-hour format. In LDMS for Windows, collection time is known as specimen time
Comments Additional details about the specimen   Used to provide additional information, such as an explanation of a specimen’s current condition. This comment will be included if the specimen data is shipped to another laboratory.
Derivative Type The type of aliquot specimen created PL2 Selected from a pre-defined list of codified values. Hover the mouse pointer over a type for a more detailed description.
Enrollment The project-ID2 combination associated with an aliquot project/ID2 The enrollment is in the format [project]/[ID2].
Frozen Date The date the specimen was frozen 04/Jun/2014 This is generally used to indicate the date the freezing process began.
Frozen Time The time the specimen was frozen 15:00 This is generally used to indicate the time the freezing process began.
Global Specimen ID A unique identifier for the specimen 500-AEQ0052R-01 This will be unique for the specimen. LDMS will never generate the same global specimen ID, even at two different laboratories. Global specimen IDs for primaries always end in “-00”; global specimen IDs for aliquots will have the same ID as their parent primary, but end in “-01”, “-02”, and so forth. Specimens added in LDMS for the web will have the originating laboratory’s ID number as the first 3 digits. Global specimen IDs generated by LDMS for Windows will lack this feature.
Harvest Date Indicates the date that a culture derivative sample was harvested. 04/Jun/2014 -
ID3 A sub-protocol or study A50250562I Used by some projects to further identify the protocol. This is typically selected from a pre-defined list. For some protocols, a temporary value such as “NOSID” may be used until the exact value is assigned to the participant. For other protocols, this field may not be used or may be optional.
Imported Indicates if the sample was received and if so, on what date. Shipment 12 on 11/Aug/2005 or No Link to Received Shipment Review page, if applicable.
Import Date Date the shipment with the specimen was received 11/May/2016 If the specimen was not received in a shipment, this will be blank.
Internal-Only Comments Additional details about the specimen   These comments will not be included if the specimen data is shipped to another laboratory.
Is Available Indicates if the specimen is available Availability means that the specimen exists and can be shipped, stored, and so forth. Reasons that a specimen might not exist include being destroyed or being shipped to another laboratory.
Owner Enrollment The enrollment that “owns” a primary specimen project/ID2 For primary specimens that have not been processed into aliquots, this is the enrollment that “owns” the specimen
Original Volume Indicates the volume of the sample before any aliquots were created or tests were run 1.0 ML -
Other Specimen ID A laboratory-defined identifier   There are no rules or validation for this field; it can be used to assign a special identifier if needed by your laboratory.
Primary Type The type of primary specimen BLD Selected from a pre-defined list of codified values. Hover the mouse pointer over a type for a more detailed description.
Processing Date Date a primary specimen was processed into aliquot specimens 15/Oct/2012 Use local time. If present, the value entered for the parent primary specimen will be used for aliquots derived from the primary.
Processing Tech Initials The initials of the person who processed a primary specimen into aliquot specimens JD If the processing tech initials are set for a primary, aliquots derived from the primary will receive those initials as well. You can change the initials for individual aliquots, if needed.
Processing Time Time a primary specimen was processed into aliquot specimens 16:15 Use local 24-hour time. If present, the value entered for the parent primary specimen will be used for aliquots derived from the primary.
Reason Specimen Not Collected Explanation of why an expected specimen was not collected during a visit Specimen potentially compromised Typically used in conjunction with a specimen condition code that indicates an issue with the specimen, such as “QNS” (quantity not sufficient). If necessary, use the Comments box for the specimen provide more details.
Received Date The date the specimen was received by the processing laboratory where the primary was processed into aliquots 12/Mar/2014 -
Received Time The time the specimen was received by the processing laboratory 14:45 Times should be entered in 24-hour local time.
Shipped Whether the specimen has been shipped to another laboratory Yes, no, or pending Provides link to shipment, if applicable
Specimen Condition The current condition of the specimen SAT Selected from a pre-defined list of codified values. Hover the mouse pointer over a condition for a more detailed description.
Specimen ID A legacy specimen ID used only by LDMS 500V10000110 The specimen ID is an identifier for the specimen that was used by older laboratory management software. It will only be present for specimens that were entered or migrated from LDMS. Specimens created using LDMS will not be assigned a specimen ID.
Status Icons indicating various properties about a specimen  
  • Available Specimen is available
  • Stored Specimen is assigned a storage location
  • Shipped Specimen has been shipped to another laboratory
  • Co-enrolled Specimen has an additional enrollment
Stored Whether the specimen currently has a storage location assigned Yes or no Provides link to storage location
Sub-Additive/Derivative     If the specimen does not have a sub-additive/derivative, select NON.
Thaw Count The number of times the specimen has been frozen and thawed. 3 -
Total Cell Count Total number of cells (in millions) 10 When entered, it will be multiplied by 1 million. For example, to indicate 10 million cells, enter 10; to indicate 500,000 cells, enter 0.5.
Tube Count The number of primary tubes collected for the pooled sample 5 This field is used to record the number of primary tubes collected for the sample in scenarios where the tubes are pooled into a single sample when recording in LDMS.
Visit Value The protocol-defined identifier for a visit 1 Wk This comprises of two boxes, a visit number and visit type. A visit value is typically a number or letter. The visit unit is selected from a pre-defined list. Hover the mouse pointer over a visit unit for a brief description.