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 |
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| 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. |
| Unavailable Date | The date the specimen is no longer available | 12/Mar/2014 | - |
| 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. |
Specimen is assigned a storage location
Specimen has been shipped to another laboratory
Specimen has an additional enrollment