DOCUMENTATION REQUIRED FOR CELL DESPATCH

LABORATORY PROCEDURES FOR ANIMAL & HUMAN CELL LINES

REFERENCE NO: AHC/1998/4/2.2

TITLE: DOCUMENTATION REQUIRED FOR CELL DESPATCH - ECACC -

INTRODUCTION

Orders that are ready for despatch are given to the Despatch Unit. See AHC/1998/4/1for preparation, AHC/1998/4/2.1for shipment and AHC/1998/4/3 for invoicing.

PROCEDURE

Check the customer order form for the correct delivery address. Check the quantity of ampoules/flasks required and confirm whether frozen or growing.

Growing Orders

2.1 Fill out start up sheets (AHC/1998/4/2.2 Appendix 1) for growing orders to include cell line name, order number, number required, start up volume, location, CB number and culture medium.

2.2 Type address label.

2.3 Prepare Issue and Receipt Voucher form (AHC/1988/4/2.2 Appendix 2)

CONSIGNEE - COLLECTION ORDER NUMBER
ORDER NO - CUSTOMER ORDER NUMBER
DESCRIPTION - Cell Line Name
DENOM OF QTY - FL/AMP/DNA
QUANTITY - Number requires/Number issued
Prices are not included in despatch note
Remarks - Write enclosed
Sign despatch note and date to be despatched

2.4 Clip order to label to despatch notes and enclose Cell Line Safety Datasheet (an example is shown in AHC/1998/4/2.2 Appendix 3) on each individual cell line with CB number, passage number if known, start up volume. Also enclose an information pack which contains the following items (see attached forms):

- Customer Complaint Form (write on order number & despatch date) (AHC/1998/4/4.1 Appendix 1, , AHC/1998/4/4.1 Appendix 4)
- Helpful Hints (AHC/1998/4/2.2 Appendix 4)
- Abbreviation sheet (AHC/1998/4/2.2 Appendix 5)
- Any other details (e.g. future training courses)

2.5 Keep all growing orders in buffer file for collection on day of despatch.

Frozen Orders

3.1 Fill out frozen despatch sheet (AHC/1998/4/2.2 Appendix 1) with cell line name, order number, number of vials, location.

3.2 Prepare an address label and stick on envelope. Write cell line name and collection order number on one end and customer order number on the other end. Fold up sheets of despatch note after completion (see 2.3), and put in envelope, Put envelope in" documents enclosed pouch" and attach to order and white copy of Issue/Receipt Voucher and information pack with completed datasheet (see 2.4).

3.3 Fax to the courier specialised in exports, a copy of all addresses for shipment on the Monday - they will arrange all flights and AWB's.

3.4 A maximum of 50 ampoules per package.

3.5 PERMITS : see protocol AHC/1998/4/1 Appendix 2

ENCLOSE :
one copy in the document pouch
one copy in a separate document pouch
one inside the box

Also required is a certificate of origin (AHC/1998/4/2.2 Appendix 6) for foetal bovine serum used for cell growth.

3.6 Complete a cell line despatch form (AHC/1998/4/2.2 Appendix 7) for each day shipments. One for frozen and one for growing orders for the Despatch Unit.

Customer Complaints

Any customer complaints (AHC/1998/4/4.1) for replacement are processed in the same way but with "Replacement" written under order number

Part Orders

5.1 Occasionally only part of the order may be despatched. Indicate this by writing "PART ORDER" under the order number on the Issue/Receipt Voucher.

5.2 If an order consists of both frozen and growing; photocopy the order and treat each order separately.

5.3 Receipt Voucher is returned to the Account Unit when shipment has been made.

Guidelines prepared for CABRI by CERDIC, DSMZ, ECACC, INRC, November 1998
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