TITLE: SW-5 SWAB SHIPPING
AUTHORS: REDI-NET Consortium

[DESCRIPTION]
This protocol describes swab shipping.

[GUIDELINES]
OBJECTIVE

To outline steps for proper packaging and shipping of preserved swab samples from a REDI-NET Silver Lab to a REDI-NET Gold Lab.

SUMMARY/SCOPE

The overarching aim of the REDI-NET is to develop a collaborative laboratory network between domestic and international partnering institutions to address disease surveillance needs in order to effectively detect, predict and contain potentially emergent zoonosis. This SOP provides guidance on correct swab packaging and shipping to the REDI-NET Gold Lab for further laboratory testing.


MAINTENANCE OF PERMITS

Site specific import / export permit expiration dates should be monitored and renewals processed at least 30 days prior to expiration.

 



APPENDICES
 
APPENDIX 1. FEDEX COMMERCIAL INVOICE
 

[STEPS]
SECTION: SAMPLE PREPARATION
1. 
 
Primary holding sample holding containers must be leak-proof. Samples should be preserved in appropriate preservative, if applicable (REDI-NET Swab Processing SOP SW-2). Ensure that the lids are tightly closed to prevent leaking of storage media while in transit.
 

SECTION: SAMPLE PREPARATION
2. Pack vials in a vertical position inside individual sample holding containers, ordered by barcode label, leaving one space between sample sites to clearly delineate sample subsets (Figure 1). Pack the space between the top of the box and the top of the tubes with packing material (eg. folded paper towel or newspaper ) to minimize sample movement in transit. Tape each box carefully and label the outside of each box according to the sample collection.
 
 

SECTION: SAMPLE PREPARATION
3. Place each sample holding container within a sealable plastic bag prior to positioning in the shipping container. Position sample holding containers tightly to minimize movement in transit.
SECTION: SHIPMENT CONTAINER PREPARATION
6. 
 
Prepare the database list of samples included in the shipment and place it within the plastic poly-pocket that is attached on the shipping container.
SECTION: SHIPMENT CONTAINER PREPARATION
7. Print a copy of the required import / export permit(s) and place in a clear poly-pocket for attaching to the outside of the shipping container.
SECTION: SHIPMENT CONTAINER PREPARATION
8. Prepare a printed address label according to the recipient address outlined on the import / export permit(s) and attach to the shipping container.
SECTION: SHIPPING INSTRUCTIONS
9. Prepare courier shipping documents, as appropriate.
SECTION: SHIPPING INSTRUCTIONS
10. Complete a commercial invoice before dropping off the shipping container with the shipping courier (see Appendix 1 for FedEx invoice example).
SECTION: SHIPPING INSTRUCTIONS
11. Once the shipping container is ready and the commercial invoice has been completed, the shipping container should be given to the international courier for further processing. 
 

SECTION: SAMPLE PREPARATION
4. Choice of cold chain is dependent on shipment duration. If shipment can reach the destination within 72 hours, cold chain with gel ice pack is sufficient. If shipment duration exceeds 3 days, ice packs combined with dry ice will be required.
SECTION: SAMPLE PREPARATION
5. To maintain cold chain depending on the expected duration of the shipment, prepare a sufficient amount of frozen ice packs and/or dry ice and put them as “sandwiches” with swab sample boxes/plastic bags in between.