Jan 09, 2024

Public workspaceS-5 SOIL SHIPPING

DOI
dx.doi.org/10.17504/protocols.io.36wgq3y7ylk5/v1
  • REDI-NET Consortium1
  • 1REDI-NET Consortium
REDI-NET Consortium
Open access
DOI: dx.doi.org/10.17504/protocols.io.36wgq3y7ylk5/v1
Protocol Citation: REDI-NET Consortium 2024. S-5 SOIL SHIPPING. protocols.io https://dx.doi.org/10.17504/protocols.io.36wgq3y7ylk5/v1
License: This is an open access protocol distributed under the terms of the Creative Commons Attribution License,  which permits unrestricted use, distribution, and reproduction in any medium, provided the original author and source are credited
Protocol status: Working
We use this protocol and it's working
Created: November 17, 2023
Last Modified: March 15, 2024
Protocol Integer ID: 91118
Keywords: SAMPLE PREPARATION, SHIPMENT CONTAINER PREPARATION, SHIPPING INSTRUCTIONS
Funders Acknowledgement:
USAMRAA
Grant ID: W81XWH-21-C-0001
USAMRAA
Grant ID: W81XWH-22-C-0093
USAMRAA
Grant ID: HT9425-23-C-0059
Disclaimer
This work is supported by the US Army Medical Research and Development Command under Contract No.W81XWH-21-C-0001, W81XWH-22-C-0093 and HT9425-23-C-0059. The views, opinions and/or findings contained in this report are those of the author(s) and should not be construed as an official Department of the Army or Navy position, policy or decision unless so designated by other documentation.
Abstract
This protocol describes soil shipping.
Guidelines
OBJECTIVE

To outline steps for proper packaging and shipping of preserved soil 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 soil packaging and shipping to the REDI-NET Gold Lab for further laboratory testing.


MAINTENANCE OF PERMITS

  1. 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

Materials
EQUIPMENT AND MATERIALS
Note
NOTE: If product number is listed, please ensure use of this or equivalent product.
ABC
Equipment / MaterialDescriptionMfg / Product #
Centers for Disease Control and Prevention (CDC) permitFor international shipping of infectious biological agents, infectious substances and vectors addressed to appropriate PI laboratoryREDI-NET program leads to provide permits for the appropriate lab
Sample holding containerTo pack the sample for shippingLocally sourced
Large sealable bagsFor sealing individual sample holding containers within shipping containerLocally sourced
Packing materialsNewspaper/ cardboard or other appropriate material to secure samples in shipping containerLocally sourced
Shipping containerTo place sample holding containers; must meet specifications of cold chain as neededLocally sourced, dependent upon cold chain requirements
Packaging tapeTo seal the cardboard boxesLocally sourced
Plastic poly-pocketTo attach relevant import / export permits to outside of shipping container; (eg. plastic enclosed sheet protector)Locally sourced
Commercial invoiceFor tracking purposesLocally sourced
SAMPLE PREPARATION
SAMPLE PREPARATION

Note
NOTE: Prior to shipping research material, the Site Program Coordinator should notify the recipient of the planned shipment, verify the address of the recipient, and ensure the CDC permit is up to date.
Primary holding sample holding containers must be leak-proof. Samples should be preserved in appropriate preservative, if applicable (REDI-NET Soil Processing SOP S-2). Ensure that the lids are tightly closed to prevent leaking of storage media while in transit.
Note
NOTE: Do NOT hand label vials with marker pens as all data will be lost should one vial leak in transit.

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.
Figure 1. Sample holding container examples.
Note
NOTE: At times, you may have to create your own box out of cardboard as it may be difficult to find small boxes.

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.
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.
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 soil sample boxes/plastic bags in between.
SHIPMENT CONTAINER PREPARATION
SHIPMENT CONTAINER PREPARATION

Note
NOTE: Prepare the shipping container following import / export permit instructions, to include any specific labeling instructions associated with the permit(s).
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.
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.
Prepare a printed address label according to the recipient address outlined on the import / export permit(s) and attach to the shipping container.
SHIPPING INSTRUCTIONS
SHIPPING INSTRUCTIONS
Prepare courier shipping documents, as appropriate.
Complete a commercial invoice before dropping off the shipping container with the shipping courier (see Appendix 1 for FedEx invoice example).
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.
Note
NOTE: The courier service may further package material to meet their standards for international transport.

Protocol references
REFERENCES

CDC Permit Website: https://www.cdc.gov/cpr/ipp/index.htm USDA Permit Website: https://www.aphis.usda.gov/aphis/ourfocus/importexport