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How to Label and Store Samples

Proper storage and handling practices are vital to quality results. Saliva, plasma, and serum are complex biological media. Failing to follow proper collection, storage, or handling protocols can easily result in data errors, wasting a lot of your time and money.

Necessary Equipment

  • Appropriate sample preparation prior to shipping is necessary to prevent bacterial growth and molecular decay of samples. Equipment for this preparation is relatively inexpensive and uncomplicated, but necessary to ensure the integrity of your samples and the quality of your data. You will need to ensure that you have access to:

    • A refrigerator capable of reaching 4ºC for temporary saliva sample storage (up to 2 hours maximum).

    • A freezer capable of reaching -80ºC for samples that will be stored for longer than 4 months prior to assaying.

      • A freezer capable of reaching -20ºC is sufficient for samples that will be stored fewer than 4 months prior to assaying (although a freezer capable of reaching -80ºC is the gold-standard for storing all samples).

    • A centrifuge capable of spinning at 1300g (plasma and serum only).

    • Microcentrifuge tubes or polypropelene storage tubes and tube labels. Please refer to our Labeling Guidelines and downloadable label templates.

      • Do not store or ship samples in glass tubes.

    • A pipette (plasma and serum only) and gloves to wear while handling and transferring samples.

    • Cryostorage box, to organize and store samples.

Sample Handling

  • For the highest quality results, adhere to one standardized handling and storage protocol for all samples.

  • Ensure collection tubes and storage tubes are accurately and clearly labeled to avoid sample mishandling.

    • We recommend providing participants with a deidentified participant number to use when labelling participant samples (e.g., 101).

    • We recommend clearly indicating the time point of each sample, if collecting samples at multiple time points in the study (e.g., 101T1, 101T2).

    • Ensure labels remain adhered to storage tubes while freezing, as some adhesives may stop working at low temperatures causing samples to become unidentifiable. If labels are handwritten, make sure that you use a freezer safe marker so that the ink will not rub off after freezing.

  • Prepare samples for freezing and shipping.

    • If you are able, please spin down and pipette supernatant saliva into storage tubes prior to freezing. This also helps to ensure that you have sufficient sample volume prior to shipping samples.

    • If you are not able to spin down your samples, we will do it for you for a small additional cost. 

      Please note that any samples that you send that do not contain enough passive drool saliva cannot be analyzed (see our Best Practices for Saliva Collection for instructions on saliva collection protocol.

    • Clot collected whole blood according to collection tube manufacturer recommendations and pipette supernatant plasma or serum to storage tubes prior to freezing.

Sample Storage

  • Immediately freeze samples after collection and preparation, if possible.

  • If freezing is not immediately possible, refrigerate saliva samples for up to 2 hours at 4ºC before freezing.

  • If freezing is not immediately possible, do not refrigerate whole blood as this will cause red blood cells to rupture and make the sample unusable; blood can be stored at room temperature for up to 2 hours before freezing.

  • Minimize freeze thaw cycles, as repeated freezing and thawing causes molecular degradation.

  • We recommend use of cryostorage boxes to organize and store samples while freezing.

    • Organizing samples will allow for ease of identifying anomalies, such as missing or duplicate samples.

  • Note that Eos BioAnalytics will plate samples in the order in which they were stored and will not reorganize received samples. Please ensure that sample storage and shipping boxes are appropriately organized and clearly labeled.

Important Note For Researchers

Following the Eos BioAnalytics Sample Storage Guidelines is crucial to ensure the highest quality sample. If you fail to comply with the collection, handling, storage, and shipping guidelines outlined here and in our Best Practices Guides, we cannot guarantee the quality of your results or the usability of your samples. In the event that we receive contaminated or otherwise compromised samples, a scientist from our research team will contact you to discuss analysis options.

Labeling Guidelines

Proper storage and handling practices are vital to ensure quality results. Failing to appropriately label collected samples can easily result in data errors, wasting a lot of your time and money. Please be sure to follow the following guidelines for labeling samples.

Label Recommendations

  • All samples should be labeled with the study name, a de-identified participant ID number, and the collection timepoint (if multiple timepoints are collected per participant).
    • DO NOT label samples with identifying information, like the participant’s name or student ID number.
    • We prefer samples labeled with a 2 – 6 character numerical ID number
    • Example: Labeling example
  • Ensure all labels are legible. Samples with illegible labels may result in data errors.

    • We highly recommend printing labels and discourage the use of handwritten labels to avoid any legibility problems.

  • Samples should be labeled directly onto the collection vial or microcentrifuge tube that contains the sample.

  • Only use labels which can withstand temperatures of -80ºC (some adhesives may stop working at low temperatures causing samples to become unidentifyable)

    • Even with cryolabels, labels sometimes do not remain adhered to storage tubes while freezing. It can be useful to tape labels onto the sample container as an extra precaution

  • We recommend the use of Tough-Tag labels on a sheet for 0.5 mL tubes (size: 24 x 13 mm; product number: 77521-W), which can be purchased here

Important Note For Researchers

Following the Eos BioAnalytics Labeling Guidelines is useful to ensure the highest quality sample. If you fail to comply with the collection, handling, storage, and shipping guidelines outlined here and in our Best Practices Guides, we cannot guarantee the quality of your results or the usability of your samples. In the event that we receive contaminated or otherwise compromised samples, a scientist from our research team will contact you to discuss analysis options.

Eos BioAnalytics is your hands-on research partner. We offer our clients and their biological samples the careful, individualized attention they deserve. And because we are intentionally small, we are able to do this while maintaining the strictest quality control standards in the business.
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