DISTRIBUTION OF PLASMIDS TO CUSTOMERS

LABORATORY PROCEDURES FOR PLASMIDS

REFERENCE NO: PP/1998/04/01

TITLE: DISTRIBUTION OF PLASMIDS TO CUSTOMERS

INTRODUCTION

This document describes the basic procedure to be followed when plasmids are distributed to customers.

PROCEDURE

Input/check customer in database upon receipt of the order:

Plasmids can be supplied to laboratories and educational institutions and to individuals operating in a professional environment, but not to private persons. Therefore, first orders should be sent on an order form with official letterhead, signed by an authorized person.

Check the availability of the ordered material:

If the material is no longer available in the collection, the customer must be informed.

Check order details, security, quality and transfer restriction codes as well as the necessary documents allowing the customer to receive and handle the ordered material:

All details on shipment and invoicing should be on the order form

Necessary documents with regard to security, quality and transfer restriction codes should be enclosed with the order
If these criteria are not fulfilled, the collection has to contact the customer and, when appropriate, send the necessary documents.

Input order in computer; retrieval of the ordered material from the distribution stock; adapt stock management system; packaging and administrative handling of the dossier:
If all criteria decribed in paragraph 1-3 are fulfilled, the order can be entered into the computer. All relevant information concerning customers, resources and stock management must be computerized and linked. As such, delivery notes, (proforma) invoices, address labels and shipper’s declarations can be automatically generated.

Every effort should be made to supply only pure, viable and authentic resources. Plasmids can be distributed in various forms, mostly dependent on the preservation method:

as an actively growing host/plasmid combination on agar slant or in liquid medium
as a cryopreserved host/plasmid combination in dry ice
as a lyophilized host/plasmid combination
as pure DNA

For package and labeling, the collection should follow national and/or international regulations which are explained in Rohde/Claus, Shipping of infectious, non-infectious and genetically modified biological materials – International regulations, 1998 edition, DSMZ – Deutsche Sammlung von Mikroorganismen und Zellkulturen GmbH. This document can be obtained with DSMZ upon request. The package should also contain a list of the contents and, when appropriate, instructions how to deal with the material.

Dispatch via courier or postal service:

The customer assumes full liability for handling, storage, loss and possible abuse of material supplied by the collection. Consequently, the collection will not accept claims for damages and/or injuries arising from shipment or handling of plasmids.

Guidelines prepared for CABRI by BCCM/LMBP in cooperation with DSMZ and NCCB, 7 May 1998
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Copyright CABRI, 1998

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