Safe, compliant sample transport tends to receive less attention than collection or analysis, yet it carries equal risk. A single lapse in transit—temperature drift, rough handling, mislabeled containers, missing paperwork—can destroy irreplaceable samples and set entire projects back weeks or months.
For lab managers shipping biological, chemical, clinical, environmental, or materials-based materials, protecting sample integrity in route is a core responsibility that directly affects data quality, regulatory compliance, and scientific credibility.
Assess risks and classify samples correctly
To manage these risks, lab managers should begin with a risk assessment and sample classification. A risk assessment should consider the sample’s biological or chemical hazard potential, sensitivity to vibration or light, and any legal restrictions on cross-border transport. This information can be used to determine the correct packaging, temperature control measures, carrier eligibility, and necessary documentation. There are also some key regulatory categories to consider, including UN 3373 Category B for diagnostic samples, UN 2814 Category A for high-risk pathogens, and transport of dangerous goods regulations for hazardous chemicals.
Use packaging designed for the hazard and conditions
Following a risk assessment and sample classification, lab managers must consider sample packaging and documentation. For Category B infectious substances, a triple packaging system comprising a primary container, a secondary leak-proof container, and a rigid outer package is required. Category A infectious substances require the same triple packaging system using specialized, certified packaging. Other packing materials may be required for absorption, cushioning, and temperature control (e.g., gel packs, dry ice, etc.).
Control temperature throughout transit
Temperature fluctuations pose a significant risk to samples. Working with validated shippers, using insulated containers, and planning for time-in-transit can mitigate these risks. Sample monitoring can also be useful, either with data loggers or temperature alarms.
Maintain thorough, accurate documentation
Packed samples must be accompanied by accurate and complete documentation, including chain-of-custody forms, waybills, customs documents, and materials safety data sheet (MSDS)/safety data sheet (SDS) for chemicals. Chain-of-custody protects the scientific integrity of the samples, and the plan should clearly define the individuals who will handle the samples at each touchpoint. It should also include timestamps and signatures or automated tracking logs. Chain-of-custody procedures align with other quality frameworks, including ISO 15189 for clinical laboratories and ISO/IEC 17025 for testing laboratories. These frameworks emphasize traceability and proper sample handling during transport.
Documentation may be tedious, but it should never be overlooked, as documentation errors are one of the most common reasons samples may be delayed or damaged in transit, or confiscated.
Choose qualified carriers and plan for delays
Finally, the choice of carrier can help protect precious samples. Dangerous goods or biological materials require a certified carrier. For all types of samples, good communication with the carrier prior to shipment is important. This is an opportunity for lab managers to confirm shipping constraints and plan around customs, weather delays, and any weekend or holiday gaps in transit. Contingency planning should also be a part of the transport strategy. In addition to using backup coolants and preparing duplicate samples, pre-arranged agreements with secondary carriers can mitigate the risks associated with delays.
Build transport readiness into SOPs and staff training
Lab managers bear the responsibility for ensuring sample integrity during transport. This task requires lab managers to correctly classify samples, ensure robust packaging, account for temperature control, and ensure accurate documentation. Routinely reviewing SOPs and training additional staff members on how to prepare samples for transport can minimize risk and preserve research quality.
