Biospecimen Services

What is a Collection Protocol?
The term ‘Collection Protocol’ refers to the management of the collection within ‘OpenSpecimen’, the Laboratory Information Management System (LIMS) used by Biospecimen Services. A Collection Protocol is a standalone, often study-specific collection, independent of Biospecimen Services or the Health Precincts Biobank that defines parameters such as the number and type of samples collected, how they are processed and where they are stored. This request for collection and processing of samples is usually investigator led.

What's the difference between a Collection Protocol and accessing specimens through the Health Precincts Biobank? 
A Collection Protocol is an ongoing accrual and storage of specimens, undertaken by a Primary Investigator (PI) who holds the ethics for the project, in association with Biospecimen Services. A Collection Protocol has defined specimen collection groups, time points and a predetermined specimen type and processing protocol.

Accessing the Health Precincts Biobank is a request for stored, ‘ready to use’ or ‘targeted collection’ biospecimens and can be submitted to Biospecimen Services by any researcher with HREC approval for their study. This request that is subject to approval by the biobank Research Access Committee.

What kind of ethics and governance approval do I need?
For investigator-led studies the Primary Investigator of any Collection Protocol is responsible for obtaining HREC and governance approval, for both the collection and the use of specimens prior to the commencement of specimen collection. Biospecimen Services can offer support, costings and guidance for these HREC applications.

Who reviews my Collection Protocol requests?
Your Collection Protocol will be developed by the Biospecimens Services team to match your specimen requirements and conform to ethical constraints; as the PI, you will have final sign off on the Collection Protocol prior to specimen collection commencing.

Can other researchers access my biospecimen collection?
Biospecimen Services will not give out specimens from your collection without your approval. Any requests for specimens will be forwarded to you as the PI of the Collection Protocol for review and approval prior to potential specimen distribution. Any distribution of specimens to other parties must comply with the ethical approval under which the specimens were originally collected and have ethical approval for use. Biospecimen Services can work through this process with PIs and provide UNSW-approved template documents such as Material Transfer Agreements, for this purpose.

What does Biospecimen Services charge for its services?
Biospecimen Services works on a cost recovery basis to cover our costs for maintaining samples and services. Please email Biospecimen Services for more information: BiospecimenServices@unsw.edu.au.

How do I access my biospecimen data?
Biospecimen data is stored on a secure enterprise database called OpenSpecimen. De-identified data for your samples can be accessed through the online portal. Once you commence your Collection Protocol with Biospecimen Services your UNSW zID will be used to access the database.

What does OpenSpecimen do?
OpenSpecimen is the database used by Biospecimen Services to manage their collections of samples, derivatives and aliquots. It is a secure platform for storing annotating data such as patient information linked to biospecimens, additionally it manages biospecimen processing workflows and is a freezer management system.

How do I access OpenSpecimen?
The UNSW instance of OpenSpecimen is accessed through a web portal. You will be able to use your UNSW zID and password to access OpenSpecimen, the system is enabled for Single Sign On and Multi Factor Authentication. Your login will only enable you to view/edit the collections you have ethical approval to view. 

For users external to UNSW, we will be able to provide you with a secure login specific to OpenSPecimen.

Where is the data in OpenSpecimen stored?
Data entered into OpenSpecimen, including Patient Health Information, is stored on secure cloud servers which are managed by UNSW IT.

Can I add another staff member as a user to OpenSpecimen?
All user approvals need to be enabled by Biospecimen Services. New users who require access can request this through the sign up page, opens in a new window.

Is there an online help feature users can access?
There is an online help feature available for the UNSW instance of OpenSpecimen. It is accessed through the question mark symbol visible on the blue bar to the top right of screen once you log into the system.

Who do I contact if I have a problem using OpenSpecimen?
If you have any questions about your access or use of OpenSpecimen please contact Biospecimen Services (BiospecimenServices@unsw.edu.au).