SOP-031: Receipt and Handling of New Cell Lines
Purpose
To standardize the receipt, inspection, documentation, and initial handling of newly acquired mammalian cell lines to preserve sample integrity and ensure traceability.
Scope
This SOP applies to all mammalian cell lines received from commercial repositories, collaborators, or other external sources.
Responsibilities
The operator is responsible for:
- Inspecting shipments upon arrival.
- Verifying sample identity and accompanying documentation.
- Maintaining the cold chain where applicable.
- Recording receipt information.
- Initiating quality control procedures before routine use.
Required Materials
Equipment
- Personal protective equipment (PPE)
- Laboratory notebook or electronic record system
- Cryogenic gloves (if handling frozen samples)
- Liquid nitrogen storage system (if applicable)
- Class II Biosafety Cabinet
Procedure
1. Receive the Shipment
Upon arrival:
- Verify package integrity.
- Confirm that the shipment matches the purchase order or transfer documentation.
- Record the date and time of receipt.
2. Inspect the Samples
Verify:
- Cell line name
- Sample identification
- Number of vials received
- Storage condition on arrival
- Any visible damage or leakage
Do not use damaged samples without further evaluation.
3. Review Documentation
Confirm that accompanying documentation includes:
- Cell line identification
- Recommended culture conditions
- Passage information (if available)
- Certificate of analysis or authentication (if provided)
4. Store the Samples
Transfer samples promptly to the appropriate storage location.
Maintain recommended storage conditions until the cells are required for use.
5. Register the Cell Line
Assign or record:
- Laboratory identification number
- Storage location
- Date received
- Supplier or source
- Operator initials
6. Initiate Quality Control
Before routine experimental use:
- Authenticate the cell line according to laboratory policy.
- Perform mycoplasma testing.
- Establish a master cell bank if required.
Acceptance Criteria
| Parameter | Acceptance Criterion |
|---|---|
| Shipment | Intact |
| Sample identity | Verified |
| Documentation | Complete |
| Storage | Appropriate for the sample type |
Critical Control Points
- Inspect shipments immediately upon arrival.
- Minimize warming of frozen samples.
- Verify sample identity before storage.
- Maintain complete documentation.
- Perform quality control before routine use.
Documentation
Record the following:
- Date received
- Cell line
- Supplier or source
- Number of vials
- Storage location
- Operator initials
- Comments or observations
Quality Control
Verify:
- Sample labels match documentation.
- Storage location is accurately recorded.
- Shipment condition is acceptable.
- Authentication and mycoplasma testing are scheduled or completed.
Troubleshooting
| Observation | Possible Cause | Corrective Action |
|---|---|---|
| Damaged cryovial | Shipping damage | Notify the supplier and quarantine the sample |
| Incorrect labeling | Packaging error | Verify identity before use and contact the supplier if necessary |
| Missing documentation | Administrative error | Obtain the required documentation before routine culture |
| Samples partially thawed | Cold chain interruption | Record the incident and assess sample suitability before use |
Safety Considerations
- Wear appropriate personal protective equipment (PPE).
- Handle frozen samples using cryogenic gloves when appropriate.
- Treat all incoming cell lines as potentially biohazardous.
- Perform all sample handling using aseptic technique.
- Follow institutional biosafety procedures during receipt and storage.