Overview

This guide is intended to provide a framework for sample management for ADRC, WRAP and linked studies managing blood and CSF based biomarkers. This information can also be used by labs handling other sample types. Reference the FreezerPro User Guide for step by step instructions of how to perform each task within the software. The most up to date version of the User Guide is available on the home page of FreezerPro following log in.

FreezerPro is a LIMS (Laboratory Information Management System) system that provides a virtual representation of the sample organization within a freezer. Virtual freezers should be set up to reflect the physical freezers as accurately as possible. Unless otherwise noted, references to freezers, boxes, and samples are referring to the virtual objects in the software, rather than the physical ones.

Creating a Freezer

1. Check the “Freezers and Boxes” menu in the navigation panel (on the left side of the screen) to see if the required freezer already exists. If so, use this freezer. It may be necessary to re-configure the shelves, racks, and boxes in the freezer (as they may have been automatically generated). If this is a shared freezer, take care to not disturb the existing samples.
   
   
2. If the freezer does not exist yet, create a new freezer. Name the freezer based on how the physical freezer is labeled. If the study uses more than one freezer, consider adding a Freezer Group and moving the freezer(s) into this group.
   
   
3. Definition: Freezer Groups can be used to group freezers that are located in a room or all freezers owned by a lab. Organizing freezers within a Freezer Group promotes organization within the menu.
   
   
4. When a freezer is created, the user can choose the shelves and boxes that will be generated in the freezer. Shelves and boxes can also be created and moved at any point in the future.

Boxes

1. There are a variety of box sizes and shapes available. They differ by number of cells per box, arrangement of cells, and the format of the coordinates (I.e. alpha or numeric)
   
   
2. When possible, use an existing box type. If the box type needed does not exist, a new type of box can be created. The properties of a box type may need to be edited to allow certain sample types to be stored in the box. Do not change the coordinate system of a box that is in use, as that will impact other users.
   
   
3. Ensure the correct box type has been selected prior to loading samples into the box. The dimensions of a box can no longer be changed once the box is in use.

Samples vs. Aliquots

1. For ADRC, WRAP, and linked studies, individual cryovials are considered aliquots of a larger sample. For example, if 5mL CSF is collected at a visit and stored in 10 0.5mL cryovials, this is considered 10 aliquots of a single sample. FreezerPro will assign all aliquots identical properties (exception: volume). 
   
   
2. FreezerPro tracks the total volume of sample available based on the volume and quantity of the aliquots.
   
   
3. After samples are uploaded, the volume of an aliquot can be individually changed. A note about an individual aliquot can also be added after upload.
   
   
4. When an aliquot is removed (deleted or shipped), the total sample volume will automatically be adjusted.

Information needed for sample upload 

1. Each sample will be uploaded based on the Sample Type. Many sample types are already available in FreezerPro. When possible, use an existing sample type. To get a new sample type added, see User Defined Field and Sample Type Control (122594)
   1. Users with access of Manager or higher have the capability of creating a new sample type. Avoid creating redundant or very similar sample types. Once a new sample type has been used, it can no longer be removed, even if the samples have been deleted. Sample types can be temporarily deactivated
      
      
   2. Caution: changes to a sample type will be implemented database wide for future samples.
      
      
2. Standard fields- these same data fields appear for all samples, regardless of type. 
   1. Name- This should be the study ID of the participant to whom the sample belongs (I.e. ADRCxxxxx, or LIFExxxxx).
      
      
   2. Description- It is up to the study if/how to use this field. It can be useful for listing a visit title or other important identifying information for the sample
      
      
   3. Volume- the volume per tube of the sample. This is required. Note that the units may differ by sample type
      
      
   4. Sample Source- the REGGIE number.
      
      
   5. Sample Group- optional. Currently there are no sample groups in use
      
      
   6. Sample owner-This can be the ID of the user, or a lab may choose to designate an individual as the sample owner
      
      
3. User-Defined Fields (UDFs) are fields created by Managers and assigned to the sample type. See the Data Dictionary for details about specific UDFs. These fields allow for additional, specific information to be attached to the sample. Only a few UDFs are required. UDFs that are left blank will not be displayed for the sample. UDFs can be added to a Sample Type at any time. See “UDF and Sample Type Control” (122594) for additional details on setting up a UDF.
   1. Caution: changes to a UDF impacts that UDF across all samples. Once a UDF has been used, it cannot be deleted so be sure to set it up correctly the first time.
      
      
   2. UDFs can have a variety of formats (I.e. text, numerical, drop down, check box, etc.) The User Guide provides details about these formats
      
      
4. Sample Source- this field is used to link the sample to the study participant using the REGGIE identification number. This field is required to be used if a REGGIE number exists for a participant.
   1. There are two sample source types available at this time: Study Participant and Postmortem Study Participant. ADRC, WRAP, and linked studies use the Study Participant type.
      1. Most Source numbers have been pre-populated into FreezerPro by the data team. Occasionally a user uploading a sample may receive an error that a Sample Source does not exist. This most commonly happens when uploading samples for a participant who is newly enrolled in the program. In this case the user can create a new sample source. Use the Reggie ID as the sample source. All demographic information will be automatically updated from Corrie on a monthly basis
         
         
5. See FreezerPro Required Fields for Samples (122542) for a complete list of fields that are required

Uploading samples

1. Samples can be uploaded manually or with a .csv file
   
   
2. When using .csv files, it is recommended to create a template to assist in the upload. Columns representing optional UDFs can be added or subtracted as needed
   
   
3. If multiple users are uploading samples for a single study they should use the same naming conventions, formatting, and UDFs in order to keep samples consistent.

Managing samples

1. FreezerPro represents samples that exist in the freezers. When samples are moved, used, shipped, and removed the records should be updated accordingly
   
   
2. Shipping- create a shipment in FreezerPro and add the samples. When the samples are shipped, they are automatically removed from their respective boxes. The names of the shipped samples are saved in the shipping records, however most of the UDF information is not saved. If this information is needed, download it in a .csv file prior to shipping.
   
   
3. Deleting- when samples are removed or discarded from the physical freezer, delete the sample record from FreezerPro. A reason for deleting the sample can be entered, but this is not required.

Contact details: freezerpro_geriatrics@medicine.wisc.edu