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Overview

When samples are stored off site there may be a need to retain that information in StudyTRAX.  A unique barcode ID is created for each sample and that ID is linked from StudyTRAX to the off-site sample.

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StudyTRAX

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StudyTRAX does not a have formal Tissue Banking component.  Instead, sample tracking is managed in a similar fashion as all other clinical data.  What matches well is the ability to custom create annotated forms to capture tissue This works well in some cases and not in others.  In sum, you can create forms to capture any desired tissue sample characteristics and link the internal / external ID for each sample.  What does NOT fit well is the ability to automatically generate a unique barcode ID and easily query IDs within StudyTRAX.  How the solution for this would look and feel within StudyTRAX:form to an externally generated ID (i.e., using pre-bar coded labels).  The main limitations are StudyTRAX does NOT generate sample IDs and is not connected to the storage resource (e.g., it is unable to tell users which freezer locations are used). 

Will It Work For Me?

StudyTRAX works well if:

  • Sample IDs are created externally (i.e., pre-labeled barcode stickers or some other system)
  • There is not a need for StudyTRAX to "be-aware" of freezer location usage.  That is, StudyTRAX can track the location of any sample (see image below), but it is unable upon data entry to tell a user whether a given freezer location is being used.

How It Would Look And Feel In StudyTRAX

  • A tissue sample form would be created that captures desired sample characteristics, and importantly a field for the internal and external ID
  • Each tissue sample would be captured either within a central patient registry, or as part of the data for a specific study. 
  • A unique barcode ID would be created using a separate software package, and the generated ID would be scanned (or less likely typed) into StudyTRAX
    • A dataset would be created of all tissue samples, and queries for a specific sample would be handled through a filter in StudyTRAX or exported to Excel

What's Needed for Decision

Cost and functionality of separate barcode software / scanner

  • At it's most basic entry point, nearly .  It would also contain a field for the externally generated barcode ID
  • A pre-labeled barcode sticker would be afixed to each sample, the form data would be completed, and the barcode ID would be scanned into the appropriate field.
  • Sample specific search and navigation can be done from the Home page.
  • Bulk data import samples and associated characteristics is done via Excel and export of sample data through data sets (i.e., data sets) 

Example Tissue Sample Form

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Pre-Labeled Barcode Stickers

Purchasing pre-labeled barcode stickers (i.e., stickers with barcodes already on them) involves two things:

  • The cost of the stickers
  • The cost of the scanner (gun) 

Nearly all barcode scanners use pre-coded labels with a bar code identifying scheme based on your needs such that the scanner can read the

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labels which in turn mimics keyboard strokes for entry into other applications. 

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Thus, data entry staff click on the sample ID field in StudyTRAX, and then scan the sticker to enter the correct ID.  Some example vendors include: