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The Institutional Tissue Bank (ITB) serves as a link between the clinical and research realms at UT MD Anderson for the purpose of tissue or fluid collection, storage and distribution to researchers. When requesting and utilizing samples through ITB, it is important to know and follow the correct steps in order to conform to institutional guidelines.

The Institutional Tissue Bank is in charge of collection, processing, storage and distribution

• College of American Pathologists (CAP) accredited
• Clinical Laboratory Improvement Amendments (CLIA)-certified research biospecimen repository
• CCSG Funded Core

When requesting specimens, you need an IRB research protocol approval and activation.

Prospective studies

1. Protocol registration with ITB and in management system (BIMS)
2. Patient consent
3. Submission request for collection in BIMS once patient procedure is scheduled
4. Sample collection/processing
5. Coordinate with ITB for storage/distribution

Retrospective studies

1. Review BIMS for inventory assessment under PA14-0241 (with appropriate prior and active waiver of informed consent)
2. Submit request form (found on the UT MD Anderson Intranet) to Data and Biospecimen Access Committee (DBAC)
3. Approval sometimes with contingencies
4. Coordinate with ITB for subsequent processing/distribution of tissue

All requests

Before placing a request in BIMS, ITB recommends having the following information to ensure easy and accurate collection request entry.

• Patient Information (name, MRN,DOB)
• Protocol Collection Request Template
• Date of Surgery/Procedure or IR/Clinic or Blood Draw
• Processing Instructions
• Protocol Specific Kits if needed

Surgery Collection Request

Using the ¡°911±¬ÁÏ- ÿÈÕ³Ô¹ÏÇ鱨վ Patient Schedule¡± Module in the ¡°Requests¡± tab, enter the patient¡¯s MRN in the designated box. Remember to change the date range to that of the scheduled procedure.

After the information is entered, press the ¡°911±¬ÁÏ- ÿÈÕ³Ô¹ÏÇ鱨վ¡± button to bring up the scheduled procedures that patient has for that date. If they are having multiple procedures that day, please be sure to select the correct procedure to avoid any confusion.

Procedure Selection

After hitting the ¡°911±¬ÁÏ- ÿÈÕ³Ô¹ÏÇ鱨վ¡± button,the ¡°Schedule Details¡± area should list the procedures scheduled for that day. If there are no generated procedures, then it may no longer be scheduled. Confirm the appointment in Epic.? If there are multiple listings, please make sure to choose the correct one by confirming the procedure information (Date, Time, Room).? In the ¡°Consent Details¡± section below find your protocol and select the ¡°Requests¡± button to begin the collection request entry process.

Once all information is entered, please hit the ¡°Submit¡± button. Please note that if this is a ¡°Same Day Request¡± it will not allow you to submit the request. Click save and email ITB with ¡°Same Day Request¡± in the subject line, and we will submit it on your behalf.

While entering requests please keep in mind the following items

• If your tissue needs to be collected ¡°sterile¡± make sure to mark it using the drop-down option. Also, note that there is an extra charge for sterile collection.
• If your special instructions call for tissue to be collected in some sort of media, please provide that media to the ITB before the date of surgery.
  • The media can be provided in a bottle or aliquoted in a container. 
  • Please make sure the media is labeled with 
    • Date of expiration
    • Name of media
    • Lot number
    • Associated protocol
• If the collection is a time-sensitive collection that needs to be picked up right away, then please make sure it is specified in the special instructions.

IR/Clinic Request

Using the ¡°Express Request¡± module in the ¡°Requests¡± tab, enter the patient¡¯s MRN in the designated box. After the information is entered, press the ¡°911±¬ÁÏ- ÿÈÕ³Ô¹ÏÇ鱨վ¡± button to bring up the list of protocols you have access to.

Looking at the list of protocols, choose the protocol you wish to enter a request for. Please note that if the boxes marked ¡°Tissue, Blood, Data¡± are empty then consent may not have been placed.

When placing a request in BIMS there are some important things to keep in mind so that your request is placed accurately, ensuring easy collection.

• When placing a request, select the date of the procedure using the date selection box. If this is a future request, please make sure to choose that future date.
• If the procedure is happening in the IR, please specify which building location (Main, ACB) and if possible which IR room number.
• If the procedure is happening in a clinic, please specify which clinic (Endoscopy, Mays Neurology, Breast Ultrasound, Melanoma/Dermatology, etc.)
• We ask that when sending out the email for collections happening in clinic, include the relevant clinic personnel. Also, remind the clinic staff to contact ITB when the patient has entered the room and the collection is about to begin so we have time to gather supplies and make our way to the clinic.

Once all information is entered, please hit the ¡°Submit¡± button. Please note that if this is a ¡°Same Day Request¡± it will not allow you to submit the request. Click "save" and email ITB with ¡°Same Day Request¡± in the subject line, and we will submit it on your behalf.

While entering requests please keep in mind the following items:

• If your special instructions call for tissue to be collected in some sort of media, please provide that media to the ITB before the date of collection.
  • The media can be provided in a bottle or aliquoted in a container. 
  • Please make sure the media is labeled with 
    • Date of expiration
    • Name of media
    • Lot number
    • Associated protocol
• If the collection is a time-sensitive collection that needs to be picked up right away, then please make sure it is specified in the special instructions.

Blood Request

• Using the ¡°Express Request¡± module in the ¡°Request¡± tab, enter the patient¡¯s MRN in the box.
• Once the patient's information populates, confirm that the correct patient loaded by verifying the name, MRN, DOB, etc.
• The protocols below should be the list of protocols you have access to and whether the patient is consented to those.
• Please find the corresponding protocol and click the ¡°Select¡± button.
• Please note that if your protocol is not listed you may not have requestor access for that protocol
• If the boxes marked ¡°Tissue, Blood, Data¡± are blank then there is an issue with consent that needs to be addressed.

Once your protocol has been selected, the details of the collection request can be entered based on your lab manual.

• The next step is to click on the ¡°Add New¡± button.
• The ¡°Surgery Date¡± refers to the date of the blood draw, not the date the blood was received.
• The ¡°Building¡± is the building location, ¡°Room¡± is the name of the clinic or room number where the blood draw occurred.
• If your protocol has a collection request template created, select it from the list using the drop-down arrow next to the ¡°Template¡± section.

Should you not have a Collection Request Template already created in BIMS then the following list is the required information needed to enter a request.

• Requesting investigator
• Preliminary diagnosis
• Tissue Type (blood = other)
• Organ/Site (blood)
• Processing (other)
• Special instructions
• Contact for pick-up

Please note that if this is a ¡°Same Day Request¡± it will not allow you to submit the request. Click "save" and email ITB with ¡°Same Day Request¡± in the subject line, and we will submit it on your behalf.

Once all the pertinent information has been entered into the module, you can click ¡°Submit¡± at the bottom.

This will submit the request and save your entry; it will also generate a Collection Request number (CR#) at the top.

Please note that if this is a Same Day Request, the CR# needs to be included in the email so that ITB can submit the request.

If this is a future collection, you can submit the request and it will generate a CR#.

ITB asks that once a request is placed for a patient, an email be sent to ITB with patient details, CR#, collection request instructions and date of collection. This will alert ITB of the planned collection and will give ITB a contact group should questions arise.

BIMS Protocol Registration: Training Guide for New Users

Important steps in Process of Biological Specimens Collections from Patients

1. IRB Research Protocol Approval
2. Protocol Registration in Management System (BIMS)
3. Obtaining Patient Consent
4. Submission Request for Tissue and Fluid Collection to BIMS
5. Samples Collection and Processing
6. Samples Storage/Distribution

BIMS: Protocol Registration

1. Protocol Registration begins by filling out the required registration form.
2. The form can be requested by the ITB at any time a new protocol is to be created.
3. Once filled, it should be emailed to ITBTeam@mdanderson.org so that it can be registered in BIMS.
4. The registration process comes with a Study Registration Fee of $25.
5. If unsure about which Operating Bank your protocol should be under, the recommended default is ITB.

Protocol Activation in BIMS

• Once the registration form has been submitted to ITB, all the information will be entered in BIMS and the protocol will become "Initiated.¡±
• When this change is made in BIMS, an automated email will be sent out to the protocol¡¯s principal investigator (PI) and the listed administrators.
• Once initiated in BIMS, to activate the protocol, the entered information must be reviewed by the protocol¡¯s administrators and approved upon inspection.
• This can be done using the ¡°Administration¡± module under the ¡°Resource Administration¡± tab.
• To view entered information and confirm accuracy of information, choose/enter your protocol in the ¡°Protocol/Bank¡±box.
• Click on the protocol from the list below to open the Management screen allowing you to view the whole protocol.
• Press the ¡°Edit¡± button at the bottom of the screen to review all entered information.
• Please go through each tab (General,Organ/Site, Diagnosis) and confirm the accuracy of all entered information.
• Should any errors exist please correct the information or alert the ITB team and we will correct the information.
• Once all information has been confirmed, please press the ¡°Submit for Approval.¡±
• This will change the status of the protocol to ¡°Pending Bank Review,¡± and an email will be sent to all involved.

Modifying Protocol Further

• The protocol can be modified further by anyone with Administrator access.
• Adding personnel to the protocol can be done in the ¡°Personnel¡± tab using the ¡°Add New¡± button.
• There are different roles that can be granted depending on the level of access needed by the employee:
  • Administrator
  • Pickup
  • Reader
  • Requestor
  • Technician
• Remember that future changes to operating bank, organ/sites, and diagnosis will require confirmation/approval from the operating bank and/or ITB. Attribute values are editable by the PI or Administrators without outside approval and immediately available for use in the application once updated. 

BIMS Template Creation: Training Guide for New Users

1. The first step to creating a template is to gain access to BIMS. This can be done by having access granted to you by the Protocol Administrators of the protocol.
2. The Protocol Administrators should request permission on behalf of the employee through OneAccess.
3. The Protocol Administrator should add the employee in the "Personnel" tab of the protocol in the Administrator Module.
4. Then on the BIMS main page under the ¡°Resource Administration¡± tab is the ¡°Collection Request Template¡± module.

Template Module

• Using the drop-down menu, choose your protocol from the available protocols at the top of the screen.
• Once your protocol has been chosen, choose "Add New" to allow for the creation of a new template.
• Please note that multiple templates can be created to accommodate your protocol's needs.

Important Template Information

There are several portions of this template that are recommended to be filled out here as it will save time when placing requests.

• Template Name: The name of the template can be anything that will help identify its purpose.
• Requesting Investigator: The requesting investigator is either the PI (principal investigator) or the physician in charge of the study.
• Processing: Depending on the specifications of your lab manual,please check the box of the processing methods needed for this collection.
• ITB Assistance: If ITB will be required to assist in the collection of the tissue (IR/clinic collections, non-surgical) then this box should be marked.
• Tissue Type: The type of tissue collected will depend on the specifics of your protocol¡¯s lab manual: tumor, normal, metastasis or other(blood,saliva, stool, etc.)
• Special Instructions: These are the collection instructions for ITB describing how you would like ITB to process your tissue. This is depending on your protocol¡¯s lab manual, should you need assistance in how to format this section please feel free to contact the ITB.
• Contact for Pick Up: This section is the primary person ITB will contact for questions, comments, or email alerts when the sample is ready for distribution.

iLab is an electronic charge-back system used by the Research Histology Core Laboratory (RHCL).  With this system, RHCL customers can place both research and archival block requests. The iLab system gives researchers unprecedented access to their orders. Through iLab, requesters can: place orders, communicate with the RHCL team, view the status of their orders and track their spending. To have access to iLab, the requester will need to know three main things:

• How to get registered to use the system
• The core facility or lab at which a service request will be made
• The Chart Field String that will be used for payment

Access the user guide above to get a detailed summary of iLab and how to use it.

We also offer in lab training for our customers to further understand iLab and how to use it. To schedule training please contact the RHCL at 713-792-3119.

The Research Histology Core Laboratory (RHCL) offers an in-house archival retrieval service. This service supports the clinical research protocols within the institution. In this service, requests are made to retrieve clinical blocks from the pathology department to be sectioned for various techniques by the sponsor.

Contact Us

Meghan Stennis
Room: Y7.5821
Phone: 713-792-9113
Email: mastennis@mdanderson.org

Vincent Tangavelou
Room: Y7.5821
Phone: 713-795-5853
Email: vntangavelou@mdanderson.org

Research Histology Core Lab, North Campus 

1515 Holcombe Blvd.
Houston, TX 77030-4009
Room: Y7.5821
Phone: 713-792-3119
Email: RHFCoreLab@mdanderson.org