Field Operations · Controlled Procedure
VC-SOP-0610 — Specimen Transfer & Chain-of-Custody
The procedure governing every specimen movement — between zones, to the laboratory, into containment, or off-site — such that an unbroken, signed custody record exists for each specimen at all times.
No specimen moves without a custody transfer. Every handoff requires a releasing and a receiving signature against a verified specimen ID. A gap in the custody chain invalidates the specimen's provenance and triggers a records investigation. For GCL-3+ specimens, transfer is co-governed by Containment.
1. Purpose
To define the controlled method for transferring custody of any specimen so that its location, handler, and condition are continuously documented; that no specimen is misplaced, substituted, or moved without authorization; and that provenance is defensible for research, regulatory, and security purposes.
2. Scope
Applies to all specimen movements within GreenWorld Sector-7 and to any off-site transfer. Intake into the facility is governed by VC-SOP-0205; GCL-4 movements additionally invoke VC-SOP-0204; off-site recovery follows VC-SOP-0501. This SOP is the authoritative custody record procedure for all of the above.
3. Definitions
| Term | Definition |
|---|---|
| Custody | Documented physical control of a specimen by a single accountable person at a given time. |
| Transfer | A handoff of custody from a releasing to a receiving custodian, with matched signatures. |
| Custody Ledger | The MDF-backed, append-only record of every transfer for a specimen. |
| Specimen Tag | The tamper-evident identifier (RFID + printed ID) bound to a specimen at intake. |
| Custody Gap | Any period or move without a matched releasing/receiving signature. |
| Seal Verification | Confirmation that the tamper seal and tag match the ledger at handoff. |
4. Responsibilities
| Role | Responsibility |
|---|---|
| Custody & Records Officer (Owner) | Owns the custody ledger and this SOP; investigates any custody gap. |
| Releasing Custodian | Verifies ID and seal, signs release, hands off the specimen. |
| Receiving Custodian | Verifies ID and seal on receipt, signs acceptance, assumes custody. |
| Containment Officer | Co-authorizes any GCL-3+ transfer. |
| CHLORA | Maintains the append-only ledger; reads RFID at gates; alarms on unauthorized movement. |
5. Equipment & Pre-Checks
- Intact specimen tag (RFID + printed ID) matching the ledger entry
- Tamper-evident transfer container appropriate to the specimen grade
- RFID reader / MDF custody tablet at both release and receipt points
- Transfer authorization (and Containment co-sign for GCL-3+)
- Grade-appropriate PPE per VC-SOP-0301
6. Transfer Authorization Matrix
| Transfer Type | Authorizer | Container | Co-Sign |
|---|---|---|---|
| Intra-zone (same wing) | Zone Lead | Standard tray | — |
| Inter-zone / to lab | Custody & Records Officer | Sealed container | — |
| Into containment (GCL-3+) | Containment Officer | Sealed, grade-rated | Containment |
| GCL-4 movement | Containment Officer | Bio-Vault transport | Containment + Directorate |
| Off-site transfer | Custody & Records Officer | Tamper-locked, tracked | Director of Ops |
7. Procedure
7.1 Authorization
- The requester opens a transfer in the custody ledger, stating specimen ID, origin, destination, and reason.
- The appropriate authorizer (Section 6) approves; GCL-3+ requires Containment co-sign before the specimen is touched.
- CHLORA validates that the specimen is cleared to move (not under quarantine hold per VC-SOP-0205, not locked for sampling).
7.2 Release
- Releasing Custodian scans the specimen tag and confirms the printed ID matches the ledger.
- Verify the tamper seal is intact and the container is grade-appropriate; note specimen condition.
- Sign the release in the ledger. Custody is not transferred until the receiving signature is captured.
7.3 In-Transit Control
- The specimen stays under one named custodian for the entire move; no unattended drops.
- RFID gates log passage automatically; an off-route or unauthorized read raises an unauthorized-movement alarm.
- For off-site transfers, GPS-tracked container and scheduled custody check-ins are required.
7.4 Receipt
- Receiving Custodian scans the tag, confirms ID match and seal integrity, and inspects condition against the release note.
- Any discrepancy — ID mismatch, broken seal, condition change — halts the transfer and opens a custody investigation.
- On a clean match, the receiver signs acceptance; CHLORA closes the transfer and updates the specimen's current location.
7.5 Quality Checkpoints
- Matched releasing and receiving signatures for every move — zero custody gaps
- Tag ID and tamper seal verified at both release and receipt
- Required authorizer (and co-sign) recorded before release
- Ledger is append-only — no edits, only corrective entries
- Specimen condition documented at each handoff
8. Exception Handling
| Exception | Indication | Immediate Action |
|---|---|---|
| ID Mismatch | Tag does not match ledger | Halt transfer; quarantine the item; Custody Officer reconciles before any further move. |
| Broken Seal | Tamper seal compromised | Treat as potential breach; isolate; screen per VC-SOP-0205; open investigation. |
| Custody Gap | Move with no matched signature | Specimen provenance suspended; Custody Officer investigation; notify Director of Ops. |
| Unauthorized Movement | RFID gate read off-route | CHLORA alarms; lock destination gates; locate specimen and custodian per monitoring. |
9. Records
- Append-only custody ledger per specimen (CHLORA-MDF, retained for specimen life + 10 years)
- Transfer authorizations and co-signatures
- RFID gate-passage logs
- Custody investigations and corrective entries (cross-filed to Monitoring)
10. References
- VC-SOP-0301 — PPE Selection Matrix
- VC-SOP-0501 — Off-Site Specimen Recovery & FSR Authorship
- VC-SOP-0205 — Specimen Intake & Quarantine
- VC-SOP-0204 — GCL-4 Containment & Handling
- Operational Metrics · Monitoring Systems
11. Revision History
| Rev | Date | Author | Summary |
|---|---|---|---|
| A | 2089-03-19 | Custody & Records Officer | Initial issue; matched-signature transfer model and ledger established. |
| B | 2091-04-22 | Custody & Records Officer | RFID gate logging, off-site GPS tracking, and append-only corrective-entry rule added. CBO approval. |