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    OpenSpecimen Forums

    Destroyed samples

    Technical Questions
    #1

    Just looking for possible workflow suggestions from other users. How does your organization document and track destroyed samples in Openspecimen? Do you use a distribution protocol?

    #2

    Hi Michele

    Yes! We have a distribution protocol set up called Request For Disposal.

    Lee

    1 Like
    #3

    hi Michele

    Our users just add comment at specimen level and discard the sample.

    Thanks,
    Nitin Kanaskar
    IT Research, UAMS.

    #4

    @Michele_Park

    While users can respond in their own way, here’s our answer.

    1. Using Distribution Protocol is a good idea if you want to use the “reserve” feature. That way specimens are not distributed by mistake.

    2. Otherwise the correct way to dispose of specimens is as follows:

    Response from OpenSpecimen AI Helpdesk:

    OpenSpecimen documents destroyed samples by closing the specimen record, rather than deleting it.

    How to record destruction

    1. Open the specimen’s Overview page.
    2. Select More → Close.
    3. Enter the closing details, including:
    • User
    • Date and time
    • Reason for closing
    1. Save the action.

    For multiple specimens, use either:

    • Bulk actions from a page that provides an Actions button; or
    • A CSV bulk update, setting each specimen’s Activity Status to Closed and importing the file in update mode.

    What OpenSpecimen tracks

    When a specimen is closed:

    • Its status changes to Closed.
    • A disposal event is automatically created with the closure reason.
    • If the specimen occupied a freezer location, that location is freed and a transfer event is recorded.
    • The specimen remains available as a record for tracking, but cannot be further processed, distributed, edited, or given additional events or form data.
    • Closed specimens appear in red in the tree view.

    This approach preserves the specimen’s history while clearly indicating that it is no longer available because it was destroyed, consumed, or otherwise fully used.

    References: