Culture Collections

How to Submit Safe Deposits

Guidelines for Acceptance of Safe Deposits

All deposits must be preceded by a Biohazard Risk Assessment Form (see our forms page) and Safe Deposit Sample Submission Form

A consignment may be rejected if:

(i) The package is damaged in any way that could compromise containment
(ii) Appropriate shipping temperatures have not been maintained
(iii) Ampoules are not completely sealed
(iv) Ampoules are not clearly labelled

The depositor is entirely responsible for the costs of transportation of deposits to ECACC. The Culture Collections strongly recommends that an additional ampoule is sent with the ampoules for safe deposit.

This can be viability tested upon receipt as a means of identifying any risk of damage during shipment. An additional charge will be made for this.


How to Send a Safe Deposit

1. Complete the following forms:

  • Safe Deposit Sample Submission Form
  • Biohazard Risk Assessment Form

The Biohazard Risk Assessment, including the Genetically Modified Organism (GMO) status, is a legal requirement in accordance with the UK Health and Safety at Work act.

When completing the risk assessment ensure that the possible pathogenicity of the material is assessed.

2. Submit completed forms to the Culture Collections

The Public Health England Genetic Modification Safety Committee (GMSC) will consider the Biohazard Risk Assessment. Any deposit classified as GMO category 2 or higher cannot be accepted unless approved by both the Health and Safety Executive (HSE) and the GMSC.

3. Await notification from the Culture Collections prior to sending the safe deposit

Ensure you have read the ‘Guidelines for Acceptance of Safe Deposits’ (see above) and the ‘Terms and Conditions for Safe Deposits’.

4. Use correct packaging

Packages should be clearly labelled with the storage temperature, sender’s contact information and the reference number. Packaging and transportation must be used in accordance with PI 620 regulations. Approved PI 620 packaging may be obtained from several suppliers, the details of which are available from any Royal Mail Sales Centre. If you use a courier service to deliver your samples, please contact the company involved for advice on their own approved packaging.


Return of Safe Deposits

Safe deposits can only be released to the owner following a written request. This request must be signed by the original depositor and accompanied by a purchase order number. The Culture Collections cannot accept any instruction to destroy or dispose of any deposited material. In the event that a customer wishes to terminate a safe deposit they should request the return of the deposited material from the Culture Collections for disposal on their own premises.


Change of Ownership

The original depositor can authorise changes to the assignation of the safe deposit in writing. The Culture Collections can only file a change of ownership following a written request from the original depositing organization.

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