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Accountability for materials

  1. 1

    Materiaal_vraag_1_CMS

    For the purpose of accountability of materials, the organisation should have an up-to-date overview of all high-risk material present within the organisation. By consulting this overview regularly, misplacement or theft of high-risk materials can be observed, and up-to-date information can be provided quickly in case of an incident. An overview describes where high-risk material, such as cultures, contaminated laboratory animals or other materials, is stored or used, and who is responsible for this material. Registration and management of high-risk materials can be provided, for example, by using an electronic Laboratory Information Management System (LIMS).

    How are high-risk materials registered and managed?

    How are high-risk materials registered and managed?

    Your organisation has physically coded and electronically registered the inventory and stock of all currently present high-risk materials and this overview is actively managed (for example in a LIMS). By consulting this overview, misplacement or theft of high-risk materials can be noticed, and up-to-date information can be provided quickly in case of an incident. It is important that the registration of the inventory and stock of high-risk material is kept up-to-date.

    Risks

    • Not applicable.

    Measures

    • Create a central location for individual lab journals.

    our organisation has physically coded and electronically registered the inventory of high-risk pathogens, and this overview is actively managed (for example in a LIMS). By consulting this overview, misplacement or theft of high-risk materials can be noticed, and up-to-date information can be provided quickly in case of an incident. However, this does not apply to high-risk materials such as cultures of high-risk pathogens, contaminated laboratory animals or other materials. These materials are recorded in a lab journal only. It is important that the registration of all high-risk material (inventory and stock) is kept up-to-date.

    Risks

    • The overview of high-risk material is not up-to-date.
    • Individual lab journals may not always be available for consultation.

    Measures

    • Create a central location for individual lab journals.
    • Establish procedures for active management of the registration of high-risk materials.

    If an up-to-date registration is not available, locating high-risk materials becomes difficult. As a result, misplacement or theft of high-risk materials cannot be noticed, and up-to-date information cannot be provided quickly in case of an incident. It is crucial that the inventory of high-risk material is electronically registered and actively managed (for example in a LIMS).

    Risks

    • The overview of high-risk material is not up-to-date.
    • Individual lab journals may not always be available for consultation.

    Measures

    • Create a central location for individual lab journals.
    • Establish procedures for active management of the registration of high-risk materials.

    If an up-to-date registration is not available, locating high-risk materials becomes difficult. As a result, misplacement or theft of high-risk materials cannot be noticed, and up-to-date information cannot be provided quickly in case of an incident. These problems can be prevented by registering and actively managing high-risk material. To this end, your organisation can electronically register and actively manage the inventory and stock of high-risk materials (for example in a LIMS).

    Risks

    • No overview of high-risk materials is available.

    Measures

    • Create a central location for individual lab journals.
    • Establish procedures for active management of the registration of high-risk materials.

    This question is not applicable

  2. 2

    Materiaal_vraag_2_CMS

    It is important that the registration and management overview of high-risk materials can be accessed, managed and checked only by people who are authorised to do so. Therefore, it must be clear who is responsible for the overview, the material itself, and who has access to the material.

    Who is responsible for the registration and management of high-risk materials?

    Who is responsible for the registration and management of high-risk materials?

    By making authorised persons responsible for the registration and management of high-risk materials, control of these materials can be safeguarded and up-to-date information about the inventory in the entire organisation can be made available quickly. Individual employees can contribute to this process by providing information about high-risk materials.

    Risks

    • Not applicable.

    Measures

    • Not applicable.

    By making authorised persons responsible for the registration and management of high-risk materials, control of these materials can be safeguarded. As a result, up-to-date information about the inventory in the entire organisation can be made available more quickly than when responsibility is assigned to individual employees. However, individual employees can be made responsible for providing information about the high-risk materials.

    Risks

    • All employees have access to the registration and management system.
    • Lack of a central point of contact for the entire organisation. As a result, the information about the registered high-risk materials is fragmented.
    • It is unclear which high-risk materials are present within the organisation.

    Measures

    • Assign responsibility for registration and management of high-risk materials to a limited number of authorised persons within the organisation.

    If responsibilities concerning the registration and management of high-risk materials have not been assigned, information about the inventory of these materials may not be up-to-date and it may be unclear who is responsible for registration and management of these materials. Therefore, it is advisable to register and actively manage the inventory of high-risk materials, and assign the responsibility for this task to one or more individuals. However, (additional) individual employees can be made responsible for providing information about the high-risk materials.

    Risks

    • Lack of a central point of contact for the entire organisation. As a result, the information about the registered high-risk materials is fragmented.
    • It is unclear which high-risk materials are present within the organisation.

    Measures

    • Assign responsibility for registration and management of high-risk materials to a limited number of authorised persons within the organisation.
    • Establish procedures for the registration and management of high-risk materials (for example by using a LIMS).

    This question is not applicable

  3. 3

    Materiaal_vraag_3_CMS

    High-risk materials can be stored or in use. If these materials are used, this affects the quantity of the material, and has consequences for the location at which they are used. It is advisable to keep track of high-risk biological material within your organisation from arrival to destruction.

    How is the use and translocation of materials monitored within your organisation?

    How is the use and translocation of materials monitored within your organisation?

    An up-to-date overview of the high-risk material that is being used, including its location, contributes to reducing the likelihood that this material will be misplaced or stolen. Moreover, by conducting laboratory activities with at least two persons present, the location of the material can be monitored. In addition to maintaining an up-to-date overview and monitoring the use of high-risk material, it is advisable to check whether this material has been correctly removed and destroyed following use.

    Risks

    • Not applicable.

    Measures

    • Establish procedures to register high risk-material from arrival to removal and destruction.

    If the location of high-risk materials is not registered, it is not only difficult to keep an up-to-date overview of their whereabouts; they could be misplaced or stolen without being noticed. These problems can be prevented by registering the location of high-risk materials as well, including the materials that are being used. By conducting laboratory activities with at least two persons present, materials being used can be monitored. In addition to maintaining an overview and monitoring the use of high-risk material, it is advisable to check whether this material has been correctly removed and destroyed following its use.

    Risks

    • Inadequate insight of the location and type of high-risk material in the organisation.
    • High-risk materials could be misplaced or stolen without being noticed.
    • Without checking the removal and destruction of high-risk materials, it is possible that these materials could still be present in your organisation after use.

    Measures

    • Register which high-risk materials are being used at which location.
    • Establish procedures to register high risk-material from arrival to removal and destruction.

    If it is unclear which high risk material is being used at which location, it is difficult to keep an up-to-date overview of their whereabouts. As a result, materials could be misplaced or stolen without being noticed. By conducting laboratory activities with at least two persons present, materials being used can be monitored. The risk of misplacement and theft can be reduced even further by registering which materials are in use at which location. In addition to maintaining an overview and monitoring the use of high-risk material, it is advisable to check whether this material has been correctly removed and destroyed following its use.

    Risks

    • Inadequate insight of the location and type of high-risk material in the organisation.
    • High-risk materials could be misplaced or stolen without this being noticed.
    • Without checking the removal and destruction of high-risk materials, it is possible that these materials could still be present in your organisation after use.

    Measures

    • Register which high-risk materials are being used at which location.
    • Establish procedures to register high risk-material from arrival to removal and destruction.

    If it is unclear which material is being used at which location, it is difficult to keep an up-to-date overview of their whereabouts. Materials could be misplaced or stolen without this being noticed. By conducting laboratory activities with at least two persons present, materials being in use can be monitored. The risk of misplacement and theft can be reduced even further, by registering which materials are being used at which location. In addition to maintaining an overview and monitoring the use of high-risk material, it is advisable to check whether this material has been correctly removed and destroyed following its use.

    Risks

    • Inadequate insight of the location and type of high-risk material in the organisation.
    • High-risk materials could be misplaced or stolen without this being noticed.
    • Without checking the removal and destruction of high-risk materials, it is possible that these materials could still be present in your organisation after use.

    Measures

    • Register which high-risk materials are being used at which location.
    • Establish procedures to register high risk-material from arrival to removal and destruction.

    This question is not applicable

  4. 4

    Materiaal_vraag_4_CMS

    It is crucial to know the locations where work with high-risk materials takes place and where these materials are stored, for example, in case of an incident. However, for security reasons, it is important that high-risk materials cannot be directly identified by unauthorised persons. By labelling the material using a coding system, the risk of misuse and theft can be reduced or eliminated.

    To what extent can high-risk material be identified from its packaging, storage facilities and the workspace in which it is located?

    To what extent can high-risk material be identified from its packaging, storage facilities and the workspace in which it is located?

    If high-risk material cannot be immediately identified as such by unauthorised persons, the risk of misuse or theft is reduced. By using a centralised coding system for labelling high-risk material, a physical separation is established between the material itself and the identification key. This centralised registration also accelerates the provision of required information in case of an incident.

    Risks

    • In case of an incident, the identification of high-risk material can be delayed.
    • Central registration of high-risk material, whether encrypted or not, makes your organisation potentially vulnerable to a cyber-attack.

    Measures

    • Not applicable.

    If high-risk material cannot be immediately identified as such by unauthorised persons, the risk of misuse or theft is reduced. However, if the labelling of the high-risk material is not coded centrally, but locally, it could be easier for an unauthorised person to identify the high-risk material as such. Moreover, the lack of centralised registration could hamper the provision of information in case of an incident.

    Risks

    • In case of an incident, the identification of high-risk material can be delayed.

    Measures

    • Central registration of high-risk materials.

    If high-risk material cannot be immediately identified as such by unauthorised persons, the risk of misuse or theft is reduced. By using a centralised coding system for labelling high-risk material, a physical separation is established between the material itself and the identification key. This centralised registration also accelerates the provision of required information in case of an incident.

    Risks

    • In case of an incident, the identification of high-risk material can be delayed.
    • Central registration of high-risk material, whether encrypted or not, makes your organisation potentially vulnerable to a cyber-attack.

    Measures

    • Not applicable.

    If high-risk material can be immediately identified as such, this increases the risk of targeted theft. Moreover, the lack of centralised registration could hamper the provision of information in case of an incident.

    Risks

    • With the probability of misuse and theft in mind, it is easier for unauthorised persons to identify high-risk material if a coding system for labelling is lacking.

    Measures

    • Establish procedures for coding the labels of high-risk material.
    • Central registration of high-risk material.

    This question is not applicable