Things you need to know before you ship
As anyone in the biotech industry will tell you, shipping research samples to labs worldwide is extremely common. Also common is how varied those shipping arrangements can be; sending a DNA vector to Germany has different requirements compared to sending chemical compounds to China or tissue samples to Switzerland. Not only do the shipping conditions differ, such as packaging type or temperature regulation, but each country has its own laws and customs import regulations regarding incoming shipments and dangerous goods. These regulations are also subject to change over time. It’s a lot of small factors that can add up to a complicated process.
Ensuring a package gets to its destination has two crucial aspects. One is communicating with the scientists shipping the material to understand what is to be shipped, where and when they want it shipped, and the shipment parameters. The second involves determining if an international courier and customs brokerage service is required and selecting them to take control of and ultimately deliver the package.
It is functionally impossible to ship research materials without understanding exactly what you are shipping. Few countries would allow a package to enter their borders and clear customs if the shipping manifest lists something vague like “biological specimens.”
Before I can ship, I need to know not only what it is (a DNA vector, a plasmid, tissues, etc.) but also how much of it there is and how that material came to be in the first place. Most countries, for example, want to know if the protein being shipped is recombinant or expressed through a non-human vector like E. coli.
Consider two descriptions; one says “Human plasmids.” The other says, “Human plasmids, recombinant with E. coli. Fully purified of bacteria with no E.coli cells remaining. For in vitro use only. 5 vials, 20uL total material.” The difference in the time it would take for these two shipments to be approved could be on the order of days. That first description will likely require multiple messages between myself, the scientist who prepped the sample, and the courier ‒ time wasted when the second description would have gotten that shipment out the door much more quickly. Early on, a shipment was delayed when the courier I was working with asked for a detail I had not included in the initial sample description because I wasn’t provided with that detail. Lesson learned: Now I know what information to get from the scientists beforehand.
This is why communication with your clients and gathering as much information as possible before going to the courier is essential. The shipping process begins with the scientist filling out and submitting a shipment request form to me. The form includes all the vital information you can expect: the contact information and address of the recipient, required shipping conditions (do we need dry ice or special packaging considerations), what the material will be used for (in vivo vs. in vitro), and of course notes on precisely what the material is. Since implementing this system, I have been able to get important samples shipped out within days, compared to the week or two it could take beforehand.
The carrier and international customs broker are the second important aspect. Each offers different methods and levels of service when initiating a shipment. Standard carriers like FedEx, for example, work well for anything being shipped at ambient temperature or packages that don’t contain dangerous or regulated goods. These carriers don’t monitor and replenish dry ice or communicate with the end user to pre-clear customs, so you have to gamble on there being no delays in getting that temperature-sensitive package to its destination. When using these standard carriers, you must create your own customs invoice and select a Harmonized System (HS) code. While the courier’s website can usually help you find it, you need to know and select the correct HS code(s)for each item contained in the shipment.
When sending out laboratory samples with more variables, I require a specialized courier service such as Mercury, Biocair or World Courier. These companies will package the samples for you if requested and monitor the internal temperature and refill ice as needed. That eliminates the worry about a sample getting ruined if there’s an unexpected hold on the item at the airport or some other delay. These companies also utilize an international customs broker or team that communicates with the receiver and customs agencies to ensure that what we’re sending is appropriately described, classified, and legal.
As with anything, what might seem simple can be more complex below the surface. Sending biological and chemical materials worldwide is often an integral part of any biotech company’s success, so you must ensure that the process is quick, efficient and handled carefully.
Communicate clearly and concisely with all parties and follow these best practices to ensure your materials arrive at their destinations without delay.