Laboratory Information Management System

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Washington State PatrolCrime Laboratory DivisionLaboratory InformationManagement SystemOperations ManualJanuary 2016

Washington State Patrol Crime Laboratory DivisionLaboratory Information Management System Operations Manual1.0Introduction . 52.0LIMS Support . 52.01LIMS Manager . 52.02LIMS Administrator . 53.0Laboratory Management . 54.0Local Point(s) of Contact . 54.01Primary Responsibilities . 54.02Special Rights In LIMS-Plus . 65.0Requesting LIMS-Plus Assistance . 66.0Requesting LIMS-Plus Modifications . 67.0Modifications to the LIMS Operations Manual. 68.0LIMS-Plus Training . 69.0FLSB Portal . 710.0LIMS-Plus Security . 710.01User Names and Accounts . 710.02Passwords/PINs . 710.03Logging Off . 810.04Roles and Permissions . 811.0Entering a New Case in LIMS-Plus . 812.0Assigning Laboratory Case Numbers . 913.0Deleting a Laboratory Case . 914.0“CASE INFO” Tab . 1015.0“AGENCY” Tab . 1016.0“OFFENSE” Tab . 1117.0“INDIVIDUALS” Tab . 1118.0“EVIDENCE” Tab . 1218.01Entering Evidence . 1218.02Relating Evidence Submission(s) to Request(s) for Service .1218.03Unsealed Evidence . 1218.04Evidence Kits . 1218.05Evidence Barcode Labels . 1218.06Itemizing Evidence . 1218.06.01 Parent/Child . 1318.06.02 Parents/New Parent . 1318.07Evidence Numbering . 1418.08Deleting Evidence . 1518.09Chain of Custody Edits . 1519.0Evidence Transfers . 1519.01Chain of Custody . 1519.02Temporary Vault Storage . 1519.03Secure Transactions . 1619.04Secure Transport Carriers . 1619.05Agency Representatives Named for the Agency. 1619.06Evidence Tracking . 1619.07Initial Transfer Section . 1619.08Evidence Transfer Function. 1619.09Using “VIA’ and “Note” . 1720.0Routine Evidence Transactions . 1720.01Receiving Evidence from an Outside Agency . 1720.02Receiving Evidence Back From an Agency for Additional Analyses.1820.03Releasing Evidence to an Outside Agency . 1820.04Receiving Evidence from another Laboratory . 1920.05Releasing Evidence to another Laboratory . 2021.0Transferring Requests between Labs . 2121.1Transferring Requests to another Lab . 21CLD LIMS ManualApproved by CLD ManagerPrinted Copies Are UncontrolledPage 2 of 36Revision January 11, 2016Revision 10

Washington State Patrol Crime Laboratory DivisionLaboratory Information Management System Operations Manual21.2Receiving Transferred Requests: . 2121.3Exception Handling for Transferring Requests and Evidence.2222.0“REQUEST” Tab . 2222.01Request for Service . 2222.02Request Bar Code Label . 2322.03Request Date . 2322.04Completed Case . 2322.05Relating Requests to Evidence Submissions . 2322.06Relating Requests to Offenses . 2322.07Relating Requests to Individuals . 2322.08Assigning Requests for Service. 2322.09Canceling . 2322.10Deleting Requests for Service . 2422.11Editing Requests for Service . 2422.12Reason . 2422.13Assignment Notification Reports . 2422.14Requests Report . 2423.0Special Situations for Requests for Service . 2423.01Crime Scene Tracking . 2423.02Crime Scene Evidence . 2523.03STR Screeners . 2623.04NIBIN Tracking . 2623.04.01 Regular Casework:. 2623.04.02 NIBIN Cases . 2623.05Proficiency Tracking . 2623.06High Throughput STR (HT STR) Service . 2624.0Request-Level Activities . 2624.01Time Spent on Casework . 2724.02Quantity of Items Analyzed. 2724.03No Exam . 2724.04Time Spent on Court Testimony and Monitoring . 2724.05Laboratory Technician Activities . 2724.06Marihuana Verification Tracking . 2824.07Peer Review . 2824.08Administrative Review . 2824.09Supervisory Review . 2824.10Latent Prints Activities . 2824.10.01 Impressions Developed . 2824.10.02 Impressions Submitted . 2824.10.03 Impressions Identified and Its Associated Subactivities .2825.0“LOCAL DATA” Tab . 2826.0Milestones. 2926.01Unassigned . 2926.02Assigned . 2926.03Findings Entered . 2926.04Draft Complete. 2926.05Technical Review . 2926.06Administrative Review . 2926.07Report Releasable . 2926.08Distributed. 3027.0Agency Representatives . 3027.01Adding a New Representative . 3027.02Editing a Representative . 3028.0Agencies . 3028.01Adding a New Agency . 3028.02Editing an Existing Agency . 31CLD LIMS ManualApproved by CLD ManagerPrinted Copies Are UncontrolledPage 3 of 36Revision January 11, 2016Revision 10

Washington State Patrol Crime Laboratory DivisionLaboratory Information Management System Operations Manual29.0Storage Locations . 3129.01Proficiencies . 3129.02Evidence . 3129.03Final Disposition . 3230.0Analytical Modules . 3230.01Controlled Substance Analytical Module . 3230.01.01 Examinations . 3230.01.02 NFLIS Tracking . 3230.01.03 Drug Results . 3230.02General Analytical Module (Latent Prints) . 3331.0Analytical Reports . 3332.0AutoText Files . 3332.01‘Global’ AutoText Files . 3332.01.01 High Throughput STR (HT STR) AutoText Files .33CLD LIMS ManualApproved by CLD ManagerPrinted Copies Are UncontrolledPage 4 of 36Revision January 11, 2016Revision 10

Washington State Patrol Crime Laboratory DivisionLaboratory Information Management System Operations Manual1.0IntroductionJusticeTrax (JT) LIMS-Plus is the Crime Laboratory Division (CLD) Laboratory Information ManagementSystem (LIMS), a software application for tracking cases and evidence, generating analytical reports, andproducing statistical reports and data. For specific instructions on how to use the LIMS-Plus software,please refer to the Help Contents file found within the application.2.0LIMS Support2.01LIMS ManagerThe LIMS Manager performs bureau level strategic planning and project implementation, represents theinformation technology needs of the bureau and backs up the LIMS Administrators in theirresponsibilities. The name of the current LIMS Manager is posted on the Forensic Laboratory ServicesBureau (FLSB) Portal. Please see Section 9.0 for information on the FLSB Portal.2.02LIMS AdministratorThe LIMS Administrator supports the JT application, maintains and protects the data, provides hardwareand software support related to the CLD and is the primary contact for the crime laboratories for LIMSassistance. The names of the current LIMS Administrators are posted on the FLSB Portal.3.0Laboratory ManagementLaboratory management is comprised of the individuals within FLSB having operational and or technicalresponsibility of the crime laboratories. Laboratory management includes the Crime Laboratory DivisionManager, the Laboratory Managers, and Laboratory Supervisors.4.0Local Point(s) of ContactDesignated laboratory staff act as the primary laboratory contact for LIMS Support. Each laboratory hasat least one Local Point of Contact and can have as many as three. Points of Contact are selected by theLaboratory Manager. Staff with this designation are expected to know and understand theirresponsibilities as Points of Contact. The list of current Points of Contact is posted on the FLSB Portal.4.01Primary ResponsibilitiesPrimary responsibilities of Local Points of Contact include: Provide training to new personnel in the use of LIMS-Plus. Communicate problems, ideas or solutions relating to information technology and LIMS-Plus toLIMS Support. Participate in LIMS committee meetings to:o Establish guidelines.o Recommend policy improvements.o Discuss LIMS issues.o Identify possible solutions.o Work on new directions for LIMS-Plus. Take LIMS-Plus and IT-related direction from LIMS Support. Assist LIMS Support with IT-related asset inventory control.CLD LIMS ManualApproved by CLD ManagerPrinted Copies Are UncontrolledPage 5 of 36Revision January 11, 2016Revision 10

Washington State Patrol Crime Laboratory DivisionLaboratory Information Management System Operations ManualLocal Points of Contact may also perform limited IT-related functions such as: Help laboratory staff add a new printer to their Windows profile, using the “Add a Printer” wizard. Reset a bar code label printer. Work with LIMS Support or other agency IT technicians to resolve a LIMS or IT problem.Some Local Points of Contact may also have permissions to “Add a new Agency”. See the list of currentPoints of Contact posted on the FLSB Portal to see who has these permissions.4.02Special Rights In LIMS-PlusLocal Points of Contact may be granted temporary permissions when working with LIMS Support.5.0Requesting LIMS-Plus AssistanceLIMS-Plus assistance is requested from LIMS Support via the Information Technology Division’s (ITD)work order system. This can be done by sending an email to ‘ITD Customer Services Group’ (addressingthe email to ‘ITD Customer Services Group’ results in the automatic generation of a work order) or byaccessing the work order system from the agency’s Intranet site (http://iwspsp/default.aspx). LIMSSupport may be contacted directly as well, especially for urgent situations. Routine requests submittedvia the work order system may include, but are not limited to: Chain of Custody edits. Case or evidence deletions. Add new Laboratory Staff. Modify a Laboratory Staff Name (e.g. name change due to marriage).6.0Requesting LIMS-Plus ModificationsIf modifications are needed in the LIMS-Plus application, the modification is submitted through therequester’s chain of command to LIMS Support for consultation and assessment. If approved by the LIMSManager and Laboratory Management, and the change is under the control of LIMS Support to make (forexample, a new service must be added to the application), the approved change will be made. Somemodifications may need to be submitted to JT for accommodation. Others still, depending on the scopeand complexity of the requested change, may be actual projects which would then be submitted throughthe agency’s Project Initiation Process. Please see the WSP Regulation Manual (Section 10.18.010) formore information on the Project Initiation Process.7.0Modifications to the LIMS Operations ManualTo submit modifications to this Operations Manual, the FLSB Document Review and Approval process isfollowed.8.0LIMS-Plus TrainingLocal Points of Contact or Laboratory Management-appointed designees provide training to newpersonnel in the use of JusticeTrax LIMS-Plus. LIMS Support may also provide training to new LocalPoints of Contact or others, upon request. To request to have LIMS Support provide LIMS-Plus training,the request is submitted through the requestor’s chain of command to LIMS Support (via the ITD workorder system) for assignment and scheduling. The training is based upon a review of the contents of theCLD LIMS Operations Manual and/or the LIMS-Plus Help Contents file.CLD LIMS ManualApproved by CLD ManagerPrinted Copies Are UncontrolledPage 6 of 36Revision January 11, 2016Revision 10

Washington State Patrol Crime Laboratory DivisionLaboratory Information Management System Operations Manual9.0FLSB PortalThe Forensic Laboratory Services Bureau SharePoint site, otherwise known as the FLSB Portal, is anagency hosted, internal website where commonly referenced materials which support standard operatingprocedures are stored. The FLSB Portal address for LIMS supporting materials ms/AllItems.aspx.10.0 LIMS-Plus Security10.01 User Names and AccountsLIMS-Plus User Accounts are created for all laboratory staff members needing LIMS access. LIMS-PlusUser Names are typically based on the Active Directory Services log-ons generated by ITD and areassigned by LIMS Support. When new account(s) are needed, submit a work order and include theinformation below. This information is needed to setup the appropriate account(s).There is a new employee in the Crime Laboratory.Effective Date: Employee Name:Employee Number:Employee Title:District Detachment: Mail Stop:Phone Number (direct dial and micro):Laboratory Functional Area:If in Chemistry, please provide the employee’s educational credentials:Instructions:ITD: Please set up for network access, internet, e-mail, and CLD LIMS.FLSB Secretary: Please add to Division phone list.ESD: Please add to the WSP Phonebook.Please call the Laboratory Manager with any questions.Once the LIMS account is created, LIMS Support will contact the involved party(ies), provide them withthe information necessary to begin using the new account and will generate any necessary laboratorystaff bar code labels.If modifications to existing accounts are needed, submit a work order. Within the work order, indicate theneeded change.10.02 Passwords/PINsTemporary passwords and Personal Identification Numbers (PINs) are assigned for new users or forsomeone whom has requested a password or PIN reset. The temporary password and or PIN are thenchanged by the user once he/she logs on.Please see the WSP Regulation Manual (Section 15.02.020, Employee Access to Electronic Information)for the agency’s password policy. This password policy is in effect for the LIMS Application; however dueto application limitations, LIMS cannot enforce certain segments of this policy, specifically the “(upper andlower case)” criteria of 15.02.020 B.1. Please see the LIMS Help Content file for guidelines andconstraints on LIMS-Plus passwords.PINs must be a four-number combination.CLD LIMS ManualApproved by CLD ManagerPrinted Copies Are UncontrolledPage 7 of 36Revision January 11, 2016Revision 10

Washington State Patrol Crime Laboratory DivisionLaboratory Information Management System Operations Manual10.03 Logging OffUsers will take steps to ensure that no one else can enter or change data in the application using theirlog-on and security levels, per WSP Regulation Manual Section 15.02.020 (Employee Access toElectronic Information).LIMS-Plus will automatically log off application users if the application is left inactive for a specified time.Laboratory Managers are responsible for determining their laboratories specific periods of inactivity.10.04 Roles and PermissionsRoles can be made as needed, per Laboratory Managers discretion, and are created in LIMS-Plus byLIMS Support. Roles are created to reflect the rights needed by groups of users.Permission levels are determined by Laboratory Managers and the LIMS Manager and are set by LIMSSupport. Security permissions dictate what kind of rights users have in LIMS-Plus and are managedthrough Roles. Permissions accumulate based on the number of roles applied to an individual user.Roles and permissions are maintained in the LIMS-Plus application. To review the roles and permissions,please contact LIMS Support.11.0 Entering a New Case in LIMS-PlusSeven sections (or tabs) comprise the case structure in LIMS-Plus:Case InfoAgencyOffensesIndividualsEvidenceRequestsLocal DataThese tabs and how they are used by laboratory staff are explained in the following sections of themanual.When entering a new case in LIMS-Plus, the following basic steps are performed: Enter the agency name and agency case number. Enter the offense using its UCR (Uniform Crime Reporting) code and date of offense. Enter the suspect(s) and/or victim(s) information. Enter each sealed entity of evidence with its appropriate chain of custody. Enter the storage location for each sealed entity of evidence. Create the appropriate “Request(s) for Service” and link to the request(s) (by “relating”) theoffense, suspects/victims, and evidence received. Assign the laboratory case number. Print evidence bar code labels and affix to each sealed entity of evidence. Print the “Request for Service” bar code labels and affix to the corresponding Request forLaboratory Examination (RFLE) form(s). An Assignment Notification Report, which also containsa “Request for Service” bar code, may also be printed.The steps outlined above do not necessarily need to occur in the order listed, nor are they a fullrepresentation of all steps that could occur for any given case. Additionally, these steps assume aproperly submitted case. If a case is not received in the fashion prescribed in the Forensic ServicesGuide, see the applicable section(s) in this manual on how the variations are handled within LIMS, as wellas the appropriate section(s) of the CLD Operations Manual.CLD LIMS ManualApproved by CLD ManagerPrinted Copies Are UncontrolledPage 8 of 36Revision January 11, 2016Revision 10

Washington State Patrol Crime Laboratory DivisionLaboratory Information Management System Operations ManualFor more information on the features available within the case structure, as well as additional informationon how to enter a case, please refer to the contents of this Operations Manual along with the HelpContents file.12.0 Assigning Laboratory Case NumbersWhere an RFLE for a brand new case initially enters the Crime Laboratory Division is where thelaboratory case number is assigned.If there is an existing laboratory case number, in most situations, that number is used instead of assigninga new laboratory case number. This means agency case numbers must be searched prior toassigning the laboratory case number.Below are steps to follow to determine the appropriate laboratory case number to use:1) Search for the agency case number using the “Agency Search” feature with “Contain” enabled forthe most comprehensive results.a. See the FLSB Portal for more information on how to perform an effective search in LIMS.2) If a single valid matching agency case number is found, use the laboratory case number of thatmatch instead of creating a new laboratory case number.a. Valid is defined as the agency case number AND agency name match.3) If numerous valid matches are identified involving multiple laboratory case numbers, first use theevidence received as a guide in determining the laboratory case number.a. For example, if you are in Marysville and you have received Documents evidence andfound matching laborat

Laboratory Information Management System Operations Manual CLD LIMS Manual Printed Copies Are Uncontrolled Revision January 11, 2016 Approved by CLD Manager Page 5 of 36 Revision 10 1.0 Introduction JusticeTrax (JT) LIMS-Plus is the Crime Laboratory Division (CLD) La

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