Table 1 User Requirements Analysis and Integrated Information System Solution for Biobanks

Improve the efficiency of administrative examination and approval and timely and efficient communication

A Project Management function module is set up in the system to enable online review and approval.

The system assigns roles and permissions to different users. Researchers using the biobank can initiate various administrative approvals online and upload the corresponding attached materials, and simply submit the approvals to the biobank administrator. The administrator of the biobank, the director of the department of science and education, and the dean in charge of the hospital can complete the review online.

The system is equipped with a notification function. The biobank administrator sends the approval process and various required forms to the researcher’s account, so that users can download and use them at any time and communicate with each other in a timely manner.

Quickly and efficiently obtain and record clinical data of biological samples

A Specimen Information Management function module is set up to connect with the HIS system and use the registration number or hospitalization number as the unique identification information to capture the basic information and diagnostic information with one key.

Multi-dimensional information retrieval and invocation

Based on MySQL database, multi-dimensional specimen search types are set up in the system. According to the use of specimens in medical research, the system has set up “query by field”, “batch query (fuzzy query)”, “query by type of specimen”, and “Visual positioning query” function.

The system has the functions of exporting and printing the query results. When researchers query the required specimens and affiliated clinical information, they can export all the results to excel table with one click, which is convenient for data analysis of medical research.

Refined management to ensure the quality of human genetic resources

A Quality Management function module has been set up in the system to monitor the entire process of human genetic resources from collection to use or destruction, facilitating risk and quality management. According to the project’s research programme, pre-storage handling parameters, processing and dispensing parameters are tied to the appropriate specimen type, prompting staff to reduce manual errors and specimen damage.

Adapt to relevant upgrade requirements and retain upgrade space (design space)

The system is designed in parallel mode for internal and external networks, which can be switched freely. The system is fully prepared for multi-centre research (external network) and open sharing of information across multiple platforms.

The Custom Fields function is set up in the System Settings function module. Users of the system (authorised by the advanced user) can change the approval process, pre-processing parameters of specimens, collection conditions, processing parameters, dispensing parameters, field information of specimens and so on.

Fully ensure information security

The system adopts Browser/Server (B/S) architecture and supports multi-account logins. The servers are installed in a dedicated server room and the operating network is an internal network, which fully guarantees information security.

System users can only view and manage specimen and clinical information within their own projects.