Laboratory Inventory Management Train-the-Trainers Workshop

 

Laboratories are a key component in supporting the health security system. Implementing biorisk management in laboratories is crucial, especially in laboratories used for COVID-19 testing, handling dangerous pathogens, diagnosing infectious diseases, and conducting scientific research involving potentially hazardous biological agents. This is done to protect laboratory staff, the public, and the environment from the risk of spreading dangerous pathogens. Therefore, comprehensive attention is required for managing biosafety and biosecurity in the laboratory. Biorisk management must also follow standardized systems to minimize hazards as effectively as possible.

Recognizing this urgency, the Indonesia One Health University Network (INDOHUN), through the One Health Laboratory Network (OHLN), in collaboration with Health Security Partners (HSP) and supported by the U.S. Biosecurity Engagement Program (BEP), organized a Workshop on Management of Materials Containing SARS-CoV-2 and Derivative Materials on November 16-17, 2023, in Jakarta. Participants conducted a self-assessment on their readiness to implement the COVID-19 sample inventory protocol. Following this, inventory assessment visits were conducted to ensure the effective implementation of the COVID-19 sample inventory protocol at institutions. As a follow-up to these activities, a Laboratory Inventory Management Train-the-Trainers Workshop was held on September 25-27, 2024, in Bandung.

The event was virtually opened by Dr. Betsy Biedlingmaier, a representative from the Biosecurity Engagement Program of the U.S. Department of State (BEP/DOS), followed by remarks from Mrs. Wahyuni Kamah, the Biosecurity Engagement Program (BEP) Manager at the U.S. Embassy in Jakarta, Jamie Li, the Program Manager at Health Security Partners (HSP), and Dr. drh. Joko Pamungkas, M.Sc., Deputy Coordinator of INDOHUN, who officially opened the event.

Over the three-day workshop, participants received relevant materials on managing substances containing SARS-CoV-2 and derivative materials. The materials were delivered by Dr. Barbara Johnson, Dr. Aroem Naroeni, Berkat Putra, SKM, MKM, Eka Pratiwi, M.Biomed, and Dr. drh. Susan M. Noor, MVSc. The topics covered included:

Day One:

• Overview of the Inventory Management and Assessment Process
• Inventory of Biological Materials: First Steps in Building a Biorepository
• Inventory of Infectious Material (IM) and Potential Infectious Material (PIM) in Indonesia within the Framework of Polio Eradication
• Challenges and Solutions to Implementing Inventory Management for Human and Animal Pathogens (other than SARS-CoV-2)

Day Two:

• Inventory Management at the Biorepository SARS-CoV2 at the Center for Health Laboratory, Ministry of Health
• Emergency Preparedness: Inventory Conservation Lessons Learned from Past Natural Disasters

Day Three:

• Considerations for Animal Specimen Biorepository: Ensuring Quality, Security, and Integrity

Throughout the workshop, participants engaged in intensive and interactive sessions. They also presented the verification of self-assessment results and discussed topics such as SOP Development for Emergency Situations, Inventory Management Protocols for Outbreaks of High Consequence Pathogens (HCPs), and Teach Back Topics. Facilitators for these discussions included Dr. Diah Iskandriati, Dr. Aroem Naroeni, and Dr. drh. Susan M. Noor, MVSc.

The final session focused on discussing recommendations applicable to all universities and institutions for improving inventory management, which included:

1. Establish a Biorisk Committee and appointing a Biosafety Officer (BSO)
2. Conducting FGDs or training for laboratory personnel
3. Reporting training outcomes to Management
4. Sharing training information with colleagues in the laboratory
5. Developing guidelines for inventory and revising existing SOPs for the storage and destruction of materials
6. Assigning barcodes to all stored materials
7. Reviewing the current inventory of biological materials
8. Appointing a person responsible for the inventory
9. Encouraging the creation of laboratory policies on inventory, particularly for high consequence pathogens
10. Establishing emergency preparedness plans
11. Conducting regular internal audits
12. Developing plans for storage and destruction during outbreaks
13. Ensuring that storage facilities comply with biosafety and biosecurity principles

Evaluation and feedback from participants showed that 71.4% strongly agreed that facilitators contributed to the effectiveness of the workshop, 57.1% found the material relevant to their work, and 81% believed the event provided valuable networking opportunities.

This Train-the-Trainers workshop aimed to strengthen participants’ capacity to share the knowledge gained during the visits and equip them with practical skills to become facilitators in their respective laboratories. With this format, participants gained a deeper understanding of sample inventory protocols, safety procedures, and effective laboratory management. They are expected to transfer this knowledge to other laboratory teams, ensuring consistent implementation of operational standards.

Additionally, the workshop focused on developing communication skills and effective presentation techniques. Discussions and simulations were organized to ensure that participants could present material in an engaging and easily understandable manner. With the Train-the-Trainers approach, participants are not only expected to become skilled practitioners but also change agents capable of leading their laboratory teams in improving risk and safety management. The workshop also served as a forum for evaluating and reflecting on experiences from the visits, allowing participants to share insights and best practices encountered in each laboratory.