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INTRODUCTION

This document describes the basic procedure for the request and receipt of new plasmids for the public collection.

PROCEDURE

1. New plasmids for admission in the public collection are identified as a follow-up of one of the events specified hereunder: 

• an application by a depositor (1.1.)
• a customer request (1.2.)
• screening scientific literature databases (1.3.) 

2. In cases (1.2.) and (1.3.) potential depositors are invited with a letter to deposit the plasmid with the collection. 
3. In order to receive the information about the plasmid in a standard format, the depositor is requested to complete and return the collection’s Accession Form. The data given in the Accession Form should enable the collection to decide whether the plasmid can be accepted or should be refused according to the criteria established. The form should also provide the information necessary for handling and preservation of the plasmid, as well as information of interest to the scientific community. Examples of such ‘Accession Forms’ are annexed: PP/1998/02/01 Appendix 1 and PP/1998/02/01 Appendix 2. 
4. The depositor sends the completed Accession Form to the collection, preferably in advance to the despatch of the plasmid. 

5. On receiving the plasmid, it is stored as appropriate until Quality Control (PP/1998/03/01 and PP/1998/03/02) can be started. It is advisable to preserve, if possible, the original material. 

6. Minimal information about the plasmid (plasmid name, accession number, depositor name, bacterial host strain, …) is recorded, whether computerized or not. 

7. A letter of acknowledgement of receipt is sent to the depositor. 

8. All the correspondence to and from the depositor is kept in an administrative file.