Researchers identify the samples that they need for their studies based on a sophisticated process of “querying” the inventory of the biobank via a computer program to ascertain what is available.

For example, a researcher might define the following parameters about the samples he/she wants:

• The clinical history of the donor (what disease did the patient have; how far advanced, etc.)
• The treatment regimen prescribed to the donor (what drugs did that patient receive, when, and with what outcome, etc.)
• Characteristics of the sample (size, cell heterogeneity, etc.)
• Format of the sample (frozen, embedded in paraffin, molecular extract, etc.)

In most cases, the research project itself (known as the scientific protocol) must receive a merit review by the parent institution of the researcher. Such a review ensures that the research is inherently valuable, since biospecimens are a finite resource and must be used wisely as part of the “chain of trust” with donors. Moreover, that scientific protocol must be reviewed, often by the institutions’ Institutional Review Boards and found to be ethically sound with respect to donor safety and privacy. Researchers are typically obligated to sign a statement saying that they will not attempt to contact a donor directly, or in any way abrogate the donor’s privacy and confidentiality.

Finally – although most biobanks are non-profit organizations – researchers usually have to reimburse the biobank for its costs associated with providing the samples. Those fees are typically included in the research grant mechanism.