This is a ready-to-use dispatch log for recording the state of a cryoshipper or other cold chain shipping unit at the moment of dispatch and at every custody transfer until receipt. It exists to make the qualified assumptions behind a shipper’s published hold time, full and correct charge, upright orientation, an unopened container, verifiable for a specific real shipment rather than assumed. Replace every <<FILL: ...>> placeholder with your own specifics and route the completed log per your document retention procedure. A worked filled sample row follows.
Purpose
This log records, for every real shipment of <<FILL: product>>, the information needed to confirm the shipment left the charging station within its qualified starting condition and to reconstruct the chain of custody if a temperature excursion or other incident is later investigated.
Scope
Applies to every dispatch of <<FILL: shipper type(s)>> carrying <<FILL: product(s)>> from <<FILL: origin site(s)>>.
Field table
| Field | Format | Required | Who records it | When |
|---|---|---|---|---|
| Shipment ID | <<FILL: format, e.g. SHIP-2026-000123>> | Yes | Dispatching technician | At packout |
| Shipper unit ID / serial number | Text | Yes | Dispatching technician | At packout |
| Product / lot / patient-specific ID (as applicable) | Text, per privacy and labeling procedure | Yes | Dispatching technician | At packout |
| Charge date and time | Date/time | Yes | Charging station operator | At charging |
| Charge verification method | <<FILL: e.g. gravimetric check, vendor indicator>> | Yes | Charging station operator | At charging |
| Time held between charge and dispatch | Duration | Yes | Dispatching technician | At dispatch |
| Orientation check performed (tip indicator confirmed unset) | Yes/No | Yes | Dispatching technician | At dispatch |
| Logger ID(s) installed | Text, one row per logger | Yes | Dispatching technician | At packout |
| Tamper-evident seal number(s) | Text | Yes | Dispatching technician | At packout |
| Dangerous goods documentation completed (as applicable) | <<FILL: e.g. "Not Restricted, A152" statement on air waybill, or UN 1845 shipper's declaration>> | Yes, if applicable | Dispatching technician or EHS designee | At dispatch |
| Carrier and tracking / waybill number | Text | Yes | Dispatching technician | At dispatch |
| Number of planned handoffs / legs | Number | Yes | Dispatching technician | At dispatch |
| Custody transfer event(s) | Timestamp, location, receiving party | As occurs | Carrier or receiving site, if visibility available | Each transfer |
| Receipt date and time | Date/time | Yes | Receiving site staff | At receipt |
| Seal(s) intact at receipt | Yes/No | Yes | Receiving site staff | At receipt |
| Logger data downloaded and reviewed against qualified range | Yes/No, reference to review record | Yes | Quality | Before product release |
| Disposition | <<FILL: released / rejected / under investigation>> | Yes | Quality | Before product use |
Instructions
Complete the dispatch fields before the shipper leaves the charging or packout area; do not backfill charge or orientation data after dispatch. Record every custody transfer event the carrier or tracking system makes visible; a lane with no real-time visibility still requires the planned handoff count to be stated so a gap in the record is recognizable as a gap, not treated as evidence nothing happened. Logger data review and disposition are completed by Quality before the product is used, never inferred from an on-time delivery alone.
Retention
Retain this log per <<FILL: site document retention procedure and retention period, tied to the product's own record retention requirement, e.g. matching the patient medical record retention period for a patient-specific therapy>>. Retrieve alongside the associated shipping qualification report (see the paired protocol) if the shipment is ever the subject of a complaint, deviation, or audit.
Filled sample row
| Field | Entry |
|---|---|
| Shipment ID | SHIP-2026-004417 |
| Shipper unit ID | X200-DV-0031 |
| Product / patient ID | ACT-07, Patient ID per site coding procedure |
| Charge date/time | 2026-09-03, 14:10 local |
| Charge verification | Gravimetric check against vendor-specified fill weight, confirmed full |
| Held before dispatch | 3 hours 20 minutes |
| Orientation check | Yes, tip indicator confirmed unset at packout |
| Loggers installed | LOG-1182 (center), LOG-1183 (near-lid) |
| Seal number | TES-88712 |
| Dangerous goods documentation | ”Not Restricted, as per Special Provision A152” recorded on air waybill AWB-556021 |
| Carrier / waybill | CarrierCo, AWB-556021 |
| Planned handoffs | 2 (origin airport, destination airport transfer to ground courier) |
| Custody transfers logged | 2026-09-03 18:40 airport intake; 2026-09-04 06:15 destination airport release to ground courier |
| Receipt date/time | 2026-09-04, 09:05 local |
| Seals intact at receipt | Yes |
| Logger data reviewed | Yes, reviewed 2026-09-04 by Quality, full transit within qualified range |
| Disposition | Released for use |
Common findings this log prevents
- A published hold time cited for a shipment whose actual charge state at dispatch was never verified or recorded.
- No record of how many handoffs a shipment actually experienced, making a pattern of excursions on a given lane impossible to see.
- Seal numbers not recorded, so a tamper event at receipt has nothing to compare against.
- Product released for use based on on-time delivery alone, with no documented logger data review by Quality.
How to adapt this log
- Set the field list to match your own shipper types and the visibility your carriers actually provide; do not include a field you cannot realistically populate.
- Tie the retention period to your product’s real record retention requirement, not a generic default.
- Route the completed log into your normal batch or shipment record so it is retrievable alongside the disposition decision it supports.