Form: Microbial Identification Record

This is a ready-to-use controlled record for one microbial identification. It captures the raw result, the confidence, the library version, and any escalation, so the call is attributable, reproducible, and defensible. Replace every <<FILL: ...>> placeholder, attach it to the source sample or investigation, and route it through your normal review. Field definitions and a filled specimen follow. This content is educational reference, not legal or regulatory advice.

Record header

Field	Format	Required	Who	When
Record number	`<<FILL: ID-ID>>`	Yes	Analyst	At start
Isolate ID	text	Yes	Analyst	At start
Source sample / event reference	text	Yes	Analyst	At start
Area and grade	text	Yes	Analyst	At start
Sample type	text	Yes	Analyst	At start
Date recovered	date	Yes	Analyst	At start

1. Purity and first read

Field	Entry
Pure culture confirmed	Yes / No (if No, subculture and re-isolate)
Colony morphology	`<<FILL>>`
Cell morphology	`<<FILL>>`
Gram reaction	`<<FILL: Gram-positive / negative; cocci / rods; yeast / mold>>`

2. Primary identification (MALDI-TOF)

Field	Entry
Preparation	Direct smear / formic-acid extraction
Score	`<<FILL>>`
Call at that score	`<<FILL: species / genus / no reliable ID>>`
Organism called	`<<FILL>>`
Library / database version	`<<FILL>>`
Re-prep / re-run performed	Yes / No, `<<FILL: result>>`

3. Escalation (if required)

Field	Entry
Escalation trigger	`<<FILL: below cutoff / poorly represented / challenged in investigation>>`
Method	`<<FILL: 16S / ITS / D2 sequencing / strain typing>>`
Database and percent identity	`<<FILL>>`
Strain-typing result (if any)	`<<FILL: same strain / different strain>>`

4. Final result

Field	Entry
Final identification	`<<FILL>>`
Level achieved	Genus / Species / Strain
Level required for this situation	`<<FILL>>`
Level requirement met	Yes / No
Objectionable-organism assessment needed	Yes / No (route to the assessment form)

5. Records and review

Field	Entry
Isolate retained	Yes / No, location `<<FILL>>`
Analyst (name, signature, date)	`<<FILL>>`
Reviewer (name, signature, date)	`<<FILL>>`

Field definitions

Pure culture confirmed: identification of a mixed culture is invalid; confirm purity first.
Score: the MALDI confidence value; compare to the cutoffs defined in the governing SOP, not to a personal judgment.
Library / database version: records which reference produced the call so it can be reproduced; the library is a controlled record changed under change control.
Level required for this situation: from the risk-based rule (species for Grade A/B and investigations; genus often acceptable for routine lower-grade trending).

Retention

Retain with the source sample record or investigation for not less than <<FILL: retention period>>. Retain the physical isolate at least until any related investigation closes; you cannot strain-type a plate you threw away.

Filled specimen

The following shows the record completed for an example Grade B active-air recovery during an excursion. Numbers are illustrative.

Record: ID-2026-0771. Isolate: ISO-2026-0512. Source: EM excursion DEV-2026-0140. Area/grade: Grade B, active air. Sample type: active air, 1 m3. Recovered: 09 May 2026.

Step	Entry
Pure culture	Yes
Gram reaction	Gram-positive cocci in tetrads
MALDI prep / score / call	Formic-acid extraction; score above species cutoff; Micrococcus luteus
Library version	LIB-v12.3
Escalation	None required (clear species score, not challenged)
Final ID / level	Micrococcus luteus, species
Level required / met	Species (Grade B recovery, excursion) / Yes
Objectionable assessment	Not classically objectionable; assessment recorded in the investigation
Isolate retained	Yes, freezer rack B-12
Analyst / reviewer	T. Lin / S. Marsh, 10 May 2026

The species-level call on a Grade B excursion isolate let the investigation conclude it was a transient human-associated organism rather than a waterborne Gram-negative or a spore-former, which directed the root cause and disposition. The isolate was retained in case the trend later required strain comparison.

Common inspection findings this record prevents

A call recorded with no score and no library version, so it cannot be reproduced.
Genus recorded where the situation required species, with no escalation.
Identification of a mixed culture with no purity confirmation.
Isolate discarded before the related investigation closed.

How to adapt this form

Set your record numbering and link it to the sample and investigation systems.
Make the library-version and score fields mandatory in your electronic or paper form.
Make the “level requirement met” answer a gate: a No must force escalation, not a sign-off.
Confirm the retention period and isolate-retention rule against your schedule.