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Lab sample management essentials:
6 best practices for success

Precise and accurate lab sample management is not a nice-to-have in scientific research and analysis – it’s a must-have. Each lab sample holds vital information, a critical result, a potential breakthrough or more. And all it takes is a single bad label, mishandle or lost-in-the-shuffle moment to lead to disaster. But with a few lab sample management best practices and the right labels and tools, labs can protect themselves from potential pitfalls.

Proper lab sample management is critical to quality and reliability

Maintains data integrity and reproducibility

When data integrity and reproducibility are called into question, it jeopardizes results and the work – sometimes years – that went into gathering them. Proper sample identification and sample tracking ensure sample integrity so outcomes can be validated.

Ensures compliance with industry regulations and standards

Lab research can be closely regulated due to potential risks associated with various samples, chemicals and substances. Compliance, including labeling, is essential to maintaining safety, the environment and your legal obligations. These standards and regulations may include:

Prevents costly errors and repeated experiments

Mistakes in lab sample management can be financially burdensome and time-consuming. Mislabeling or losing samples can lead to repeated experiments, wasted resources and prolonged project timelines.

Helps preserve sample viability and long-term storage

Some labs require long-term sample storage. Improperly managed samples can degrade over time, rendering them useless for future research. With proper sample identification, labeling and storage procedures in place, the viability of samples can be preserved.

Bad lab sample management leads to bad outcomes

Samples get lost

Sample loss has far-reaching consequences. Not only does it lead to financial losses due to wasted resources, but it also consumes valuable time that could be better spent on advancing research.

Samples get mislabeled

Mislabeled samples can lead to incorrect experimental outcomes. Researchers may unknowingly use the wrong samples, resulting in flawed data that cannot be relied upon during validation and peer review.

Samples get misplaced

Even if they’re found, misplaced samples disrupt the workflow of a laboratory. Researchers spend unnecessary time searching, which hampers productivity and slows processes.

6 lab sample management best practices

  1. Implement a comprehensive sample management protocol

    A robust sample management protocol should be established, outlining every step from sample collection to disposal. Written policies should detail components, including:

    • Collection, labeling, preservation and transport
    • Evaluating, processing and sample tracking
    • Storage, retention and disposal
    • Forms and information requirements
    • Safety practices
    Numerous enclosed vials containing various samples, with a scientist applying a cap label to one of the vials for precise identification.

  2. Standardize sample handling and storage procedures

    Consistency is key to successful lab sample management. Standardized procedures ensure that all laboratory staff handle and store samples in the same manner, minimizing the risk of errors. Outline each step of the sample handling process and ensure procedures are regularly reviewed and updated. Throughout the process, encourage staff feedback to glean valuable insights and improve the process.

    Tiny vials containing samples, with identification labels being carefully applied for accurate tracking and record-keeping.

  3. Use quality lab labels and tools to minimize errors

    Printing on high-quality lab labels ensures that labels remain legible and intact over time. Utilizing materials and lab printers built for lab environments is a proactive approach to prevent errors.

    • Opt for materials that are specifically designed to withstand the challenges of laboratory environments.
    • Invest in printers that yield consistent and high-quality results. Technologies like thermal transfer or inkjet provide clear and precise text, images and barcodes
    • Print high-resolution barcodes
    • Establish a routine schedule for auditing labeled samples, including legibility, adhesion and overall condition
    • Add color to your labeling to enhance identification effectiveness
    • Utilize lab sample management software to create custom labels, import data, reduce identification errors and track samples better
    A scientist employing a scanner to verify the ID number of a sample, ensuring accurate tracking and data management.

  4. Utilize barcodes and scanners for streamlined sample tracking

    Barcode labels are machine-readable codes that consist of a series of lines, numbers, or symbols. In the laboratory, they act as unique identifiers for samples, enabling rapid and error-free data entry. Advantages include:

    • Efficiency: Barcodes expedite the identification process
    • Time savings: Barcode scanning is significantly faster than manual data entry
    • Reduced human error: Barcodes minimize manual data entry risks by automating data input
    • Enhanced data traceability: Barcodes create an audit trail for each sample, documenting its movement and changes over time
    • Centralized information: Barcode-linked databases provide a centralized repository for sample information

    Integrating barcode scanners with Laboratory Information Management Systems (LIMS)

    Barcode scanners may integrate with Laboratory Information Management Systems (LIMS), creating a cohesive system that automates data input and retrieval. Automated lab labeling and sample tracking through barcodes and LIMS ensure seamless data flow, real-time updates and better data accuracy.

    The role of barcoding in automated sample tracking and inventory management

    Barcode-enabled systems automate inventory tracking so laboratories can quickly find the location and status of each sample. This expedites processes and reduces downtime spent searching for samples. It also outlines a comprehensive audit trail of sample movements, often critical for maintaining compliance with industry regulations and quality assurance standards. Lastly, barcoding allows laboratory staff to focus on mission-critical responsibilities rather than manual record-keeping tasks.

    A barcode scanner in action, reading a QR code for data retrieval.

  5. Integrate a chain of custody system

    For heightened security, laboratories may implement a chain of custody system. Chain of custody systems:

    • Tracking the movement of samples
    • Enhancing accountability
    • Safeguarding against unauthorized access

    This increased security is especially important in industries where lost or misidentified samples can have dramatic effects. Consider the consequences of a lost sample in a forensic laboratory, for example.

    An employee diligently creating a chain of custody document, ensuring secure tracking and accountability in the process.

  6. Train staff

    Proper training is essential for laboratory staff to understand and follow sample management protocols. Without training, protocols and standards can become quickly forgotten or unintentionally ignored. Consider implementing:

    • Onboarding training that emphasizes your lab's sample management process
    • Regular and ongoing training sessions to ensure that all team members are aligned with best practices
    • Visual reminders of best practices in the form of signs and charts
    • Training on essential tools like barcode scanners and applicable software
    A scientist engaged in hands-on training to master a sophisticated sample management program, enhancing proficiency in laboratory operations.

It bears repeating — precise and accurate lab sample management is not a nice-to-have in scientific research and analysis — it's a must-have. That said, it's also a very achievable objective if you follow these best practices and properly label samples using the appropriate tools to ensure easy identification and compliance. In achieving optimal lab sample management, you will avoid costly pitfalls of ruined specimens and lost time and productivity so you can concentrate on your sample objectives without worry.

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