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If your QC lab is drowning in paperwork and is constantly sifting through messy spreadsheets, it’s time to break free from the chaos. Explore the best practices and tools to transform and speed up your laboratory operations.
When Stefania joined Micarna, the leading producer of meat, poultry, fish, egg, and seafood in Switzerland, and assumed responsibility for the lab, she faced a daunting challenge. The lab's quality control processes were outdated, with a labyrinth of disparate Excel spreadsheets and piles of printed paperwork. Overwhelmed by cumbersome paper-based processes, Stefania approached Micarna's managing director with a simple yet pressing concern: "There is so much paper, I can't work like this anymore."
This pain is familiar to each laboratory employee working with large volumes of data. Heaps of paperwork, error-prone Excel spreadsheets, different data formats – all of it adds hours of work and blocks the productivity of the entire lab. Chaotic data management can cause various issues, from report mistakes and data losses to failed compliance and product recalls.
The good news is, the data management challenge can be solved with the right approach and technology. In this article, we’ll discuss how laboratories can streamline their data management and what tools can help with that. But first, let’s start by outlining the main challenges in laboratory data management.
The case of Micarna isn’t an exception. Quality control labs worldwide face similar issues, dealing with hundreds of samples daily. But that’s not all.
Here are some challenges labs have to deal with every day:
All these challenges not only make the lives of lab employees harder but also increase the risk of data loss and lead to multiple negative outcomes:
But how can you make sure your lab data is structured, easily accessible, and reliable? The answer is proper data management. Let’s delve into key practices labs can adopt to achieve it.
How exactly can labs manage their data? Here are 5 must-do data management practices for fast and stress-free QC processes.
The first step to streamlined data management is correct data collection. That’s where data standardization is essential. Labs should establish consistent data formats and create data dictionaries to ensure that every employee records and interprets data similarly. This reduces errors and makes it easier to compare results across different experiments. For example, using standardized units of measurement and predefined data entry fields can prevent confusion and ensure consistency. This practice also simplifies data integration with other systems, making it easier to share and analyze data across platforms.
Labs need a clear plan that outlines how data will be collected, stored, shared, and archived. This plan should specify who is responsible for each task, ensuring everyone knows their role. For instance, having a protocol for regularly backing up data and setting access permissions can prevent data loss and unauthorized access. A suitable DMP also helps labs comply with regulatory requirements and ensure data security and privacy.
Once data from numerous sources is collected, it should be stored in a single location. By storing all data on a centralized platform, labs can ensure that data remains easily accessible and reliable. This eliminates the need to search through myriads of spreadsheets and documents to find the needed information which is especially important during compliance audits.
When hundreds of orders have to be created, sent, and received daily, it takes hours just to manage this paperwork. Standardized report templates fasten this process, significantly saving time on documenting testing results. Implementing electronic signatures also drastically reduces the time spent on reporting. Instead of printing, signing, and scanning documents, team members can use e-signatures to approve reports quickly, speeding up the entire process and improving traceability.
Modern data management tools offer features like automated data entry, seamless integration with other lab systems, and built-in reporting features. With data management tools labs can significantly reduce the time spent on manual data entry and minimize errors. Investing in data management software helps labs stay efficient and compliant while freeing up resources for scaling.
Implementing data management tools is the key practice that will allow you to adopt all other measures. But how can you choose the most suitable solution for your laboratory that will cater to your lab’s specific needs and eventually pay off?
To find the answer, let’s overview the main solutions for laboratory data management.
Lab data management has evolved significantly over time. Previously, we could rely only on traditional methods, such as paper documentation or Excel spreadsheets. But now companies can adopt modern sophisticated systems that help control all QC processes.
Here are the main options you can choose from for streamlining your lab’s data management:
1. Electronic lab notebooks (ELNs). ELNs are software tools designed to help researchers and lab administrators manage and store lab data electronically. They provide a platform for data entry, metadata tagging, and easy sharing and collaboration with other researchers. ELNs also offer a powerful search functionality that allows users to retrieve data quickly and easily.
2. Statistical analysis software (SAS). SAS and SPSS (Statistical Package for the Social Sciences) offer companies a wide range of methods for analyzing lab data. These tools enable users to perform complex data manipulations, exploratory data analysis, and advanced statistical modeling. SAS is known for handling large datasets and SPSS is used for comprehensive statistical tests.
3. 3Data visualization software simplifies the understanding and analysis of laboratory data. Tableau is one of the most common visualization solutions. Through interactive charts, graphs, and dashboards, users can effectively analyze complex data sets, uncover hidden correlations, and extract meaningful information, making more informed decisions.
4. Laboratory information management systems (LIMS). LIMS is a software-based solution designed to streamline and automate various aspects of laboratory operations, including data management, sample tracking, and workflow optimization. LIMS serves as a centralized platform for organizing and managing all lab data.
After Stefania protested against piles of paper documentation, Micarna decided to adopt a LIMS for storing and managing all lab data. Here’s how this decision changed all their laboratory processes.
After Micarna reached out to 1LIMS for help, our experts analyzed Micarna's existing processes and offered a tailored solution for their specific needs. (Check out our LabCheck workshop to learn more).
We worked closely with Micarna to ensure a seamless transition from traditional paper-based processes to a digital environment. After successful 1LIMS implementation at their main production site, our team progressively integrated the system across all 23 locations. Also, we automated imports of SAP article master data into 1LIMS to help both stakeholders and the lab staff easily access the right information.
The results were well worth it – with 1LIMS, the Micarna lab saw a significant increase in sample throughput.
Implementing 1LIMS turned out to be an exceptionally smooth process. The system's intuitive interface made it easy for even the most technologically hesitant Micarna team members to move to the platform. Now, employees can access the needed info in just one or two clicks or simply scan the QR code attached to each sample to see the sample data on their screen.
To discover more details, make sure to read our case study.
If your lab faces similar issues to Micarna’s, 1LIMS can facilitate and speed up your lab data management. Here are the main benefits 1LIMS brings to laboratories.
1LIMS brings all lab data to a single digital platform. No more switching between Excel spreadsheets – everything is accessible from one place.
You can quickly document test orders and report results with 1LIMS automation features. Just scan the QR codes on the labels and see all sample data on your screen.
The intuitive interface of 1LIMS makes the system easy to use for any team member. With just one or two clicks, you'll find exactly what you’re looking for.
1LIMS makes compliance stress-free. With every order documented and stored, auditors can easily find the information for any sample.
Want to see how to run the entire laboratory on one platform, stay compliant, and have full control over your data? Book a FREE demo to see 1LIMS in action without any obligations.
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