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Picture this: a lab technician urgently needs a specific sample for a critical test but fails to find it among outdated logs, spreadsheets, and handwritten labels. Why do such situations happen more and more often in modern laboratories?
The problem is that many labs still depend on one person managing samples manually, using spreadsheets or paper logs as their main tools. This setup might work initially but quickly becomes a bottleneck as samples grow. Traditional tools can't keep up, and relying on one person for critical tasks leads to delays, mistakes, and lost data.
What’s the solution then? The only way to set up streamlined sample management is to transition to lab sample management software. At 1LIMS, we specialize in helping laboratories coordinate and automate sample management. In this article, we’ll explore best practices for managing samples and spotlight real-world examples of labs that have successfully overhauled their processes with the right tools.
Let’s start by identifying the key challenges labs encounter when proper sample management systems are missing.
Managing samples with spreadsheets or paper logs might seem straightforward, but it’s a ticking time bomb for labs handling increasing workloads. Here’s why manual sample management often fails to handle the workload of modern labs.
For manufacturing and food industries, mislabeling can have catastrophic consequences. Human error, often due to manual entry or unclear labeling systems, leads to mislabeled or misidentified samples. For example, a mislabeled batch of raw materials in a food production line could result in allergenic ingredients being incorrectly listed – or omitted entirely – on product labels.
The ripple effects can include failed quality tests, production delays, and regulatory penalties. If undetected, mislabeled samples can lead to contaminated or substandard products reaching consumers and posing serious health risks.
In a high-volume manufacturing or food lab, every minute counts. A misplaced sample, whether it’s a batch of raw materials, a quality control test, or a microbiological specimen, can stall production. This can lead to missed deadlines, disrupted supply chains, and additional storage costs while awaiting re-tests.
For example, if a pathogen testing sample is misplaced in a food lab, the entire batch it represents might need to be quarantined or discarded. These delays can significantly impact profitability.
Lost samples represent wasted resources, irretrievable data, and even liability issues. For example, losing a retained sample that could have validated compliance in a customer dispute could result in legal penalties or fines. In addition, for industries adhering to strict standards like HACCP or ISO 22000, lost samples could trigger audits or certification suspensions.
For both food and manufacturing labs, traceability is not optional – it’s a legal and ethical requirement. Without a clear chain of custody, labs lose the ability to prove who handled a sample, where it came from, and how it was tested. This lack of transparency compromises compliance with regulations such as the new food traceability rule issued by the FDA or ISO 9001, exposing businesses to regulatory scrutiny and fines. Furthermore, broken chain-of-custody processes can lead to inconsistent quality, higher defect rates, and diminished customer trust.
How can labs solve these problems and ensure their sample management excludes the risk of errors? Labs must establish comprehensive sample management practices that address proper handling, storage, tracking, and documentation of samples. Further, you can find the main practices for streamlined laboratory sample management.
Here are seven essential practices every lab should adopt to ensure sample integrity:
While these tasks form the foundation of effective lab sample management, they can be daunting to implement manually. Modern labs, especially those focused on scaling operations and reducing errors, increasingly rely on Laboratory Information Management Systems (LIMS) to automate critical lab processes. Let’s see how LIMS benefits labs, using the example of 1LIMS, a modern lab data management software.
1LIMS, a cloud-based data management system, is the ultimate tool for overcoming challenges in sample management. By streamlining sample tracking, integrating data across devices and systems, and automating inventory control, 1LIMS simplifies even the most complex workflows. Let’s take a look at its features to see what benefits it gives to companies that have already adopted it.
The main 1LIMS benefit is that it solves the problem of data management and sample tracking once and for all. Having real-time dashboards, anyone in the lab can instantly access and see all sample-related data, from process status to sample origin and location.
Polygal AG, a Swiss company specializing in natural hydrocolloids, needed a centralized solution to work faster and improve data accuracy. 1LIMS fitted their needs perfectly and allowed them to solve the main bottlenecks they had:
✔ Streamlining their data stack onto a single platform
✔ Eliminating manual work from collecting, organizing, and sharing data across teams
✔ Accelerating data analysis and turnaround times
Switching to 1LIMS has speed up Polygal's quality management process. All critical information for laboratory managers is now centralized on a single platform with multiple users at various production sites able to access data simultaneously.
1LIMS takes sample data management to the next level with its seamless integration capabilities. By connecting to lab devices, ERP systems, and external service labs, 1LIMS automates data transfers, reducing manual input errors and ensuring data accuracy:
Such integrations not only speed up your lab’s processes but also enhance reliability, letting your team focus on critical tasks rather than manual data input.
1LIMS greatly simplifies sample management by allowing lab managers to access all needed sample data with one simple code scan. With automated label generation and integrated barcode or QR code scanning, entering data into orders and analyses takes seconds. A quick scan provides instant access to the complete testing and analysis history of any sample.
Micarna, a top meat producer in Switzerland, struggled with inefficient, paper-based processes in its quality control lab. Implementing 1LIMS brought a complete transformation: the lab now processes 50% more samples, has significantly lowered per-sample analysis costs, and has made compliance audits far more straightforward.
By minimizing manual data entry and information search with QR codes, Micarna sped up sample handling and reduced errors, unblocking resources for handling more samples.
1LIMS simplifies the often tedious process of reporting with an email automation feature. Laboratories can send test reports, certificates of analysis (COAs), and invoices directly to customers with just a few clicks. The system connects to popular email platforms like Gmail and Outlook, allowing users to create and send reports in minutes.
These are just a few features 1LIMS offers, but the system can be fully configurable to fit your lab’s unique needs. Begin with a LabCheck workshop, where our experts conduct a thorough on-site or remote analysis of your lab processes. This helps pinpoint pain points and calculate the specific KPIs that can be improved by implementing lab sample management software. Based on this assessment, we design a tailored implementation plan aligned with your lab’s goals. The system can be operational within just one month, and we provide continuous support and training to ensure your team uses the platform effectively and confidently.
1LIMS has already helped multiple labs achieve new levels of efficiency and precision. Want to see how it can work for you? Book a demo and experience 1LIMS in action – no strings attached.
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