The Need for Effective Sample Management

Effective sample management is crucial to maintaining the integrity, traceability, and accuracy of samples, and thereby ensure the reliability of experimental results and compliance with regulatory requirements.

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sample management

The Need for Compliance and Efficiency in the Lab

Are you still managing your growing sample inventory in spreadsheets? Migrate your current process into a comprehensive solution designed to meet your sample management needs now and into the future.

Sample Traceability

Enable accurate tracking of each sample’s origin, storage location, and history. This traceability is essential for quality, audits, and ensuring compliance with regulatory requirements.

Data Integrity

Prevent sample mix-ups and data errors, ensuring the integrity of experimental results. This is particularly important for clinical trials or manufactured product where data accuracy is paramount.

Error Reduction

Reduce the risk of manual error in labeling, recording, and handling samples to minimize the chances of misidentification or contamination.

Improved Workflow Efficiency

Efficient sample management streamlines laboratory workflows by reducing the time spent searching for samples, retrieving them, and documenting their use to increase productivity.

Controlled Custody

Security features to restrict unauthorized access and record who/what & when safeguard toxic, valuable or confidential materials.

Data Integration

Managed samples integrate with other laboratory processes for seamless data integration and analysis.

Compliance and Auditing

Meeting stringent regulatory requirements for sample management and tracking avoids regulatory findings and facilitates the auditing process.

Cost Savings

Minimizing sample loss or damage avoids repeat experiments or sample collections and leads to cost savings in the long run.

Sample Retrieval

Sample Management provides efficient retrieval mechanisms for researchers to quickly locate and access specific samples.

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Sample Collection

Samples may be collected and registered from internal sources such as manufacture, internal formulators, stability processes, environmental, raw materials, etc. Samples may also be received from external sources.

Sample Management data may be sourced from sample labels, barcoded information, third party databases, and sample manifests in paper or electronic formats.

Sample logging options:

  • Individual or multiple sample entry forms to provide efficiencies depending on the number of samples received at a time
  • Barcode scanning to obtain and parse sample information directly and eliminate transcription errors.
  • Interface with third party database or applications to immediately receive and log samples registered elsewhere.
  • Electronic manifests in a structured format (xlsx) may be attached and parsed to obtain sample attributes.
  • Custom templates increase efficiency for repetitive processes.

ELN samples can be used to print a label for the physical sample, which can be scanned to retrieve its ELN record.


Labels including barcodes are generated for samples and laboratory resources such as equipment, solutions, standards, and chemicals. Label printing support for multiple labels per sample, custom prefix, and replicate numbers for each label (examples: vial 1 of 12, vial 2 of 12).

Sample Identification

Samples are assigned unique identifiers with configurable prefixes for each sample type (examples: stability = STAB, Raw Material=RM). The numeric portion of the identifier increments from 1 for each sample type (examples: STAB1, RM23). Theses identifiers are used to clearly identify a specific sample and when interfacing with instruments or third-party applications. In addition, legacy or third-party sample identifiers can be recorded.

Sample Handling & Storage

Attributes to record handling and storage requirements may be based on defined lists for consistency. Labels can include handling information to avoid contamination, degradation, or alteration. Labels can include storage information to ensure storage at specific temperature ranges and humidity levels to prevent deterioration.

Inventory Management

Schedule and track sample inventory movements to assist scientists in quickly locating and retrieving samples.
Locations are defined within a hierarchical configuration representing your physical site. Sample location is defined when a sample is logged-in and may be changed at any point in the sample lifecycle, and tracked in the inventory log.

Scientists request or schedule inventory movements including how much sample is needed, who needs the sample and when.

Sample managers are notified of imminent inventory movements via email, in-system messaging, or on-demand views.

Sample managers fulfill requests or scheduled inventory movements. Inventory transactions are logged and may be electronically signed to fulfill chain of custody requirements. Amounts are automatically updated for each transaction.

Real-time tracking capabilities, allow the status and movement of samples to be monitored throughout their lifecycle.

Complete logs are maintained and accessible, sample collection, storage conditions, usage, and disposal. This documentation is crucial for quality control and regulatory compliance.


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