Sample management is all the operations included from collection to retrieval and disposal of research specimens.
In short, everything sample related.
Samples are one of the most critical aspects in research and laboratory operations, because sample quality can impact quality control, experimental reproducibility, and the validity and reliability of research outcomes.
Meaning that any sample contamination or degradation from poor management can impact and ruin decades of investment and research.
Effective sample management practices streamline laboratory workflows and facilitate compliance with regulatory standards, enhance collaboration between researchers, and optimise resource utilisation.
In this article, we’ll describe the process of sample management, why it’s important, what the risks are of not having proper systems in place, and steps you can take to improve your sample management.
Process of sample management
While different samples have their own handling methods, the overall processes are similar.
They include:
Sample collection
It begins with obtaining the sample.
The collection process must adhere to strict protocols that consider factors such as sterility, timing, and environmental conditions to minimise contamination and maintain sample integrity from the outset.
Labelling and identification
Immediately after collection, every sample must be accurately labelled with unique identifiers, often using barcodes or RFID tags. Modern LIMS systems such as Sample360 can generate unique identifiers automatically, reducing the risk of duplication or human error.
Processing and preparation
Samples may need to be processed or prepared promptly and according to standardised protocols to prevent degradation. The type of processing depends on the sample and the intended analysis.
Storage
Samples must then be stored under appropriate conditions. Certain samples may require specific storage conditions, such as ultra-low temperatures for biological specimens or dark environments for light-sensitive samples. Always monitor and check your storage facilities to ensure consistent conditions and early detection of any equipment failures.
Tracking and documentation
Throughout the process, detailed records must be kept of each sample’s history, location, and any analyses performed. This includes logging every instance of sample handling, transfer, and analysis.
Retrieval and analysis
When needed, samples must be easily locatable and retrievable for analysis, with all handling documented.
Disposal or long-term archiving
After use, samples must be properly disposed of or archived according to regulatory requirements and institutional policies. Disposal procedures must include considerations for safety and environmental factors, especially when involving hazardous materials.
These steps conducted in succession can significantly enhance the reliability of the samples, leading to more accurate research outcomes and improved reproducibility.
While it might seem overly meticulous, following this process, laboratories can ensure the integrity of their samples throughout their entire lifecycle.
Why is sample management important?
Samples are an integral part of any research procedure.
From preserving investments to ensuring the validity of scientific research, in the scientific community everything revolves around sample integrity.
There are many reasons why effective sample management has importance to both organisations and consumers.
Proper sample management helps maintain the integrity of research data.
When samples are correctly handled, stored, and tracked, researchers can be confident that their results accurately reflect the properties of the original specimens.
Besides that, having streamlined processes increases the efficiency of work. A well-organised sample management system saves you valuable time and resources.
These are only two of many reasons why laboratories and researchers must prioritise effective sample management.
It ensures the reliability and reproducibility of their research and safeguards the integrity of results.
Risks of poor sample management
While it can be tempting to cut corners in sample management, particularly under time or budget constraints, the consequences of such decisions can be devastating.
One of those consequences is loss and damage to your samples.
Samples are fragile and can be easily contaminated or damaged when kept in poor conditions. Even worse, when there are potentially hundreds of samples being processed at a laboratory every day, it’s easy to lose track of samples, resulting in inaccurate results.
Poor sample management can also lead to significant financial repercussions for research institutions and laboratories. It can be immediate, such as replacing the loss of valuable compounds or samples, and the additional labour costs involved when experiments need to be repeated.
As data integrity is the cornerstone of research, what happens when your samples have been compromised?
Either by inaccurate sample identification, contamination, or inconsistent storage conditions adversely impacting your final results.
All these factors lead to an erosion of result integrity, undermining the validity and reliability of your entire research project.
These are just some consequences associated with poor sample management that range from immediate and tangible such as sample loss and financial damage, to far-reaching and devastating such as compromised data integrity and damage to organisational credibility.
Strategies for effective lab sample management
Now, what are some steps of effective lab sample management and how can you implement them in your own practice?
Develop and enforce standardised procedures
Allow this comprehensive approach to cover the entire lifecycle of your sample.
Create a detailed, step-by-step protocol for each stage to ensure consistency and accuracy in all procedures.
Utilise a Laboratory Information Management System (LIMS)
With the vast number of samples being processed every day in the modern laboratory, a robust LIMS is invaluable for effective sample management.
One such system is our Sample360.
With comprehensive capabilities that allow you to record and track detailed sample information, including origin, collection date, processing history, storage location, and any analyses performed, it can help reduce the risk of potential errors from poor sample management.
Switch to using barcodes or RFID (Radio-Frequency Identification)
Barcodes allow laboratories and researchers to quickly and accurately identify samples, significantly reducing the risk of mix-ups and speeding up sample retrieval.
Effective sample management is not just to ensure best practice—it’s a necessity for modern scientific research.
By investing in sample management processes and technologies like Sample360, laboratories can ensure the integrity of their research, comply with regulations, and contribute to the advancement of scientific knowledge with confidence.
Want to find out how Sample360 can work for you?
Reach out to our experts to understand how our system can save you money.
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