What happens to your samples once they’ve been collected?
How confident are you the results you receive once the tests are done are derived from the exact samples you sent for processing?
It’s time consuming, inefficient and almost impossible for any person to individually track every sample they send out.
However, the tracking and tracing of samples is an important part of any testing regimen, because it can reveal inconsistencies that can call into question the reliability of results derived from the sample.
That’s why organisations use a sample tracking system like Sample360 to ensure the integrity of research is maintained through a system that is regulatory compliant.
It also helps enhance overall operational efficiency.
This article explores everything from what is a sample tracking system, what should be recorded in a sample tracking system and how does your result get matched to your sample.
What is a sample tracking system?
Briefly, a sample tracking system is a specialised tool used to monitor and manage the lifecycle of laboratory samples.
It allows everyone involved in the drawing, transporting and testing of the sample to easily record, store and retrieve any relevant information about each sample from the moment it’s collected until its final disposition through an online interface.
Modern sample tracking systems are often digital, utilising software solutions to streamline the process and reduce human error.
Why is sample tracking important?
Given the importance of data integrity in scientific research and clinical diagnostics, sample tracking helps in maintaining the reliability and integrity of results obtained from those samples.
So, what should be recorded in a sample tracking system?
Having a robust sample tracking system ensures that your results meet every legal and ethical standard.
Many industries require samples to have a detailed tracking history. A detailed tracking history prevents mix-ups and maintains a chain of data, creating a documented and unbreakable link between samples from the moment they’re drawn to their disposal.
Traceability in sample management allows for easier audits and troubleshooting, as the complete history of a sample can be traced. This comprehensive record is invaluable when trying to pinpoint where an error occurred and try and remedy it.
Proper sample tracking also helps facilitate collaboration between organisations.
Providing a standardised method of documenting sample information makes it easier for different teams to understand the history of the shared specimens and reduces misunderstandings or errors when samples are transferred.
What information should you record on a sample tracking system?
Now that we know how important it is to accurately track your samples, let’s talk about what should be recorded in a sample tracking system to ensure complete traceability and usability of samples.
Bear in mind that some information is more important than others depending on the samples, such as heat vs non-heat sensitive samples.
Having as much data as possible will help organisations better track, handle and manage all their samples.
RFID/Unique Identifier
Every sample must have a unique identifier, typically presenting as a barcode or RFID tag. This identifier ensures that every sample can be distinctly recognised, preventing mix-ups and enabling accurate data association. The identifier then becomes the foundation for all other tracking information.
Collection information
Collection information includes the date, time, location of collection, and even collector’s identity.
While these data points may seem trivial, they are important. This data allows for accurate interpretation of results by providing an accurate idea of the origin of the sample. Also, it allows laboratories to be aware of time constraints, especially for time-sensitive samples and potential degradation.
Sample characteristics
Given that each type of sample requires specific handling protocols and conditions, keeping a record of its characteristics and documenting the type of sample, volume and any specific attributes allows for handlers to prepare themselves adequately to properly handle the sample.
Chain of custody
This data maintains sample integrity by documenting its movement and handling. It’s crucial especially in forensic or clinical settings, and it helps in identifying potential points of contamination or mishandling if there are problems with the results or samples.
How to ensure the results are matched with the right samples
Finally, since we’ve answered why we should have a complete tracking system, and what should be recorded in a sample tracking system, let’s look at how you know if your results match with the right samples?
The answer to this relies heavily on the initial information collection.
The unique identifier assigned when the sample is collected serves as the key for tracking the sample.
Scanning this key at every point of contact ensures that results are always associated with the correct specimen.
When scanned at each stage of handling, the identifier creates an unbroken chain of data that links the original sample to its final results.
Everything from the date and time of collection to storage conditions and even collector’s identification provide additional layers of verification, allowing researchers to cross-check the sample reliability and match it with the correct results.
By meticulously maintaining this data and using it consistently throughout the sample’s journey, laboratories significantly reduce the risk of result
mismatching and enhance the overall reliability of their analytical processes.
If your organisation is looking to enhance your sample tracking capabilities, MSoft Sample360 might just be the thing for you.
Our software offers a comprehensive solution designed to streamline sample management processes from end-to-end.
Ensuring accurate tracking throughout the sample lifecycle.
Find out how a sample tracking system can benefit your current processes.
Related from MSoft360
Why is it important to be able to trace a sample back to the source?
Why is tracking a sample important?
How long can blood samples be stored before testing?
How sample tracking can reduce misdiagnosis
How is proper patient identification made in specimen collection?
What are common pre analytical errors?
How to optimise work processes and reduce laboratory costs
How to improve diagnostic decision-making
