What is sample management?

What is sample management?

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Kabir Sahota
Solutions Consultant at Seal
4 minute read

Sample management is crucial for organising and tracking samples throughout their lifecycle in a laboratory. This article will explain what sample management is, the different types of sample management systems available, and how they have evolved. We’ll explore key components such as sample registration, freezer management, and workflow integration. We’ll also discuss automated sample management systems, their benefits, and advanced features like integration with Electronic Lab Notebooks (ELNs) and data management. We’ll also provide tips on choosing the right system and addressing common implementation challenges.

What is Sample Management?

Sample management is the process of organising and handling all the samples in a laboratory. It starts when a sample arrives in the lab and continues until the sample is no longer needed. This involves a variety of tasks, such as recording important details about each sample, storing them correctly, and keeping track of their location and condition over time.

Effective sample management plays a critical role in ensuring laboratory efficiency. When samples are well-organised, it's much easier and faster to find what you need. This reduces the time spent searching for samples and allows lab personnel to focus more on their primary tasks. In essence, a well-managed sample system streamlines the workflow, making the lab more productive.

Accuracy is another key reason why sample management is important. By maintaining detailed records and ensuring proper storage conditions, labs can trust that the samples they use are in good condition. This reliability is crucial because the quality of the samples directly impacts the accuracy of the data and results generated from them. Proper sample management helps prevent issues such as contamination, degradation, or loss, which can compromise the integrity of the results.

Pro Tip: if you're looking for an useful, free tool for managing your samples, you can download our Sample Management Template here.

Key components of sample management

Sample management involves several key components that work together to ensure the efficient and accurate handling of samples in a laboratory setting.

Sample registration and metadata management

The first step in sample management is registering each sample as it arrives in the lab. This means recording important details, or metadata, about the sample, such as its origin, type, and any specific characteristics. Proper metadata management ensures that all relevant information is easily accessible, which is crucial for tracking and using the sample later on.

Sample registration and metadata management

Freezer management and storage solutions

Once samples are registered, they need to be stored properly to maintain their integrity. Freezer management involves organising samples in a way that makes them easy to locate and retrieve while keeping them at the correct temperatures to prevent degradation. This often includes using specialised storage solutions like labelled racks and inventory systems that visually map out the storage locations.

Sample tracking and chain-of-custody

Keeping track of samples throughout their lifecycle is essential for maintaining accuracy and reliability. This is where sample tracking and chain-of-custody come into play. Each time a sample is moved, used, or processed, these actions are recorded. This creates a detailed log that shows the complete history of the sample, ensuring transparency and accountability. It helps in identifying any issues or changes that occur, maintaining the integrity of the sample.

Compliance with Regulations (CFR Part 11, HIPAA)

In many laboratories, especially those involved in clinical and pharmaceutical research, compliance with regulations is mandatory. Regulations like CFR Part 11 and HIPAA set standards for how samples and their associated data should be managed. CFR Part 11 focuses on ensuring the authenticity, integrity, and confidentiality of electronic records, while HIPAA protects sensitive patient information. Adhering to these regulations helps labs avoid legal issues and ensures that they maintain high standards of data security and sample integrity.

Key features of Sample management Software

Lifecycle Tracking

Lifecycle tracking monitors every stage of a sample’s journey, from the moment it arrives until it's no longer needed. This complete history ensures accuracy and helps quickly resolve any issues.

  • Tracks sample registration, processing, storage, and disposal
  • Maintains a complete history for each sample

Sample Lifecycle Tracking

Freezer Management

Freezer management involves organising and monitoring samples stored at specific temperatures. The system maps out storage locations, tracks temperature and conditions, and logs when samples are moved in and out, preventing loss or damage.

Workflow Integration

Workflow integration simplifies lab processes by automating routine tasks and standardising procedures. This makes lab work more efficient and reduces the chance of errors.

  • Automates repetitive tasks
  • Standardises lab procedures
  • Improves communication and coordination among staff

Automated Sample Management Systems

Automation in sample handling is vital for modern laboratories. It increases efficiency, reduces human error, and ensures consistency in sample processing. With automated systems, labs can handle larger volumes of samples more accurately and quickly, freeing up staff to focus on more critical tasks.

Automated sample management systems consist of advanced robotics and intelligent software designed to streamline sample storage, retrieval, and tracking. Here’s how they typically work:

  1. Sample Input: Samples are registered into the system with detailed information.
  2. Automated Storage: Samples are stored in designated locations within automated freezers or storage units.
  3. Tracking and Retrieval: The system tracks each sample’s location and retrieves it as needed using robotic arms or pneumatic systems.
  4. Data Management: All actions are logged, creating a complete chain-of-custody and ensuring data integrity.

Automated Sample Management

Key Features of Modern Sample Management

Integrating sample management software with Electronic Lab Notebooks (ELNs) enhances data organisation and accessibility. This integration allows for seamless linking of samples to experimental data and notes, making it easier to track and document research findings. It ensures that all relevant information is centralised, improving collaboration and reducing the risk of data loss.

Workflow management and task automation streamline lab operations by creating standardised procedures and automating routine tasks. This feature ensures consistency in sample handling and processing, reduces the likelihood of errors, and frees up lab personnel to focus on more complex tasks. Automated workflows can also improve efficiency by ensuring that tasks are completed in the correct order and on time.

Data integration and assay management capabilities unify sample information with experimental results. This advanced feature allows labs to import and organise assay data within the same system used for sample tracking. By enforcing consistent data structuring and supporting comprehensive queries, labs can maintain data integrity and easily access all relevant information, facilitating better analysis and decision-making.

Frequently Asked Questions (FAQs)

What is the role of sample management?

Sample management organises, tracks, and maintains samples to ensure accuracy and efficiency in a lab.

What does a sample manager do?

A sample manager handles the registration, storage, processing, and retrieval of samples, ensuring proper labelling and documentation.

What is the meaning of sample management?

Sample management is the process of overseeing samples from collection to storage, ensuring they are correctly tracked and maintained.

How does automation improve sample management?

Automation reduces manual tasks and errors, speeds up processes, and ensures accurate tracking and storage of samples.