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LIMS (Laboratory Information Management System) enables the digital management of the entire process in laboratories, from sample acceptance to the reporting of analysis results. These systems, also referred to as LBYS in Turkey, are a crucial digital infrastructure that strengthens traceability and data integrity, particularly in laboratories with high sample traffic.
Sample tracking is not simply about recording the date the sample enters the laboratory. Information such as who the sample came from or which production batch it belongs to, which analyses will be performed, which user it is assigned to, which equipment it is run on, what the analysis results are, and who approved the report are all part of the sample lifecycle. LIMS links all this information within a single system, making the sample traceable from start to finish.
Basic Steps of Sample Tracking with LIMS
1. Sample Acceptance into the System
Sample tracking with LIMS begins when the sample is accepted into the laboratory. A new record is created in the system upon arrival. Information such as sample type, sample owner, product or material information, batch number, acceptance date, quantity, storage conditions, and requested analyses can be entered into the system.
The digital record created at this stage becomes the primary reference for all subsequent processing of the sample. Analyses, results, reports, and user actions related to the sample can all be tracked through the same record.
2. Assigning a Unique Code to the Sample
To prevent samples from getting mixed up, each sample can be assigned a unique code or registration number. This number can be automatically generated by the system or created according to the numbering structure determined by the institution.
Sample codes can be associated with information such as laboratory type, date, product group, customer, or batch. This allows even multiple samples of the same product to be distinguished from each other within the system.
3. Sample Labeling with Barcode or QR Code
LIMS systems can be used in conjunction with barcode or QR code technologies. After a sample record is created, a barcode label can be printed on the relevant sample. Scanning the sample at different stages within the laboratory strengthens the link between the physical sample and the digital record.
Barcoded sample tracking reduces manual data entry, especially in high-volume laboratories. It helps reduce risks such as selecting the wrong sample, associating a sample with another record, or entering an analysis result into the wrong sample.
4. Assigning Analysis Requests to Samples
Once the sample is accepted, the system determines which analyses will be performed. Physical, chemical, microbiological, or other tests can be associated with the sample record. For each analysis, the method used, reference values, unit of measurement, and responsible laboratory department can be defined.
This system allows laboratory staff to see which analyses are pending on which samples. Incomplete, ongoing, or completed tests can be tracked in separate categories.
5. Assignment of the Sample to the Analyst or Laboratory Unit
In LIMS, analysis tasks can be assigned to specific users or laboratory units. The system can define which analyst will work on the sample, the processing date, and the expected completion date for the analysis.
This feature helps to distribute the laboratory workload more evenly. Administrators can more easily see how many analyses each user has, which samples are pending, and which processes are at risk of delay.
Sample Tracking from Analysis to Reporting
6. Monitoring the Sample's Movement Within the Laboratory
In some laboratories, samples may be processed in different sections. They may be moved from the sample receiving area to the chemistry lab, the microbiology department, or different analysis stations. LIMS can enable the recording of these movements.
The sample's location in the laboratory can be tracked using barcodes or user-generated instructions. This system significantly reduces the risk of physical samples being lost or misdirected.
7. Digital Recording of Analysis Results
Once the analysis is complete, the results are associated with the relevant sample and test record on LIMS. The result value, unit of measurement, analysis date, method used, analyst, and descriptions (if necessary) can be recorded in the system.
In some systems, results from laboratory equipment can be directly transferred to the LIMS system. Equipment integration reduces manual data entry, helping to bring results into the system faster and minimizing data transfer errors.
8. Performing Reference Value and Limit Checks
LIMS can compare analysis results against predefined specifications or reference values. The system can check whether the result falls within the specified lower and upper limits.
Results that fall outside the limits can be shown to the user or directed to an additional evaluation process. This prevents inappropriate results from being overlooked and allows necessary quality processes to be initiated more quickly.
9. Submitting Results for Review and Approval
Entering the laboratory results into the system is often not the final step in the process. The results can be reviewed by an authorized user and then submitted for approval. Different roles can be defined on LIMS for the analyst, the reviewing user, and the approving person.
This structure supports division of labor and allows results to be evaluated before being directly transformed into a report. The system can keep a record of who gave the approval and on what date.
10. Reporting and Archiving Sample Results
Once all analyses are completed and results are confirmed, a sample report can be generated. Sample information, analysis results, method information, reference values, descriptions, and confirmation information can be transferred to a standard report format.
Once the report is generated, the sample record can be archived. Past samples can be accessed by product, date, batch number, customer, analysis, or sample code. This significantly reduces the need to search for past records in physical files.
How to monitor the life cycle of a sample with LIMS?
A sample's lifecycle consists of steps such as acceptance, coding, analysis assignment, analysis, result entry, verification, approval, and reporting. LIMS integrates all these stages under a single sample record. This allows for easy viewing of the sample's current status and past processes.
What is Barcode Sample Tracking?
Barcoded sample tracking involves identifying a sample with a unique barcode or QR code, which is then scanned during processing within the laboratory. The use of barcodes reduces manual sample selection and helps ensure accurate matching of the physical sample with the system record.
How does LIMS reduce sample confusion?
LIMS ensures that samples are distinguished from each other by creating a unique identifier for each sample. The use of barcodes, mandatory data fields, and the direct linking of analyses to the sample record help reduce the risks of entering results for the wrong sample or performing the wrong test.
Is batch-based sample tracking possible with LIMS?
Yes. Especially in production facilities, samples arriving at the laboratory can be linked to specific production batches. The system allows tracking which sample was taken for which batch, which analyses were performed, and what the results were. This structure is important for product release and retrospective quality control.
Can sample storage conditions be monitored using LIMS?
Information such as the sample's storage temperature, storage location, expiration date, or disposal time can be defined in the system. This allows for control not only over the analysis process but also over the physical storage and archiving of the sample.
Which systems can LIMS integrate with?
LIMS can integrate with systems such as ERP, QMS, EBR, and WMS. Production batch information can be retrieved from ERP or EBR, material information can be used from WMS, and non-conforming analysis results can be linked to nonconformity or CAPA processes in QMS.
What are the benefits of sample tracking with LIMS for a business?
Sample tracking with LIMS helps reduce sample mix-ups, facilitates easier monitoring of analysis status, reduces manual data entry, shortens reporting time, and ensures more organized laboratory records. It also provides faster access to past sample data.
Conclusion
LIMS enables the digital management of the entire sample tracking process, from the moment the sample is accepted into the laboratory to the reporting of results. Sample codes, barcodes, analysis requests, user tasks, results, and approval records can be linked within a single system.
This structure strengthens sample traceability in laboratories while making analysis and reporting processes more controlled. Especially for laboratories with high sample volumes, batch-based analyses, or high quality requirements, LIMS/LBYS is a fundamental component of digital laboratory management.
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