{"id":8647,"date":"2024-04-25T12:06:13","date_gmt":"2024-04-25T12:06:13","guid":{"rendered":"https:\/\/caliberuniversal.com\/resources\/?p=8647"},"modified":"2026-03-26T20:30:22","modified_gmt":"2026-03-26T20:30:22","slug":"how-to-digitalize-the-entire-process-with-sample-management-system","status":"publish","type":"post","link":"https:\/\/caliberuniversal.com\/resources\/how-to-digitalize-the-entire-process-with-sample-management-system\/","title":{"rendered":"LIMS for digitalizing Sample Managament System<div class=\"ewa-rteLine\" style=\"height: auto; line-height: inherit; cursor: text; overflow: hidden; padding-right: 10px;\"><\/div>"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">What\u2019s Inside<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #ffffff;color:#ffffff\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #ffffff;color:#ffffff\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/caliberuniversal.com\/resources\/how-to-digitalize-the-entire-process-with-sample-management-system\/#What_is_Sample_Management\" >What is Sample Management?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/caliberuniversal.com\/resources\/how-to-digitalize-the-entire-process-with-sample-management-system\/#Workflow_of_Sample_Management_Software\" >Workflow of Sample Management Software<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/caliberuniversal.com\/resources\/how-to-digitalize-the-entire-process-with-sample-management-system\/#Common_Challenges_in_Sample_Management\" >Common Challenges in Sample Management<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/caliberuniversal.com\/resources\/how-to-digitalize-the-entire-process-with-sample-management-system\/#How_a_LIMS_Enhances_Sample_Management\" >How a LIMS Enhances Sample Management<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/caliberuniversal.com\/resources\/how-to-digitalize-the-entire-process-with-sample-management-system\/#1_Registration\" >1. Registration<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/caliberuniversal.com\/resources\/how-to-digitalize-the-entire-process-with-sample-management-system\/#2_Sampling_Acceptance\" >2. Sampling &amp; Acceptance<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/caliberuniversal.com\/resources\/how-to-digitalize-the-entire-process-with-sample-management-system\/#3_Distribution\" >3. Distribution<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/caliberuniversal.com\/resources\/how-to-digitalize-the-entire-process-with-sample-management-system\/#4_Analysis\" >4. Analysis<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/caliberuniversal.com\/resources\/how-to-digitalize-the-entire-process-with-sample-management-system\/#5_Review_Approval_Reporting\" >5. Review, Approval, &amp; Reporting<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/caliberuniversal.com\/resources\/how-to-digitalize-the-entire-process-with-sample-management-system\/#Conclusion\" >Conclusion<\/a><\/li><\/ul><\/nav><\/div>\n\n<h2 class=\"wp-block-heading\" style=\"font-size:28px\"><span class=\"ez-toc-section\" id=\"What_is_Sample_Management\"><\/span><strong>What is Sample Management?<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Sample management involves all the activities during the lifecycle of a sample in the lab. Right from the sample login to the generation of the certification of analysis (COA), all information must be diligently managed. If data management at each stage of the process is done manually, the process itself would take away chunks of time from the QC\u2019s day for analysis\/ review\/approval and QA for review\/ approval. In turn, this would delay the production time of the batch and its release. In addition to the delay in time, there could be typographical and manual errors when this process is person-dependent.<\/p>\n\n\n\n<p>To overcome these issues, labs must automate and digitalize their processes with the digital tools available. A robust LIMS system that has a built-in sample management system, EWS, ELN, LDMS, etc., can solve these issues and help in reducing the process time effectively.<\/p>\n\n\n\n<h2 class=\"wp-block-heading has-medium-font-size\"><span class=\"ez-toc-section\" id=\"Workflow_of_Sample_Management_Software\"><\/span><strong>Workflow of Sample Management Software<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/caliberuniversal.com\/wp-content\/uploads\/2022\/01\/Automate-Sample-Workflow.svg\" alt=\"sample-management-system\" class=\"wp-image-136589\"\/><\/figure>\n\n\n\n<p>The sample management process includes various stages such as Sample login, E-Sampling, Sample Acceptance, Sample point, Sample &amp; Test Allotment, Sample traceability, Test Result Submission, Review and Approvals, COA Printing, and raw data (executed worksheet, inventory logs, trend reports, and dossiers). <\/p>\n\n\n\n<h2 class=\"wp-block-heading has-medium-font-size\"><span class=\"ez-toc-section\" id=\"Common_Challenges_in_Sample_Management\"><\/span>Common Challenges in Sample Management<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Despite being a crucial aspect of laboratory operations, sample management can become a weak link in laboratory workflow due to human error and overdependence. They can lead to compromised data, compliance risks, and unnecessary costs.<\/p>\n\n\n\n<p>Here are some challenges laboratories face with sample management:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Misplaced or lost samples<\/li>\n\n\n\n<li>Tracking Samples Across the Workflow<\/li>\n\n\n\n<li>Managing Sample Volume and Retention<\/li>\n\n\n\n<li>Human Error in Routine Handling<\/li>\n\n\n\n<li>Storage Conditions and Integrity<\/li>\n\n\n\n<li>Lack of Integration Between Systems<\/li>\n\n\n\n<li>Mislabeling and Identification Errors<br><br><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" style=\"font-size:28px\"><span class=\"ez-toc-section\" id=\"How_a_LIMS_Enhances_Sample_Management\"><\/span><strong>How a LIMS Enhances Sample Management<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Digitalizing these stages with a good LIMS system or an enhanced sample management system will help complete the sample management process quickly and effectively.<\/p>\n\n\n\n<h3 class=\"wp-block-heading has-medium-font-size\"><span class=\"ez-toc-section\" id=\"1_Registration\"><\/span><strong>1. Registration<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Sample Login \u2013 With&nbsp;a robust LIMS system like&nbsp;<a href=\"https:\/\/caliberuniversal.com\/caliber-solutions\/\/caliber-lims\/\">CaliberLIMS<\/a>, sample login can be done quickly at the sample login page. The system automatically generates an Analytical Reference (AR) number to maintain a unique identity. This AR No. is the sole identity of the sample throughout its lifecycle.<\/p>\n\n\n\n<h3 class=\"wp-block-heading has-medium-font-size\"><span class=\"ez-toc-section\" id=\"2_Sampling_Acceptance\"><\/span><strong>2. Sampling &amp; Acceptance<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>E- Sampling \u2013 E-sampling is equipped with E-sampling rules, E-sampling tests, and automated labelling, which will reduce the predominant work time that is invested by the person who is performing sampling by calculating the sampling quantity versus the total quantity through sampling rules. Driven by the system, Auto label generation, sampling test, and calculation of the number of samples to be sampled will be automatically calculated by the system through sample rules<\/p>\n\n\n\n<p>Sample Acceptance \u2013 It will enable the QC to receive the sample from the warehouse or the front desk for testing.<\/p>\n\n\n\n<h3 class=\"wp-block-heading has-medium-font-size\"><span class=\"ez-toc-section\" id=\"3_Distribution\"><\/span><strong>3. Distribution<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Sample &amp; Test Allotment \u2013 The user can simply allot the sample to only a qualified analyst. The sample distribution process can be further simplified in a way where the sample could be distributed between team leaders and analysts, considering the occupancy\/ workload of each analyst through proper analytical<\/p>\n\n\n\n<h3 class=\"wp-block-heading has-medium-font-size\"><span class=\"ez-toc-section\" id=\"4_Analysis\"><\/span><strong>4. Analysis<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Test Result Submission \u2013 Test results can be fetched directly from the instruments seamlessly through port, file, and CDS-based interface. This shall avoid all possible manual errors and facilitate regulatory compliance, like ALCOA. This shall further enable seamless resource interface by enabling the \u201cdo it right the first time\u201d concept. Auto-calculation feature enables the user to avoid calculation errors and reduce review burden.<\/p>\n\n\n\n<h3 class=\"wp-block-heading has-medium-font-size\"><span class=\"ez-toc-section\" id=\"5_Review_Approval_Reporting\"><\/span><strong>5. Review, Approval, &amp; Reporting<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n\n\n<p>Review and Approval \u2013 System promotes the \u201cReview by exception\u201d concept by differentiating the reported according to event report sample results in three different segments.<\/p>\n\n\n\n<p>1) Standard template \u2013 represented in black colour<\/p>\n\n\n\n<p>2) Reported Analytical details \u2013 That include test results, inventory resources, and instrument\/ equipment details, will be represented in blue colour<\/p>\n\n\n\n<p>3) Exceptions \u2013 will be highlighted in red for easy inspection or review by QA\/ QC<\/p>\n\n\n\n<p>All reference documents will be available during review and approval. OOT\/ OOS details shall be indicated during the review process.<\/p>\n\n\n\n<p>COA generation and printing \u2013 Auto-generated COA and autogenerated raw data would avoid the cumbersome activity of document collection and COA preparation<\/p>\n\n\n\n<p>A robust&nbsp;<a style=\"user-select: auto;\" href=\"https:\/\/caliberuniversal.com\/caliber-solutions\/\/caliber-lims\/\">LIMS system<\/a>&nbsp;has a completely configurable sample management workflow. Any Pharma company can use the available workflow and configure it as per their SOP.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" style=\"font-size:28px\"><span class=\"ez-toc-section\" id=\"Conclusion\"><\/span><strong>Conclusion<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n\n\n<p>Digitalizing the Sample Management Process is the Best Bet in the current situation, where the reduction of human presence at laboratories is a requirement. Most of the processes, such as sample allotment, test allotment, etc., can be completed with a click of a mouse with a minimum number of people physically present.<\/p>\n\n\n\n<p>Digitalization and automation of the sample management process will take pharma companies another step forward towards pharma 4.0. An immediate need instead of a dream now.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>What is Sample Management? Sample management involves all the activities during the lifecycle of a sample in the lab. Right from the sample login to the generation of the certification of analysis (COA), all information must be diligently managed. If data management at each stage of the process is done manually, the process itself would take away chunks of time from the QC\u2019s day for analysis\/ review\/approval and QA for review\/ approval. In turn, this would delay the production time of the batch and its release. In addition to the delay in time, there could be typographical and manual errors when this process is person-dependent. To overcome these issues, labs must automate and digitalize their processes with the digital tools available. A robust LIMS system that has a built-in sample management system, EWS, ELN, LDMS, etc., can solve these issues and help in reducing the process time effectively. Workflow of Sample Management Software The sample management process includes various stages such as Sample login, E-Sampling, Sample Acceptance, Sample point, Sample &amp; Test Allotment, Sample traceability, Test Result Submission, Review and Approvals, COA Printing, and raw data (executed worksheet, inventory logs, trend reports, and dossiers). Common Challenges in Sample Management Despite being a crucial aspect of laboratory operations, sample management can become a weak link in laboratory workflow due to human error and overdependence. They can lead to compromised data, compliance risks, and unnecessary costs. Here are some challenges laboratories face with sample management: How a LIMS Enhances Sample Management Digitalizing these stages with a good LIMS system or an enhanced sample management system will help complete the sample management process quickly and effectively. 1. Registration Sample Login \u2013 With&nbsp;a robust LIMS system like&nbsp;CaliberLIMS, sample login can be done quickly at the sample login page. The system automatically generates an Analytical Reference (AR) number to maintain a unique identity. This AR No. is the sole identity of the sample throughout its lifecycle. 2. Sampling &amp; Acceptance E- Sampling \u2013 E-sampling is equipped with E-sampling rules, E-sampling tests, and automated labelling, which will reduce the predominant work time that is invested by the person who is performing sampling by calculating the sampling quantity versus the total quantity through sampling rules. Driven by the system, Auto label generation, sampling test, and calculation of the number of samples to be sampled will be automatically calculated by the system through sample rules Sample Acceptance \u2013 It will enable the QC to receive the sample from the warehouse or the front desk for testing. 3. Distribution Sample &amp; Test Allotment \u2013 The user can simply allot the sample to only a qualified analyst. The sample distribution process can be further simplified in a way where the sample could be distributed between team leaders and analysts, considering the occupancy\/ workload of each analyst through proper analytical 4. Analysis Test Result Submission \u2013 Test results can be fetched directly from the instruments seamlessly through port, file, and CDS-based interface. This shall avoid all possible manual errors and facilitate regulatory compliance, like ALCOA. This shall further enable seamless resource interface by enabling the \u201cdo it right the first time\u201d concept. Auto-calculation feature enables the user to avoid calculation errors and reduce review burden. 5. Review, Approval, &amp; Reporting Review and Approval \u2013 System promotes the \u201cReview by exception\u201d concept by differentiating the reported according to event report sample results in three different segments. 1) Standard template \u2013 represented in black colour 2) Reported Analytical details \u2013 That include test results, inventory resources, and instrument\/ equipment details, will be represented in blue colour 3) Exceptions \u2013 will be highlighted in red for easy inspection or review by QA\/ QC All reference documents will be available during review and approval. OOT\/ OOS details shall be indicated during the review process. COA generation and printing \u2013 Auto-generated COA and autogenerated raw data would avoid the cumbersome activity of document collection and COA preparation A robust&nbsp;LIMS system&nbsp;has a completely configurable sample management workflow. Any Pharma company can use the available workflow and configure it as per their SOP. Conclusion Digitalizing the Sample Management Process is the Best Bet in the current situation, where the reduction of human presence at laboratories is a requirement. Most of the processes, such as sample allotment, test allotment, etc., can be completed with a click of a mouse with a minimum number of people physically present. Digitalization and automation of the sample management process will take pharma companies another step forward towards pharma 4.0. An immediate need instead of a dream now.<\/p>\n","protected":false},"author":1,"featured_media":9292,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[114],"tags":[],"class_list":["post-8647","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-laboratory"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>LIMS for digitalizing Sample Managament System<\/title>\n<meta name=\"description\" content=\"Digitalization of the sample management process will give pharma companies an edge towards pharma 4.0, with better accuracy, compliance and less burden.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" 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