Sample Management - Laboratory Information Management System LIMS LBYS

Sample Management

The Sample Management Module digitizes all steps from sample acceptance, which is the starting point of analysis processes in the laboratory environment, to test planning and reporting of results. Thanks to the barcoding system specific to each sample, automatic notifications and traceable recording infrastructure, risks such as mixing, loss or incorrect analysis of samples are eliminated. The system increases operational efficiency in laboratories by managing all processes such as sample acceptance, storage, transfer, test assignment and disposal end-to-end.

This module fully complies with quality and regulatory standards such as GLP, GMP, and FDA 21 CFR Part 11. While reducing the workload of laboratory staff with its user-friendly interface, it provides a transparent, traceable, and audit-ready structure by keeping a complete record of all data before, during, and after analysis. It takes laboratory quality to the next level by ensuring that samples are managed safely, regularly, and in accordance with standards.

Request a Demo

Scroll down

Sample Management Module

It ensures that samples arriving at the laboratory are recorded in the system with a unique identification number. Traceability is increased by defining critical information such as source, date of receipt and purpose of analysis in detail. Thanks to automatic verification and labeling features, the

Sample Procedures

Sample Storage

Analysis Management

Sample Testing Processes

Destruction and Archiving

Sample Acceptance and Registration Processes

This component ensures that each sample entering the laboratory is accepted, the relevant identification information is recorded, and the sample is made ready for the analysis process.

Features

Sample Acceptance Process
Barcode and Labeling
Sample Type and Characteristics
Automatic Notification

Sample Acceptance Process
Once samples are received by the laboratory, important data such as the dates received, sample quantity and customer information are recorded in the system. This process ensures sample traceability and enables accurate tracking. In addition, each sample acceptance ensures that the laboratory properly manages sample entry and avoids any errors or losses in the work processes.

Barcode and Labeling
Each sample is assigned a unique barcode or QR code to ensure sample traceability. This makes it easier to track each sample throughout the laboratory process. Using barcodes or QR codes ensures that samples are correctly matched and their records are aligned with other data in the system. It also increases efficiency by reducing the risk of manual errors.

Sample Type and Properties
The physical properties of the sample (e.g. liquid, solid, gas, etc.), storage conditions, and analysis types are determined and recorded in the system. This information ensures that the sample is stored and analyzed under the correct conditions. Necessary process steps are determined in line with the sample type and properties, thus preventing incompatibilities in the analysis processes.

Automatic Notification
When the sample acceptance process is completed, an automatic notification is sent to the analysis teams. This notification allows the laboratory teams to receive and process the sample on time. This feature ensures that the analysis processes are started quickly without any delays. It also increases the traceability of the process by ensuring that all stakeholders are immediately informed about the sample acceptance process.

Sample Storage and Preservation

This component ensures that samples received in the laboratory are stored under appropriate conditions and that storage conditions are digitally monitored.

Features

Defining Storage Area
Storage Conditions Record
Shelf Life and Expiration Date Tracking
Storage Monitoring

Storage Area Definition
Cabinets, shelves, cold chains or special areas where samples will be stored are defined on the system and information specific to these areas is recorded in a digital environment. Thus, each sample is stored in its appropriate storage area, creating a process that is both secure and traceable.

Storage Conditions Record
Critical conditions such as environmental factors such as temperature, humidity, light and storage duration are defined for each sample and entered into the system. These records provide an archiving process that complies with standards in terms of both legal compliance and analysis security.

Shelf Life and Expiration Date Tracking
The validity periods of the samples are automatically tracked by the system. For samples approaching their expiration dates, notifications are sent to the responsible persons to ensure that the necessary actions are taken in a timely manner.

Storage Area Monitoring
Values such as temperature and humidity in defined storage areas are constantly monitored by the system. When the specified threshold values are exceeded, automatic warnings are generated, allowing intervention without risking sample safety.

Sample Transfer and Logistics

This component manages the timely and appropriate transportation of samples accepted into the laboratory environment to different analysis departments within the laboratory or to external test centers. It ensures that all logistic steps during the transfer process of samples are recorded. In this way, sample safety, traceability and operational accuracy are maintained at the highest level both in internal laboratory processes and in collaborations with external laboratories.

Features

Creating a Transfer Request
Logistics Tracking
Sample Delivery Confirmation
Checking the Conditions of Transport

Creating a Transfer Request
When samples need to be sent to another laboratory unit or external organization for analysis or additional tests, a transfer request is created through the system. This request process is initiated in a controlled manner, supported by authorization and approval mechanisms.

Logistics Tracking
The date, by which personnel and by which route the sample transfer was made is recorded. This information facilitates both operational tracking and ensures that reliable reports are provided during audits.

Sample Delivery Confirmation
The person receiving the sample confirms that it has been received on the system. This process ensures the official transfer of responsibility and prevents possible confusion during transfers between the parties.

Transportation Conditions Control
During the transfer process, the conditions such as temperature, time, and security in the environment where the sample is transported are monitored by the system and recorded when necessary. In this way, the quality of the sample is preserved without deterioration during transportation and the accuracy of the analyses to be performed after transportation is guaranteed.

Sample Test Planning and Monitoring

These processes ensure that the analyses to be performed for each sample accepted to the laboratory are planned in advance and that the process of these analyses is monitored from beginning to end. The test planning process ensures that analyses are performed at the right times, with the right methods and by competent personnel. In addition, the status and results of the analyses are recorded on the system, contributing to the process becoming transparent and auditable.

Features

Defining Test Procedures
Analysis Timing
Sample Status Monitoring
Recording Test Results

Definition of Test Procedures
The types of analysis to be performed for each sample, the methods to be used, the test criteria and the necessary device information are defined in the system. In line with this information, the path to be followed during the analysis process is clearly conveyed to the laboratory personnel.

Analysis Timing
The dates and order in which the analyses of the samples will be performed are planned. When the planned date approaches, automatic reminder notifications are sent to the relevant personnel to ensure that the process is started on time.

Sample Status Monitoring
All processes of the sample, such as the waiting period before analysis, the analysis phase and post-analysis reporting, are monitored instantly in the system. Thanks to this monitoring, it is possible to clearly view the stage at which the sample is.

Recording of Test Results
Each analysis result performed is digitally recorded in the system. Recorded data can be compared with previous test results and statistical analyses can be performed. Thus, the analysis process can not only be carried out but also evaluated scientifically.

Sample Destruction and Archiving

The analysis process ensures that samples are destroyed in a controlled manner and that analysis results are archived in a digital environment for a long time. While the destruction process of samples is carried out in accordance with environmental safety and legal regulations, the systematic storage of analysis results facilitates historical data tracking and auditing processes.

Features

Destruction Approval Process
Waste Management
Archiving of Analysis Results
Data Access Authorization

Destruction Approval Process
Before sample destruction, digital approval is obtained from the relevant units. This process prevents unauthorized or erroneous destruction and records the process transparently.

Waste Management
Samples carrying chemical or biological risks are destroyed in accordance with special protocols in a way that will not harm the environment or human health. These processes are carried out in full compliance with the relevant legislation and internal security procedures.

Archiving Analysis Results
Analysis results for each sample are archived in the system for long-term access. This archive allows quick access to past analyses and retrospective comparisons.

Data Access Authorization
Only authorized personnel can access archived analysis results. Access is recorded by the system and security measures are implemented against unauthorized access.