Sample Management
Systematic organization, tracking, storage, and manipulation of various types of samples for scientific, medical, or research purposes
Labii's Sample Management application provides a comprehensive platform for tracking and managing biological specimens, research samples, clinical materials, and other laboratory samples throughout their entire lifecycle. From initial collection and registration through storage, processing, analysis, and disposal, this application ensures complete traceability, maintains sample integrity, and supports compliance with regulatory requirements.
The system enables laboratories to maintain accurate sample inventories, track sample genealogy and derivatives, manage chain of custody documentation, monitor storage conditions, and link samples to experimental data and analytical results. With support for barcode tracking, automated alerts, and integration with laboratory instruments, the Sample Management application streamlines workflows while ensuring data integrity and regulatory compliance.
Whether you're managing biobank collections, clinical trial specimens, research samples, or environmental samples, the Sample Management application provides the tools and flexibility needed to maintain complete control and visibility over your valuable sample assets.
Use Cases
Biobank and Biorepository Management
Register and catalog biological specimens with unique identifiers
Track sample genealogy and relationships between parent and derivative samples
Monitor storage conditions and locations in freezers, liquid nitrogen tanks, and ambient storage
Manage donor consent and privacy requirements
Support long-term sample preservation and accessibility
Generate reports for audits and regulatory inspections
Clinical Trial Sample Management
Register patient samples with anonymized identifiers for privacy protection
Track sample collection, processing, and distribution workflows
Maintain chain of custody documentation for regulatory compliance
Manage sample aliquoting and distribution to testing laboratories
Monitor sample stability and storage compliance
Link samples to clinical data and study protocols
Research Laboratory Sample Tracking
Track experimental samples across multiple experiments and projects
Manage sample derivatives and aliquots with parent-child relationships
Record sample processing steps and treatments
Link samples to analytical results and publications
Share samples across research collaborations
Monitor sample consumption and availability
Diagnostic Laboratory Specimens
Register patient specimens with clinical information
Track specimen routing through testing workflows
Manage specimen retention requirements and disposal schedules
Maintain accreditation compliance (CAP, CLIA, ISO)
Link specimens to test orders and results
Support quality control and proficiency testing programs
Environmental and Field Sampling
Register field-collected samples with geolocation and environmental data
Track sample custody from field collection through analysis
Manage sample transportation and preservation requirements
Record field conditions and sampling metadata
Link samples to analytical testing and reporting
Support environmental compliance reporting
Microbial Culture Collections
Catalog microbial strains with taxonomic and phenotypic information
Track culture passages and maintenance schedules
Manage cryopreserved stocks and working cultures
Document culture characteristics and growth conditions
Maintain seed stock genealogy and distribution records
Support research collaborations and material transfer agreements
Getting Started
Navigate to the Sample Management application from the Labii applications menu or dashboard
Configure your sample management infrastructure:
Sample types: Define categories for your samples (blood, tissue, DNA, cell culture, environmental)
Storage locations: Set up freezers, refrigerators, liquid nitrogen tanks, and ambient storage areas
Sample statuses: Configure workflow stages (collected, received, processed, stored, consumed, disposed)
Identifier schemes: Establish naming conventions and barcode formats
Set up user roles and permissions:
Sample managers: Full access to create, edit, and manage samples
Laboratory technicians: Ability to process samples and record data
Analysts: Access to view samples and link to analytical results
External collaborators: Limited access to shared samples only
Configure integration settings:
Barcode scanners: Connect handheld or fixed scanners for sample tracking
Laboratory instruments: Set up data imports from analytical equipment
Storage monitoring: Integrate temperature monitoring systems
Electronic lab notebooks: Enable seamless linking between samples and experiments
Import existing sample collections (optional):
Prepare sample data in CSV format with required fields
Use bulk import feature to register existing samples
Verify imported data and assign storage locations
Print barcode labels for physical samples
Begin sample management workflows:
Register new samples from collection or receiving
Assign storage locations and track inventory
Process samples and create derivatives
Link samples to experiments and analytical results
Registering New Samples
Sample registration creates records for newly collected or received specimens.
Navigate to the Samples table and click + Add to create a new sample record
Enter sample identification information:
Sample ID: Unique identifier (auto-generated or manual entry based on your naming scheme)
Sample name: Descriptive name for the sample
Sample type: Category (e.g., blood, tissue, DNA, protein, cell line)
Collection date: When the sample was collected or received
Collector/Source: Who collected the sample or the source institution
Add sample origin and subject information:
Subject ID: Patient, donor, or specimen source identifier
Subject demographics: Age, sex, species (as appropriate and permitted)
Source location: Tissue type, body site, or environmental location
Study/Project: Associated research project or clinical trial
Record collection and processing details:
Collection method: Technique or procedure used
Collection conditions: Time of day, fasting status, environmental conditions
Anticoagulant/Preservative: Additives used (for biological samples)
Processing protocol: Initial processing steps performed
Processing date: When sample was processed (if different from collection)
Specify sample characteristics:
Initial quantity: Volume, mass, or count
Unit of measure: mL, mg, cells, etc.
Concentration: If applicable (e.g., DNA concentration)
Quality metrics: A260/A280, RIN number, viability percentage
Physical appearance: Color, clarity, consistency observations
Assign storage information:
Storage location: Building, room, freezer, shelf, box, position
Storage conditions: Temperature, humidity requirements
Container type: Tube, vial, plate, cryovial specifications
Storage date: When sample was placed in storage
Upload supporting documentation:
Consent forms: Patient or donor consent (for human samples)
Chain of custody forms: Custody documentation
Shipping documentation: If sample was received from external source
Certificates of analysis: Quality documentation
Collection protocols: Standard operating procedures
Set sample status and permissions:
Status: Collected, received, in processing, stored, available
Access restrictions: Private, shared with team, public to organization
Embargo date: If sample has restricted access period
Disposal date: Planned retention endpoint (if applicable)
Save the sample record and print barcode label for the physical container
Use standardized naming conventions and controlled vocabularies for sample types and attributes to ensure consistency and enable powerful search and filtering capabilities.
Receiving External Samples
Process samples received from external sources, collaborators, or collection sites.
Navigate to the Receiving (core_receiving) table and click + Add to create a receiving record
Enter shipment information:
Shipment ID: Tracking number or internal identifier
Sender: Source laboratory or institution
Received date: Date shipment arrived
Received by: Personnel who accepted the shipment
Carrier: FedEx, UPS, courier service
Document shipment condition:
Packaging integrity: Intact, damaged, leaking
Temperature indicators: Verification that samples remained within temperature range
Number of samples: Count of samples in shipment
Accompanying documentation: Packing list, COA, chain of custody forms
Inspect sample condition:
Verify samples match packing list
Check for breakage, leakage, or contamination
Confirm sample labels are intact and legible
Document any discrepancies or damage
Take photos if issues are observed
Register received samples:
Create sample records for each specimen in the shipment
Link samples to the receiving record
Import sample data from accompanying documentation
Assign unique sample IDs according to your scheme
Upload supporting documentation:
Attach packing list and shipping documentation
Upload chain of custody forms
Scan any certificates or quality documents
Document any communications about shipment issues
Process samples according to protocol:
Perform receiving inspection and QC testing
Aliquot samples if required
Assign storage locations
Update sample statuses to "Received" or "In Processing"
Notify stakeholders:
Alert principal investigator or study coordinator
Inform requestor that samples have arrived
Report any discrepancies or issues
Confirm sample availability for analysis
Managing Sample Genealogy
Track parent-child relationships between samples and their derivatives.
Access a parent sample record from the Samples table
Identify the type of derivative relationship:
Aliquot: Portion of parent sample with same characteristics
Extract: Material extracted from parent (e.g., DNA from blood)
Culture: Cells or organisms grown from parent sample
Processed: Sample after processing treatment (e.g., serum from blood)
Replicate: Technical or biological replicate of parent
Create derivative sample records:
Click Create Derivative or Add Related Sample button
System automatically links new sample to parent
Inherits appropriate metadata from parent sample
Generates new unique sample ID
Record derivation process details:
Derivation date: When derivative was created
Derivation method: Protocol or procedure used
Processing personnel: Who created the derivative
Input quantity: Amount of parent sample used
Output quantity: Amount of derivative obtained
Yield/Recovery: Efficiency of the process
Update sample attributes specific to derivative:
Sample type may change (e.g., blood → plasma)
Concentration or purity may differ
Storage requirements may differ
Quality metrics specific to derivative type
Assign storage location for derivative samples:
May be stored separately from parent
Follow storage requirements for derivative type
Print new barcode labels
Update inventory locations
View sample genealogy tree:
Navigate to genealogy or lineage view
See hierarchical relationships between parent and all derivatives
Track multi-generation derivatives (grandchildren, etc.)
Identify siblings (derivatives from same parent)
Sample genealogy tracking enables complete traceability from original source through all processing steps, essential for research reproducibility and regulatory compliance.
Chain of Custody Tracking
Maintain documented custody records for samples requiring strict accountability.
Navigate to the Chain of Custody (chain_of_custody) table to create or view custody records
Initiate chain of custody for samples:
Select samples that require custody documentation
Create new chain of custody record
Record initial custodian (collector or receiving personnel)
Document date and time of custody initiation
Capture electronic signature
Record custody transfer events:
Relinquished by: Current custodian transferring sample
Received by: New custodian accepting sample
Transfer date/time: When custody changed hands
Purpose: Reason for transfer (analysis, storage, shipping)
Location: Where transfer occurred
Signatures: Both parties sign to acknowledge transfer
Document sample condition at each transfer:
Sample integrity (intact, damaged, compromised)
Temperature verification
Seal integrity
Number of containers
Any observations or concerns
Maintain continuous custody documentation:
No gaps in custody timeline
All transfers documented immediately when they occur
Secure storage documented with custodian
Analysis or testing documented with analyst
Return to storage documented
Generate chain of custody reports:
Complete custody history for specific samples
Current custody status
Custody gaps or discrepancies
Signatures and timestamps for all transfers
Export for regulatory submissions or legal proceedings
Chain of custody documentation is critical for forensic samples, clinical trial specimens, and samples that may be used in legal or regulatory proceedings. Ensure all transfers are documented in real-time without gaps.
Recording Sample Consumption
Track sample usage in experiments, testing, or analysis.
Navigate to the Consumption (core_consumption) table or add consumption directly from an experiment record
Select the sample to consume:
Search by sample ID, name, or barcode
System displays current available quantity
View sample location for retrieval
Verify sample is not expired or quarantined
Enter consumption details:
Quantity consumed: Amount used (volume, mass, number of aliquots)
Consumption date: When sample was used
Purpose: Experiment, analysis, or procedure name
Protocol: Specific method or SOP followed
Personnel: Who used the sample
Link consumption to experiment or analysis:
Connect to specific experiment record in ELN
Link to analytical test order or batch
Associate with project or study
Reference protocol or SOP document
Document sample handling:
Retrieval time: When sample was removed from storage
Thaw/equilibration time: For frozen samples
Processing steps: Preparation before use
Remaining condition: Observations about unused portion
Handle remaining sample:
Return to storage: If sample was not fully consumed
Discard: If no longer viable or needed
Update quantity: System automatically adjusts available quantity
Update status: Change to "Partially consumed" or "Depleted"
Record analytical results (if applicable):
Link to result files or data
Enter summary metrics or findings
Upload instrument output files
Document QC pass/fail status
Managing Sample Storage
Organize physical storage locations for optimal sample preservation and retrieval.
Navigate to the Storage (core_storage) table to manage storage infrastructure
Create hierarchical storage structure:
Buildings/Sites: Top-level organizational units
Rooms: Specific laboratory or storage rooms
Storage equipment: Freezers, refrigerators, liquid nitrogen tanks, incubators
Internal organization: Shelves, racks, drawers, boxes
Positions: Individual slots or positions in boxes
Define storage equipment characteristics:
Equipment ID: Unique identifier for tracking
Equipment type: -80°C freezer, -20°C freezer, 4°C refrigerator, LN2 tank, ambient
Temperature range: Target and acceptable ranges
Capacity: Total positions or volume available
Monitoring: Temperature monitoring system information
Alarm contacts: Emergency notification contacts
Configure storage requirements by sample type:
DNA/RNA: -20°C or -80°C freezer storage
Proteins: -80°C freezer storage
Cell cultures: Liquid nitrogen storage
Tissue samples: -80°C freezer or formalin-fixed
Blood products: 4°C refrigerator or frozen
Implement storage organization system:
Use freezer boxes with grid positions (A1, B2, etc.)
Assign samples to specific positions
Print location labels and maps
Maintain storage inventory lists
Document box contents
Assign samples to storage locations:
Scan sample barcode
Scan storage location barcode
System records location assignment with timestamp
Print updated storage map if needed
Update available capacity calculations
Monitor storage conditions:
Integrate with temperature monitoring systems
Set up alert thresholds for out-of-range conditions
Record temperature excursions
Document corrective actions
Generate compliance reports
Manage storage capacity:
View capacity utilization by storage unit
Identify available positions for new samples
Plan for capacity expansion when nearing limits
Retire and decommission old storage equipment
Container Management
Track individual physical containers for precise sample location and handling.
Navigate to the Containers (core_container) table to manage container records
Create container records for samples:
Link container to sample record
Assign unique container identifier (barcode or RFID tag)
Specify container type (cryovial, microcentrifuge tube, collection tube, plate)
Record container capacity and current volume
Assign container to storage location:
Select specific storage position
Scan or enter location barcode
Record placement date and personnel
System tracks container location history
Track container events:
Freezer pulls: When container is removed from storage
Thaw cycles: Number of times frozen sample was thawed
Transfers: Movements between storage locations
Condition checks: Periodic inspections of container integrity
Monitor container integrity:
Check for cracks, leaks, or damage
Verify label adhesion and legibility
Confirm seal integrity
Document any issues
Replace containers if compromised
Manage container lifecycle:
In use: Container currently contains sample
Empty: Sample depleted, container ready for disposal
Contaminated: Container requires decontamination
Disposed: Container properly discarded according to protocols
Use barcode scanning for efficiency:
Scan containers during check-in/check-out
Scan during storage location assignments
Scan during inventory audits
Use mobile devices for real-time tracking
Container-level tracking is particularly important for high-value samples, clinical trial specimens, and samples requiring strict regulatory compliance.
Sample Search and Retrieval
Efficiently locate and retrieve samples from storage for experiments and analysis.
Access the sample search interface from the main Sample Management application page
Search for samples using multiple criteria:
Sample ID or barcode: Direct lookup by identifier
Subject ID: Find all samples from specific subject/patient
Sample type: Filter by tissue, blood, DNA, etc.
Collection date range: Samples collected within timeframe
Storage location: All samples in specific freezer or room
Project/Study: Samples associated with research project
Status: Available, in use, depleted, archived
Apply advanced filters:
Available quantity greater than threshold
Quality metrics within specified range
Samples with specific attributes or tags
Samples linked to specific experiments
Samples shared by specific collaborators
Review search results:
View sample summary information in list
Check current storage location
Verify available quantity
Review sample status and restrictions
Sort by relevance, collection date, or other criteria
Select samples for retrieval:
Add samples to retrieval list or cart
Generate pick list with storage locations
Optimize retrieval order by storage location
Print retrieval worksheet with barcodes
Retrieve samples from storage:
Follow pick list to each storage location
Scan sample barcodes to confirm correct samples
Record retrieval time and personnel
Transport samples maintaining required conditions
Check out samples for use:
Record samples as "In Use" status
Assign to specific experiment or analysis
Set expected return date
Track who has custody of samples
Return samples to storage or record disposition:
Update available quantity after use
Return to storage if sample remains
Record as depleted if fully consumed
Discard according to disposal protocols if expired
Advanced Features
Automated Sample Alerts and Notifications
Configure intelligent alerts for proactive sample management.
Automated alerts help prevent sample expiration, storage issues, and workflow bottlenecks by notifying appropriate personnel before problems occur.
Configure alert rules for various sample conditions:
Expiration alerts: Notify before samples reach expiration date
Low quantity alerts: Alert when sample volume drops below threshold
Storage alerts: Notify of temperature excursions or equipment failures
Overdue samples: Alert for samples checked out beyond expected return
Review required: Samples requiring periodic quality assessment
Set up alert recipients and delivery methods:
Assign alerts to specific users or roles
Configure email notifications
Enable in-app notifications
Set up SMS alerts for critical issues
Establish escalation procedures for urgent alerts
Define alert thresholds and timing:
Days before expiration (e.g., 30, 7, 1 day warnings)
Percentage of remaining quantity (e.g., alert at 25% remaining)
Temperature range violations
Checkout duration limits
Frequency of recurring reminders
Review and respond to alerts:
View alert dashboard showing active alerts
Prioritize alerts by urgency and impact
Take corrective actions (dispose, reorder, relocate)
Acknowledge alerts when addressed
Generate reports on alert history and responses
Sample Data Integration with Instruments
Automatically import analytical results and link to sample records.
Configure instrument integration settings:
Select supported instruments (spectrophotometers, flow cytometers, sequencers)
Set up data import protocols
Map instrument data fields to Labii sample fields
Configure automated import schedule or manual import
Associate samples with instrument runs:
Create worklists from sample selection
Export worklists to instrument format
Include sample barcodes for automated identification
Record run parameters and settings
Import analytical results automatically:
System monitors instrument output folders
Parses result files and extracts data
Matches results to samples using barcodes or IDs
Imports quality metrics, concentrations, and other measurements
Review and approve imported data:
Verify data import accuracy
Flag any anomalies or out-of-specification results
Add analyst comments or interpretations
Approve results for integration with sample records
Link results to sample records:
Analytical results automatically attached to samples
Quality metrics updated (concentration, purity, integrity)
QC pass/fail status recorded
Results searchable and reportable
Batch Sample Processing
Process multiple samples simultaneously with standardized workflows.
Create a batch processing record:
Define batch name and processing protocol
Set target completion date
Assign processing personnel
Specify equipment and reagents
Add samples to processing batch:
Select samples by criteria (sample type, project, date range)
Import samples from worklist or plate map
Verify sample availability and location
Generate pick list for sample retrieval
Document batch processing steps:
Record start date/time for batch
Follow protocol and document each step
Record any deviations from standard protocol
Capture instrument settings and conditions
Note any issues or sample failures
Track batch quality control:
Include QC controls in batch (positive, negative, calibrators)
Evaluate QC results against acceptance criteria
Approve or reject batch based on QC performance
Document corrective actions for failed batches
Record batch outcomes:
Update sample statuses after processing
Create derivative samples if applicable
Link analytical results to samples
Calculate batch statistics and metrics
Review batch processing report:
Summary of all samples in batch
Processing timeline and duration
QC results and pass/fail status
Any issues or deviations
Batch approval signatures
Sample Sharing and Collaboration
Share samples with collaborators while maintaining control and tracking.
Configure sample sharing settings:
Define sharing policies (internal, external, restricted)
Set up material transfer agreement (MTA) templates
Configure approval workflows for sample sharing
Establish data sharing and publication agreements
Create sample sharing request:
Select samples to share
Specify recipient and institution
Define purpose and scope of sharing
Set access permissions and restrictions
Specify return or disposal requirements
Generate material transfer documentation:
Auto-populate MTA with sample details
Include terms and conditions
Route for institutional approvals
Obtain signatures from both parties
Track MTA status and execution
Process sample shipment for sharing:
Create aliquots or derivatives for sharing
Prepare shipping with appropriate packaging
Generate chain of custody documentation
Ship samples with tracking
Notify recipient of shipment
Monitor shared sample usage:
Track publications and citations using shared samples
Review data generated from shared samples
Receive updates on sample status
Coordinate sample returns if required
Manage intellectual property considerations
Regulatory Compliance and Audit Support
Maintain comprehensive documentation for regulatory inspections and audits.
Regulatory compliance features should be configured according to your specific regulatory requirements (FDA 21 CFR Part 11, CLIA, CAP, ISO 15189, etc.). Consult with your quality assurance team to ensure proper configuration.
Enable comprehensive audit trail:
Record all sample transactions with timestamps
Capture user identity for every action
Track all modifications to sample records
Maintain tamper-proof audit logs
Include reasons for changes or deletions
Implement electronic signatures:
Require e-signatures for critical actions (sample registration, disposition, results approval)
Configure approval workflows with dual verification
Capture signature meaning (reviewed by, approved by, performed by)
Maintain signature documentation with full audit trail
Configure sample retention policies:
Define retention periods by sample type and regulation
Set automatic alerts for retention expiration
Implement disposition approvals
Document proper disposal methods
Archive sample data according to requirements
Maintain consent and ethics documentation:
Link consent forms to sample records
Track consent withdrawal and implications
Manage IRB protocols and amendments
Document privacy protections (HIPAA, GDPR)
Maintain ethics committee approvals
Generate compliance reports:
Complete sample histories for specific timeframes
Audit trails for regulatory inspections
Chain of custody documentation
Temperature monitoring and deviation reports
Training records for sample handling personnel
System validation and qualification documentation
Support regulatory inspections:
Provide read-only inspector access
Generate inspection-ready reports
Demonstrate data integrity controls
Show complete traceability from collection through disposal
Document corrective actions for any deviations
Sample Import/Export for Biobanking
Facilitate large-scale sample data exchange with biobanking networks and data repositories.
Configure data export formats:
Select standard biobanking formats (SPREC, MIABIS, BRISQUE)
Map Labii sample fields to standard terminology
Configure data anonymization for privacy protection
Set up automated export schedules
Export sample data to repositories:
Select samples for export
Apply anonymization rules
Generate export files in required format
Validate export data completeness
Submit to biobank network or repository
Import samples from external biobanks:
Download sample data files from collaborating biobanks
Map incoming data to Labii sample fields
Validate data quality and completeness
Import samples as received inventory
Link to source biobank information
Maintain sample provenance:
Track source biobank or repository
Record original collection details
Maintain links to original sample IDs
Document any processing performed before receipt
Preserve complete sample history
Troubleshooting
Issue: Cannot Find Sample in Search Results
Symptoms: Sample exists but doesn't appear when searching by ID or criteria
Solution:
Verify sample ID and spelling - check for typos, extra spaces, or incorrect case sensitivity
Check applied filters - clear all filters and try search again to see if filters are excluding the sample
Verify user permissions - ensure you have access to view samples in the project or team where sample is registered
Check sample status - archived or deleted samples may not appear in standard searches. Look in archived samples or trash if available
Use barcode scanner - if searching by barcode, try scanning the physical label to ensure correct barcode format
Contact sample manager - if sample should be visible but isn't, have administrator check sample permissions and visibility settings
Issue: Storage Location Not Available When Assigning Samples
Symptoms: Cannot select desired storage location when trying to store a sample
Solution:
Verify storage location exists in the Storage (core_storage) table
Check storage location status - locations marked as "Full", "Decommissioned", or "Maintenance" may not be available for assignment
Verify storage capacity - location may have reached maximum capacity. Check capacity settings and current utilization
Check location restrictions - some storage locations may be restricted to specific sample types or projects
Verify user permissions - ensure you have permission to assign samples to that storage location
Create new storage position if needed - if all positions are full, create additional positions or use different storage location
Issue: Chain of Custody Form Missing Signatures
Symptoms: Chain of custody record is incomplete or lacks required signatures
Solution:
Identify missing signatures by reviewing the chain of custody record and noting which transfers lack signatures
Contact involved personnel - reach out to individuals who participated in custody transfers to obtain signatures
Document reason for delay - if signatures cannot be obtained immediately, document why and establish timeline for completion
Implement signature capture at time of transfer - configure workflow to require signatures before completing custody transfer
Use electronic signatures - enable e-signature functionality to capture signatures digitally at point of custody change
Establish custody SOP - create and train staff on proper chain of custody procedures to prevent future gaps
Chain of custody gaps can compromise sample integrity documentation and regulatory compliance. Address missing signatures promptly and implement preventive measures.
Issue: Sample Expiration Date Alert Not Triggering
Symptoms: Samples expiring without advance notification to laboratory staff
Solution:
Verify expiration date is entered in sample record - navigate to sample and check that expiration date field is populated
Check alert configuration:
Navigate to Settings > Notifications
Verify expiration alert is enabled
Confirm alert threshold (e.g., "30 days before expiration")
Check that appropriate users are assigned to receive alerts
Verify notification delivery:
Check user email addresses are current and correct
Confirm emails are not blocked by spam filters
Test email notification system functionality
Check in-app notification settings
Run expiration report manually:
Generate Sample Expiration Report
Set date range to identify expiring samples
Verify samples appear in report
Contact Labii support if alerts still not working, providing:
Screenshot of alert configuration settings
Example sample ID that should trigger alert
Expected vs. actual notification timing
Issue: Incorrect Available Quantity Displayed
Symptoms: System shows available quantity that doesn't match physical inventory
Solution:
Review consumption history:
Navigate to sample record
View all consumption records
Verify consumption quantities are correctly recorded
Check for any missing consumption entries
Check for unreported consumption:
Survey laboratory staff about recent sample usage
Review experiment records that may have used the sample
Identify consumption events not yet recorded
Verify aliquoting and derivatives:
Check if sample was aliquoted into derivatives
Ensure derivative quantities were correctly recorded
Verify parent sample quantity was reduced appropriately
Conduct physical inventory count:
Retrieve physical sample from storage
Measure or estimate actual remaining quantity
Compare to system record
Document discrepancy
Create inventory adjustment:
Record consumption for any unreported usage
Or create quantity adjustment transaction with reason code
Update sample quantity to match physical inventory
Document reason for adjustment in notes
Implement preventive measures:
Train staff on importance of recording consumption
Enable barcode scanning to automate consumption recording
Implement check-out/check-in procedures for samples
Conduct regular cycle counting
Issue: Unable to Export Sample Data for Biobank Submission
Symptoms: Export function fails or exported data doesn't meet biobank requirements
Solution:
Verify export format requirements - review biobank or repository submission guidelines for required data format (SPREC, MIABIS, custom)
Check required fields are populated:
Review sample records for missing required data elements
Identify fields that must be completed for export
Update sample records with missing information
Configure data mapping:
Navigate to Settings > Data Export
Map Labii sample fields to biobank required fields
Configure controlled vocabulary translations
Set up data transformations if needed
Test export with small dataset:
Select a few samples for test export
Generate export file
Validate file format and content
Submit test file to biobank for validation
Address validation errors:
Review error messages from biobank validation
Correct data issues in sample records
Adjust export mapping configuration
Re-export and revalidate
Contact Labii support if export continues to fail:
Provide biobank submission requirements
Share example of required export format
Describe specific error messages or validation failures
Related Documentation
Inventory Management - Track reagents and consumables used in sample processing
Storage Management - Detailed storage location and capacity management
Cell Line Management - Specialized tracking for cell culture samples
Microbial Strain Management - Management of microbial culture collections
Electronic Lab Notebook - Link samples to experimental procedures and results
Laboratory Information Management System - Integrate sample management with testing workflows
Project Management - Organize samples by research projects and studies
Chain of Custody - Detailed custody tracking widgets
API - Sample Endpoints - Programmatic access to sample data
Admin Guide - Data Import/Export - Bulk sample data import and export procedures
Admin Guide - Teams - Configure user permissions for sample access
User Guide - Barcoding - Implement barcode scanning for sample tracking
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