Streamlining Your Lab: The Power of Biobank Inventory Management Software

Biobank inventory management software is a critical tool for ensuring the efficient management of biological samples. Adherence to best practices, such as those championed by ISBER, is crucial for ensuring data integrity and sample findability. Without a robust system, valuable time can be lost, and critical specimens can become difficult, if not impossible, to locate. This is where this technology becomes indispensable, transforming hours or even days of searching into mere minutes or seconds.

A common pain point for many in the field is the sheer struggle to find samples. When discussing their lab struggles before adopting software, our clients often report spending considerable time just locating specimens, especially when relying on outdated or manual systems. The goal in choosing an inventory management software is to transition to a system that not only logs samples but makes them both physically and digitally findable with unparalleled ease.

Contents: Video | Best Practices | How LabKey Helps | Practical Benefits | Conclusion

 

Watch Supporting ISBER Best Practices for Biobank Inventory Management Software

 

Key Best Practices for Effective Biobank Inventory Management Software

Our video emphasizes several best practices that are crucial for any effective biobank inventory management system. These practices, aligned with what ISBER refers to as best practices, ensure that your samples are not just stored but are readily accessible and thoroughly documented throughout their lifecycle.

 

1. Physical Findability and Digital Matching

It’s not enough to simply label and log specimens; they must be physically findable. This means your digital inventory must accurately reflect the physical location of every sample. The system should be highly configurable, allowing you to replicate your real-world storage (freezers, shelves, racks, boxes) within the software. This flexibility prevents the need for “workarounds” that can lead to discrepancies between your digital records and the actual sample locations.

 

2. Comprehensive Data Query Capabilities

Beyond knowing where a sample is, it’s vital to know what it is. An advanced biobank inventory management software should support robust data query capabilities, allowing you to search and filter samples based on detailed descriptors. This includes custom sample fields, participant IDs, sample types (e.g., whole blood, EDTA), freeze-thaw cycles, aliquot amounts, and even QC status. The ability to customize these descriptors empowers users to capture the specific data relevant to their research.

 

3. Streamlined Operations and Reporting

Efficient check-in and check-out processes are essential for maintaining accurate inventory. The software should facilitate easy tracking of samples as they move in and out of storage or through processing stages. Features like auto-decrementing amounts and incrementing freeze-thaw counts, with user control to update information, ensure the digital record always matches the physical reality.

Furthermore, robust reporting tools are critical. These allow for the creation of saved, shareable views and custom grid reports that help reduce the burden on users and ensure consistency across the team.

Feature	Benefit for Biobanks
Configurable Storage	Matches digital data to physical reality, eliminating workarounds.
Easy Check-in/Check-out	Monitors freeze-thaw cycles and sample amounts automatically.
Custom Sample Descriptors	Enables precise data capture, supporting detailed queries.
Advanced Querying (Sample Finder)	Locates samples quickly by any field (location, status, participant ID, metadata).
Saved Views & Reports	Creates standardized reports and dashboards for consistent team collaboration.

 

The Value of an IMS for Biobanks

The video makes it clear that a powerful biobank inventory management software (IMS) is the cornerstone of an efficient operation. It allows for the tracking of specimens and data with query capability throughout the entire specimen and data life cycle. This not only makes daily processes easier but also ensures the integrity and findability of samples, which is paramount for research, customer requests, and overall quality management.

By adopting a system that empowers biobanks to have full control over their inventory and data, they can move away from time-consuming, manual processes and focus on their core mission of providing high-quality biospecimens for scientific advancement. This kind of comprehensive system is available through products like LabKey Sample Manager and LabKey LIMS.

 

Explore LabKey’s Biobanking Solutions

For biobanks looking to implement these best practices, LabKey offers two powerful products designed to meet different needs.

• LabKey Sample Manager: This out-of-the-box solution is perfect for biobanks that primarily need to track and manage their sample inventory and storage. It offers a configurable, searchable database for biospecimens and their associated data.
• LabKey LIMS: For those requiring a more comprehensive solution, LabKey LIMS includes all the features of Sample Manager while extending to support assay data management and end-to-end laboratory workflows. It provides a flexible platform for integrating data, analyzing results, and collaborating across teams.