September 10, 2025
About LabKey
Biobank management systems are a growing need for biobanks. Biobanks play a critical role in medical research and drug development by providing scientists access to an inventory of biological samples and their associated data. Most biobanks use biorepository software or sample management software to help streamline and organize their operations.
This biobanking software is essential for ensuring the integrity of the sample inventory being managed, tracking usage and capturing required data. However, with so many options available, choosing the right software for your biobank can be a daunting task. Below we share a few considerations you should keep in mind when choosing software for your biobank management system.
Why a Biobank Management System Delivers Long‑Term Value
The total cost of biobank management extends beyond license fees. Unplanned workarounds, manual re‑entry, audit preparation, and downtime add cost and risk. Long‑term value improves when systems:
- Adapt to change. In a biobank management system, flexible data models and workflows accommodate new studies without redevelopment.
- Improve operations. Faster retrieval, clearer picking and fulfillment, and fewer errors are benefits from a system designed for your biobank needs.
- Support audits. Complete lineage and consent records that remain reliable over time are available instantly, saving significant time tracking down manual logging.
- Integrate well. Standards and APIs that fit into an evolving IT environment will streamline and smooth your biobank workflows.
Tips for Choosing a Biobank Management System:
- Check out the software’s ease of use: One of the most important considerations when choosing sample management software is how easy the software will be for your staff to perform their daily work. This enables your staff to quickly and easily perform the routine tasks associated with managing sample inventory within the biobank. Aside from gaining efficiencies in your operation, easy-to-use software is much more likely to be adopted fully by your staff.
- Sample tracking features are essential: Look for software that provides strong sample tracking features to monitor the location, movement, usage and storage of samples within your biobank and the larger research organization. This will help you to keep track of your lab sample inventory and ensure that samples are being stored and managed according to best practices. Sample management software should also keep track of the availability/status of samples, including storage conditions and expiration dates to ensure that the value and longevity of samples are being maximized.
- Ensure the system has strong history of secure data management: The software should provide a centralized system for storing, organizing, and managing sample-related data. This may include demographic information, assay results and other associated clinical data. This helps ensure the accuracy and integrity of sample data, and enables the biobank to provide researchers with the information they need to make informed decisions.
- Pay attention to compliance support: The software should help you to ensure that your sample management and data storage practices comply with relevant regulations and standards, such as those related to data privacy and security. Safeguarding the security and privacy of sensitive sample information is essential for a biobank.
- Look for built-in reporting: The software should provide reporting functions, enabling you to generate reports on sample data, sample and lab inventory, and sample utilization. This will help you to better understand the status of your collections and make informed decisions about your operations.
Choosing the right specimen management software for your biobank requires careful consideration of your specific needs and requirements. From a user-friendly interface to robust data management capabilities, it is important to choose software that will help you to manage your sample inventory efficiently and effectively, while ensuring the security and privacy of sensitive sample information.
Biobank Management Features You’ll Use Every Day
A good biobank management system should make routine work simple and consistent. Here are the everyday capabilities teams rely on.
Specimen and aliquot tracking in the biobank management system
Keep a clear picture of each specimen from receipt to research use. Track parent–child relationships, aliquots, derivatives, and pooled samples. See status and condition at a glance, with optional lot or batch details when you need them.
Freezer maps and locations
Know exactly where everything lives. Model racks, boxes, and positions; set capacity rules and reserve space ahead of time. Get alerts if there’s a conflict or an approaching expiration.
Chain of custody
Maintain trust in every handoff. The system records time-stamped transfers with defined roles (collector, custodian, courier, PI) and produces review-ready exports when needed.
Requests and fulfillment in the biobank management system
Handle intake, prioritize requests, build kits, generate pick lists, and track shipments in one place. Turnaround-time metrics stay visible so teams can stay on schedule.
Role-based access control (RBAC)
Give each user only what they need—by study, site, or even field—backed by audit logs that capture changes for compliance and quality review.
About LabKey Sample Manager
Sample Manager is a cloud-based biobanking management system that provides comprehensive software for sample tracking, freezer management, assay data capture and workflow management. The software is easy-to-use, requires minimal IT support and has the flexibility to adapt to the unique requirements of any biobank or scientific laboratory.
Click here to learn more about Sample Manager.
