Improving Biospecimen Traceability in Biobanks: Best Practices for Identification and Tracking

Maintaining traceability is one of the most critical responsibilities of a biobank. Without clear, accurate, and durable identifiers, the value of stored biospecimens can be compromised, leading to errors in research and risks to reproducibility. The International Society for Biological and Environmental Repositories (ISBER) highlights specimen identification and traceability as foundational best practices for biobanks worldwide.

This post explores how improving biospecimen traceability in biobanks strengthens accountability, supports reproducible science, and ensures compliance with global standards.

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

 

Watch Supporting ISBER Best Practices for Biospecimen Traceability

 

Why Biospecimen Traceability Matters

Traceability ensures that every specimen can be followed throughout its entire lifecycle, from collection and processing to storage, retrieval, and use in downstream research. By linking each biospecimen to a unique identifier, biobanks can:

• Guarantee accountability across staff and workflows.
• Support reproducibility in research by maintaining a clear chain of custody.
• Reduce errors associated with manual recordkeeping or mislabeled samples.
• Simplify auditing and compliance by ensuring full specimen histories are available.

Improving biospecimen traceability in biobanks isn’t just about operational efficiency- it’s about safeguarding the integrity of scientific discoveries.

 

Best Practices for Biospecimen Identification

1. Unique Specimen Identifiers

Every specimen must be assigned a unique identifier that stays with it throughout its lifecycle. Systems like LabKey allow administrators to define naming patterns that make identifiers both machine-readable and human-readable, ensuring clarity in both digital and physical contexts.

2. Barcode and RFID Tracking

Applying barcodes or RFID tags to specimen tubes adds an extra layer of traceability. Automated scanning reduces reliance on memory or handwritten notes and increases accuracy in check-in/check-out processes, freezer placement, or bulk updates.

3. Durable, Readable Labels

Labels must remain intact and legible across years of storage, including under cold chain conditions. Best practices call for labels that are both human-readable and machine-readable, ensuring specimens remain traceable regardless of the technology used.

4. Integration with Label Printing and Scanning

Modern specimen tracking systems for biobanks integrate with label design and printing tools (like Bartender) and support handheld scanners. This makes it easy to generate durable labels, scan specimens in bulk, and update storage locations or statuses directly in the system.

 

How LabKey Improves Biospecimen Traceability

LabKey provides robust tools that help biobanks improve traceability and align with ISBER best practices:

• Enforced Unique IDs – Generate consistent, meaningful identifiers using naming patterns.
• Barcode Support – Create 1D barcodes automatically or register external barcodes for imported specimens.
• Label Printing Integration – Print durable, standardized labels using existing lab printers.
• Scanner Input & Bulk Actions – Quickly check specimens in or out, update locations, or apply status changes in bulk.

Together, these features form a powerful biobank sample management software solution that ensures traceability is maintained from collection to research use.

 

The Practical Benefits for Biobanks

Improving biospecimen traceability in biobanks goes beyond compliance- it creates a foundation for efficiency and trust at every stage of specimen handling:

• Fewer Errors in Daily Workflows – Barcode scanning and unique IDs reduce mislabeling and manual entry mistakes, helping staff avoid costly inventory errors.
• Confidence in the Chain of Custody – From freezer to researcher, every transfer is recorded, giving managers peace of mind that specimens remain accounted for.
• Streamlined Collaboration – Standardized identifiers and interoperable data formats make it easier to share specimens and data across consortia or multi-site studies.
• Scalability for Growth – As collections expand, digital identifiers and bulk scanning tools ensure that traceability keeps pace without overwhelming staff.

With these benefits, biospecimen traceability becomes more than a safeguard- it becomes a strategic enabler of biobank efficiency, collaboration, and long-term scientific impact.

 

Conclusion

Improving biospecimen traceability in biobanks is essential to meeting ISBER best practices, supporting biobank data integrity, and ensuring long-term specimen value. Through unique identifiers, barcoding, durable labeling, and integrated tracking tools, biobanks can safeguard both compliance and research outcomes.

With solutions like LabKey Sample Manager and LabKey LIMS, biobanks can implement a comprehensive specimen tracking system that makes traceability simple, reliable, and scalable.