Selecting Biospecimen Tracking Software

Biospecimen tracking software helps biobanks and research teams know what samples they have, where they are stored, and how they have been handled over time. The right system replaces fragile spreadsheets with a reliable, auditable record of each specimen’s lifecycle.

 

Contents: Essential Features | Vendor Considerations | Scalability | Software Solution

 

The Essential Features of Biospecimen Tracking Software

Biospecimen tracking software is essential for biobanks looking for efficiency and reliable management of biological samples. Below are a few essential features to look for when evaluating biospecimen tracking software.

• Comprehensive freezer management: Flexible, detailed location mapping for easy sample retrieval, reduced risk of loss or mix-ups, and storage conditions that protect sample integrity.
• Audit trails: Complete logs of sample-related activities and compliance report generation, so you can see who did what and when for every specimen.
• Barcode integration: Creation and scanning of unique barcodes to enforce identifiers and maintain a clear chain of custody from collection through use and disposal.
• Reporting and analytics: Custom reports, visualizations, and export options that highlight usage patterns, inventory levels, and operational efficiency for stakeholders.
• Integration with other lab systems: API access and smooth data transfer with systems like LIMS and ELNs to reduce double entry, improve consistency, and keep sample data in sync across platforms.

 

Vendor Considerations for Biospecimen Tracking

When selecting a biospecimen tracking software vendor, several critical factors should be considered to ensure your biobank management system has the necessary support and training for successful implementation and adoption. 

• Proven track record: Look for vendors with experience in biospecimen management and relationships with groups such as ISBER, plus positive references from similar organizations.

• Customer support: Reliable, responsive support and clear training options to help teams onboard quickly and stay productive.

• Cost and pricing models: Transparent, predictable pricing that balances initial implementation costs with long-term value and avoids unexpected fees.

• Customization and flexibility: Options to configure or adapt the software to your workflows without heavy ongoing development or maintenance.

• Continuous improvement: A clear commitment to regular updates and enhancements so the software keeps pace with evolving requirements and best practices.

 

Scalability of the Tracking Software

Scalability is a key consideration for biospecimen tracking software, particularly for biobanks anticipating growth in sample volume and evolving workflows. A scalable solution should be capable of handling an increasing number of biospecimens without compromising efficiency or data integrity. This includes features like: 

• Robust Data Storage and Processing: Capable of handling an increasing number of biospecimens without compromising performance or data integrity. This ensures that the software maintains efficient performance and stable data management as the database expands, supporting long-term operational needs.
• Adaptability to New Workflows: The software should be adaptable to new workflows and processes. Flexibility in adapting to evolving operational needs ensures that the software remains relevant and effective as biobank procedures and requirements change over time.
• Cloud-Based Solutions: Cloud-based solutions offer superior scalability with flexible storage options and reduced need for significant upfront infrastructure investments. Having cloud options facilitates easy and cost-effective scaling of operations, allowing biobanks to adjust storage and processing capabilities as needed without substantial financial burdens.
• Usability and User-Friendly Interface: A user-friendly interface and intuitive design streamline training and onboarding for new staff. This enhances scalability by ensuring that new users can quickly become proficient with the biobank software, maintaining productivity and efficiency as the user base grows.

 

Frequently Asked Questions About Biospecimen Tracking Software

What is biospecimen tracking software?
Biospecimen tracking software is a system for recording and managing information about biological samples, including what they are, where they are stored, and how they have been handled throughout their lifecycle.

Who typically uses biospecimen tracking software?
Biobanks, clinical research groups, academic labs, and biotech organizations use biospecimen tracking software to manage growing collections, support studies, and demonstrate control over their samples during audits or collaborations.

When do biobanks usually outgrow spreadsheets?
Biobanks often outgrow spreadsheets when sample volumes increase, multiple freezers or sites are involved, or stronger audit trails and access controls are required. At that point, maintaining a single, accurate spreadsheet becomes difficult, and a dedicated tracking system is easier to keep reliable.

 

Sample Manager for Biospecimen Tracking

Sample Manager is software designed to help labs manage biospecimens with ease, tracking the entire lifecycle of your inventory including the registration, receipt, aliquoting, storage, data integration, shipping and chain-of-custody of lab samples. This sample management software can be quickly set up to meet the sample-related workflows and protocols used in your laboratory.

Take a tour of Sample Manager here!