November 25, 2025
About LabKey
Proper specimen management is an essential aspect of efficient laboratory management. How biological specimens are managed can have a direct impact on the accuracy of data, efficiency lab operations and the speed of the larger research initiatives. In this blog post, we will discuss three key considerations for successful specimen management and how specimen management software can help. These areas include specimen tracking, storage management and regulatory compliance. By understanding these key areas of specimen management, you can pick the software that best fits the unique needs of your lab.
Specimen Management Impact
As sample volumes grow and studies become more complex, it gets harder to keep track of every specimen, derivative, and aliquot. Simple spreadsheets or ad hoc tools that once worked can quickly turn into a source of confusion, especially as teams change and projects scale.
Specimen management practices help labs maintain accurate records, reduce wasted effort, and protect valuable specimens over their full lifecycle. With the right processes and tools in place, teams can confidently answer three key questions:
- What specimens do we have?
- Where are they stored?
- How have they been handled over time?
Below we’ll look at three core areas of specimen management: tracking, storage, and regulatory and privacy considerations—and how software can help.
Specimen Tracking
Effective specimen tracking is essential for maintaining a successful laboratory management system. Specimens can be tracked using a variety of tools- from spreadsheets to purpose-built specimen management software that helps standardize and simplify specimen tracking. Software helps ensure that all of the critical data associated with the specimen is captured and organized.
- Strong specimen tracking practices typically include:
- Standardized identifiers for specimens and derivatives
- Defined specimen types and metadata (e.g., collection date, volume, source)
- Parent–child relationships between primary specimens and aliquots
- Recorded handling events such as processing, thaw/refreeze, and usage
When tracking is well managed, labs can quickly determine which specimens are available, how they’ve been used, and whether they meet the criteria for a particular study or assay. This reduces time spent searching for samples and lowers the risk of misused or duplicated specimens.
Specimen management tools further support tracking by:
- Enforcing required fields for key data points
- Providing search and filter tools across studies or projects
- Recording who performed actions and when they occurred
Specimen Storage
Proper specimen storage is critical to the integrity of the specimen and the accuracy of the data obtained. Different types of specimens require specific storage conditions, such as temperature or storage media. Lab staff should be trained on how to handle and store specimens according to the appropriate guidelines. Specimen management software can help standardize freezer management processes and capture all actions taken on specimens in an auditable log. Additionally, the software can help ensure unique IDs for each specimen, define naming conventions and provide barcoding functionality. Proper management of specimen storage is important to ensure that they can be quickly located, and their integrity maintained.
Effective storage management includes:
- Clear physical organization of freezers, shelves, racks, and boxes
- Documented storage maps that match the physical layout
- Consistent labeling and barcoding for specimens and containers
- Defined rules for placement, consolidation, and retirement of specimens
Without a system, staff may rely on memory or locally maintained spreadsheets, which can quickly fall out of sync with reality. This makes it difficult to onboard new team members, coordinate across locations, or recover after a freezer failure.
Specimen management software can help by:
- Providing virtual maps of storage locations
- Tracking specimen moves and location history
- Supporting barcode scanning for faster, more accurate placement and retrieval
- Offering inventory views by project, study, or specimen type
These capabilities reduce time spent searching for specimens and help ensure high-value samples aren’t lost or forgotten in storage.
Regulatory Compliance for Specimens
Managing biological specimens can be complex and challenging due to regulatory compliance requirements. Labs must comply with a variety of regulations including those set by the FDA and NIH. Sample management software can help labs comply with these regulations by controlling the access/visibility of sensitive data and capturing the actions performed in the system in audit logs.
Key considerations include:
- Access control and permissions
Ensuring only authorized personnel can view or edit sensitive specimen and subject data. - Auditability
Maintaining detailed records of data changes, specimen usage, and exports to support internal reviews and external audits. - Data integrity and consistency
Using validation rules, required fields, and controlled vocabularies to reduce errors and maintain high-quality data. - Retention and disposal policies
Tracking when specimens should be retained, transferred, or disposed of in line with protocols and regulations.
Specimen management tools can help labs implement these practices by providing role-based access, audit logs, and structured data entry. Combined with clear SOPs and training, these capabilities make it easier to demonstrate control over specimen handling and data management.
How LabKey Sample Manager Helps With Specimen Management
LabKey Sample Manager is designed to help labs move beyond spreadsheets and ad hoc tools to a more reliable, scalable approach to specimen management.
With Sample Manager you can:
- Manage the receipt, storage and shipment of specimens
- Define samples types and sources with unique metadata
- Document experiments in an integrated Electronic Lab Notebook
- Use workflows to standardize lab procedures and data capture
- Unify specimens with their related experiment data
- Capture an audit-ready log of actions performed on each specimen
- Comply with HIPAA and CFR Part 11
Click Here to learn more about LabKey Sample Manager.
Frequently Asked Questions About Specimen Management
What is specimen management?
Specimen management is the process of organizing, tracking, storing, and documenting biological specimens throughout their lifecycle—from collection through processing, storage, and eventual use or disposal.
Why is specimen management important?
Good specimen management reduces the risk of misplaced, mislabeled, or unused specimens. It also supports study reproducibility, efficient freezer use, and the ability to respond confidently to audits or collaborator requests.
When do labs usually outgrow spreadsheets for specimen tracking?
Labs often outgrow spreadsheets when they manage large numbers of specimens, work across multiple freezers or sites, or need stronger auditability and access controls. At that stage, maintaining a single accurate spreadsheet becomes difficult, and a dedicated specimen management system is easier to maintain.
How can software help with specimen management?
Specimen management software centralizes specimen data, tracks storage locations, records handling events, and provides audit trails and permissions. This makes it easier for teams to find specimens, maintain consistent records, and demonstrate control over their inventory.