Sample manager LIMS: what it does and what to compare

What is a sample manager in a LIMS?

The sample manager is the part of a LIMS that answers one question: where is this sample, and what has happened to it? It creates a record when the sample is registered and adds to it with every step, so the sample's history is complete.

What does sample management cover? The sample lifecycle

1. Order and registration. The client or field worker places an order. The sample gets a unique ID.
2. Labelling and receipt. Labels or QR codes are generated, and the lab confirms receipt.
3. Chain of custody. Every handoff is recorded with who, when and where.
4. Storage. The sample's location is known, including conditions where they matter.
5. Assignment. Analyses are assigned and scheduled.
6. Testing and results. Results are entered or imported against the sample.
7. Review and approval. A second person reviews and approves.
8. Reporting. The report is generated and delivered to the client.
9. Disposal or retention. The sample is discarded or kept according to your rules, and the decision is logged.

If any of those steps happens outside the system, in a notebook or a spreadsheet, the record has a hole.

What should you look for in sample management?

• Complete data at intake. Fewer retyped requisitions means fewer mistakes. Look for a client-facing order form, not just internal entry.
• Fast, reliable identification. Labels, QR codes or barcodes that make scanning easy for field and bench staff.
• A visible backlog. You should see what is arriving, in progress and late.
• A full audit trail. Every change logged, with the user and time.
• Client visibility. Clients can see sample status without calling.
• Reports and invoices that follow. Sample management that ends at the bench leaves the client side to email.

What about SampleManager LIMS from Thermo Fisher Scientific?

SampleManager LIMS is a product from Thermo Fisher Scientific. If it is on your shortlist, evaluate it as you would any LIMS: ask about time to go live, implementation scope, what is included in the price, how clients order and follow samples, and how invoicing works. Ask for a demo of order to invoice, and compare it with the same demo from the other vendors. For a wider comparison, see top LIMS systems and vendors.

How does Milva Lab handle sample management?

Milva Lab is a LIMS for environmental and building investigation labs. Clients place complete orders in the customer app, in any browser. Samples are registered with the data already in place, handoffs are recorded as a digital chain of custody, and the backlog is visible to the lab. When the report is approved, it goes to the client as a branded report and the invoice is generated from the order. See how digital sample intake works from day one. Photo and GPS capture are available at sample level.

Key takeaways

• A sample manager is the part of a LIMS that records a sample's whole life, from order to disposal.
• Check nine lifecycle steps. Any step outside the system leaves a gap in the record.
• SampleManager LIMS is a Thermo Fisher Scientific product. Compare it using the same questions and the same demo script as every other vendor.
• Sample management should reach the client side: orders in, status visible, report and invoice out.

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Related: What is a LIMS? · Chain of custody documentation