From sample registration to the test result: traceability in X-Lab LIMS

X-Lab LIMS organizes work with laboratory samples, from registration and assigned tests to the result and the resources that were used. The sample, the tests, the equipment, and the materials written off stay linked.

Before a test is completed, the system checks that the needed resources are ready. After the result is entered, the staff member confirms the write-off from specific lots. The test keeps a history of what was used.

1. Registering and identifying samples

Samples are registered in their own journal. Registration records the delivery time, the customer, the container, and the storage place. The customer can be chosen from the catalog or entered on the new record.

A sample can be a working sample, a control sample, or an archive sample.

A barcode, an identifier, or a custom number is used to find it. The label is printed from the sample card.

2. Assigning tests and following the work

The needed tests are assigned to the sample, with their urgency. When a test is assigned, the staff member can see the sample and the measurand.

The person assigned the work sees their unfinished tests, can follow the work in progress, and can find tests that have not started.

That organizes the current work and shows the state of the assigned tests.

3. Checking that a test can start

Before a result is saved, the system checks that there are enough resources for the test. It considers reagents, reference materials, materials, protective equipment, and equipment.

The equipment has to be ready for use, the metrology data has to meet the set requirements, and the person doing the work has to be authorized.

If the check has not been done, or the resources are not sufficient, the result cannot be saved and the test cannot be completed.

Stock is not written off at this step. The readiness check is separate from the actual use of materials.

4. Entering the result and writing off materials

When the resources are available, the staff member enters the result and marks the test complete. They then confirm the write-off, choose one or more lots, and can adjust the quantity.

The completed test keeps the equipment that was used and the resources that were written off.

The test is linked not only to the result, but also to the equipment and to the lots the materials came from.

5. Lots and traceability of use

A write-off can name a specific lot of a reagent or of another recorded resource. Material use is then linked to that test.

The laboratory can see which lots were used for the work and find those details on the test record.

That link matters when a result is reviewed, when records are checked, and when the use of laboratory resources is examined.

6. Storage conditions

When storage conditions are recorded for a sample, temperature, humidity, and pressure are filled in from the selected room.

A value outside the room’s allowed range cannot be saved. If the storage conditions are outside the set limits, the system marks that on the record.

The storage conditions are recorded, and a departure from the set limits is visible.

From the sample to the result, with the resources that were used

Registration, assigned tests, the readiness check, the result, and the write-off stay connected. The records keep the equipment and the lots, and samples can be found by identifier and barcode.