Your go-to blog for modern lab management

At eLabNext, everyone on our team truly loves interacting with our customers. We’re not saying this to be cheesy, we simply “do what we do” to help your lab and organisation succeed, whether you are at the beginning of your digitalisation journey or have been using eLabNext for the past decade. 

That’s why, when one of our customers, Ramzi Abbassi, Ph.D., joined the eLabNext team as a Lab Digitalisation Specialist, we were thrilled. Not only do we get to benefit from his scientific and digitalisation expertise, but we also get an in-depth understanding of what it was like to be a customer, which ultimately makes us better at supporting their needs.

“I’ve spent time in medical, life science, and engineering laboratories at the University of Sydney, University of New South Wales, and University of Oxford,” explains Ramzi. “As a member of the research support team at the Children’s Cancer Institute Australia (CCIA), I worked on ensuring institute-wide safety and compliance. These experiences have unveiled shared challenges that resonate within all of these distinct research communities.”

They also introduced him to the power of digitalisation, digital lab platforms, and, ultimately, eLabNext.

This week, we interviewed Ramzi to learn more about his background, insight into labs’ shared challenges with digitalisation, experience with eLabNext, and view on the future of lab digitalisation looks like. 

Common Lab Challenges 101

Ramzi’s academic journey led him to the quirks and inefficiencies of using non-digital, legacy systems in the modern research world. Later in his career, during Ramzi’s work at the CCIA, he was tasked with identifying a solution to some deeply ingrained institute-wide challenges. 

“The institute wanted to overcome some of the internal challenges with tracking compliance, mitigating risk with paper lab notebooks, and improving inventory and cold storage management,” explains Ramzi.

CCIA wasn’t the only organisation that Ramzi had seen experience these problems. Over the course of his Bachelor’s, Ph.D., and involvement with teaching and managing research operations, Ramzi has seen challenges fall into five distinct buckets.

Insufficient Data Infrastructure and Facilities

Ramzi saw lab managers and supervisors dedicate considerable efforts to ensure appropriate access to data, equipment, and inventories. However, a streamlined digital approach to managing access control remains a relatively untapped opportunity.

Difficulties Managing Compliance

Navigating the intricate landscape of research regulations and ethics committees’ requirements is a common challenge. Despite modern labs boasting cutting-edge instruments and technology, the absence of widely used digital platforms for managing safety protocols poses a collective hurdle. 

The lack of secure and accessible audit trails, coupled with the inability to generate custom reports, particularly concerning chemical and biological hazards, leads to manual and error-prone management, resulting in potentially unsafe laboratories or practices,” says Ramzi.

Documentation Challenges

Ramzi experienced the difficulties of mixed paper and digital record-keeping systems. Coexisting paper lab books and internal servers introduce inefficiencies and risks, with security concerns over non-digital records. Siloed electronic lab notebook systems compound the problem due to a lack of interoperability with research equipment, samples and limited customisation.

Non-standardised Protocols

Ramzi also saw the absence of standardised protocols contributed to experimental inconsistencies and wastage. Ensuring that researchers consistently work with the latest approved versions of protocols is challenging due to the lack of a digital approval process.

Resource Waste

For many labs, data loss, double ordering, and difficulty tracking samples in freezers (which can lead to reduced freezer longevity and increased energy expenditure due to door-open times) are all common problems. 

“This resource wastage is a recurring issue exacerbated by the lack of transparency and inefficient non-digitised processes,” comments Ramzi.

Finding Digital Solutions

As mentioned above, many of these problems have digital solutions. While Ramzi was working at the CCIA, he conducted a thorough exploration of various digital lab platforms and identified eLabNext as a solution that ultimately made laboratory operations more streamlined and efficient.

“eLabNext’s responsiveness, often within six hours despite the time zone difference between Australia and the EU/US, demonstrated a commitment to support,” Ramzi recalls. “The team facilitated online calls, guiding us through implementation, testing, and rollout, and remained receptive to incorporating changes we deemed necessary.”

A lot more factors also went into CCIA’s decision to choose eLabNext. For one, the platform offered a comprehensive suite, including eLabJournal, eLabInventory, and eLabProtocols, ensuring a holistic solution to CCIA’s diverse laboratory needs.

“eLabNext emerged as the optimal choice due to its strong cybersecurity measures, cost-effectiveness, responsive customer support, robust product roadmap, and commitment to interoperability,” adds Ramzi. “Its adherence to ISO 27001 standards, support for GxP compliance, focus on research integrity, and custom legal agreements were key factors that aligned perfectly with the institute’s requirements.”

Making Digitalisation a Reality

Once eLabNext’s full suite of tools (eLabJournal, which includes both eLabInventory and eLabProtocols) was implemented at CCIA, eLabJournal enabled the improvement of data organisation and accessibility, compliance, collaboration and efficiency. 

“Over time, the perception of the product only improved as its long-term benefits were realised, including enhanced research integrity, interoperability, and future connectivity with research hardware using Internet of Things (IoT) protocols,” explains Ramzi.

The seamless integration of eLabJournal with eLabInventory and the possibilities presented by eLabMarketplace were particularly impactful. The implementation challenges were effectively addressed with eLabNext’s support, including the advice for a phased rollout and easy setup and installation of a dedicated private cloud.

The Jump Onto eLabNext’s team

Ramzi’s transition from being a client of eLabNext to joining the eLabNext team happened when the CCIA requested an eLabNext support team member to be present in their geographical location. This request aligned with eLabNext’s strategy: To provide customer support in clients’ local time zones. 

Ramzi ended up being the perfect fit for such a position. 

“Being part of both sides of the equation has allowed me to connect with everyone I’ve encountered in my research career, from researchers to biotech founders in Australia,” Ramzi describes. “It’s been a fantastic opportunity to collaborate with those addressing real-world problems and to leverage my unique perspective to help eLabNext’s clients in Australia, New Zealand, and the greater Asia Pacific.”

The Future of Lab Digitalisation

As Ramzi continues to support eLabNext users with his digital and scientific expertise, he, along with the entire eLabNext team, is looking toward the future of lab digitalisation. 

“In the short term, I envision lab digitalisation becoming increasingly integrated with AI and machine learning, enabling smarter data analysis and automation of routine tasks,” speculates Ramzi. “Innovations like eLabNext’s add-ons – Pipsqueak Pro, AI Protocol Generator, Immunomind, and mpVision, are already paving the way for more intelligent and efficient lab operations.” Further out, Ramzi thinks that lab digitalisation may evolve to encompass virtual labs and immersive technologies, transforming the way we conduct experiments and collaborate globally.

Eppendorf and eLabNext’s strategic vision to deepen their integration into the Eppendorf ecosystem heralds an epoch of synchronised research excellence, propelling laboratories towards heightened efficiency, collaboration, and a sustainable digital future of scientific exploration and innovation.

To learn more about lab digitalisation in Life Science and Biotech Research, check out this Eppendorf Lab Channel webinar, “Digitalisation in Life Science and Biotech Research.”

Agri-tech, or ag-tech, is a rapidly evolving field focused on utilising advanced technologies to increase agricultural productivity and sustainability. It is a booming market filled with R&D scientists looking to provide more farmers with tools and technologies to improve crop yields, make plants resistant to insects and harsh weather, and increase nutritional value. 

With such ambitious goals comes the "stalk-high" task of creating efficient and optimised laboratory workflows that drive progress. What are the critical technologies needed to manage such an undertaking? And, just as important, how do you sync them to work effectively? In this blog, we'll highlight the importance of running a centralised agri-tech lab, some of the essential technologies in the industry, and how to integrate them all. 

The Dangers of De-Centralized Data

The issue many agri-tech labs face is that much of the vast data being generated is siloed (pun intended) between several stand-alone software platforms, incapable of communicating with one another. This hinders efficiency, reproducibility, and scalability. The backbone of an efficient lab is a single, unified environment for managing all aspects of laboratory operations, from sample tracking and data management to reporting and analysis. Let's look at the key technologies in agri-tech and the features to look for in streamlining those workflows.

Key Technologies for Agri-Tech

Molecular-Based Testing

Genotyping, marker-assisted breeding, and GMO testing provide ways to identify traits that would otherwise be impossible to select based on phenotype alone. Researchers use this to develop new crops with higher yields or improved nutritional value. 

• Real-World Example: Development of golden rice or better seed germination in forages like millet.
• Necessary Software Feature to Have: Visualise genetic sequences and allow for lab-wide collaboration among scientists.

Proteomics

Proteomics can be used to identify proteins that are involved in specific biological processes, such as plant stress response, nutrient uptake, metabolism, or insect resistance. This information is used to develop crops that grow in new environments or new pesticides that target specific proteins. 

• Real-world Example: Aphid control in sorghum crops or canola cultivation in colder environments.
• Necessary Software Feature to Have: Fully customisable metadata fields with advanced search functions for real-time reporting.

Bioimaging & Phenotyping

Visualising biological structures at the molecular level shows how phenotypes emerge from cellular-level traits. These technologies identify and characterise desirable characteristics to study the effects of different fertilisers or pesticides on plant growth.

• Real-world Example: Disease resistance in cassava or less pesticide usage in soybean. 
• Necessary Software Feature to Have: See the full history of a sample with parent-child sample relationships and see clone lineage quickly.

Soil, Feed, Fertiliser, and Water Analysis

Crops cannot flourish without the right ecological factors in place. Physical and chemical analysis of these components can be used to optimise crop yields, improve plant health, and ensure food safety. 

• Real-World Example: Growing wheat or corn in extreme weather or ecological conditions.
• Necessary Software Feature to Have: The ability to send out to third-party chemical testing companies for analysis.

Let Your Agri-Tech Laboratory Bloom

The technologies available to agri-tech labs have grown by leaps and bounds, but traditional software used in the lab has not. Don't let outdated lab software hinder your agri-tech lab's growth. Discover how eLabNext's digital lab platform can elevate your research work, improve efficiency, and ensure compliance. 

Take the first step to enhance your lab's performance with our personal demo or a free 30-day trial.

Last updated on 19 June, 2024.

BOSTON, MA – eLabNext (an Eppendorf Group company), the provider of a Digital Lab Platform with lab inventory management system (LIMS), electronic lab notebook (ELN), and artificial intelligence (AI)/machine learning(ML) solutions for life science laboratories, and Promega Corporation (Promega), a global leader in innovative technologies, tools, and technologies for the life science industry, announced a collaboration today to make Promega’s standard operating procedures (SOPs) readily accessible within the eLabNext Digital Lab Platform.

This partnership will enable select protocols associated with Promega’s Wizard™ Extraction Chemistries, GoTaq® Master Mixes, and Bioluminescence Glo® Assays products to be hosted on eLabNext’s web-based protocol and SOP management platform, eLabProtocols, allowing integration and incorporation into users’ eLabJournal, eLabNext’s easy-to-use, fully customizable ELN platform.

“As the industry matures, and the knowledge and need for lab digitization expands, especially with the inevitable acceptance of the role of AI in biotechnology, we have been seeing more and more of our customers requesting more easily accessible protocols for their assays,” says Zareh Zurabyan, Head of eLabNext, Americas. “We have noticed an uptick in requests for Promega Cell Biology, Protein Analysis, and other protocols, and given the mutual connections between Promega and us, it was a natural progression to work together so we can provide more comprehensive digital solutions for our mutual customers. Ultimately, our goal is to make scientists’ lives easier and integrating Promega’s SOPs directly into our platform will enable them to stay on top of the most recent protocol updates in real-time.”

“Promega is committed to providing digital tools to customers in academic, applied, pharma, biotech, and clinical research that increase accessibility to our leading tools and technologies,” says Tom Livelli, Vice President of Life Science Products and Services at Promega. “eLabProtocols provides a platform to easily adapt our reagent protocols to a laboratory’s specific research and quickly share them with colleagues to foster better collaboration.

The integration of Promega’s protocols serves as another example of the open and customizable functionality of eLabNext’s platform through eLabMarketplace.

About Promega Corporation

Promega Corporation is a leading provider of innovative solutions and technical support to the life sciences industry. With over 40 years of experience, the company offers a diverse portfolio of more than 4,000 products supporting various life science disciplines, including cell biology, DNA, RNA, protein analysis, drug development, human identification, and molecular diagnostics. Promega's tools and technologies have continually evolved and expanded their applications in academic and government research labs, forensics, pharmaceutical companies, and clinical diagnostics facilities, as well as in agricultural and environmental testing. Headquartered in Madison, WI, USA, Promega Corporation operates globally, with branches in 16 countries and an extensive network of over 50 global distributors.

As an academic or industry scientist, no matter how large or small your research group is, the legal implications of your everyday work may be one of the furthest things from your mind. In the short term, you’ve got experiments to plan, funding to apply for, budgets to manage, and data to analyse.

But, while you’re focused on your “to-do” list for the week, there are long-term legal repercussions for everything you do. For instance, the experimental results and analyses you perform and record today can have far-reaching implications for intellectual property (IP) protection and future patent disputes over the timing of discovery. With the most recent events of former Harvard President Claudine Gay's resignation around allegations of plagiarism, it is imperative to discuss the legal expectations in the scientific world, whether it is in R&D, clinical trials, or drug discovery. 

Digitalising lab operations and implementing a defined Digital Lab Strategy has become a key step in “future-proofing” labs against legal complications, data loss, accidental or purposeful plagiarism, and procedural inefficiencies. While operating without digitalisation in a laboratory may not intrinsically lead to legal problems, there are several potential challenges and risks that can arise. These difficulties aren’t limited to paper-based record keeping but include inflexible digital platforms that aren’t tailored to the lab environment.

Data Security and Privacy Concerns

Paper-based records are more vulnerable to physical theft or unauthorised access than digital data. Failure to adequately protect sensitive information can result in legal consequences, especially if there are ISO or other regulations in place, such as GDPR or HIPAA, that mandate the protection of personal or sensitive data.

Alternatively, some labs may use a combination of digital tools that aren’t tailored to the laboratory environment. While these can be useful, some may not offer the security to keep sensitive data safe or protect against cyberattacks. Unpredictable events, such as natural disasters, may lead to data loss if data is stored in a paper format or digitally on a local network.

Documentation and Record Keeping

Inaccurate or incomplete manual records may lead to regulatory compliance issues. Audits and inspections by regulatory bodies are common in highly regulated environments and may be more challenging without organised and easily accessible digital records. Paper lab notebooks are not fully traceable and present challenges with linking data to specific instruments or equipment. Even digital platforms that some researchers use to record lab operations, such as OneNote, may not comply with 21 CFR Part 11 regulations, which lay out criteria for electronic records and signatures.  

Data Management

Paper-based record-keeping can create problems with retrieving, analysing, and interpreting data. Digital tools not tailored to the laboratory environment can make managing data, from creation to archival, slower and more error-prone. Without digital tools that are made for the data-heavy lab environment, research groups cannot demonstrate data integrity and traceability, which could pose compliance issues.

Reporting and Compliance

The regulatory environment is constantly changing. When using paper or piecemeal software tools, it can be difficult to generate timely and accurate reports required for compliance or to keep up with the ever-changing regulatory requirements. Flexible, customisable, and searchable digital lab platforms can help with this, particularly if bulk changes need to be made across multiple reports or notebook entries. 

Collaboration and Communication

Establishing and maintaining collaborations using paper-based notebook entries requires manual, time-consuming, and inefficient tasks. First, paper notebooks aren’t easily searchable, making finding specific entries or data difficult. Once found, entries must be scanned or copied to transmit electronically to a collaborator. Lack of efficient communication channels can lead to misunderstandings or delays in decision-making. With digital lab platforms, sharing and controlling entry permissions is as easy as a Google Doc. 

Intellectual Property Protection

Using paper lab notebooks can lead to IP problems due to the inherent risks of loss, damage, or unauthorised access. Paper records may be easily misplaced or damaged, resulting in the permanent loss of crucial experimental data, which can impact the claims made in patent applications or scientific publications. 

Additionally, the lack of version control in paper notebooks may make establishing the timeline of discoveries challenging, potentially leading to disputes over priority and ownership of intellectual property. Embracing electronic lab notebooks with secure access controls and data backup features can mitigate these risks and provide a more robust framework for protecting valuable intellectual property.

Conclusion

Laboratories need to assess their specific needs and regulatory requirements and determine how much digitalisation can address the legal challenges discussed above. Implementing an appropriate digital lab platform can help mitigate risks and enhance overall efficiency and compliance in laboratory operations.

To learn more about eLabNext and how our digital lab platform can help protect you from future legal trouble, read our report, “The Legal Implications of an Un-Digitized Lab,” or book a personal demo today.

I’m going to tell you a secret that will revolutionize the way you go about your day-to-day laboratory activities. As you may have guessed from the title, improving organization and increasing efficiency in the lab can be achieved by leveraging the Lean Sigma 5S program and robust inventory management software. Now, you’re probably asking yourself, “What the heck is 5S, and how does it relate to inventory management software?” In the following blog, you’ll find all the answers you need!

What is the 5S Program?
Working in a cluttered, disorganized lab setting can be frustrating. On top of making operations difficult, it can have far-reaching impacts on productivity and finances! I’ve learned that working in a disjointed environment produces low-quality work and wasted time, which has adverse emotional effects. The 5S program is a fundamental element of Lean Sigma, a methodology that seeks to eliminate waste and improve organizational efficiency. The 5S program involves five steps to help organizations create and maintain a clean, organized workplace.

The five steps are:

1. Sort: The first step is to sort through all the items in the workplace and determine which are necessary and which are not. Unnecessary items should be removed, freeing up space and reducing clutter.
2. Set in Order: The second step is logically arranging the remaining items. This involves identifying the most efficient location for each item and labeling or marking storage spaces to make it easy for employees to find what they need.
3. Shine: The third step is to clean the workplace thoroughly. This involves removing all dirt and grime and ensuring that equipment is maintained properly and in good working condition.
4. Standardize: The fourth step is establishing clear standards for how the workplace should be organized and maintained. This involves creating guidelines and checklists for employees to follow.
5. Sustain: The fifth and final step is to make the 5S program an ongoing process integrated into the organization’s culture. This involves training employees, monitoring progress, and continually improving the program.

Overall, the 5S program is a simple yet effective way to improve workplace efficiency and productivity by creating a clean and organized environment.

How Does Using 5S Improve Inventory Management?
The 5S program can be applied to inventory management in many lab settings to improve efficiency, reduce waste, and increase accuracy. Here are some ways to use the 5S program to improve inventory management:

1. Sort: In inventory management, sorting involves identifying slow-moving or obsolete items and removing them from the inventory, freeing up valuable storage space and reducing inventory costs.
2. Set in Order: The remaining inventory should be arranged logically once unnecessary items have been removed. This can involve grouping items by type, size, or frequency of use. Labeling or marking storage locations can also help employees quickly locate needed items.
3. Shine: Regular cleaning and maintenance of the inventory storage area can prevent damage to items and reduce the risk of lost or misplaced inventory. Cleaning can also help identify items that are damaged or no longer needed.
4. Standardize: Developing standard operating procedures (SOPs) for inventory management can help ensure that inventory is consistently stored, labeled, and tracked. SOPs can also help identify any issues or areas for improvement.
5. Sustain: Regular training and monitoring can help ensure that the 5S program is consistently followed for inventory management. This can also provide opportunities for continuous improvement by identifying and addressing any issues that arise.

How to Leverage the 5S Program with Inventory Management Software
Incorporating the 5S Lean Sigma program with inventory management software can help organizations further streamline their inventory management processes. Here are some ways to incorporate the 5S program with inventory management software:

1. Sort: An inventory management software can help easily identify lesser-used inventory items. By analyzing data such as sales history and inventory turnover rates, the software can generate reports to help determine which items should be removed from the inventory.
2. Set in Order: Inventory management software allows customizable fields to be set up to track items by type, size, or frequency of use. It can also provide features for automatic labeling or marking of inventory items.
3. Shine: An inventory management software can assist with regular cleaning and maintenance of the inventory storage area. The software can generate reports to identify items that are damaged or no longer needed. It can also be used to track maintenance and cleaning schedules.
4. Standardize: An inventory management software can establish SOPs for inventory management. These procedures can include guidelines for storing, labeling, and tracking inventory items. The software can also be used to enforce these procedures and ensure that they are being followed.
5. Sustain: An inventory management software can provide regular training and monitoring to ensure the 5S program is consistently followed. The software can generate reports that track adherence to the 5S program and identify areas for improvement.

By incorporating the 5S program with inventory management software, your lab can streamline and automate many of the tasks involved in the 5S program, making it easier to maintain a clean, organized, and efficient inventory storage area.

Conclusion
Organizational techniques and tools like the 5S program and inventory management software are essential to maintaining a clean and efficient lab environment. The 5S program, with its five fundamental steps, offers a straightforward yet highly effective approach to cultivating a clean and organized workplace. These principles can be seamlessly applied to inventory management, reducing waste, enhancing accuracy, and saving your organization valuable resources. I can tell you firsthand that these tools are life-changing and will make all the difference in operating your business. If you want to learn how eLabNext can transform your lab’s operations, contact us!

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A Guide to Basic Chemistry Lab Safety: 12 Important Guidelines

A laboratory worker was three months into her job. She used a syringe to extract a pyrophoric chemical, which ignites in air, from a container. As she used the syringe, it disassembled, and the chemical ignited her clothes on fire. After a few weeks, she succumbed to her burns and died. What makes this even more tragic was that the accident was completely preventable if there was proper training, supervision and methodology. Chemistry labs can be deadly if proper safety precautions are not taken. It's essential to identify hazards and establish methods to perform work safely, especially when handling extremely hazardous chemicals.

Why is safety important in a chemistry lab?

Safety in a chemistry lab is critical for several reasons. Chemical laboratories include a variety of hazards that require a multi-layered approach of controls to prevent injuries and illnesses. The presence of chemicals could result in exposure to hazardous substances, chemical burns, and fire/explosions. Equipment with physical hazards could result in slips, trips, falls, pinch points, and exposure to extreme temperatures, radiation, noise, electricity, and pressure. Injuries and illnesses can result in lawsuits, medical expenses, and lost productivity. Effective health and safety controls help with preventing these types of losses.

12 Lab Safety Guidelines to Follow

To ensure a safe working environment in labs, adhere to these fundamental safety guidelines:

1. Wear safety glasses in the lab. Always wear eye protection even if you’re not conducting an experiment.
2. Always wear appropriate clothing when working in a lab. Protect your skin, avoid open-toed shoes and long/dangling jewelry, and keep sleeves at an appropriate length.
3. Do not eat, drink, smoke, or vape inside the lab.
4. Familiarize yourself with the emergency procedures and the locations of emergency equipment, such as fire extinguishers, fire blankets, safety showers, and eye wash stations.
5. Conduct work inside the fume hood especially when working with hazardous chemicals.
6. Wash your hands thoroughly before and after working in the laboratory. By practicing good hand hygiene in the lab, you’re protecting yourself and your colleagues from any cross-contamination.
7. Never use mouth suction to fill a pipette. It’s a dangerous and outdated technique of filling a pipette due to the risk of contamination and ingestion of hazardous materials.
8. Don't force glass tubing through cork or rubber stoppers. The glass can shatter and cause lacerations. Use proper lubrication to avoid breakage.
9. Never pour water into acid which can cause a violent reaction. Always add acid to water slowly and carefully.
10. Use appropriately designated waste containers to dispose of liquid and solid waste.
11. Securely replace all caps, lids, and stoppers after removing chemicals from containers. This prevents leakage of liquids, gases, or vapors.
12. Report any accidents or injuries to your supervisor immediately.

Chemical Hygiene Plan

Ensure a Chemical Hygiene Plan is implemented prior to commencing work in the lab. A Chemical Hygiene Plan is a documented program that outlines procedures and safe work practices to protect employees from hazards in a laboratory environment with dangerous chemicals. The plan should address topics such as personal protective equipment (PPE), hazard identification, spill response, and waste disposal.

Conclusion

It’s critical to prioritize safety when working in a lab. Injuries and illnesses should be used as learning lessons, illustrating how the deficiencies in safety measures are used as opportunities to correct the issue and prevent it from occurring again. By enforcing these 12 guidelines and implementing a Chemical Hygiene Plan, you can minimize the risk of injuries and illnesses.

Learn more about Scishield’s Chemical Inventory and Report software to improve lab safety.

Imagine you're in a chemistry lab, surrounded by beakers with chemicals, Bunsen burners, and high-pressure equipment. You’re conducting a series of experiments and feeling stressed because the deadline is today. Suddenly, a chemical reaction goes awry, and the mixture starts to overflow and spew bubbles and vapors. How do you respond? The steps taken pre- and post- accident are extremely important to avoid getting injured.

Chemistry labs are places of innovation and discovery, but are also where accidents, injuries and fatalities occur if proper safety precautions are not taken. To control risks, lab employees must rely on engineering controls like a fume hood, administrative controls like procedures and training, and protective equipment. The presence of hazardous chemicals and equipment necessitates the need for safety equipment in laboratories!

1. The Importance of Safety Equipment in Chemistry Labs

Safety equipment protects both people and the overall laboratory environment, and is critical in chemistry labs, by lowering the likelihood of an accident happening or lowering the severity of a consequence after an accident. Requirements set forth by regulatory bodies (e.g., OSHA¹) and guidance set by other non-regulatory bodies (e.g., NIOSH², ANSI/ISEA³) indicate the use of specific safety equipment in chemistry labs. These requirements and guidelines aim to protect against injuries and illnesses that may arise from exposure to hazardous substances or improper handling of chemicals and equipment.

1. Common Laboratory Hazards and Risks

Chemical laboratories include a variety of hazards such as chemical and physical. The presence of chemicals could result in exposure to hazardous substances, chemical burns, and fire/explosions. Equipment with physical hazards could result in slips, trips, falls, pinch points, and exposure to extreme temperatures, radiation, noise, electricity, and pressure. Some of these consequences from chemical and physical hazards are described below:

• Punctures, Cuts or Lacerations: Labs are full of glassware. Working with glassware can lead to cuts and lacerations if damaged glassware is used, proper handling techniques are not followed, or personal protective equipment (PPE) is not used. Punctures may occur with the use of needles.
• Chemical Inhalation: Chemicals can be in the form of gasses or can emit harmful vapors when mixed or under heat. Exposure to harmful gasses, vapors, fumes, and mists could occur during routine and non-routine processes involving chemicals. Exposure can cause respiratory problems, ranging from mild irritation to severe damage to the lungs or other internal organs.
• Chemical Burns: Chemical burns occur when there is contact between a caustic or acidic chemical and the skin, eyes or mucous membranes. Contact could be due to a splash or spill, inadequate personal protective equipment (PPE), equipment failure, or improper chemical handling.
• Sensitization: Sensitization occurs when someone becomes more reactive to a particular substance after repeated exposures. It’s a type of allergic response that leads to reactions, even at lower concentrations.
• Eye injuries: Eye injuries happen in the laboratory due to the hazardous properties of chemicals or impact. Chemical processes can emit aerosolized particulates, or create splashes and spills which can reach your eyes. Ultraviolet light, pressurized equipment, and projectiles could also result in eye injuries. These hazards can severely injure the eyes, potentially leading to vision loss.
• Fires: Fires occur in laboratories due to the presence of flammable chemicals, heat sources, combustible materials, and sometimes electrical hazards.

1. Personal Protective Equipment (PPE)

Wearing PPE in a laboratory serves as a crucial last line of defense against potential hazards and risks associated with various laboratory activities. Certain PPE should be rated according to recognized standards such as ANSI/ISEA. Verify the rating with the PPE manufacturer before you purchase it. The following are PPE that should be used in the laboratory.

• Goggles: These are tight-fitting eye protection that completely covers the eyes and protects against chemical splashes, dust, and impact. They should be worn whenever handling chemicals where there may be a splash (e.g., transferring liquid nitrogen into a Dewar or pouring hydrochloric acid). Goggles should be ANSI/ISEA Z87.1 rated. Goggles that meet the ANSI/ISEA Z87.1 requirement for splash and dust protection will be marked with a code that begins with the letter “D”.
  • Goggles coded as “D3” provide protection from droplets and splashes.
  • Goggles coded as “D4” provide dust protection.
  • Goggles coded as “D5” provide fine dust protection.
• Safety Glasses: These provide eye protection from moderate impact and particles associated with broken glass and minor chemical splashes. They have shatter-resistant lenses commonly made of polycarbonate. Safety glasses should also be ANSI/ISEA Z87.1 rated.
• Gloves: Gloves provide a barrier between the skin and hazardous chemicals, preventing direct contact and minimizing the risk of burns, absorption, and irritation. Different types of gloves offer protection against specific chemicals. Contact the glove manufacturer or supplier and inform them of the chemicals you’ll be handling. They’ll recommend a specific glove type. You can also review the OSHA Chemical Resistance Selection Chart for Protective Gloves to determine which gloves you need. Consider the task and hand/finger dexterity required to complete the task before purchasing gloves.
• Respirators: Respirators filter harmful gasses, vapors, fumes, dusts and mists from the air, protecting the respiratory system against irritation or chronic issues. Work with highly toxic or volatile chemicals may require the use of a full-face air purifying respirator or powered air purifying respirator (PAPR). The type of respirator and filter cartridges to use will depend on the specific chemicals being handled and their concentrations. Dust masks or filtering facepiece respirators such as the N-95, surgical masks and cloth masks, which became well known during the COVID-19 pandemic, do not protect against gasses and vapors! Be sure to understand the limitations of respirators prior to use. Only NIOSH-certified respirators should be used when selecting a respirator for work with chemicals. You can’t wear a respirator without clearance! Employees that are required to wear a respirator must be medically cleared and pass a fit test.
• Lab coats: Lab coats shield clothing and skin from spills, splashes, and particulates. They should be worn whenever working with chemicals or conducting experiments. It’s important to launder lab coats on a regular basis. Your lab should organize a laundry service for the lab coats.
• Boot or Shoe Covers: Boot or shoe covers prevent the spread of chemicals from the lab to other areas. They should be worn when entering and leaving the lab, especially if there is a risk of contamination.

1. Eyewash Stations

Eyewash stations are necessary for immediate flushing of chemicals from the eyes in case of an accident. They should be readily accessible in areas where chemicals are being used and should provide a continuous flow of clean water for at least 15 minutes. Keep obstructions clear from the path to the eyewash station and in the immediate surrounding area. Eyewash stations should align with the guidelines in ANSI/ISEA Z358.1.

1. Safety Showers

Safety showers provide a quick and effective means of decontamination in case of a chemical spill or splash. They are crucial in preventing serious injuries after a chemical incident. Similar to the eyewash stations, they should be located in close proximity to areas where chemicals are handled. Safety showers should also align with ANSI/ISEA Z358.1.

1. Chemical Fume Hoods

Chemical fume hoods are designed to capture, contain and draw away hazardous gasses, vapors, dusts and mists generated from chemical processes, preventing their accumulation in the lab environment and protecting lab personnel. The fume hood ventilation system draws air into the hood which captures and removes airborne contaminants through a series of ducts. The fume hood also acts as a physical barrier between the lab employee and any potential spills or splashes during chemical processes. Chemical fume hoods must be certified and tested to verify they are functioning properly. For example, face velocity is tested and should be 100 feet per minute (fpm) at minimum to ensure capture of air contaminants.

1. Fire Extinguishers

Fire extinguishers are crucial for suppressing small fires before they escalate. Fire extinguishers need to be regularly inspected and maintained. Employees should be trained on fire extinguishers usage if they are expected to use them during small fire emergencies. Different types of fire extinguishers are designed to control specific types of fires:

• Class A fire extinguishers are effective against ordinary combustibles, such as paper, wood, and textiles.
• Class B fire extinguishers are used for flammable liquids and gasses, such as gasoline, oil, and propane.
• Class C fire extinguishers are used to extinguish electrical fires.
• Class D fire extinguishers are used for combustible metals and alloys.

1. Lab-Safe Refrigerators and Freezers

Lab-safe refrigerators and freezers are used to store flammable or volatile chemicals, and they’re designed to minimize and control the impact from an explosion or fire. Refrigerators and freezers rated for the storage of flammable materials will be clearly identified by the manufacturer.

1. Fire Blankets

Fire blankets are useful for smothering small, incipient fires, preventing their spread and protecting surrounding areas. They should be readily available in areas where chemicals are handled and where there is a risk of fire. It’s important to understand the limitations of your controls. Fire blankets should not be used for large or rapidly spreading fires. Contact the manufacturer to understand which types of fires the blanket is suitable for. Your Emergency Preparedness and Response Plan and training should clarify when employees are expected to fight fires.

Conclusion

Safety equipment plays a vital role in ensuring the safety of chemistry labs and protecting individuals from a wide range of hazards. From the essential last line of defense of PPE to the strategic placement of emergency showers and eyewash stations, each element plays a pivotal role in maintaining the well-being of laboratory personnel. By identifying hazards/risks, using the appropriate safety equipment, and following proper safety procedures, chemistry labs can be places of scientific discovery and safeguarded against injury and illness.

Scishield enables laboratories to automate their chemical inventory management and lab safety training.

Learn more about Scishield’s Equipment Management Software

¹ Occupational Safety & Health Administration (OSHA)

² National Institute for Occupational Safety and Health (NIOSH)

³ American National Standards Institute, International Safety Equipment Association (ANSI/ISEA)

References:

ANSI/ISEA Z358.1

ANSI/ISEA Z87.1

OSHA Chemical Resistance Selection Chart for Protective Gloves

In the rapidly evolving landscape of modern science and medicine, two groundbreaking innovations have taken centre stage: stem cells and organoids. These tiny powerhouses have immense potential to revolutionise how we approach healthcare, disease research, and regenerative therapies.

However, harnessing their potential requires scientific ingenuity and a keen understanding of how to safely handle and store these invaluable biological resources and associated metadata.

The Promise of Stem Cells

Stem cells are unspecialised cells with the remarkable ability to develop into specialised cell types. This versatility makes them invaluable in regenerative medicine, disease modelling, and drug discovery.

Regenerative Medicine

Stem cells hold the key to regenerating damaged or diseased tissues and organs. Whether repairing a damaged heart after a heart attack or restoring nerve function after a spinal cord injury, stem cells offer the potential for groundbreaking medical treatments.

Disease Modeling

Stem cells can be reprogrammed to mimic various diseases, allowing scientists to study the underlying causes, test potential treatments, and gain deeper insights into conditions like Alzheimer's, Parkinson's, and diabetes.

Drug Development

Pharmaceutical companies can use stem cells to screen potential drug compounds for safety and efficacy, potentially speeding up the drug development process and reducing the need for animal testing. Stem cells are also used in other areas of the drug development pipeline, including target discovery and toxicity screening.

Organoids: Mini Organs with Big Potential

Organoids can be created using a patient's cells, providing a unique platform for personalised medicine. This allows scientists to develop tailored treatments and therapies for individuals based on their genetic makeup.

Personalised Medicine

Organoids can be created using a patient's cells, providing a unique platform for personalized medicine. This allows scientists to develop tailored treatments and therapies for individuals based on their genetic makeup.

Disease Research

They offer a closer approximation to human organs than traditional cell cultures, making them ideal for studying disease mechanisms, screening drugs, and understanding patient-specific treatment responses.

Reduced Reliance on Animal Models

Compared to some animal testing methods, organoids are more ethically sound and offer a humane alternative for research and testing purposes.

Safe Handling and Storage of Stem Cells and Organoids

Given the tremendous potential of stem cells and organoids, handling and storing them with care is crucial. Here are some key considerations:

Sterile Environment

All stem cell and organoid procedures should be performed in a sterile laboratory environment to prevent contamination.

Temperature Control

Both stem cells and organoids are temperature-sensitive. They should be stored in specialised freezers or liquid nitrogen tanks to ensure long-term viability.

Record-Keeping

Thorough documentation is essential. Keeping detailed records of the source, type, and handling of stem cells and organoids is crucial for quality control and research reproducibility. With organoids, several tumour organoid biobanks have been established to advance cancer research globally. This emphasises the importance of thorough documentation of activities, procedures, and processes to ensure reproducibility.

Ethical and Legal Compliance

Researchers must adhere to ethical guidelines and legal regulations governing the use of stem cells and organoids. This includes obtaining proper consent for cell or tissue donation.

Conclusion

In conclusion, the significance of stem cells and organoids in modern science is undeniable. Their potential to transform medicine and research is virtually limitless. However, with this immense promise comes a responsibility to handle and store these valuable resources safely and ethically. As we continue to unlock their potential, we are moving closer to a future where personalized medicine and regenerative therapies become a reality for countless individuals.

For more information on specialised freezers and other accessories, why not check out the extensive range at Eppendorf? To see how eLabNext can advance your stem cell or organoid research, documentation, and sample storage, schedule a personal demonstration today.

Signature Workflows Add-on

The new Signature Workflow add-on allows you to set up an experiment signing workflow with multiple witnesses who must give their approval signatures. There is no limit to the number of approval steps.

Depending on your settings, every approval step will have to be performed by any of the collaborators of an experiment, a specific user or someone with a specific user role. Only after completing all approval steps will the experiment be marked as completed. Signature Workflows are assigned on the project level. This is a paid add-on, but you can sign up for a free 30-day trial.

AI Protocol Generation Add-on

Are you tired of manually creating lab protocols? Try our AI Protocol Generation add-on! Simply enter a few words describing your experiment and let AI do the rest.

Reports

From within the system admin panel, it is now possible to create a wide variety of reports, allowing you to gain insights into object creation, usage, and activity within your system. To access these report options, go to the system admin panel and access the reports section via the system dropdown menu.

Multi-select Compartments

Bulk selection of compartments is now available in the Inventory V2 Beta. This way, batch actions can be performed on the selected compartments, such as moving, deleting and printing ZPL labels if using V2.0.01 of the ZPL print add-on.

Select Multiple Samples in Experiments

Inventory V2 Beta has now been linked with the Journal. Browsing for samples via a used- or generated sample section within your experiment can now be done with the renewed Inventory. One great feature that has been added is the ability to select samples from multiple compartments. All selected samples are shown via the ‘Selected’ tab.

Archiving Reason for Samples

Another highly requested feature that has been implemented in the Inventory V2 Beta is the feature of adding an archive reason for deleted samples. By default, this is optional, but with the newly added group policy, entering an archiving reason can be enforced on group level.

If you have any questions or feedback, please don't hesitate to contact us.

Keeping track of critical samples, reagents, and data is necessary for the efficient operations of any laboratory. And if your lab has been operating for a while, you and your colleagues have likely developed a process for managing all of this essential laboratory "stuff."  

So, how's that process working out for you? 

Are their issues that waste time and money and result in misplaced samples or data? 

I've seen many labs manage their samples, reagents, and data using traditional paper lab notebooks, which can be cumbersome, disorganised, and difficult to search. By contrast, electronic lab notebooks (ELNs) offer a modern, digital solution to these problems by allowing researchers to store, organise, and share data digitally.

Previously, we discussed implementing an ELN in a brand-new lab. However, those in labs that are already up and running face a more significant challenge: Changing "business as usual" for a more cost- and time-efficient process. This blog will tackle implementing an ELN in an existing lab.

Step 1: Evaluate Your Needs

Before selecting an ELN, evaluating your lab's needs is important. Consider the following questions:

• What types of experiments will you be conducting?
•  What data will you need to record?
•  How do you want this data organised?
•  How will you share data with colleagues and collaborators?
•  Will you need to integrate with existing laboratory information management systems (LIMS)?
•  How many users will need access to the ELN?
•  What is your budget?

Answering these questions will help you determine which ELN solution is right for your lab. Be sure to check in with everyone in your lab, understand their needs, and discuss what an ELN needs to accomplish for them to use it. 

Step 2: Choose an ELN

Once you've evaluated your lab's needs, it's time to select an ELN that fills those needs. Many options are available, from free and open-source solutions to enterprise-level platforms with advanced features. To navigate your selection process, it may be beneficial to create an evaluation checklist. The evaluation checklist should be separated into phases to reflect your decision-making process. 

Here is a simplified evaluation checklist that can help you narrow down your selections:

Phase 1

• Identify multiple ELN vendors from which to choose

Phase 2

• Identify if any other departments are currently using an ELN
• Contact IT and your procurement department to outline various policies for purchasing

Phase 3

• Setup an ELN task force
• Setup regular meetings to discuss progress on ELN selection

Phase 4

• Interview and demo different ELN platforms
• Sign up for trials (if offered)
• Generate a list of must-haves and questions
• Take notes!

Phase 5

• Define the current and future scope of the ELN
• Outline the number of users needed
• Cross-reference various ELN capabilities with your list of must-haves
• Outline the funding source for your ELN

Phase 6

• Evaluate your short list of vendors based on results from previous phases
• Narrow down your selection to 1-3 vendors
• Make a selection based on price vs. capabilities, working relationship with ELN vendor, and overall ease of implementation in your existing lab

Step 3: Set Up the ELN

Once you've selected an ELN, you'll need to set it up for your lab. This will typically involve the following steps:

• Create user accounts for all lab members who will need access to the ELN.
•  Establish permissions and access controls for different levels of users.
•  Define the lab's data structure, including naming conventions, folder organisation, and subfolders.
•  Set up templates for different types of experiments or data entries to ensure consistency.
•  Configure any integrations with existing LIMS or other laboratory software (Bonus if your ELN comes with a fully integrated LIMS!)

Step 4: Train Lab Members

Training lab members to use the ELN effectively is crucial once the ELN is set up. This should include:

• An overview of the ELN's features and capabilities.
•  Instructions on how to create and organise entries.
•  Best data entry practices include using consistent naming conventions and recording detailed notes.
•  Guidelines for sharing data and collaborating with other lab members.

If the ELN vendor offers training and onboarding for key users and lab members, we highly recommend learning as much as possible from them.

Step 5: Monitor and Maintain the ELN

Once the ELN is up and running, monitoring and maintaining it is important to ensure it remains organised and effective. This may include:

• Regularly reviewing data entries to ensure they are complete and accurate.
•  Updating templates and naming conventions as needed to improve consistency.
•  Troubleshooting any issues or errors with the ELN.
•  Staying up-to-date with software updates and security patches.

Implementing an electronic lab notebook can be a significant investment of time and resources, but the benefits of improved organisation, collaboration, and data management are well worth it! Following these steps, you can successfully implement an ELN in your existing lab and take your research to the next level!

Contact eLabNext today to learn more about implementing our digital lab platform in your lab.

Making the right purchasing decisions in a laboratory can dramatically improve operations and productivity. But, deciding what to purchase requires thoroughly understanding your many interconnected factors.

When deciding between investing in a laboratory notebook or inventory software versus getting new laboratory equipment, it's crucial to approach the choice with a friendly evaluation of your lab's unique needs, goals, and limitations. 

Here are several reasons why leaning toward digital tools might be a wise move.

Improved Data Management and Organization

Laboratory notebooks and lab inventory software can be lifesavers when managing and organising your data. They make recording and accessing data a breeze, reducing the chances of data loss, errors, or misplacement. This is a big deal in keeping your research data squeaky clean and traceable.

A new piece of equipment will expand your technical capabilities. But it will also generate more data. And if you don't already have a solution for data management and organisation, it could further exacerbate your current challenges.

Enhanced Collaboration and Sharing

Digital lab tools offer the fantastic benefit of real-time collaboration and easy information sharing among your team, even if they're scattered around the globe. This boosts teamwork and productivity, which may not be as smooth with new equipment alone.

Stricter Regulatory Compliance

Many research fields have rigid rules about data retention and compliance. Lab notebooks and inventory software come with features that make it easier to meet these requirements, such as auditing, version control, and electronic signatures.

More Cost-Efficiency

Let's face it; new lab equipment can break the bank and often comes with additional costs for maintenance and operation. On the flip side, lab software solutions usually have lower upfront costs and can save you a lot of money in the long run.

Logical Resource Allocation

Your lab might already have all the equipment you need to carry out experiments. Prioritising software for data management and inventory ensures you're making the best use of what you've got before splurging on more gadgets.

Future-Proofing

Digital tools are like chameleons; they adapt to your changing research needs and the latest technologies. They're versatile and can grow with new features, which is only sometimes the case with physical equipment.

Better Time Savings

Effective data management and inventory software can free up a ton of time researchers would otherwise spend on tedious manual record-keeping and hunting for items in the lab. Without a software solution, new equipment will add to these burdensome tasks.

Supportive Decision Making

Lab software often comes with cool features for analysis and reporting, which can help with decision-making and designing experiments more efficiently.

Going Green

Getting new lab equipment can have a significant impact on the environment, from energy use to waste production. Opting for software solutions can be a more eco-friendly choice.

Stronger Training and Skill Development

Investing in software can also be a great opportunity to boost the skills of your lab team. They can become proficient in digital tools and data management, a valuable asset in modern scientific research.

Making the Right Decision for Your Lab

Remember, the key is to make your buying decisions only after carefully evaluating your lab's needs and goals. New equipment might be necessary to meet ongoing project objectives in some situations. The choice between lab software and equipment should be based on what your lab specifically requires. You can find a sweet spot by considering lab software and equipment in your investment plan.

If you're looking for a digital lab platform, Contact eLabNext to learn more about our software solutions.

Here at eLabNext, we support you at every step in your journey with our Digital Lab Platform, from implementation to scaling usage and expanding functionality! We understand that investing in a long-term commitment to lab management software like this requires trust and confidence, so our ultimate goal is to provide an exceptional customer experience.

To ensure our Support Desk meets or exceeds your expectations, we have implemented the SMART approach, a proven tool for planning and achieving goals, which means solving your problem. SMART is an acronym that stands for Specific, Measurable, Achievable, Realistic, and Time-bound and provides a clear framework for creating trackable goals that align with your needs and our objectives.

In this blog post, I’ll share how I use the SMART approach to illustrate how we consistently achieve remarkable outcomes when supporting our customers. 

Let’s take it one letter at a time…

“S” is for Specific

When a ticket comes into our Support Desk, my first priority is understanding the nature of the request. I carefully analyse each ticket and sort them into one of three categories – bugs, requests, or questions – each requiring a different approach.

Bugs

If the ticket pertains to a bug – an error in the software causing unexpected results or unintended behaviour – my goal is to recreate the issue to pinpoint the root cause. To achieve this, I involve the customer in troubleshooting actions to determine whether it is a local or platform-related problem. Once I have successfully diagnosed and reproduced the bug, I escalate the ticket to our developers for resolution.

Requests

Requests can be classified into two types: feature requests and improvement requests. A feature request involves a customer requesting the addition of a new feature that currently does not exist in the platform. An improvement request, on the other hand, suggests changing or enhancing an existing feature. For these types of tickets, my goal is to submit them to our development team via our project management platform, JIRA, for careful review and consideration. Feature requests are prioritised based on the number of customers requesting them, guiding our implementation decisions.

Questions 

Questions we receive usually revolve around product usage. To address these, I aim to help customers understand and utilise the features effectively. I try to make my responses clear and easily understood by including visual aids such as relevant pages from our Documentation section or step-by-step actions with screenshots. 

“M” is for Measurable

I employ several strategies to measure customer satisfaction with the quality of their support experience. Before closing any ticket, I always ask for written confirmation from the customer that the issue has been resolved. Suppose the customer stops responding to messages at any point. In that case, I issue a series of follow-up emails to either re-engage them in the troubleshooting process or verify that their initial request has been satisfied.

I’ll also place bugs or feature request tickets that have been escalated to our developers “on hold” while they are being reviewed. When our development team resolves the issue, we promptly provide a follow-up email to inform the customer of the resolution or implementation. 

Once a ticket has been officially closed, our system automatically sends a satisfaction survey to the customer. These surveys provide direct feedback on the customer’s experience and identify areas where we can improve our service offerings. 

“A” is for Achievable

We ensure that our goals are achievable by implementing a well-defined resolution process for each type of request. For reported bugs, we have a systematic approach to diagnosing and resolving the issue. I ask the customer to perform standard troubleshooting actions. Suppose these do not immediately resolve the problem. In that case, I gather all the necessary information to investigate the issue and escalate the ticket to our Technical Support team to diagnose the root cause. The Technical Support team ranks the issues by severity to ensure that the most critical problems are prioritised first in the queue.

Our developers carefully review each feature request suggestion to determine its feasibility. Requests are ranked based on the resources required to build the feature and its potential impact on the entire eLabNext community. If multiple customer requests for a particular feature exist, we raise its priority within the development queue to deliver these high-interest improvements more quickly.

“R” is for Relevant

Ensuring their relevance to our customers is crucial in effectively addressing their needs and concerns when evaluating tickets. To determine the relevance of request tickets, we follow a comprehensive process that starts with fully understanding what the customer wants to achieve. I carefully analyse if their goal can already be accomplished within our platform. If so, I notify the customer of the pre-existing solution or a workaround to achieve the same result. 

However, if the solution does not currently exist, I meticulously evaluate the ticket to assess its alignment with our goals and its importance before passing it on to our developer. We value the feedback of our entire eLabNext community, so as more customers request a specific feature or enhancement, the relevance gauge for that particular ticket increases. This guides our development team in their decision-making process to implement features accordingly. 

“T” is for Time-bound

While we strive to resolve all requests as quickly as possible, specific organisations may require faster responses due to the nature of their industry or compliance standards. eLabNext offers a choice of three support tiers within its Service Level Agreement (SLA): Bronze, Silver, or Gold. Based on the customer’s SLA tier, I prioritise responses to their tickets to expedite the diagnosis and resolution of issues these customers face.

Conclusion

By following this SMART approach, I try to deliver exceptional support and ensure our customers have a positive and fulfilling experience with our platform. Your satisfaction is my top priority! So, if you have any questions or need to submit a request, please don’t hesitate to contact our Support Desk at support@elabnext.com, and I’ll be happy to assist you!

Large pharma companies know what tools they need to succeed and (generally) go out and get them. Why are start-ups and small academic labs hesitant to do the same? Is it just a matter of fewer financial resources? 

From what I’ve seen talking to labs, big and small, there’s more than just money at play…

Setting Your Lab Up For Success with Lab Essentials

To succeed as a research lab in academia or industry, you need a minimum set of supplies, instruments, reagents, kits, and other tools. In the life sciences, for example, everyone doing bench work in your lab will likely need a set of pipettes for accurate liquid handling. Without them, it may be nearly impossible for your lab to operate. If budgets are tight, you may skip the expensive programmable models and use a manual pipette. But no one working in a lab today would skip manual pipettes and choose to pipette by mouth to save additional budget. 

That’s an unsustainable, inaccurate, and unsafe recipe for disaster!

It doesn’t take much arguing to convince modern-day researchers that mouth pipetting is a bad idea. But there are other categories of lab necessities that are as antiquated as mouth pipetting yet still widely used and accepted.

Paper vs. Digital Sample Management: Beyond Budget

Every week, I speak to start-ups or small academic lab researchers who feel that paper lab notebooks and spreadsheets are a smart, budget-friendly solution for tracking and managing samples. They don’t realize that this outdated data management system costs them more money in the long term than software solutions like a digital lab platform.

One of the most common reasons I hear from executives and lab heads for not considering a digital solution is:

“We’re still in early-stage research and don’t really need it yet,”

It’s the “really” that always catches my attention. There’s some uncertainty nestled in their statement. The inclusion of “really” suggests that the person I’m meeting with hasn’t fully convinced themselves that they don’t need a digital platform for sample management. Simultaneously (and ironically), they’re trying to convince me. 

The other common objection I hear is: 

“We’re a new lab and haven’t fully established our processes yet.” 

Wouldn’t an effective workflow for data entry, management, and retrieval be the kind of process you would want to establish early in lab operations? If you don’t do it now, your team will have to break old habits when you finally switch, which will be much more complex. Establishing new processes is the perfect time to adopt new software. The software supports the process and helps to enforce the new desired behavior.

The Hidden Enemy of Laboratory Success: Imposter Syndrome

So, what’s with the excuses?

In the life sciences, we pride ourselves on approaching problems with total objectivity. 

But, in reality, we are still human, with our own biases, fears, and emotions. In the case of sample management, the truth is that many researchers feel they haven’t “earned the right” to use modern lab digitization software for sample management, record keeping, etc. That sentiment is just beneath the surface of the excuses described above. 

Statements such as “We’re too small” or “We’re not there yet” are different facets of the same self-doubt. What these arguments boil down to is something akin to imposter syndrome. 

Imposter syndrome can take on many forms, but it generally means a feeling of being a “fraud” or not being worthy of success. In the context of this article, “success” is having access to all of the same tools that a larger organization would use to do the same work. 

Just because you’re at a small lab or start-up today doesn’t mean you plan to stay small. You must surround yourself with the tools of success to reach your goals. You are worthy of using effective data management software now. 

Yes, even on a budget. 

Yes, even if you’re a one-woman startup. 

It’s never too early to start using the tools that will help you save money and time and ultimately support your success. 

Conclusion

Don’t let imposter syndrome cloud your objective reasoning and force you into a fear-based decision. Find software that allows you to start small (and inexpensive!) but will grow with you over time – as both your headcount and the scope of your work expands.

There are software options out there that:

• Will lay a strong foundation for your data management by digitizing your processes and preventing data fragmentation;
• Are easy to use;
• Can effortlessly be configured to adapt to your specific workflows, both now and in the future;
• And will provide the regulatory compliance you might need in the future.

If you’ll excuse me for butchering the analogy, stop trying to pipette your data by mouth. Choose the right tool for your lab. You deserve it!

To learn more about how eLabNext can help you establish the best sample management process for your lab, get in touch with us here today.

What is a lab audit, why is it important, and who needs to be concerned?

A. Purpose of a Laboratory EHS Audit

Laboratory Environment, Health and Safety (EHS) audits are not just about checking boxes; they are systematic evaluations to ensure minimal impacts from environmental aspects and health & safety hazards. Simply put, the purpose of a laboratory EHS audit is to assess the compliance of laboratory operations, systems and processes against EHS regulatory requirements, company requirements, standards, and best practices. Audits identify opportunities for improvement and the laboratory undergoing the audit should develop corrective and preventive actions (CAPAs) to address the gaps.

B. Importance of Compliance

EHS compliance isn’t just a regulatory obligation – it’s a commitment to operate legally, protect workers, and preserve the environment. Non-compliance with EHS regulations could result in:

• Uncontrolled risks that harm employees or the environment;
• Violations resulting in regulatory enforcement;
• Fines and penalties; and
• Reputational damage.

C. Role of a Laboratory EHS Audit Checklist

A laboratory audit checklist is more than a checklist; it serves as a structured tool to guide auditors through the complexities of an EHS assessment. It helps auditors strategically and comprehensively assess a laboratory's EHS practices. Checklists can be considered an auditor’s best friend because they help you maintain consistency during audits and provide a documentation trail.

D. Target Audience

Laboratory EHS audit checklists can be used by company EHS employees, Quality personnel (where EHS is a component of a quality audit), EHS auditors who are responsible for conducting or overseeing laboratory audits, and laboratory managers. These checklists aim to equip you with a framework for conducting successful EHS audits and are beneficial for organizations across various industries.

How to Prepare for a Lab Audit

A. Understanding Regulatory Requirements

1. Overview of Relevant Regulations: Familiarize yourself with EHS regulations pertinent to your laboratory's activities. This may include requirements from government agencies, accreditation bodies, or other organizations.
2. Updates and Changes in Regulations: Keep an eye out for new EHS regulations or revisions in regulations to ensure your laboratory remains in compliance. Subscribe to regulator newsletters or legal register services, join industry networking groups, or review industry publications for this information.

B. Identifying Audit Scope

1. Determine the Type of Audit: What is the purpose of this EHS audit? Is it an internal self-assessment, an external audit requested by a certification body, or a regulatory compliance audit announced by a local authority? Understand the purpose of the audit.
2. Specific Areas of Focus: Define the scope and boundaries of the audit. Identify the physical areas and processes you intend to assess. Examples of programs that may be included are hazard communication, calibration/maintenance, industrial hygiene, air and water quality, hazardous waste management, etc.

C. Gathering Necessary Documentation

1. Past Audit Reports: Review previous audit reports to identify recurring issues and areas needing attention. This will help you follow up by addressing known weaknesses.
2. Standard Operating Procedures (SOPs), Records, and Documentation: Request EHS SOPs, records and documentation. Get all the necessary documentation readily available so the audit runs smoothly and efficiently.

How to Create a Customized Laboratory Audit Checklist

A. Checklist Structure

1. Categories and Subcategories: A well-structured checklist will make it easy to use and navigate. Create categories and subcategories that represent the EHS topics that must be focused on. Picture these as the chapters or overarching categories in your EHS audit book – environmental management, occupational health and safety, hazardous material handling, and emergency response.
2. Question Format: Develop questions that are objective and concise. These questions are intended to get people talking about how they do their job so be clear with your wording. Each question should be formatted in a way to elicit a straightforward response.

B. Identifying Lab-Specific Risks

1. EHS Management System Gaps: Identify systemic gaps in EHS management that may affect multiple processes. For example, a deficiency in Management of Change processes means insufficient management of the decommissioning of a lab. Another example would be excluding non-managerial employees from a Safety Committee when they should be included to voice their EHS concerns and promote worker consultation and participation.
2. Environmental Impacts: Assess the different pathways the environment can be impacted: air, water, waste generation, and energy usage.
3. Workplace Safety: The safety of the employees should be the top priority. Evaluate the risk assessment process to ensure that workplace hazards are recognized and controlled. Ensure all contractors and employees are protected within operational controls.
4. Equipment and Instrumentation: Look for EHS critical laboratory equipment and instrumentation (e.g., fume hoods, biosafety cabinets, gas monitoring systems). Evaluate the monitoring and measuring practices such as calibration and maintenance.
5. Personnel and Training: Take note of the qualifications and training requirements of laboratory employees. Verify that staff have the training and competencies for their roles.

C. Adapting to Regulatory Requirements

1. Mapping Checklist to Regulations: Customize the checklist so that it aligns with the local regulations applicable to your laboratory. Each item on the checklist should correspond to a regulation, company requirement, or best practice if there is no requirement.
2. Customization for Audit Scope: Modify the checklist to reflect the areas of focus determined during audit scoping. For example, if the audit is focused on a specific area of the laboratory's operations, the checklist should focus on that area specifically.

D. Collaborative Checklist and Audit Schedule Development

1. Involving Lab Staff: Plan out a schedule of interviews and lab walkthroughs with the lab managers. The goal is to avoid unnecessary disruption of their work so don’t show up unannounced.
2. Seeking Input from Subject Matter Experts: EHS team members or consultants can help you in developing your checklist. They may be the auditors, or they may have a supportive role. Leverage their expertise so you can prepare for challenges that will arise.

How to Use a Laboratory Audit Checklist

A. Pre-Audit Preparation

1. Familiarizing Audit Team with the Checklist: Ensure that the audit team has reviewed the checklist's structure and content. This includes understanding the associated programs, questions, and the rationale behind them (i.e., regulatory or company driven, or best practice).
2. Assigning Roles and Responsibilities: Define the roles and responsibilities of each audit team member. Who is taking the lead on different sections? Who is doing a walk-through of specific areas? Who is documenting the interview notes?
3. Finalize Audit Schedule: Set up interview invites ahead of time so the lab managers and employees can plan for your arrival.

B. During the Audit

1. Step-by-Step Audit Process: Conduct the audit systematically as best as you can. The schedule may not go according to plan so be prepared for on-the-fly contingencies. In no particular order, review documents and records, ask questions, and observe operations as necessary. You may have to rinse and repeat those steps.
2. Documenting Findings: Record all audit findings, observations, and deviations from compliance. Document all findings, both positive and negative.

C. Post-Audit Actions

1. Analyzing Audit Results: Review the audit findings and identify trends or recurring issues. Determine the severity of non-compliance according to the company audit manual or other standard.
2. Corrective and Preventive Actions (CAPAs): Develop a plan for the laboratory to address non-compliances, including development of CAPAs to address immediate concerns and recurring issues in the future. CAPAs should include responsible parties, actions to take, and clear deadlines.
3. Continuous Improvement: Use the audit results to drive opportunities for improvement (OFI). Implement engineering and administrative controls, update documentation, consider EHS Management System changes, and conduct training to address the issues. Engage leadership periodically and keep them up to date on CAPAs and other initiatives that require attention.

Tips for a Successful Laboratory Audit

A. Communication and Professionalism

Communicate clearly and concisely with lab employees and auditors. Establish open lines of communication early in the audit process. This will help everyone stay on the same page and ensure that questions or concerns can be addressed promptly. Be respectful of the time and expertise of the lab employees and auditors.

A. Thorough Preparation

Ensure that you and your audit team have a good understanding of the regulations, company standards, audit checklist, laboratory operations, and any laboratory requirements prior to arriving on site.

B. Audit Etiquette and Behavior

Conduct the audit in a professional and respectful manner, mindful of the laboratory's employees and operations. Minimize disruption and remember the goal of the audit is to improve the lab’s compliance with regulations and standards, not to find fault.

C. Templates and Software for Checklist Creation

There are various software tools and templates to develop a laboratory audit checklist. Some options include Microsoft Excel templates, Microsoft Forms, Google Forms, and other audit management software.

Final Thoughts on Laboratory Audits

A. The Importance of a Well-Prepared Checklist

A comprehensive laboratory audit checklist is a critical tool for ensuring that a laboratory meets all applicable regulatory and company requirements, maintains high standards of quality, and is continuously striving to improve its EHS and quality performance. For more details on comprehensive solutions, visit our InCommon Page.

B. Encouragement for Continuous Improvement and Compliance

Laboratory audits are essential assessments for laboratories to drive continuous improvement. There is no perfect laboratory when it comes to EHS or Quality but by maintaining an audit program, laboratories can set themselves on a path of excellence to mitigate risks to as low as reasonably achievable.

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Resources

1. Links to Relevant Regulatory Bodies

• ISO
• ISO
• Good Laboratory Practice (GLP)
• OSHA
• EPA
• FDA

1. Recommended Reading Materials

• "Laboratory Auditing for Quality and Regulatory Compliance" by Donald Singer, Raluca-Ioana Stefan, and Jacobus Staden
• “Environmental Health and Safety Audits” by Lawrence Cahill

Adopting new methods and technologies is a natural part of life in the lab. Yet, transitioning to a new protocol or instrument always seems easier in theory than it actually is in reality. It takes significant effort to change what may have become habitual.

So, why go through the effort of changing your workflows at all? 

Often, there are significant long-term benefits. In the case of transitioning from one ELN platform to another, there can be short- and long-term advantages, such as expanded functionality, improved user experience, scalability, cost efficiency, regulatory compliance, and more.

If you're looking to move from another ELN platform to eLabNext’s ELN platform, eLabJournal, there are a few ways to make the transition as smooth as possible.

Research the New ELN System 

Before making the switch, you must research and evaluate potential ELN systems that fit your needs. Identify the features and functionalities that are most important to you and compare different options to find the best fit.

Import Data into the New ELN

After you've exported your data from the current ELN system, you can import it into the new ELN system. Check the import requirements of the new system and ensure your data is in the correct format before importing it.

Verify the Imported Data

Once the data has been imported, it's essential to verify that all data has been correctly transferred. Check for missing or corrupted data, and ensure all of your previous formatting is preserved.

Train Users on the New ELN

It's essential to provide training and support to users using the new ELN system. This will help ensure everyone is familiar with and can use the new system effectively. To make sure this process goes smoothly, it always helps to have designated leaders with the right qualities to effectively drive change.

Test and Evaluate the New ELN

Finally, it's important to thoroughly test and evaluate the new ELN system to ensure that it meets your needs and expectations. Consider conducting a trial period to identify potential issues or improvement areas.

Additional Considerations for a Smooth ELN Transition

Migrating from another ELN platform to eLabJournal will take time and effort, but it's worth it. eLabJournal is a powerful tool that can help you improve your research productivity and efficiency.

Here are some additional tips for a smooth transition:

Start Planning Early

The sooner you start planning for the migration, the smoother the process. This means taking the time to research the different ELN platforms available and choosing one that's right for your needs.

Get Everyone on Board

Getting everyone on board with the migration is important, from the researchers to the IT department. This will help to ensure that everyone is aware of the process and that there are no surprises.

Communicate with Your Users

It's important to communicate with your users throughout the migration process. This will help to keep them informed of the progress and answer any questions they may have.

Be Prepared for Setbacks

There will be setbacks along the way, but preparing for them ensures that they don’t derail the transition process. This means having a plan in place for how you will deal with any issues that arise.

Conclusion

Transitioning to a new ELN system is an investment in your lab's future. The short-term effort involved pales compared to the long-term advantages, such as expanded functionality, improved user experience, scalability, cost efficiency, and regulatory compliance. By following the steps and tips outlined above, you can confidently navigate the process, paving the way for enhanced research productivity and efficiency with eLabJournal.

If you’re interested in switching over to eLabNext, contact us today.