Your go-to blog for modern lab management

‍BOSTON, MA – Elemental Machines and SciSure (formerly eLabNext) announced today that the Elemental Machines’ Connector add-on will now be available for free in the eLab Marketplace, eLabNext’s application library for extending and personalizing the functionality of their Digital Lab Platform. The Elemental Machines’ Connector supports wireless Element Machines' sensors, which can monitor and record real-time data on temperature, humidity, and other environmental factors, allowing labs to respond instantly to temperature deviations among storage devices with customizable cellular alerts. 

“We are proud to continue partnering with SciSure and serving customers worldwide,” says Ed Seguine, CEO of Elemental Machines. “With the launch of our new Elemental Machines’ Connector add-on, we’re showcasing our long-term vision and commitment to this partnership. This release not only supports our existing customers but offers new customers the chance to experience the value of the integration. By merging insights from Elemental Machines with eLabNext, users can gain a deeper, more sophisticated understanding of samples before and during scientific processes.”

The integration also gives users full visibility into equipment status and sample storage, driving informed decision-making, better resource management, greater reproducibility and compliance, and enhanced lab workflows. The Elemental Machines’ Connector automatically captures, documents, and provides access to data through cellular networks on a variety of environmental factors for audits and reviews to improve experimental accuracy.

“Centralizing lab data is one of the core missions of our platform,” explains Zareh Zurabyan, VP of Commericial, Americas. “The Elemental Machines’ Connector opens up SciSure software to collect environmental data generated by lab equipment, giving users easy access to all temperature readings, including the duration and magnitude of deviations. Whether you are doing clinical work, R&D, diagnostics, or long-term biobanking, it is important to have insight into sample integrity, which generates terabytes of data using a range of equipment. This integration allows users to collect historical data on temperature deviations across the entire sample journey through the lab, giving them more confidence in their sample data.”

The Element-T sensors are capable of continuously monitoring and transmitting temperature data from freezers, refrigerators, and lab spaces. Download the Elemental Machines' Connector for SciSure from the Marketplace and start integrating real-time data into your lab operations today.

About Elemental Machines

Elemental Machines’ Intelligent Operations Platform leverages the best of Internet of Things (IoT) technology and custom hardware/software solutions, delivering actionable insights to operators in life sciences, biopharma labs, biobanks, analytical labs, and manufacturing facilities. By connecting the physical and digital worlds, the platform simplifies, optimizes, and augments operations. Leaders in science, facilities, and technology trust Elemental Machines’ ecosystem for insights that accelerate innovation, predict outcomes, and shift from reactive to proactive management. With scalable solutions from incubator to enterprise, custom integrations to fit each operation’s unique needs, and a wide ecosystem of partnerships, Elemental Machines ensures operational excellence and the future-proofing of lab and manufacturing processes. 

Press contact: 
Name: Kevin Ghiasi, Vice President of Global Alliances
Email: kevin@elementalmachines.com
Website: elementalmachines.com

**Disclaimer: Sorry, tech enthusiasts — this article focuses on the general concept of the SSOT, and not the definition related to Information Architecture.

If you’re like most research organizations, your laboratory data is probably scattered across a number of binders, spreadsheets, databases, and email correspondences.

Training records are stored in one place, directory information in a different place, equipment certifications in another, audits in yet another, and so on. What's more, you probably have several different systems within each of these categories, and for each building or lab space.

Often, the same piece of information is stored in more than one location. When that information changes, it must be manually updated across all these different locations. As we all know, this is a classic recipe to make a lot of errors, to make a lot of work, or (worse yet) both.

Of course, that doesn't always happen — so you end up with multiple conflicting versions of the same information and no way to know which is true and accurate. When you're working through the challenging task of solving open-ended problems, you need all the help and information you can get.

As a result, only 34% of decision makers say they feel confident in their data, according to a survey by KPMG and Forrester.

Fortunately, there’s a solution to that problem — and it’s called a Single Source of Truth.

What is a Single Source of Truth?

In simple terms, a Single Source of Truth (SSoT) refers to one source of data that everyone agrees is the real, trusted number.

Before we go too far, we should point out that ‘Single Source of Truth’ is also used in information systems design to describe the practice of structuring a database so that each data point is stored exactly once (coupled with certain parameters related to database performance). For the purpose of this article, though, we'll focus on the general concept of a Single Source of Truth rather than the technical aspects.

To understand what a Single Source of Truth is, imagine you’re watching baseball and eating wings when your friend declares that Babe Ruth is the best baseball player of all time. You insist that it's Hank Aaron.

In order to settle the debate once and for all, you first need to agree on the website you'll use (ESPN.com vs MLB.com) and which statistic you'll look at (home runs, RBIs, batting average). What you both agree to use in the comparison is your Single Source of Truth.

It’s important to note here that if you two disagreed (“Only a fool would use Home Run stats from ESPN!” “Oh yeah? Well while you’re off in fantasy land, I’m going to use a real, meaningful number like batting average from MLB”), you would not have a Single Source of Truth.

The importance here is partly on the agreement of the database/metric, and partly in the trust/accuracy of the data found within it.

Why is a Single Source of Truth important?

A Single Source of Truth is important anytime you need one and only one right answer. That's true whether you're settling a bar bet or trying to figure out who has had training at your organization.

When your organization has a Single Source of Truth, everyone is on the same page. You know exactly where to look when you need to answer a question like, “How many people are delinquent in training at this exact moment?" or "Where are our flammable liquids stored?" Not only that, but everyone in your organization relies on the same information to make decisions.

But it doesn’t stop there. A Single Source of Truth offers several advantages that siloed systems don't otherwise provide:

• Increases productivity because you don’t have to toggle between systems to find an answer or transcribe data across multiple tools.
• Reduces the chances of human error by eliminating the need to copy and paste or manually update information from one system to another.
• Prevents duplicate records from being created.
• Improves communication because everyone agrees which numbers you should be discussing.
• Empowers better decision-making by putting the right information into people’s hands.

How does not having a Single Source of Truth increase risk?

Without a Single Source of Truth, it’s easy to end up with conflicting versions of information. Researchers move from one lab or group to another, but their training records don't move with them. Chemicals exist on your shelves, but not on your inventory. Due to a compounded series of errors, a space goes over a year without being inspected. Training is being delivered, but there is a constant worry that the records are inaccurate or delayed.

For any organization that relies on data to make decisions, that’s a huge risk to have present.

Let’s say you’re in a meeting to discuss laboratory safety challenges facing your organization. Everyone at the meeting comes to the table with different numbers gathered from different systems at different points in time.

With so much disparity between these numbers, you can’t even agree which safety risks are present and how serious they are — much less what to do about them. How old is each data point? Is it still accurate? Even if you eventually reach an agreement, if you’re using inaccurate or incomplete data, you end up wasting your time and resources on initiatives that fail to make your organization safer.

How do you establish a Single Source of Truth?

For most organizations, the best way to establish a Single Source of Truth is to consolidate your existing data into laboratory safety and risk management software. We live in the age of information, and it’s nearly impossible to keep up with the pace of research without integrated software.

Software is capable of connecting and organizing all your data — training records, chemical inventory, equipment certifications, inspection history, and any other information related to your research programs — in one place. It's available to EHS leaders, researchers, and management, so everyone can see the same information (where appropriate). And by choosing an off-the-shelf solution from a credible and proven vendor, you can implement a Single Source of Truth in a surprisingly short period of time.

However, you can easily start applying the principles of a Single Source of Truth today — even if you don’t yet have a software system in place. For example, Jeanne Ross, director of MIT Sloan School’s Center for Information Systems, recommends that organizations simply declare one.

Decide on a source from your existing systems, says Ross, and declare that this is now the one version everyone will use to make decisions. “Once you tell everyone 'This is our single source,' they work pretty hard to make it more accurate.”

Not only will this approach take you past the daunting task of getting started, but it will also help you move forward sooner so you don’t waste time waiting for perfect data or going down the wrong path.

Be warned, though, that this approach will certainly come with its fair share of struggles and growing pains, especially if this is a process your team or organization is unfamiliar with.

Regardless of how you go about it, establishing a Single Source of Truth for critical organizational operations data is becoming more and more essential. As the number of systems in use increases and the amount of complexity in operations increases, the greater the likelihood is that data will be duplicated, go un-updated, or not make it into the hands of the people who need it most. And when it comes to safety, this kind of risk cannot be tolerated.

Your takeaway

• A Single Source of Truth is the one source of data that everyone agrees is the real, trusted number.
• Having a Single Source of Truth is important anytime you need one, and only one, right answer.
• While an integrated software system is the best way to house a Single Source of Truth, you can benefit from implementing the principles of SSoT in your organization today.

Connect and organize all your data with SciSure for Health & Safety (formerly SciShield). Schedule a demo today!

In an era of rapid scientific advancement, labs are increasingly recognizing the need to evolve. Transitioning to a digital lab is no longer a luxury, but a necessity for staying competitive and efficient. Paper-based records and legacy systems, once the backbone of laboratory operations, now hinder productivity, collaboration, and compliance.

The good news? Digital tools have the power to revolutionize how labs operate. From automating workflows to securing data management, the shift to a digital lab unlocks unparalleled efficiency, precision, and connectivity. But making the leap requires thoughtful planning and a strategic approach.

In this blog, we will highlight:

• What is a digital lab?
• The benefits of embracing lab digitalization
• Challenges when transitioning to a digital lab
• How eLabNext can simplify your digital lab transition
• Practical tips for transitioning to a digital lab

Read on as we explore what it truly means to run a digital lab, why transitioning is becoming essential for scientific success, and practical steps to navigate the process with confidence. Discover how solutions like SciSure can simplify your journey and help your lab embrace the future of research.

What is a digital lab?

A digital lab is a laboratory that leverages cutting-edge technologies to digitize and automate workflows, documentation, and data management. Unlike traditional labs reliant on paper logs and manual systems, digital labs integrate advanced software and hardware to enhance efficiency and accuracy.

Key components of a digital lab include:

• Electronic Lab Notebooks (ELN): Used for capturing and managing experimental data, protocols, and notes.
• Laboratory Information Management Systems (LIMS): Enables sample tracking, workflow automation, and centralized data storage.
• Automation tools: Automate repetitive tasks like sample labeling, inventory tracking, and compliance management.
• Cloud-based platforms: Offer secure, remote access to data and enable seamless collaboration among team members.

Together, these technologies create a connected ecosystem where data flows seamlessly, decisions are data-driven, and compliance becomes a built-in feature rather than an added burden.

The benefits of embracing lab digitalization

The shift to a digital lab is not just about keeping up with trends—it’s about unlocking transformative benefits that can revolutionize how your lab operates. From improving efficiency to ensuring compliance, here are the key reasons why transitioning to a digital lab is becoming essential for modern laboratories:

Increased efficiency and productivity

Digital tools streamline workflows by automating repetitive tasks like data entry, inventory tracking, and protocol updates. This saves time, reduces the risk of human error, and frees up lab staff to focus on more critical research activities. Automation allows researchers and lab managers to dedicate more time to scientific discovery rather than administrative burdens.

Example: Barcode and RFID-enabled sample tracking reduces the time spent searching for misplaced specimens, ensuring researchers can work faster and with greater accuracy.

Improved data management

Centralized and searchable data storage is a game-changer for labs. Digital platforms eliminate the inefficiencies of scattered paper records and siloed spreadsheets, allowing teams to access real-time data, share insights, and collaborate effortlessly. A single platform also ensures that all team members are working with the most up-to-date and accurate information.

Example: SciSure provides advanced search tools, enabling labs to retrieve sample information or experimental data in seconds rather than hours.

Regulatory compliance and security

Navigating complex regulatory environments is a challenge for any lab. Digital labs simplify compliance by automating record-keeping, generating audit trails, and aligning with standards like FDA 21 CFR Part 11, ISO/IEC 27001, and HIPAA. In addition to compliance, robust security features like encryption, role-based access controls, and automatic backups protect sensitive data from breaches or loss.

Example: With secure digital documentation, preparing for audits becomes less time-intensive and ensures your lab remains compliant with global standards.

Scalability and future-proofing

As your lab grows, the volume of data and complexity of workflows will increase. Digital labs are built to scale, seamlessly accommodating higher data volumes, expanded teams, and new instruments. Moreover, adopting digital tools positions your lab to leverage emerging technologies such as AI, machine learning, and advanced analytics, ensuring you remain competitive in an evolving research landscape.

Example: Integrating lab instruments with a centralized digital platform ensures compatibility with new technologies, avoiding the pitfalls of outdated legacy systems.

Enhanced collaboration and connectivity

Digital labs break down communication barriers by providing centralized platforms where researchers can share data, protocols, and findings in real time. This connectivity fosters collaboration across departments or even across the globe, driving innovation and speeding up project timelines.

Example: Cloud-based access to lab data enables team members to collaborate remotely, ensuring continuity even when working across different locations or time zones.

Challenges when transitioning to a digital lab

While the benefits of a digital lab are compelling, the transition process can pose several challenges. Understanding these hurdles is the first step in addressing them effectively. Here are some common obstacles labs may encounter when moving from paper-based or legacy systems to digital platforms:

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By anticipating these challenges and adopting a proactive approach, labs can navigate the transition to a digital platform more smoothly. Choosing the right digital solution and leveraging vendor support are key to overcoming these hurdles and ensuring a successful transformation.‍

Talk to one of our Lab Digitization Specialists—scientists who understand your needs—to guide you through your lab's digital transformation.

How SciSure can simplify your digital lab transition

Transitioning to a digital lab can seem overwhelming, but with the right tools and support, the process becomes far more manageable. SciSure is designed to simplify your digital transformation, offering comprehensive features and robust support to ensure a seamless transition.

Seamless ELN and LIMS integration

SciSure platform combines the functionality of ELNs, LIMS, and more, providing a centralized hub for all your lab operations. This integration eliminates the need for multiple standalone systems, streamlining workflows and ensuring all your data is connected and accessible in real time.

Advanced sample tracking and protocol management

Efficient sample management is crucial for maintaining research integrity and operational efficiency. SciSure includes features like automated sample tracking, barcoding, and RFID technology to minimize errors and improve accessibility. Protocol tracking ensures that all SOPs and workflows are consistently followed, promoting reproducibility and compliance.

Security and compliance measures

Data security and regulatory compliance are at the forefront of SciSure. The platform employs state-of-the-art encryption, rigorous user access controls, and regular security audits to protect sensitive research data. These features make the platform a trusted choice for labs handling sensitive or regulated data, ensuring peace of mind and simplifying audit preparation.

Dedicated onboarding and support

eLabNext understands that every lab is unique. That’s why their team provides personalized onboarding services, tailoring the platform to your lab’s specific needs. From data migration assistance to hands-on training, SciSure ensures your team feels confident and supported every step of the way.

• Training programs: Help staff quickly adapt to the new system.
• Ongoing support: A dedicated team is available to address questions and challenges, ensuring long-term success.
• Custom configuration: Adapt the platform to fit your lab’s unique workflows and requirements.

Scalable solutions for future growth

As your lab evolves, so does SciSure. The platform is designed to grow with your operations, easily accommodating increased data volume, expanding workflows, and integrating new technologies. This scalability makes it an ideal choice for labs looking to future-proof their operations.

Practical tips for transitioning to a digital lab

Transitioning to a digital lab doesn’t have to be overwhelming. Follow these practical steps for a smoother process:

• Start small: Begin by digitizing a single workflow or department to minimize disruption and gradually expand as the team adapts.
• Involve key stakeholders: Engage lab managers, researchers, and IT staff in the decision-making process to ensure everyone’s needs are addressed.
• Set realistic expectations: Understand that full implementation takes time. Establish clear timelines and milestones to track progress.
• Leverage vendor support: Use the training and resources provided by vendors like SciSure to ease onboarding and address challenges.
• Celebrate successes: Highlight early wins, such as improved sample tracking or reduced audit preparation time, to build momentum and reinforce the value of digital tools.

The future of lab management lies in digital labs

The shift to a digital lab is more than just a technological upgrade—it’s a transformation that drives efficiency, enhances data quality, and future-proofs lab operations. While the transition may present challenges, the long-term benefits far outweigh the hurdles.

Schedule a demo of SciSure for Research with one of our specialists and discover how it can revolutionize your lab operations.

Laboratories have long stood at the forefront of scientific innovation, driving progress in medicine, technology, and beyond. However, their success has always relied on one foundational pillar—accurate and reliable data documentation. Over the years, the methods for collecting, managing, and storing lab data have dramatically evolved, moving from handwritten notes to spreadsheets and now to advanced digital systems like Electronic Lab Notebooks (ELNs). 

Here we explore the remarkable transformation of lab data documentation, the critical role ELNs play in modern laboratories, and how innovative platforms like SciSure (formerly eLabNext) take things a step further.

In this blog, we will highlight:

• The Limitations of Traditional Data Documentation
• What is an ELN?
• How Have ELNs Revolutionized Lab Data Management?
• From ELNs to DLPs
• The Benefits of Transitioning to Digital Lab Platforms
• Preparing for the Transition from Paper to Digital

The limitations of traditional data documentation

For decades, laboratories relied on paper notebooks for data documentation. While functional, paper-based systems come with significant drawbacks, especially in today's fast-paced and collaborative research environment.

Challenges laboratories face with paper-based systems:

These limitations reveal how traditional methods struggle to keep pace with the evolving needs of modern laboratories, presenting a range of challenges that hinder productivity, collaboration, and compliance.

• Prone to errors and data loss: Handwritten entries are vulnerable to mistakes, smudging, or degradation over time. Misplaced notebooks can result in the permanent loss of critical data. 

• Limited searchability and collaboration: Searching through hundreds of pages to find critical data is time-consuming and inefficient. Sharing findings with teammates, especially in multi-location labs, becomes cumbersome and impractical. 

• Compliance and legal risks: Regulatory organizations require strict adherence to data integrity and traceability standards, which can be challenging to meet with manual systems. Failing audits or mishandling compliance can cost laboratories fines, grants, or reputational damage. 

What is an ELN?

An ELN is a digital replacement for traditional paper lab notebooks, designed to streamline the recording and organization of experimental data. It serves as a hub for creating, managing, and sharing lab data securely and efficiently.

Key features of ELNs:

1. Digital record-keeping
   ELNs eliminate the need for physical documentation. They digitally capture experimental data, notes, images, and protocols all in one centralized platform. 

2. Searchable and shareable data
   With advanced search functions, ELNs enable instant retrieval of lab data. Sharing findings with team members takes only a few clicks, fostering collaboration. 

3. Compliance and traceability
   Most ELNs come equipped with features like version control, electronic signatures, and audit trails to meet standards such as FDA 21 CFR Part 11 compliance. 

Why are ELNs essential in today’s labs?

The phrase “What is an ELN?” has become increasingly popular in searches, reflecting the growing intrigue around this transformative tool. ELNs enable labs to meet the growing demands of precision, security, and collaboration like never before.

How have ELNs revolutionized lab data management?

The integration of ELNs into laboratory practices has fundamentally changed how data is handled across various functions, leading to better outcomes and more efficient practices.

1. Improved accuracy and efficiency

• Reduction in manual errors: Automated functions like calculated fields, templates, and error-checking tools reduce the chance of inaccuracies. 

• Rapid data retrieval: Imagine searching a keyword and instantly finding relevant experimental data from years ago.

2. Enhanced collaboration

• Real-time team access: Whether in the same lab or across continents, team members can access and edit experiments in real time. 

• Linked Workflows: ELNs allow seamless links between experimental results and lab workflows, providing a complete overview from planning to execution.

3. Strengthened compliance and security

• Built-in regulatory tools: Features like encrypted storage, automated audit trails, and user permissions ensure alignment with stringent industry standards. 

• Data recovery and protection: Cloud-based solutions safeguard lab data from accidental loss, physical damage, or unauthorized breaches.

From ELNs to DLPs: Expanding the possibilities

While ELNs have revolutionized data documentation, DLPs take it to the next level. Platforms like SciSure for Research (formerly eLabNext) integrate ELNs alongside inventory management, protocol systems, and automation capabilities to handle the growing complexities of modern labs.

Features of DLPs that go beyond traditional ELNs:

• Integration of inventory and sample management: Track biological samples, lab reagents, and consumables seamlessly with DLPs like SciSure.

• Automation and scalability: DLPs include modules that support automation, ensuring labs can scale workflows without losing productivity. 

• Customizable workflows: Laboratories can adapt platform features to suit their research requirements, creating tailor-fit solutions.

With the rise of fully integrated solutions, switching from standalone ELNs to DLPs offers labs an all-encompassing management solution. Labs that transitioned from paper to SciSure report as high as over 90% improved efficiency, along with fewer compliance-related errors.

Unlock the full secrets behind our customer success stories.

The benefits of transitioning to digital lab platforms

1. Simplified workflows through integration

By combining experiment documentation, inventory tracking, and sample management in one system, DLPs simplify operations and eradicate inefficiencies.

2. Substantial time and cost savings

Automated workflows minimize manual labor, cut down redundancies, and allow researchers to focus on high-value tasks.

3. Preparing for the future (Future-proofing data) 

Today’s research data needs to be archived sustainably to withstand decades of future use. Digital platforms safeguard your lab’s outcomes for generations.

Preparing for the transition from paper to digital

Transitioning from paper notebooks to advanced digital solutions may seem daunting, but a structured approach can make it seamless.

Steps to adopt digital tools:

1. Assess your lab’s needs
   Start by analyzing your lab's current processes. Identify pain points in documentation, areas with bottlenecks, and your compliance or regulatory requirements. This will help you determine which digital tools, like ELNs or DLPs, will have the greatest impact. Engage your team during this step to ensure you capture diverse perspectives. 
2. ‍Research and choose the right tools
   Investigate the available digital tools on the market. Prioritize platforms that align with your lab’s specific needs, are user-friendly, and offer robust support. Look for features like data security, scalability, and integration with existing systems to ensure a seamless transition.
3. ‍Roll out in stages
   Avoid overwhelming your team by starting small. Introduce the platform with one or two experiments or workflows. This allows your team to get comfortable with the tools in a controlled environment before scaling up to full lab operations.
4. ‍Schedule regular training
   Proper training is essential to ensure that your team knows how to make the most of the new tools. Set up regular training sessions to cover basic functionality, advanced features, and troubleshooting tips. Ongoing training can also help new team members onboard quickly.
5. ‍Monitor and gather feedback
   Once the tools are implemented, continuously monitor their performance and gather feedback from your team. Identify any challenges they face or additional features they need. Use this information to refine processes and improve adoption over time
6. ‍Establish clear protocols
   Create standardized workflows and guidelines on how digital tools should be used across your lab. Clearly define who is responsible for data management, how often updates should be made, and how to handle any issues that arise. This ensures consistency and accountability in your lab’s digital transformation.

Talk to one of our Lab Digitization Specialists—scientists who understand your needs—to guide you through your lab's digital transformation.

Transform your lab’s data management today

The evolution of data documentation is a testament to how far labs have come in maximizing efficiency and accuracy. Innovations like ELNs—and subsequently, DLPs—have fundamentally changed how laboratories function. For a forward-thinking lab, the move toward digital tools isn’t just an upgrade—it’s essential for survival in a competitive research landscape.

SciSure is tailor-made for modern laboratories, designed with scalability and compliance in mind. Trusted by research teams globally, our DLP ensures seamless integration of data documentation, inventory management, and collaboration tools.

Curious to explore how SciSure can guide your lab through the adoption process? Schedule a free demo!

In today's rapidly evolving scientific landscape, staying ahead of regulatory demands is crucial, and maintaining regulatory compliance and ensuring data integrity are more important than ever. Lab audits, once a daunting task, have become a critical component of laboratory operations. They ensure that labs adhere to industry standards and maintain the highest levels of accuracy and reliability. However, with SciSure (formerly eLabNext), mastering lab audits becomes not just a necessity but an opportunity to elevate your lab's efficiency and compliance. Discover how digital lab platforms can streamline audit processes, enhance compliance, and ultimately transform your lab into a model of efficiency.

In this blog, we will explore:

• What are lab audits?

• Digital Lab Platforms and Regulatory Compliance

• Enhancing data security with digital solutions

• Practical tips to prepare for lab audits

• A success story insight
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What are lab audits?

Lab audits are systematic examinations of laboratory operations to ensure compliance with regulatory standards and internal policies. They play a crucial role in maintaining data integrity, ensuring safety, and enhancing the overall quality of lab work. Audits can be internal, conducted by the laboratory itself, or external, performed by regulatory bodies. Regardless of type, the goal is to verify that the lab's processes and records are accurate and compliant.

Challenges in traditional processes

Traditional lab audits often involve manual processes that are prone to errors. They can significantly impact the accuracy and reliability of the results. Handwritten records can be difficult to read due to poor handwriting or fading ink, making it challenging to extract precise information. Paper-based documentation is also susceptible to loss or damage from environmental factors like water or fire, which can further complicate data retrieval. These challenges can lead to inconsistencies, making it difficult to trace data and verify compliance with established standards. 

Compiling and reviewing records can become incredibly time-consuming and labor-intensive without digital tools to streamline these processes. This inefficiency can leave labs vulnerable to costly delays in reporting, potential regulatory penalties for non-compliance, and a reduced ability to quickly respond to inquiries or audits. In an era where accuracy and efficiency are paramount, these traditional methods may no longer be sufficient for meeting the rigorous demands of today’s scientific and industrial landscapes.

The importance of traceability

One of the key aspects of lab audits is traceability, which refers to the ability to track the history, application, and location of records or samples used in the lab. This process ensures that accountability is maintained and all information can be accurately retrieved. In traditional audits, achieving traceability is often a cumbersome process, requiring meticulous record-keeping and detailed documentation. Lab personnel must spend significant time manually logging every step of their work, ensuring that each entry is complete and correct. Without the aid of digital tools, the risk of human error increases, which can compromise the audit's outcomes by introducing inconsistencies or inaccuracies. Such errors can lead to incorrect conclusions or regulatory non-compliance, making the audit process less reliable and more stressful for those involved.

Digital lab platforms and regulatory compliance

Automated documentation

Digital lab platforms like SciSure offer automated documentation features that significantly enhance accuracy and efficiency. By digitizing records, labs can eliminate manual errors and ensure that data is consistently recorded. This automation streamlines the documentation process, reducing the time spent on manual entries. Digital platforms like SciSure allow for real-time updates, ensuring that all records are current and accurate, making record retrieval and review during audits seamless.

Audit trails and version control 

Maintaining detailed audit trails and version control is essential for compliance. Digital lab platforms provide these features, allowing labs to track every change made to a record. SciSure's comprehensive audit trails ensure that all modifications are documented, providing a clear history of data management. This transparency is invaluable during audits, ensuring that every update is accounted for and easily traceable.

Regulatory alignment  

Digital platforms align with regulatory frameworks such as FDA 21 CFR Part 11 and ISO standards. This alignment ensures that labs are compliant with industry requirements, reducing the risk of non-compliance. SciSure is a prime example of a platform that integrates these standards, providing labs with the tools needed to meet regulatory demands effectively. Its robust features ensure labs can consistently achieve compliance, simplifying the process of adhering to rigorous standards.

For more on how digital standard operating procedures contribute to consistent compliance, check out our SOP blog.

Enhancing data security with digital solutions

Security features  

Data security is a top priority for laboratories, and digital platforms offer robust security measures. Features such as encryption and access controls safeguard sensitive information from unauthorized access. Ensuring data security is critical for maintaining integrity and confidentiality. 

SciSure

's data center and network security features, including multi-layered firewalls, secure data transport, and continuous monitoring, ensure compliance with data protection regulations and robust protection against unauthorized access and data breaches. 

Role-based access control

Role-based access control (RBAC) is an important security feature that digital platforms provide. RBAC allows labs to assign specific access permissions based on user roles, ensuring that only authorized personnel can access sensitive data. This feature enhances security by minimizing the risk of data breaches and unauthorized access.

Advanced encryption

Digital lab platforms employ advanced encryption techniques to safeguard data. Encryption ensures that data is protected during transmission and storage, reducing the risk of unauthorized access. By implementing encryption, labs can enhance the security of their data and maintain compliance with industry standards.

Practical tips for preparing for lab audits

• Pre-audit preparation: To ensure a successful audit, labs should leverage digital tools for documentation and compliance readiness. This involves organizing records, ensuring all documentation is up-to-date, and conducting mock audits to identify potential issues. By preparing in advance, labs can streamline the audit process and minimize disruptions.

• Ongoing training: Regular staff training is essential for maintaining compliance. Labs should ensure that all employees are familiar with digital lab platforms and compliance protocols. Training programs should cover the use of digital tools, data management practices, and regulatory requirements. Ongoing education helps staff stay informed and prepared for audits.

• Continuous improvement: Digital tools facilitate continuous improvement in lab operations. By analyzing audit results and feedback, labs can identify areas for enhancement and implement changes to improve efficiency and compliance. This proactive approach ensures that labs remain competitive and compliant in an ever-changing regulatory landscape.

A success story insight

SciSure

not only enhances regulatory compliance with its digital lab platform but also integrates robust security measures to ensure data integrity. The platform's ISO 27001 certification reflects its commitment to secure data management, providing a secure environment for storing and handling sensitive information.

Interested in a real success story? Read our Customer Story with the Children's Cancer Institute Australia

Elevate your lab's compliance game

The integration of digital tools is revolutionizing the way laboratories approach audits and regulatory compliance. By leveraging digital lab platforms like SciSure, labs can enhance accuracy, streamline processes, and ensure compliance with industry standards. The benefits of digital transformation extend beyond audits, improving overall lab efficiency and data security. 

For more information, check out our blogs on Data Security and Compliance.‍

‍Ready to transform your lab? Contact us for personalized advice or to schedule a platform demonstration. By embracing digital innovation, your lab can become a leader in compliance and operational excellence.

Today, SciSure (formerly eLabNext) announced that its customizable Digital Laboratory Platform can integrate with SPT Labtech’s compact, user-friendly barcode reader, BioMicroLab Scan. The free add-on can be accessed through the Marketplace, SciSure’s application library for extending and personalizing platform functionality, enabling users to rapidly scan and decode the broadest range of tube racks on the market, including cryotubes, cryovials, cryoboxes, glass vials, and ANSI/SLAS microplate standard labware. 

By adding the BioMicroLab Scan application to SciSure, users can work with confidence, knowing that sample identification, even for extensive sample libraries, is taken care of. The connection between the BioMicroLab Scan and eLabNext also gives users a quick and easy way of storing integral sample data in the platform. Automatic transfer of information ensures research integrity and data integrity so scientists can focus more time and effort on other tasks.

“The integration of the BioMicroLab Scan with SciSure will bring seamless data tracking to more labs,” says Cory Tiller, Product Manager for Sample Management at SPT Labtech. “The combination of SciSure’s approachable platform and the Scan’s flexibility means that any lab with 2D barcoded tubes can go from sample creation to inventory update in moments.”

“Today’s labs require seamless automation and integrations, so we’re always on the lookout for any tool that helps our users circumvent issues with sample management and tracking,” comments Zareh Zurabyan, VP of Commericial, Americas. “By allowing users to integrate the BioMicroLab Scan with our platform, they can secure their samples with one of the most versatile laboratory barcode readers on the market, and scale their lab operations efficiently.”

The BioMicroLab Scan can capture and decode SBS format racks in less than 1 second and 81/100/196 cryobox formats in less than 2 seconds. It also features compatibility with cold environments, which is essential for any laboratory personnel in the life science industry and users of SciSure. 

About SPT Labtech

SPT Labtech makes products that transform the way scientists work. For over 25 years, our expert scientists, engineers, and business innovators have created innovative solutions for liquid handling, sample preparation, and management that help accelerate research and make a real difference to human health. We work collaboratively with our customers, building trusted relationships that enable us to deliver exceptional, personalized experiences designed for real-world challenges in the lab. 

Press contact

Carey Rooks, Head of Brand and Communications

marketing@sptlabtech.com

https://www.sptlabtech.com/

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Laboratories and workplaces dealing with chemicals are constantly exposed to potential dangers. A chemical hazard refers to any chemical substance—solid, liquid, or gas—that can pose a risk to health, safety, or the environment. Whether it's a spill, improper storage, or exposure to toxic fumes, these hazards are ever-present. The good news is that these incidents are preventable. With effective systems that are implemented around a culture of safety, labs and industries can manage chemical waste, identify risks, and ensure safety protocols are adhered to.

What Are Chemical Hazards?

A chemical hazard is any substance that poses a physical or health risk to individuals or the environment. These hazards can stem from improper handling, storage, or disposal of chemicals. Common examples include:

• Flammable liquids like ethanol
• Toxic gases like chlorine
• Reactive solids like sodium
• Corrosive acids like sulfuric acid

According to OSHA, exposure to these hazards can lead to severe consequences, including acute injuries, chronic health effects, and environmental damage.

Types of Chemical Hazards

Chemical hazards are classified into different types, including:

1. Physical Hazards

• Flammability: Substances that catch fire easily, such as gasoline or ethanol.
• Reactivity: Chemicals like peroxides that can react violently with other substances.
• Explosivity: Materials that can detonate under certain conditions.

2. Health Hazards

• Toxicity: Substances that can cause immediate or long-term health issues, such as benzene (a carcinogen).
• Corrosivity: Acids and bases that can cause burns on contact.
• Respiratory Risks: Chemicals that harm the respiratory system, such as ammonia or chlorine gases.

3. Environmental Hazards

• Chemicals that are harmful to aquatic life or ecosystems, such as pesticides or heavy metals.

To help identify these risks, laboratories and industries rely on chemical hazard symbols. These symbols, standardized by the Globally Harmonized System (GHS), provide warnings such as "flammable," "toxic," or "corrosive."

Are Chemical Hazards Always Visible?

A critical question is: Are chemical hazards always visible? The answer is no. Many hazardous chemicals, such as carbon monoxide or odorless toxic gases, cannot be detected without proper monitoring equipment. This invisibility underscores the importance of robust safety protocols and inventory management systems.

As highlighted by the Princeton Laboratory Safety Manual, comprehensive hazard assessments and proactive safety measures are essential to mitigating these hidden dangers.

The Role of Chemical Waste Disposal

Proper chemical waste disposal is crucial for minimizing hazards. Inadequate disposal practices can lead to environmental contamination, chemical reactions, or safety risks. For instance, improperly disposing of a solid chemical hazard, such as a reactive metal, could result in fire or explosion.

SciSure’s Hazardous Waste Solutions (formerly SciShield) provide a seamless system for managing and disposing of hazardous materials safely. The platform helps labs and industries track chemical waste from its source to its final disposal, ensuring compliance with environmental regulations and reducing risks.

How SciSure Helps Prevent and Manage Chemical Hazards

1. Inventory Management

SciShield’s ChemTracker Solutions allow labs to track chemicals throughout their lifecycle—from acquisition to proper disposal. This ensures that no hazardous material is mishandled or forgotten, which is critical for reducing risks associated with solid chemical hazards and toxic substances.

2. Inspection and Compliance Tools

SciSure’s Inspections & Audits Solutions streamline safety audits and ensure that all chemicals are stored and labeled according to regulations. This includes tracking chemical hazard symbols to verify that all chemicals are clearly marked for easy identification.

3. Training and Awareness

SciSure’s Training LMS Solutions empower personnel to recognize and mitigate chemical hazards effectively. Through interactive modules and certifications, employees learn to identify risks, respond to emergencies, and manage chemical waste disposal safely.

4. Real-Time Monitoring

For high-risk materials, real-time monitoring is essential. SciSure Health & Safety (formerly SciShield) provides tools to ensure that hazardous chemicals, especially those with delayed chemical hazard effects like radiation or toxicity, are continuously monitored.

Case Studies and Supporting Data

The dangers of chemical hazards and the need for effective management are well-documented. For example:

• A study published in BMC Occupational and Environmental Medicine highlights the long-term health effects of chemical exposure, particularly in industrial settings.
• OSHA’s guidelines emphasize that improper handling of chemical hazards is a leading cause of workplace injuries and illnesses.
• According to the HAZOP guide by SafetyCulture, hazard and operability studies are vital for identifying and managing chemical risks, further validating the importance of platforms like SciSure.

Building a Culture of Safety with SciSure

Effective management of chemical hazards goes beyond compliance—it’s about creating a culture of safety. SciSure’s unified platform integrates tools for Hazardous Waste Solutions, EHS Management, and Incident Reporting, helping labs and industries take a proactive approach to risk management.

By integrating these tools, SciSure not only helps prevent incidents but also streamlines operations, reduces costs, and ensures that every team member is equipped to handle hazards responsibly.

Conclusion

Chemical hazards are a reality in any lab or workplace dealing with hazardous materials. From flammable liquids to reactive solids, these dangers require vigilant management to prevent incidents and protect both people and the environment. Platforms like SciSure play a critical role in mitigating these risks through advanced tools for inventory management, training, inspections, and waste disposal.

With SciSure, the incidents caused by chemical hazards can truly become a thing of the past. Learn more about how SciSure can transform your approach to chemical safety and compliance.

Ready to improve your chemical hazard management? Schedule a demo with SciSure Health & Safety today and discover how we can help your lab or industry achieve safety excellence. Visit Hazardous Waste Solutions or ChemTracker Solutions to get started.

Generative AI (GenAI) and ChatGPT are here to stay. There are an incredible number of accessible AI assistants, including CLAUDE.AI, Microsoft CoPilot, LLAMA, and others,  for immediate implementation into professional workflows. These technologies have changed the way many people do their jobs, improving efficiency.  

Many in biotech and pharma are slowly but surely jumping on the bandwagon. Just look at Moderna’s recent announcement of integrating ChatGPT across all of its business functions.

For the broader life science industry, learning how to use these new tools and leveraging them in our daily lab operations to optimize data access and insight will be very rewarding in the coming years. 

If you’re entirely new to GenAI, fear not; I’ve created a short list of 10 immediate use cases and action items for leveraging ChatGPT for your lab’s work.

Before getting into it, remember that ChatGPT is not the end-all, be-all (for now, anyway!). It is simply a companion tool for your work. Treat it as such, and always verify and validate your work.

#1. Literature Review and Research Assistance

ChatGPT can help researchers quickly sift through vast amounts of literature to:

• Summarise key findings from relevant research papers.
• Extract specific information such as methodologies, results, or conclusions from scientific articles.
• Identify gaps in existing literature and suggest areas for further exploration.
• Provide insights into the latest trends and developments in biotech research.

Action Items

• Provide ChatGPT with specific keywords or topics to search for relevant literature.
• Request summaries or analyses of selected papers to extract essential information.
• Ask ChatGPT to compare and contrast multiple studies on a particular topic to identify common themes or discrepancies.

#2. Experimental Design Optimisation

Researchers can use ChatGPT to:

• Brainstorm ideas for experimental designs based on research objectives.
• Optimize experimental parameters such as sample size, concentration, or incubation time.
• Explore different methodologies or approaches to achieve desired outcomes.
• Evaluate the feasibility and potential limitations of proposed experimental designs.

Action Items

• Describe the research goals and variables to ChatGPT and request suggestions for experimental designs.
• Seek feedback on proposed methodologies and ask for alternative approaches or optimizations.
• Use ChatGPT to simulate experimental conditions and predict potential outcomes before conducting actual experiments.

#3. Data Analysis and Interpretation

ChatGPT can assist in data analysis by:

• Performing statistical analyses on experimental data.
• Interpreting results and identifying trends or patterns.
• Generating visualizations to represent data effectively.
• Providing insights into the significance and implications of research findings.

Action Items

• Input raw data or summary statistics into ChatGPT and request specific analyses (e.g., t-tests, ANOVA, regression).
• Ask ChatGPT to explain complex statistical concepts or methodologies used in data analysis.
• Collaborate with ChatGPT to explore alternative interpretations of experimental results and validate conclusions.

#4. Protocol Development and Troubleshooting

Researchers can seek assistance from ChatGPT to:

• Develop detailed protocols for experimental procedures.
• Troubleshoot technical issues encountered during experiments.
• Guide on optimizing experimental workflows and minimizing errors.
• Suggest alternative methods or approaches to overcome experimental challenges.

Action Items

• Describe the experimental procedure or issue to ChatGPT and request step-by-step protocols or troubleshooting tips.
• Collaborate with ChatGPT to refine existing protocols and streamline experimental workflows.
• Seek advice from ChatGPT on equipment selection, reagent preparation, and quality control measures.

#5. Hypothesis Generation and Validation

ChatGPT can aid researchers in:

• Generating hypotheses based on existing data or literature by feeding it into the system.
• Evaluating the feasibility and testability of proposed hypotheses based on already existing experiments
• Designing experiments to validate hypotheses and generate empirical evidence.
• Iterating on hypotheses based on experimental results and feedback from ChatGPT.

Action Items

• Discuss research objectives and available data with ChatGPT to generate novel hypotheses.
• Request assistance in designing experiments to test specific hypotheses and predict expected outcomes.
• Analyse experimental results in collaboration with ChatGPT to validate or refine hypotheses and formulate new research questions.

#6. Documentation and Report Writing

ChatGPT can help researchers with communications efforts, such as:

• Drafting research proposals, experimental protocols, manuscripts, and reports.
• Ensuring clarity, coherence, and adherence to scientific writing conventions.
• Editing and revising written documents for grammar, style, and content.
• Incorporating feedback from ChatGPT to improve the quality and impact of written communications.

Action Items

• Provide ChatGPT with an outline or key points to include in the document and request assistance in drafting specific sections.
• Collaborate with ChatGPT to refine language and structure, ensuring the document is clear, concise, and scientifically accurate.
• Use ChatGPT to generate figures, tables, or graphical abstracts to enhance the visual presentation of research findings.

#7. Expert Consultation and Collaboration

ChatGPT can bring researchers together by: 

• Connecting with experts in specific fields or disciplines.
• Facilitating interdisciplinary collaboration and knowledge exchange.
• Seeking advice and insights from experts on complex scientific questions or challenges.
• Fostering a collaborative environment by integrating ChatGPT into research discussions and team meetings.

Action Items

• Describe the research topic or question to ChatGPT and request recommendations for experts or relevant resources.
• Use ChatGPT to facilitate virtual meetings or discussions with experts to exchange ideas and seek guidance on research projects.
• Incorporate input from ChatGPT and external experts into research planning, experimental design, and data interpretation.

#8. Biological Data Mining and Analysis

ChatGPT can assist in mining large amounts of data. It can help:

• Access and analyze biological databases to extract relevant information.
• Perform genomic, proteomic, or metabolomic data analysis.
• Identify patterns, correlations, and biological insights from large datasets.
• Integrate data analysis results with experimental findings to derive meaningful conclusions.

Action Items

• Provide ChatGPT with specific queries or datasets and request assistance with data mining and analysis.
• Collaborate with ChatGPT to interpret complex biological data and identify potential relationships or trends.
• Use ChatGPT to explore bioinformatics tools and methodologies for data analysis and visualization.

#9. Regulatory Guidance

ChatGPT can aid you in:

• Navigating regulatory frameworks and legal requirements for research protocols and data handling.
• Staying informed about emerging ethical and regulatory developments in the biotech industry.

Action Items

• Discuss regulatory concerns with ChatGPT and seek guidance on best practices and compliance requirements.
• Collaborate with ChatGPT to develop protocols and procedures that adhere to regulatory guidelines.
• Use ChatGPT to stay updated on relevant regulations, policies, and guidelines from regulatory agencies and professional organizations.

#10.  Continual Learning and Knowledge Expansion

Researchers can use ChatGPT as a learning tool to;

• Stay updated on the latest advancements and discoveries in biotech research.
• Explore new research areas, methodologies, and technologies.
• Enhance understanding of complex scientific concepts through interactive dialogue and exploration.
• Access educational resources, training materials, and scientific literature to support professional development.

Action Items

• Engage ChatGPT in discussions about emerging topics or trends in biotech research and request relevant resources or references.
• Use ChatGPT to explore online courses, webinars, and workshops on specialized topics to expand your knowledge and skills.
• Collaborate with ChatGPT to develop personalized learning plans and set professional growth and development goals.
• Regularly interact with ChatGPT to ask questions, seek clarification, and deepen understanding of scientific principles and methodologies.

Conclusion

To utilize AI, GenAI, large language models (LLMs), and machine learning (ML) wisely, it is essential to have structured data to input into the system. If the data is not clean, the insights received from the tool of choice will not have the level of trust that you need for ethical science practices. 

If you’d like to learn more about Digital Lab Strategy, read our comprehensive article on Digital Lab Strategy or schedule a free personal demo with our team.

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How Boston College developed a comprehensive program to promote laboratory safety

As Director of Environmental Health and Safety for Boston College, Gail Hall has experienced quite the journey. During her tenure, she’s overseen a transformation in her team and how it manages laboratory safety.

The department experimented with a number of information and training management approaches over the years, from humble beginnings with paper files and binders, to plugging names into an excel spreadsheet, to attempts with home-grown software.

The real traction towards systematic compliance began with the adoption of ChemTracker. Enterprise software allowed the team to begin managing chemical inventory in an efficient, unified fashion. ChemTracker represented a huge advance over the filing cabinets, and it was just the beginning.

Broadening horizons of safety

By 2020, the EHS team saw additional opportunities for improvement.

“The pain point was the diffusion of all kinds of information out there,” said Gail. “We had records here and records there. We needed a better way of keeping track of all that information.”

“The goal was to bring it together, centralize it,” said Gail, recalling the aspirations for a program that went beyond managing chemical inventories. “Linking people to laboratories. Linking people to hazards. Training people for the appropriate hazards in the laboratory.”

The first change was hiring two new Lab Safety Specialists.

The data EHS was able to extract from SciShield demonstrated to the senior administration the need for more people to manage laboratory safety.

With the bolstered team in place, Gail set about implementing a solution to the broader informational challenge.

Building on the SciShield platform

With a clear vision of what they wanted and a successful track record with ChemTracker, the EHS team didn’t have to search far.

“We didn’t really look at other solutions because of our experience with ChemTracker,” said Gail. “It was a matter of convincing the administration that the other pieces of SciShield were important.”

With 99 lab groups and 500 research spaces under the safety department’s purview, the administration quickly understood the case for a unified approach to safety management. Gail’s team set about implementing it.

Boston College expanded on the SciShield platform, adopting modules for SDS Search, Inspection, Biosafety Management, Training LMS, Hazardous Waste, Equipment, Incident Management and other aspects of lab safety.

It was all part of a single, integrated, web-based solution; a robust safety program with comprehensive visibility of the hazards exposed to the campus community of staff and researchers.

Delivering fundamental change

Over the evolution of their program, the BC EHS team has developed true confidence in the reliability, security and availability of their data – and their ability to act on it.

Prior to implementation of the SciShield platform, it would have taken all day to create a report of all lab groups and their principal investigators or lead scientists. Now it can be done in five minutes.

According to Gail, creating a list of lab groups or individuals that work with a particular hazard, or a list of locations with a given hazard, wouldn’t even have been possible prior to SciShield. Now her team can create it in 15 minutes.

Similarly, a report of overall safety compliance, almost inconceivable previously, can be generated in an hour.

On a broader scale, visibility to laboratory data allows EHS to identify trends, justify resources and develop appropriate programs and campaigns to address important safety matters.

For example, observations made during Lab Safety Inspections led to efforts to educate researchers on PPE requirements. In addition to creating fliers for the labs, the team utilized the platform to send seasonal reminders about safe lab uniforms during the summer months.

Continuing improvement: Focus on training

The lab safety team continues to strengthen a safety culture, with regular working-group meetings, extensive communication, and ongoing refinements to the Chemical Hygiene Plan (CHP).

A particular interest of Gail’s is promoting the existing resources to their various labs. One area of focus has been training.

The department provides eight training courses to the Boston College community, six web-based (previously delivered in person or via Zoom, now available remotely within SciShield). EHS also hosts 12 instructor-led sessions per year. In 2023 BC users completed close to 1300 course training records. And every training session directs the participants to resources on Google Sites.

The SciShield Training LMS , with its capability to send automated reminders, has been instrumental to helping people get appropriate training.

“The Training LMS  has allowed us to direct people to the training they need to take, whether it’s radiation training, biosafety training, general lab safety or waste training,” said Gail.

According to Gail, one of the biggest time savings benefits with the Training  is reporting.

“We can readily access data and show how we are doing in the laboratories,” said Gail, who reports to an executive oversight committee. “We pull it right out of the application.”

And since implementing the , her team loves to talk about training.

A training breakthrough

The SciShield platform has helped the team deliver a profound improvement in laboratory safety training.

With the Training LMS  in place, the safety team has newfound confidence that people are adequately trained for hazards, and the training assigned is tailored to personal hazard exposures.

“We have up to 97% compliance,” said Gail.

Additionally, the Training LMS  has eliminated the need for an outside consultant that had provided biosafety training and audits.

Prior to using the Training LMS , producing compliance reports was for the most part infeasible. Now Gail’s team creates a variety of reports in mere minutes:

• Overall training compliance: 15 minutes
• Compliance for a given course: 5 minutes
• Users overdue for a course: 5 minutes
• Completed records for a course: 5 minutes
• Report for a department head: 5 minutes

Looking to the future

The work of a safety department is never done. At Boston College, the EHS team continues to seek ways to bring ever more awareness and diligence in all its labs. But with a scalable, centralized information foundation, the program has never been better positioned.

Electronic lab notebooks (ELNs) benefit both industrial and academic labs. The ability to quickly query all your laboratory activities to identify new avenues for discovery or to troubleshoot an ongoing issue is a massive advantage over traditional paper notebooks. 

However, setting up and maintaining an ELN so that all the benefits of going digital are available is not trivial. 

This is where an ELN consultant (such as Rebecca De Souza) can help set you and your lab up for success! In the blog below, we'll discuss what an ELN consultant is and the top 6 ways I've seen ELN consultants help laboratory teams achieve digitalization zen.

What is an ELN Consultant?

An ELN consultant is a laboratory professional who provides guidance and expertise in choosing, implementing, customizing, and optimizing an ELN for a laboratory. ELN consultants are crucial in helping research organizations effectively leverage digital tools, enhance collaboration, and ensure compliance with industry standards and regulations.

6 Ways an ELN Consultant Can Benefit Your Lab

#1: Take the setup burden off of your laboratory staff

Selecting and setting up an ELN often falls on the shoulders of laboratory personnel, who must balance ELN implementation with their usual lab responsibilities. This makes sense, given that they will be the primary users of an ELN. 

However, it does take away valuable time spent conducting research or other laboratory tasks. In addition, given the newness of ELNs, many lab workers don't have experience using an ELN, much less know the best path to selecting and setting one up. 

An ELN consultant works with lab professionals tasked with ELN selection and setup, providing valuable knowledge through experience. They can help your team establish your lab's needs, show how different ELNs compare when meeting these needs, create a plan for ELN rollout, identify common setup pitfalls and how to avoid them and assist with the training staff. While laboratory staff involvement is a critical component of ELN setup success, having an ELN consultant to help ensures that the laboratory team can focus more on their everyday responsibilities while still staying involved in the ELN selection and implementation process.

#2: Navigate the needs of stakeholders

Three primary stakeholders are invested in the success of an ELN:

1. The corporation or principal investigator (PI) / lab head
2. Legal and IP teams
3. Laboratory staff

Each of these entities has a vested interest in ensuring that lab data is recorded, searchable, and auditable. 

However, each party's expectations may differ or be in direct conflict. For example, the corporation or PI and legal and IP stakeholders may expect overly detailed ELN record keeping but not consider the time investment or practicality of keeping records up to date. Discordance between these three groups can result in low ELN compliance and confusion about the expectations or purpose of the ELN, which can ultimately lead to the abandonment of an ELN. 

Having navigated this trifecta of needs before, an ELN consultant can help those tasked with selecting and setting up an ELN. The consultant can directly interface with all three stakeholders or assist those in charge of the ELN implementation and maintenance with these interactions. Keeping this trifecta of stakeholders in balance will ultimately lead to the long-term success of your lab's ELN.

#3: ELN organization

While the name ELN suggests that it is a simple replacement for a traditional paper notebook, it's more akin to a filing cabinet than a notebook. As this analogy suggests, an ELN (depending on which one you're using) is more like an organizational system allowing data input and storage. 

Most ELNs have a built-in organizational structure. For example, the eLabNext Digital Lab Platform has the Project>Study>Experiment structure, with additional options to create project groups as an extra layer of organization. 

It can be tempting to allow each individual or team in your lab to determine how to use the built-in organizational tools; however, this can lead to confusion when searching for specific data. How a corporation or lab decides how to structure its ELN organization will depend on their individual needs, and an ELN consultant can use their experience to help guide that decision and harmonize the organization structure across team members. If you already have an ELN and need to restructure and re-organize, an ELN consultant can also help with this!

#4: Generating workarounds and increased efficiency

If carefully selected, the ELN you choose should be capable of fulfilling most of your lab's needs — emphasis on the "most," as there are often lab-specific scenarios that no software developer could preconceive. ELN consultants can help devise workarounds to cover these unforeseen situations, whether they are suggesting alternative approaches or working with a software developer on your behalf to create a solution. They can also assist by using their experiences working in a lab with an ELN to assess the impact of required ELN tasks on day-to-day laboratory workflows and where streamlining can be applied to increase efficiency.

#5: Better training and documentation

After selecting an ELN, deciding on its organizational structure, and setting it up, it must be rolled out to the larger team or organization. This involves creating an ELN handbook or usage policies and providing training. 

An ELN consultant can assist by directly creating these documents and training sessions/videos. They can also work with your designated laboratory, "Super Users," to help train current and new staff or with additional training when new ELN features become available. This can reduce your staff's training burden so they can focus on their other research-focused objectives.

#6: ELN compliance

An ELN is only as useful as the data recorded in it. As such, ELN compliance is vital for success. Many of the topics discussed above can impact ELN compliance, and an ELN consultant can assist with avoiding common compliance pitfalls. 

Suppose your organization or lab has known non-compliance issues or needs help identifying compliance issues. An ELN consultant can assist you with assessing the current degree of compliance, identifying barriers to compliance, and creating strategies for increasing compliance.

Experience the Benefits of an ELN Consultant

An ELN consultant can provide valuable assistance as your organization or lab navigates the ELN landscape. They can reduce the burden of setting up and maintaining an ELN, allowing your team to return to what matters most: their next discovery! 

If you need an ELN consultant, contact me at rebecca.a.g.desouza@gmail.com or connect with me on LinkedIn.

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Materials that are hazardous due to their biological or infectious properties are called biohazardous materials or simply biohazards. Research laboratories work with a variety of biological agents including recombinant or synthetically derived nucleic acid, blood, tissues, body fluids, cell lines, bacteria, viruses, viral vectors, plasmids, fungi, prions, or parasites that cause disease in humans, animals, or plants.

To ensure the safety of people, the environment, and the public, it’s crucial to have proper biosafety measures in place. Certain workplace safety laws require employers that are exposed to transmissible infectious pathogens to have effective written safety plans and controls in place. Employers must conduct biosafety risk assessments to determine which employees have exposures from work activities or conditions that are reasonably anticipated to elevate risk of contracting a disease caused by an infectious agent.

Laboratories that perform procedures with biohazardous materials that contain transmissible pathogens are likely to have occupational exposure to these agents. A biosafety risk assessment evaluates risks, so the appropriate control measures are implemented to prevent illness.

What is a Biosafety Risk Assessment?

A biosafety risk assessment is a systematic process that identifies, evaluates, and mitigates risks associated with the use of biological agents. It aims to:

• Identify procedural hazards and hazardous characteristics of biological agents that are handled.
• Classify biological agents into risk groups according to their degree of risk of infectivity, virulence, pathogenicity, availability of preventive measures and effective treatments, and potential damage to the environment.
• Determine the appropriate biosafety level for controls and restriction understanding.
• Consider biosecurity which focuses on the prevention of theft, loss, and misuse of hazardous biological agents and toxins, equipment, and/or valuable information.
• Identify and implement controls to minimize the risk of exposure to biological agents for workers, the environment, and the community.
• Ensure regulatory compliance with local and national biosafety regulations.

Other factors to consider in a biosafety risk assessment are the possible routes of transmission of infection in the laboratory, the infectious dose, stability in the environment, host range, whether the agent is indigenous or exotic to the local environment, and the genetic characteristics of the agent. If biological agents are genetically modified, ensure that the risk assessment considers how the agent’s hazard characteristics may change, including its infection potential and severity of disease.

Key Components of a Biosafety Assessment

A comprehensive biosafety risk assessment typically involves five key components:

1. Hazard Identification: This step involves identifying all the biological agents involved in laboratory activities and the potential hazards associated with the biological agents. Use subject matter experts that are familiar with the hazards to assist with this step.
2. Hazard Assessment and Risk Evaluation: After identifying the hazards (i.e., biological agents), determine the risks of these agents by evaluating the likelihood of exposure, and the severity of exposure with the following criteria:
   • Routes of transmission – Understanding a biological agent's natural transmission route helps identify potential risks within a laboratory setting. However, the route of infection and resulting disease can differ in laboratory-acquired infections due to the higher concentrations of agents used in the lab and the potential for aerosolization during procedures, even if the agent isn't naturally transmissible by air.
   • Host range –The variety of different species that a biological agent can infect and potentially cause disease in.
   • Virulence – The severity of disease that a biological agent can cause in a susceptible host. It essentially reflects the degree of harm the agent can inflict on an infected individual.
   • Infectivity – Ability of a biological agent to establish an infection in a susceptible host.
   • Pathogenicity – Inherent ability of a biological agent to cause disease in a susceptible host.
   • Allergenicity – Potential of a biological agent to induce an allergic reaction in a susceptible individual.
   • Stability – Ability of a biological agent to maintain its physical, chemical, and biological properties over time and under different conditions.
3. Risk Management: Based on the hazard assessment and risk evaluation, appropriate measures are put in place to minimize or eliminate identified risks. This may involve elimination or substitution of hazards, the implementation of engineering controls, establishment of safe work practices and training, and usage of personal protective equipment.
4. Documentation and Communication: Document the risk assessments and findings. All relevant employees and stakeholders should be informed about the risk assessment findings, corrective and preventive actions (CAPAs) to mitigate risks, and CAPA schedule.
5. Review and Update: Biosafety risk assessments should be reviewed periodically and when hazards or operations change.

Biological Risk Groups and Biosafety Levels

Biological agents are classified according to their risk level when considering infectivity, pathogenicity and availability of preventive measures and treatments for the corresponding disease. The National Institute of Health has established classification of biological agents into four risk groups:

• Risk Group 1 – Agents that are not associated with disease in healthy humans.
• Risk Group 2 – Agents that are associated with human disease which is rarely serious or for which preventative or therapeutic interventions are often available.
• Risk Group 3 – Agents that are associated with serious or lethal human disease for which preventative or therapeutic interventions may be available (high individual risk but low community risk)
• Risk Group 4 - Agents that are likely to cause serious or lethal human disease for which preventive or therapeutic interventions are not usually available (high individual risk and high community risk).

The risk groups are not equivalent to the biosafety levels (BSL). The BSL assigned to a laboratory is determined by the risk posed by the biological agents being used. Each BSL has specific EHS requirements for laboratory practices and techniques, equipment and containment measures, and facilities design. The BSLs are:

• BSL-1:
  • Suitable for work involving well-characterized agents not known to cause disease consistently in immunocompetent adult humans.
  • Agents present minimal potential hazards to personnel and the environment.
  • Basic practices such as hand washing, the use of personal protective equipment like lab coats and gloves, and good laboratory hygiene are typically sufficient.
• BSL-2:
  • Builds upon BSL-1 requirements.
  • Suitable for work involving agents that post moderate hazards to personnel and the environment.
  • Additional precautions beyond BSL-1 include controlled access to the laboratory, specific training for personnel, and the use of appropriate personal protective equipment.
• BSL-3:
  • Builds upon BSL-2 requirements.
  • Applicable to facilities where work is performed with indigenous or exotic agents that may cause serious or potentially lethal disease through the inhalation route of exposure.
  • In addition to BSL-2 controls, BSL-3 facilities have additional engineering controls such as specialized ventilation systems to prevent the release of infectious aerosols.
• BSL-4:
  • Builds upon BSL-3 requirements.
  • Required for work with dangerous and exotic agents that pose a high individual risk of aerosol-transmitted infections and life-threatening disease that are frequently fatal and for which there are no vaccines or treatments.
  • Required for related agents with unknown risk or route of transmission.
  • Most stringent safety and containment measures including complete isolation from the outside environment through multiple airlocks and highly specialized ventilation systems.

How Chemical Safety Improves Biosafety

If your biosafety program is recognized as a weakness and your organization is stronger in chemical safety, harness your strengths and leverage those best good practices to apply to your biosafety program. Maintaining a comprehensive chemical safety program is helpful for biosafety because it supports organizations to:

• Comply with regulations – As an example, many regulatory agencies require laboratories to maintain accurate chemical inventories as part of compliance with EHS regulations. Having a well-documented inventory aligns with regulatory, emergency preparedness, and auditing requirements. Laboratories should use a similar system for controlling the inventory of infectious agents.
• Identify hazards and perform risk assessments – A chemical safety program helps identify and assess the potential hazards associated with the chemicals used in the laboratory. This includes factors like flammability, toxicity, corrosivity, and reactivity. This type of evaluation is important because it highlights taking a risk factor-based approach to manage laboratory hazards, which can be translated over when performing biosafety risk assessments.
• Emphasizes safe work practices – Hazardous waste can be chemical or biological. Proper procedures to classify, segregate, and dispose of chemical waste aligns with procedures to reduce contamination to the environment or exposure to personnel, which is similar to biosafety. There are safe handling practices for different classes of chemicals, including proper personal protective equipment usage, labeling, and storage procedures. This ensures that chemicals are handled and stored in a way that minimizes the risk of spills or other incidents. Similar practices and procedures should be developed for biosafety.

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• Integrate training and awareness – Biological and chemical agents are frequently handled together (e.g., research processes, decontamination procedures). An integrated approach ensures that both biosafety and chemical safety principles are covered in training programs for laboratory personnel. This training equips personnel with the knowledge and skills to handle both biological agents and chemicals safely, minimizing the risk of accidents or exposures.

How SciShield Can Standardize Your BioSafety

With SciShield, you can scale your biosafety management to improve safety, reduce time to approval, eliminate error, streamline communications, and meet compliance regulations.

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Barcoding biological samples and integrating this information with laboratory sample management software offers a more efficient means for tracking a wide range of biospecimens. The blog below discusses sample barcoding and its advantages over traditional sample tracking methods.

What is Sample Barcoding?

Biological sample barcoding assigns a unique identifier to an individual biospecimen, analogous to barcodes used on consumer products. Barcodes provide a reliable means of cataloging and tracking the location and application of samples used in a laboratory, particularly when integrated with sample management software. 

Before Barcoding: Relying on Manual Methods for Sample Management

Before barcoding was applied in laboratories, researchers employed various traditional methods to track biological samples, often relying on manual and time-consuming processes. One method still used by many labs is documentation in a lab notebook, where detailed records, handwritten notes, and labels are meticulously maintained. This method, however, is prone to human error and could lead to misinterpretation or loss of crucial information. Even when spreadsheets are used to manage and track sample inventories, there is still room for human error and mistakes. 

Physical tagging systems, such as numbered or color-coded labels, are often implemented to distinguish samples. While these methods are better than relying solely on written records, they still have limitations, especially when dealing with large-scale studies or when long-term storage is required. The absence of a standardized and universally applicable system makes data sharing and collaboration challenging. 

The Benefits of Barcoding

Sample barcoding helps provide solutions for these challenges. While not all scientists transitioned from paper records or disjointed software solutions, there are some key reasons for the growing interest in sample barcoding and its integration with comprehensive lab information software.

Sample Identification and Tracking

Barcoding provides a unique identifier for each biological sample, reducing the chances of errors in sample identification. Integration with laboratory sample management software enables real-time tracking of sample locations, movements, and usage history. This metadata provides a more comprehensive view of a sample collection compared to manual sample management methods.

Efficient Data Management

Combining barcodes with sample management software allows for efficient and accurate data entry. Researchers can quickly scan barcodes instead of manually entering sample information, reducing the risk of transcription errors. It streamlines data management by providing a centralized platform for storing and retrieving sample-related information.

Automation and High Throughput

Barcoding facilitates automation in sample-handling processes. Automated systems can scan and process samples more quickly and accurately than manual methods. This is particularly important in high-throughput laboratories where large numbers of samples need to be processed efficiently.

Sample Integrity and Reproducibility

Barcoding helps maintain the integrity of samples by reducing the likelihood of mix-ups or contamination. By integrating with sample management software, researchers can ensure the reproducibility of experiments by accurately documenting and tracking sample conditions and parameters.

Compliance and Quality Control

Barcoding and software integration help laboratories adhere to regulatory and quality control standards. They also enhance traceability and auditability, which is crucial for compliance with various industry and research regulations.

Time and Cost Savings

Streamlining sample management processes through barcoding and software integration can save time and reduce operational costs. Automation and efficient data handling contribute to overall workflow optimization, allowing researchers to focus more on the scientific aspects of their work.

Data Integration and Analysis

Integration with sample management software enables seamless integration with other laboratory systems, facilitating comprehensive data analysis. Researchers can correlate sample information with experimental results, helping them draw meaningful conclusions from their data.

Collaboration and Data Sharing

Barcoding and sample management software facilitate collaboration by providing a standardized and easily shareable format for sample information. Researchers from different labs or institutions can more effectively share data, fostering collaborative efforts and accelerating scientific progress.

Conclusion

Combining barcoding and laboratory sample management software improves the efficiency, accuracy, and overall management of biological samples in research lab settings. 

If you’re considering the eLabNext platform or are a current eLabNext customer who hasn’t taken advantage of sample barcoding yet, explore the Biobanking section of the Marketplace or check the ZPL Printer add-on or FLUICS PRINT add-on. eLabNext can also provide a list of printers and scanners supporting sample barcoding. If you are a ZPL, Brady, or FLUICS customer looking to make your next steps on your digital journey and want to be the with the ‘Easiest to Use’ and ‘Best Value’ ELN provider, then request a demo or jump straight to your free 30-day trial of eLabNext.

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The National Institutes of Health (NIH) has recently implemented new data management and sharing (DMS) requirements for grant applicants and recipients. For all researchers seeking or currently funded by NIH grants, a data management and sharing plan must be submitted detailing how they will make their data available to other scientists and the public. 

Ultimately, this change benefits science, scientists, and society as a whole: “Sharing scientific data accelerates biomedical research discovery, in part, by enabling validation of research results, providing accessibility to high-value datasets, and promoting data reuse for future research studies,” states the NIH on its website. 

However, realising these benefits and implementing a DMS plan may take a lot of work. Some labs lack the infrastructure and data recording practices for effective data management and sharing. To rectify this problem, labs will have to rid themselves of outdated lab recordkeeping practices – such as paper lab notebooks and rudimentary databases that act as black holes (data goes in, never to be seen again) – which are no longer viable solutions. 

Therefore, winning an NIH grant is now tied to modern digital laboratory platforms, which are more effective data management and sharing tools. Labs lagging on digitisation are facing new financial motivations to implement changes. 

Meeting New DMS Requirements with eLabJournal

To facilitate data sharing through digitalisation, researchers can use eLabJournal, a secure, user-friendly, cloud-based lab notebook and data management platform. eLabJournal makes it easy for researchers to enter, store, and share their data with other scientists and the public while ensuring that sensitive information is protected and data privacy laws are complied with.

Here are a few ways researchers can benefit from using eLabJournal and comply with the NIH’s new DMS requirements.

Store data in a secure and accessible manner

eLabJournal has access control options to ensure that only authorised users can view or modify their data. The platform is built on a Roles & Permissions authentication model to ensure data security within the organisation. Customisable password policies, two-factor authentication, IP range restrictions, and VPN tunnelling all support data security from external threats. All of this is obtained through a web browser interface, meaning the security you put in place will not stand in the way of you accessing your data from wherever you happen to be working that day.

Share data with other scientists and the public

The eLabJournal platform has a customisable data-sharing plan that can be included in a grant application. Through the intuitive interface, users can generate simple, customised exports of sample or experimental records. eLabJournal’s open development architecture supports even more powerful data sharing and manipulation through our extensive library of API calls. 

Ensure compliance with data privacy laws

eLabJournal uses industry-standard security protocols to protect sensitive information, including 21 CFR part 11, GDPR, GxP, and HIPAA compliance. 

Integrate DMS plans into your digital lab platform

eLabJournal can incorporate many add-ons in the eLabMarketplace, enabling customisation and expanded functionality. One of eLabJournal’s add-ons, DMPTool, presents plan summaries within eLabNext, along with a link to download complete plans. This tool enables researchers to maintain compliance and manage DMS plans from the grant drafting process through the post-award period.

Digitalisation, at no extra cost

The new NIH requirements mean you can build the cost of eLabJournal into your grant itself. The NIH has clarified its instructions: Costs associated with a data management plan, including software subscription fees, may be included in the budget for the related project. 

Data Sharing Requirements and Digitalisation go Hand-in-Hand

In conclusion, the new data-sharing requirements for NIH grants represent a significant change in how research is conducted and how data is shared. Using eLabJournal, researchers can easily meet these requirements, promote collaboration, increase transparency, and improve public access to research data. Furthermore, many old excuses preventing labs from enacting data management modernisation are now moot: If you are applying for NIH funding, digitalisation is necessary.

If you want to see how eLabJournal can help your lab effectively manage and share data, schedule a free demo today!

Lab asset inventory audits are critical for maintaining an organized, efficient, and compliant laboratory environment. A comprehensive lab asset inventory audit can support environment, health and safety (EHS) controls, limit costs, and improve operations. Lab assets encompass everything from equipment, and chemicals, to software and furniture. In this article we highlight the importance and benefits of conducting these audits from an EHS perspective focusing on equipment and chemicals.

The Importance of Asset Management in Labs

Effective asset management in laboratories involves a systematic approach to procurement, maintenance, upgrades, and disposal of assets.

Effective asset management can improve:

• Procurement of proper equipment that mitigates risks with engineering controls and that is sustainably designed.
• Maintenance schedules of equipment and potentially reduce malfunctions, injuries, and accidental releases.
• Optimization of chemical inventories by minimizing hazardous materials storage, and ultimately risks of exposure.
• Regulatory compliance against preventative maintenance and monitoring requirements.
• Waste mitigation efforts by extending equipment lifespans and minimizing resource consumption.

1. Defining the Scope and Preparing Resources

The first step of the inventory audit is defining the scope. Identify which facilities, equipment, chemicals, and other assets will be included in the audit. Identify any applicable compliance obligations for the audit (e.g., Occupational Safety and Health Administration Nationally Recognized Testing Laboratory [OSHA NRTL] Program).

Assemble your team for the inventory audit. Gather resources by preparing checklists, barcode scanners (when applicable), and labels for tagging assets. Prepare the lab inventory management software (if available).

2. Performing the Initial Inventory Audit

• Start with tangible equipment such as lab equipment. Record the
  • Location
  • Condition
  • Make and model
  • Relevant dates (e.g., acquisition)
  • Brief description of the asset
• When possible, group similar assets together to simplify identification.
• After entering this data into your database, tag the equipment with concise labels with essential information such as name, ID number, date of acquisition, and safety information. Consider a color-coding system when labeling to distinguish ownership, health and safety classification, lab zones/work areas, etc.
• Assign specific locations for each category of assets to avoid clutter and facilitate retrieval, where applicable. Ensure storage areas are accessible and appropriate for the specific items (e.g., temperature-controlled for certain chemicals).
• Inventory all chemicals by the following classifying information but not limited to:
  • Estimated volumes
  • Storage locations
  • Expiration dates
  • Supplier/manufacturer information.
• Use all available resources such as colleagues to help inventory, bar coding system, and chemical inventory management software, if available.

3. Evaluating Results

Identify the gaps, missing items, outdated equipment, duplicate chemicals, etc. This may take a long period of time to understand trends but it’s important to analyze the asset usage patterns and compare them with the inventory.

Assess the condition and performance of the equipment. Flag any equipment that requires maintenance, repair, upgrade, or needs to be safely decommissioned and disposed of. It may be an inventory but you’re also visually inspecting for any noticeable damage or defects.

For chemicals, evaluate the usage data and expiration dates across several inventory audits to avoid unnecessary hazardous chemical storage and disposal, which could have environmental impacts.

4. How to Automate Best Practices, Corrective and Preventive Actions (CAPAs)

Assigning Team Responsibilities

• Determine roles and responsibilities for inventory audit tasks and ensure your team is trained on the system.
• Build and foster a culture of shared responsibility for inventory management. Increased ownership/engagement, visibility, and communication of the inventory activities brings forth proactive solutions, promotes efficiency and optimizes processes.

Organization and Storage

• Implement a first-in, first-out system to avoid expiring chemicals persisting in storage areas.
• Regularly dispose of obsolete or damaged items. Don't let outdated equipment or expired chemicals occupy valuable space and pose health and safety risks. Establish clear disposal protocols for different asset types.
• Store equipment based on frequency of use. Keep frequently used equipment within reach while infrequently used items be stored on higher shelves or in designated areas.
• Streamline asset identification and data entry with barcode scanners.

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Procurement and Cost Management

• Forecast future asset needs and use bulk purchases when possible, to take advantage of any discounts.
• Seek help from your procurement department (if applicable) and compare prices across different suppliers to find what works best for you from an EHS perspective but also operationally and financially.

Maintenance and Calibration of Equipment

• Implement routine maintenance schedules for equipment to ensure optimal performance and prevent unexpected breakdowns.
• Document equipment usage and calibration records. Maintain accurate records of usage logs and calibration certificates for compliance.

Automate Recordkeeping and Documentation

• Recordkeeping and documentation are prone to error due to their history of being maintained with only Excel spreadsheets and physical notebooks. Lab inventory management software to ensure accurate documentation and uniformity with your data.
• Set clear expectations for your team on recordkeeping.

• Move from Excel spreadsheets and physical notebooks to lab inventory management software to automate your documentation and ensure accuracy.
• Develop templates or forms to ensure consistency in data collection.
• Ensure that records are complete when conducting the inventory audit, so you don’t have to double your effort.

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Conducting Routine Inventory Audits

• Communicate the importance of routine audits to your team and lab personnel. Routine audits ensure you meet compliance obligations for asset management, chemical storage, and equipment safety. Failure to comply could result in serious penalties, injuries, and fatalities.
• Implement a regular schedule for inventory audits (e.g., monthly, quarterly, annually).
• Update records with current information with each subsequent inventory audit.

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5. Specific Considerations for Lab Relocation

Lab relocations can be complicated, especially when it comes to asset inventories. Some tips for navigating a lab relocation are:

• Conduct a comprehensive inventory of all assets, prioritizing the criticality of the assets (e.g., EHS critical equipment, frequently used assets, and assets with special transportation or storage requirements).
• Identify the chemicals and equipment that need to be either disposed of properly or decommissioned first to avoid unnecessary transport risks.
• Use appropriate storage containers to protect equipment and prevent exposure to chemicals.
• Ensure that chemicals and chemical storage containers/boxes are labeled appropriately according to regulatory requirements.
• Maintain a record or chain of custody of asset movement to avoid loss or damage.
• Implement safe work practices including proper waste disposal procedures for the new lab.
• Schedule calibration for equipment upon arrival. Perform a Pre-Startup Safety Review (PSSR), as needed, to check for potential hazards prior to using the equipment.

Conclusion

In conclusion, lab asset management isn't centered around just operational efficiency and cost cutting; it also involves proactive EHS monitoring and measurement. By conducting routine inventory audits, you are fostering a culture of continual improvement that values the protection of personnel, the environment, and your company’s reputation.

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Scientific research is rapidly evolving. The traditional approaches to documenting seed and plant storage face inherent challenges that hinder efficiency and progress. This has sparked a transformative shift towards digital technologies that address these challenges and provide solutions.

Opting for an electronic storage system represents a strategic decision to streamline operations while enhancing the accuracy, accessibility, and longevity of valuable genetic resources.

In this blog, we'll delve into the impact of electronic technology, such as specimen management inventories, in revolutionising the entire process of managing critical data.

Meticulous Documentation is the Key to Success

Before transitioning into the digital realm, it's crucial to recognise the paramount importance of appropriate sample storage and management.

• Seeds and plants represent the foundation of agricultural and ecological studies, acting as reservoirs of genetic diversity.
• A precise record-keeping system ensures the preservation of this diversity for ground-breaking research, innovative breeding programs, and impactful conservation initiatives.

Essential Features of A Digital Seed and Plant Storage System

Exploring how a virtual documentation platform can revolutionise the research experience:

Electronic Databases: Your Gateway to Intelligent Sample Management

• An online inventory provides a seamlessly organised system on a centralised platform.
• Researchers can experience efficient input, management, and retrieval of specimen data. Everything from species characteristics to geographic origins and genetic information.
• Examples like GRIN and Genesys showcase the power of electronic databases in transforming the storage and accessibility of crucial data.

Barcode Technology: Precision In Every Scan

• Say goodbye to the tedious process of data entry and minimise the risk of manual errors with an efficient barcoding system.
• Every specimen is assigned a unique identity. This ensures quick and accurate identification, tracking, and management.

Climate-Controlled Storage with Sensor Integration: Preserving Nature’s Blueprint

• An electronic platform safeguards each specimen with climate-controlled conditions to ensure an optimal storage environment for seed integrity and viability.
• Real-time monitoring and integrated sensors provide an alert mechanism to promptly detect any deviations.

Mobile Applications: Empowering Researchers On The Go

• Transform your field research experience with cutting-edge mobile applications for on-the-go data capture.
• Information such as storage location, images, and associated notes can be recorded in the app and seamlessly synchronised with a centralised database.

Advantages of Digital Documentation

Efficiency and Time Savings

• An online system transforms time-consuming tasks such as manual record-keeping and data entry into an automated process.
• Researchers can focus on analysis and experimentation, which significantly boosts overall productivity.

Data Accuracy and Integrity

• Eliminate the risk of illegible handwriting and transcription errors with a paperless solution.
• A digital platform ensures the data linked to every plant and seed is accurate and reliable, which ensures the integrity of research outcomes.

Global Collaboration

• Overcome geographical barriers with the power of a system platform, enabling researchers to collaborate globally with ease.
• If appropriate, access to a centralised database could facilitate information exchange, fostering shared germplasm contribution to the global genetic resource pool.

Adaptability to Changing Technologies

• In the fast-paced world of scientific research, a digital documentation system can be easily updated and integrated with the latest tools and applications.
• This adaptability ensures that seed and plant storage practices remain at the forefront of scientific advancements.

Conclusion

The digital management of seed and plant storage represents a paradigm shift in scientific research practices. By embracing technological solutions, researchers and scientists can enhance work productivity and contribute to the global effort of preserving biodiversity and advancing agricultural and ecological knowledge.

As we continue to navigate the complexities of our ever-changing world, the virtual landscape offers a promising path for the sustainable management of genetic resources.

Elevate your research potential with an advanced electronic sample management platform. Embark on a new era of efficiency in the digital world today.