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Most labs don’t fail audits because of a single catastrophic mistake. They fail because of a hundred small ones: all unseen, undocumented, and unaddressed until it’s too late.

That’s why being audit ready is more than a box-ticking exercise. It’s a powerful lens into your lab’s operational health, revealing how your systems really function day to day. And for labs still running on outdated processes, scattered spreadsheets, manually updated training logs, or compliance that depends on memory, the cracks may not be obvious until an audit, incident, or lawsuit brings them to light.

That’s a gamble few organizations can afford. Today, regulators, funding bodies, and internal stakeholders are raising the bar, expecting not just documentation, but traceability. Not just policies, but proof. Being audit ready isn’t just about inspection day. It’s about every day.

But while expectations have evolved, many lab infrastructures haven’t. Legacy systems, point solutions, and disconnected tools have created fragmented ecosystems where risk hides in plain sight. Manual workarounds have become everyday processes. And safety, inventory, and training systems often operate in isolation from the research itself.

This whitepaper explores how audit readiness has become a critical marker of organizational risk—and what labs can do to stay ahead. We examine how fragmented systems introduce risk across reproducibility, safety, compliance, and scientific integrity—and how integrated digital systems like the SciSure Scientific Management Platform (SMP) can transform audit readiness from a scramble into a strategic advantage.

Audit readiness as a key driver of risk mitigation

Being audit ready isn’t just a compliance milestone. It’s a stress test for your organization’s entire operations. When you ask, “Are we audit ready?”, you’re really asking:

• Are our data and records accurate, complete, and accessible?
• Are our people properly trained and up to date?
• Are our systems connected enough to provide clear answers when questions are asked?

If the answer is no, or “We think so”, you’re already carrying risk.

From increased regulatory scrutiny to real-world safety failures and mounting concerns over scientific reproducibility, audit readiness is emerging as a critical safeguard. Beyond being a compliance goal—it’s a structural prerequisite for resilient, credible science.

Risk in scientific environments can manifest in several ways:

• Regulatory risk: Non-compliance can trigger inspections, fines, shutdowns, or even legal action.
• Operational risk: Poor visibility leads to missed errors, redundant work, and inconsistent practices.
• Reputational risk: One safety breach, contamination event, or citation can damage trust for years.
• Scientific risk: If you can’t reproduce or trace your work, you can’t stand behind your results.

Rising regulatory pressure

For labs worldwide, regulatory scrutiny is intensifying. In May 2025, a U.S. Executive Order titled “Improving the Safety and Security of Biological Research” introduced sweeping changes, requiring scientific organizations to implement stronger oversight policies. This includes enforcement clauses, public reporting and updated definitions of what constitutes risky research. 
Notably, the policy applies to both federally and non-federally funded labs, expanding government oversight and requiring labs to demonstrate transparent traceability, robust incident-reporting and robust credentialling of personnel. In practice, this means comprehensive documentation of agent inventories, safety assessments, lab personnel training and records, and auditable incident logs.

Real-world safety consequences

Safety lapses in scientific laboratories remain far more common than most organizations realize, and the fallout can be severe. A 2021 observational study of 220 laboratory workers found that 45% reported experiencing at least one accident during their lab work¹. Furthermore, between 2001 and 2018, the U.S. Chemical Safety and Hazard Investigation Board (CSB) documented 120 academic research laboratory accidents, including chemical leaks, fires, and evacuations². Such incidents are often tied to inadequate procedural controls, insufficient training, and fragmented record-keeping.

One of the most prominent cases remains the death of UCLA researcher Sheri Sangji, who suffered fatal burns in 2008 after handling pyrophoric reagents without proper training or protective clothing³. The resulting criminal case marked the first U.S. prosecution for a university lab accident, costing UCLA millions in legal fees and severely damaging its reputation.

The reputational and scientific integrity cost

Beyond fines, lawsuits, and safety incidents, a lack of audit readiness can erode the most valuable asset a scientific organization has: trust. When data cannot be traced, reproduced, or validated, its credibility—and yours—comes into question. In highly regulated fields such as drug development, diagnostics, and translational research, even minor documentation gaps can derail regulatory submissions, stall clinical programs, or jeopardize funding and partnerships.

Reproducibility failures are a widely acknowledged crisis in science. A Nature survey of 1,500 scientists found that more than 70% had failed to reproduce another researcher’s results, and over 50% couldn’t reproduce their own findings⁴. While the causes are multifactorial, poor data management and incomplete records are major contributors.

In this context, being audit ready is about more than inspections—it’s a safeguard for scientific integrity. It ensures that every step, sample, and decision is recorded, accessible, and defensible. Without that foundation, even groundbreaking results risk being dismissed, disputed, or lost entirely. Put simply: if you can’t prove it, you can’t trust it, and neither can anyone else.

Labs that are truly audit ready aren’t just prepared for inspections—they’re equipped for the unexpected. They operate with connected systems, real-time oversight, and built-in traceability that supports everyday decisions. Seen in this light, audit readiness becomes more than a compliance checkbox—it’s a leading indicator of operational integrity, scientific rigor, and institutional trustworthiness.

Where are labs going wrong?

Most labs don’t fall short on audit readiness because they lack effort or expertise. They often fall short because their systems were never built for it.

Audit risk tends to build slowly, creeping in through the accumulation of small gaps and manual workarounds that go unnoticed until it's too late. Across training, inventory, safety and documentation, many labs still rely on processes that are fragmented, reactive and hard to verify.

Common weak points include:

• Manual tracking of training and competencies: Staff certifications are often recorded on spreadsheets or paper forms, with no automated alerts when training expires. This makes it hard to ensure personnel are qualified—and impossible to prove it during an audit without scrambling.
• Siloed safety systems: Safety audits, chemical inventories, and incident reports are frequently tracked in disconnected tools—separate from the workflows where risk actually occurs. This leaves gaps in traceability and makes it harder to identify systemic issues.
• Outdated inventory management: Labs often struggle to track reagents, samples, and assets in real time. Without reliable inventory logs, it’s difficult to maintain chain of custody or identify expired or misused materials—major red flags in any inspection.
• Isolated point solutions: Even when digital tools exist, they’re often single-purpose applications that don’t integrate. This forces teams to duplicate data across systems—or worse, operate from conflicting versions of the truth.
• Cultural habits and institutional memory: In many labs, critical knowledge lives in the heads of experienced staff. But when that knowledge isn’t documented or easily accessible, turnover or absences can quickly create blind spots.
• Reactive mindset: Too often, problems are only addressed after something goes wrong: a safety breach, a failed inspection, a missed validation. By then, it’s too late to be proactive.

These gaps make audits a headache for labs, but they also create risk every day. Without connected, verifiable systems, labs operate on assumptions: assuming someone completed the training, assuming the sample was logged, assuming the procedure was followed. When regulators, partners, or leadership ask for proof, “we think so” isn’t good enough.

Can you spot the risk?

Picture this scenario: An auditor asks for proof that a technician was trained on a new high-risk protocol implemented two months ago. You remember the training session clearly, but the spreadsheet hasn’t been updated, and there’s no signature on file. Meanwhile, the names of staff members who completed the training were copied by hand onto a sticky note that never made it into the system. What started as routine now looks like a regulatory breach.

Quick reality check:

• Can you retrieve up-to-date training records for every lab member in under 5 minutes?
• Can you show chain of custody for a critical reagent or sample used in your last regulatory submission?
• Are your SOPs version-controlled, accessible to all, and embedded in your daily workflows?

The good news is that these risks aren’t inevitable. Labs that consistently pass audits don’t rely on heroic effort. They rely on systems designed for visibility, traceability, and compliance by default. Instead of trying to patch gaps with more spreadsheets or checklists, they invest in infrastructure that embeds audit readiness into the fabric of daily operations.

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From reactive to proactive audit readiness

In an audit-ready lab, compliance isn’t something you prepare for—it’s something you maintain. It’s built into your daily operations, not stacked on top of them. And most importantly, it’s visible. Being audit ready means your lab can answer critical questions—consistently, quickly and with evidence:

• Who handled this sample, and when?
• Was the protocol followed exactly as approved?
• Has the team been trained and signed off on the latest SOP?
• Where was this chemical stored—and when did it expire?
• What corrective actions followed the last safety incident?

In labs without the right digital infrastructure, these answers live in a dozen different places: spreadsheets, paper binders, filing cabinets, or worse—someone’s memory. That’s why being audit ready isn’t just about documentation. It’s about system design.

Truly audit-ready labs share four characteristics:

1. Connected — Data is centralized and systems talk to each other, so inventory, training, safety, and research aren’t siloed.
2. Traceable — Every material, action, and decision can be tracked back to a person, time, and record.
3. Controlled — SOPs, workflows, and permissions are enforced by the system—not assumed or bypassed manually.
4. Visible — Issues are flagged early, trends are tracked in real time, and auditors don’t have to dig to find what they need.

How SciSure’s SMP makes this possible

The SciSure SMP was designed to create audit ready labs by default. It brings together essential components of lab management—ELN, LIMS, inventory, equipment, training, safety, inspections, and more—into a single, integrated environment. Instead of logging into ten different digital systems or relying on manual workarounds, users interact with a unified platform that mirrors real lab workflows.

Training that’s verifiable, not assumed

The SMP closes training visibility gaps by tying training directly to user roles and responsibilities. Each lab member’s access is governed by a clear training schedule that maps required certifications to their permitted tasks. If training is incomplete or out of date, the system actively prevents users from launching high-risk protocols or handling sensitive materials.

Records are stored centrally and updated in real time, eliminating the need to dig through HR files or manually cross-check spreadsheets. Alerts and dashboards keep both scientists and managers informed about upcoming renewals, expired training, and team-wide compliance at a glance.

In short, it’s not left to memory or manual policing. The platform acts as a built-in gatekeeper—ensuring that only the right people, with the right training, can carry out the right work.

Safety data built into the scientific workflow

In most labs, safety data lives in a silo—tied to paper-based forms, separate EHS platforms, or ad hoc reporting processes that aren't integrated with actual lab work. The SciSure SMP eliminates that disconnect by embedding safety directly into the way science gets done. 

Risk assessments and safety controls are baked into protocols themselves, not bolted on afterward. Researchers are guided through required steps, hazard checks, and PPE reminders as they move through workflows—so safety becomes automatic, not optional.

When incidents occur, they’re not handled in isolation. The system links them to specific workflows, users, and reagents—giving you rich contextual data for root-cause analysis. And because chemical inventory is tracked in real time, down to the individual bottle, it's easy to trace which materials were involved, whether storage limits were exceeded, or whether incompatible substances were used together.

This creates a virtuous cycle: safety data informs future decisions, trends become visible, and accountability is built in from the start. Rather than relying on reactive reporting, the lab builds a culture of continuous improvement—where risk is spotted and addressed before it becomes a crisis.

Inventory, samples, and chain of custody

The SMP centralizes the entire lifecycle of reagents, chemicals, and samples, from ordering and receipt through to use, storage, and disposal. Every movement is logged with timestamps, user attribution, and contextual metadata—ensuring full chain of custody with minimal manual effort.

Since inventory is tied directly to workflows, the system can restrict the use of expired or unauthorized materials, enforce proper storage practices, and ensure that only validated inputs are used in regulated procedures. If something goes wrong—or if an auditor wants to trace a critical sample’s journey—every step is documented and easy to retrieve.

The result is stronger control, fewer compliance blind spots, and a more robust scientific record.

Dashboards that make risk visible

Being audit ready means knowing where your lab stands at all times. With SciSure, visibility is built into the platform at every level.

Dashboards give lab managers and EHS teams live insights into training status, overdue SOPs, open incidents, and more. Role-specific permissions ensure each user sees what’s relevant to their responsibilities—whether that’s a compliance officer reviewing past inspections or a scientist checking reagent availability.

Every action is recorded with a complete audit trail, showing who did what, when, and under which version of the protocol. Nothing is hidden, nothing is lost, and nothing needs to be reconstructed after the fact. When auditors arrive, you’re not scrambling to collect paperwork. You’re already operating with the transparency they expect.

By aligning lab operations to a single, connected platform, SciSure helps labs move from reactive scrambling to proactive control. Instead of relying on memory, workarounds, or disconnected systems, labs operate within a digital environment that enforces standards, flags risks, and supports traceability by design.

This doesn’t just reduce the stress of inspections—it protects your people, your science, and your reputation.

Turning risk mitigation into ROI

For many lab managers and EHS leaders, the biggest hurdle to improving audit readiness isn’t awareness—it’s action. Even when the risks are clear, convincing leadership to invest in a new platform can be challenging. Budgets are tight, legacy systems are entrenched, and the cost of inaction is often underestimated.

But audit readiness is increasingly becoming a business imperative. The risks of non-compliance, safety lapses, or lost data can carry staggering costs in the form of legal fees, regulatory fines, operational downtime, or reputational damage. And those costs often far exceed the investment required to fix the underlying issues.

That’s why the strongest way to get buy-in for platforms like SciSure’s SMP, is to frame risk mitigation as cost control. By shifting from reactive oversight to real-time visibility, labs can reduce:

• The resource burden of preparing for audits
• Redundancy in training, documentation, and inventory systems
• Costs associated with safety incidents or lost materials
• Time lost to manual tracking, double-entry, or inefficient communication

The ROI is not just in what you gain—it’s in what you no longer lose.

Onboarding also doesn’t need to be a disruption. SciSure offers a structured, collaborative implementation process that adapts to each lab’s size, maturity, and workflows. Labs typically begin with a core feature set—training, inventory, safety—and expand as comfort and usage grow. Staff are guided through change management, not left to navigate it alone. The result is a smoother transition, faster adoption, and immediate operational benefits.

Winning leadership buy-in often comes down to showing that audit readiness isn’t just about satisfying regulators—it’s about building organizational resilience.

If you can’t prove it, you can’t trust it

Audit readiness is no longer a box to tick—it’s a reflection of how your lab thinks, works, and protects what matters most. 

In an environment where compliance is continuous, expectations are rising, and reputations are on the line, hoping for the best is no longer a strategy. Whether it’s safety, training, inventory, or scientific integrity, your systems will either create risk or contain it.

SciSure’s Scientific Management Platform gives you the visibility, control, and confidence to stay ahead of audits—and the disruptions they can bring. It's not about doing more work. It’s about doing smarter, safer, more accountable science.

Ready to move from firefighting to full control? Let’s talk.

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References

1. Nasrallah, I. M., A. K. El Kak, L. A. Ismaiil, R. R. Nasr, and W. T. Bawab. “Prevalence of Accident Occurrence Among Scientific Laboratory Workers of the Public University in Lebanon and the Impact of Safety Measures.” Safety and Health at Work, vol. 13, 2022, p. 155.
2. “Translating Industrial Lab Safety Practices to Academia.” AIChE, May 2022, www.aiche.org/resources/publications/cep/2022/may/translating-industrial-lab-safety-practices-academia.
3. Benderly, Beryl Lieff. “A Decade after a Fatal Lab Safety Disaster, What Have We Learned?” Science, 2018, doi:10.1126/science.caredit.aaw2757.
4. Baker, Monya, and David Penny. “Is There a Reproducibility Crisis?” Nature, vol. 533, 2016, pp. 452–54.

Berlin, Germany, September 4th, 2025.

Today, SciSure announced the acquisition of Labfolder and Labregister, two flagship products from Labforward, reinforcing its commitment to create the home base for connected and reproducible science.

Why this matters for science

This acquisition deepens SciSure’s ability to serve modern laboratories with flexible, scientist-friendly solutions that integrate directly into research workflows.

• Labfolder (ELN) and Labregister (inventory) will now operate under the SciSure brand.
• Together, they expand SciSure’s Scientific Management Platform (SMP), the only system designed to unify research documentation, inventory management, and compliance tracking without adding administrative burden.
• SciSure, Labfolder, and Labregister stand out as the only globally available platforms with full German language support, further strengthening SciSure’s commitment to the German research community.

Leadership perspectives

“Labfolder and Labregister are trusted by scientists around the world to capture experiments and manage lab resources,” said Philip Meer, CEO of SciSure. “Bringing these products and the talented team together with SciSure will accelerate innovation and expand choice for our valued customers, particularly those in Germany who have come to rely on a local presence for guidance and support. This acquisition brings us one step closer to fulfilling our mission: to facilitate unburdened, uncompromised, safe, and sustainable scientific advancement.”

The bigger picture

This acquisition allows SciSure to bring together the people, expertise, and partner network behind Labfolder and Labregister with our own team. By combining resources in this way, SciSure can accelerate innovation and strengthen its ability to serve scientists, lab managers, and compliance officers worldwide. The move reinforces SciSure’s commitment to building a Scientific Management Platform that not only advances research integrity and compliance but also draws on the best talent and partnerships in the industry.

About SciSure

Trusted by over 1,000 customers worldwide, SciSure is an award-winning Scientific Management Platform (SMP) that unifies ELN, LIMS, EHS, and integrations into a single solution. Formed through the merger of SciShield and eLabNext, SciSure brings together decades of expertise in lab digitization and compliance. Recognized for product innovation and customer satisfaction, SciSure supports scientists, lab operations, and compliance teams in delivering operational excellence and research integrity.

Looking ahead

As SciSure continues to build the Scientific Management Platform labs deserve, this acquisition marks another milestone in its vision: a unified, future-ready system that integrates ELN, LIMS, inventory, safety, compliance, and risk management into simplified workflows, enabling science to move forward, faster.

For more information, please contact:‍

Jon Zibell, Vice President of Global Alliances & Marketing

‍j.zibell@scisure.com

Let’s be honest: managing scientific research today is no easy feat. Experiments are bigger and more complex, data volumes are exploding, while the regulatory bar keeps rising. At the same time, labs are under constant pressure to do more with less. Yet many still rely on a patchwork of point solutions, spreadsheets, and aging systems that were never designed for this scale or speed.

That’s not just inconvenient—it’s risky. When your data is scattered and your workflows rely on manual steps and workarounds, mistakes slip through. Scientists end up spending more time chasing information than actually doing science. Compliance turns into a scramble when audits come around. And too often, critical insights get missed simply because no one can see the full picture.

But it doesn’t have to be this way. The right digital research management platform pulls your operations out of the weeds, giving you clean, connected data, streamlined workflows, and real-time visibility across your entire lab. Suddenly, the very challenges that used to slow you down become opportunities to work smarter, move faster, and strengthen the trust behind your science.

Here are five of the biggest research management headaches we regularly encounter—and how a unified platform like SciSure’s Scientific Management Platform (SMP) can help you solve them for good.

1. Fragmented lab data and workflows leave scientists in the dark

Ask any scientist or lab manager, and you’ll hear the same frustration: critical data is scattered everywhere. Instruments dump files onto local PCs. Teams juggle spreadsheets, email chains, and siloed point solutions that don’t talk to each other. It might keep operations afloat for now, but it means no one has a clear, end-to-end view of what’s really happening.

When your data is fragmented, so is your insight. Scientists end up spending valuable hours chasing context—digging through folders to find which protocol was actually run, merging results from multiple systems, or trying to work out why a batch didn’t meet spec. Instead of moving the science forward, they’re stitching together a paper trail.

The risks go beyond inefficiency. Without a unified picture, it’s easy to miss subtle trends or early warning signs that could save time, money, or even an entire program down the line. Leaders can’t make confident decisions if they’re relying on stale reports or partial data.

The SciSure SMP puts an end to this by unifying your LIMS, ELN, inventory, and EHS into a single, connected platform. With everything in one place—data, workflows, documentation—your research management becomes clear and proactive. Scientists finally have the full story behind every result right at their fingertips, leading to faster problem-solving, fewer surprises, and a level of transparency that safeguards both your research integrity and your bottom line.

2. Compliance & audit tasks pull scientists away from advancing research

Regulatory pressure on research labs isn’t easing up—if anything, it’s only getting tougher. Whether it’s FDA, EMA, GxP, ISO, or internal QA programs, labs today have to prove not just what they did, but exactly how and when they did it. That means rock-solid records, clear version control, and airtight audit trails.

Too often, though, scientists are left to stitch these things together by hand. They double-check spreadsheets, chase down missing signatures, or dig through folders to prove which SOP was followed. It’s stressful, time-consuming work that pulls them away from the experiments and problem-solving they were trained to do.

And when an audit arrives? Teams scramble to assemble documentation after the fact, increasing the chance of costly findings or damaged credibility.

The SciSure SMP flips this dynamic completely. By automatically tracking versions, user access, and full workflow histories, it builds a secure, searchable audit trail as you work. That takes the manual burden off your scientists, reduces human error, and turns audits from panic-inducing events into straightforward checks. It’s a smarter way to protect both your compliance standing and your team’s focus.

3. Manual processes force scientists to babysit admin instead of running experiments

Most scientists didn’t go into research to fill out forms, reformat data files, or chase down approvals. Yet that’s exactly where hours of their week often go. Manual handoffs between systems, duplicate data entry, and endless email threads eat into the time they should be spending designing studies, troubleshooting experiments, or interpreting results.

It’s not just frustrating—it’s expensive. Every hour a highly skilled researcher spends on the administrative grind is an hour lost to advancing your science and getting to clinic faster. And manual processes are error-prone by nature. A mistyped sample ID or outdated spreadsheet can ripple into weeks of rework, missed milestones, or even compromised study outcomes.

The SciSure SMP changes this by automating routine admin and standardizing lab data capture across your lab operations. Approvals, record updates, inventory checks—all flow seamlessly in the background. Scientists get clean, pre-validated data at every step, without having to micromanage the process or play detective later on.

That means your team can stay focused on what actually moves the needle: designing smarter experiments, solving complex problems, and driving your research forward. It’s research management that finally puts scientists back where they belong—at the bench, not buried in admin.

4. Unclear experimental histories undermine reproducibility & confidence

We’ve all heard about the reproducibility crisis that’s plaguing modern science. Too many studies can’t be reliably repeated—even by the original teams. It’s eroding trust, wasting resources, and slowing the pace of discovery across industries.

But reproducibility problems rarely start with bad intentions. More often, they trace back to unclear experimental histories. Was that protocol adjusted on the fly? Did someone swap reagent lots without updating the record? Is the “final data” actually tied to the latest method version?

When critical context is missing or buried in notebooks, local files, or someone’s memory, you’re left with more questions than answers. Scientists may have to rerun studies simply to confirm previous findings—burning through time, budget, and samples. Worse, decisions get made on shaky ground, undermining the confidence of stakeholders and regulators alike. The financial impact of missing or incomplete data is devastating.

The SciSure SMP solves this by capturing the full experimental picture automatically. Every method adjustment, every data point, every approval is logged in a centralized system tied directly to your samples and studies. Scientists can trace exactly what was done, when, by whom, and under what conditions, without digging through scattered records or relying on memory.

That level of traceability doesn’t just protect your current projects. It elevates your entire approach to research management, strengthening reproducibility, streamlining tech transfers, and giving leadership and partners the confidence they need to keep investing.

5. Siloed teams struggle to collaborate and share critical data

Modern research is rarely a solo effort. Whether you’re working across internal departments, multiple sites, or external partners like CROs and academic labs, success depends on effective collaboration. But too often, the tools meant to support teamwork actually get in the way.

When your lab relies on outdated or disconnected systems, collaboration becomes an uphill battle. Different sites or departments might use entirely separate tools—or local tweaks of the same system—making it nearly impossible to align on shared protocols or get a consistent view of project status. 

Legacy setups also weren’t built for today’s realities: remote work, secure external partnerships, or fast-growing networks. Teams end up cobbling together risky workarounds, like emailing sensitive data or juggling multiple logins just to keep everyone in the loop. The result? Slower progress, strained relationships, and unnecessary exposure of your IP.

The SciSure SMP cuts through these silos by providing a secure, unified platform where everyone—from lab scientists to project managers to external partners—can work from the same up-to-date data and protocols. Role-based permissions keep information protected, while automated workflows ensure nothing slips through the cracks.

That means fewer surprises, faster handoffs, and a level of coordination that keeps even the most complex, multi-partner programs running smoothly. Instead of wasting energy untangling miscommunications, your teams can focus on advancing the science together.

Turn your research management challenges into a competitive edge

Research management doesn’t have to be a patchwork of workarounds, missed insights, and compliance headaches. With the right digital foundation, you can transform these everyday challenges into strategic advantages—accelerating timelines, improving reproducibility, and strengthening the trust behind your science.

The SciSure SMP brings your lab data, workflows, and teams together in one connected home base, so you can tackle complexity with confidence and keep your scientists focused on what they do best.

Ready to see how smarter research management can move your lab forward? Let’s talk.