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Simple Sampling
Trends in life science data management  Image of SampleWare | Scientists have traditionally used journals or notebooks to record meticulous details of their observations, experimental data and sample information. While oftentimes painstaking to complete, these handwritten records form the foundation of sound scientific research. The age of genomics has transformed the laboratory by allowing researchers to analyze millions of biological samples from a multitude of sources at a pace that far exceeds the capability of simply maintaining a handwritten notebook. For example, the development of high throughput technologies has resulted in a vast pool of information and samples that require integration of storage, organization and data analysis. The paper notebook may still be the most fundamental tool used by scientists, but it is no longer the most effective nor reliable method to store, manage and retrieve valuable information.
In the case of scientists involved with multi-site research groups, it has become increasingly obvious that an efficient, integrated laboratory management system is of vital importance in order to maximize resources and productivity and to preserve data in a robust format. For smaller labs, this means connecting critical raw data and analyses together with information regarding the correct sample and its physical location. For large research organizations,
in addition to these capabilities, integrated sample management means the ability to track research at a high level, communicate discoveries quickly and link the latest R&D results to business activities. Ideally, such a system is adaptable to changing demands, centralized for easy maintenance and comprehensive in its features.
LIMS to the Rescue
It is difficult for any lab to implement a robust sample data management system, even for a modest collection of samples. Research organizations of all sizes and capabilities, including industry, academic, non-profit and government institutions, have struggled, spending enormous amounts of money and resources to develop information management solutions. Unfortunately, there is no one-size-fits-all LIMS solution available. In general, there are two types of LIMS: customized (home brewed) and commercial software. Commercial software packages include those ready for large institutions and recently, mini-LIMS packages tailored to smaller labs that do not require all the complexities of a large-scale LIMS.
Custom LIMS Some companies have invested countless hours and resources to hire programmers to build custom sample management systems. In contrast to commercial LIMS, custom solutions can be tailored to specific workflows and technology needs. While these custom designed systems have worked to help alleviate some of the logistical problems associated with managing large sample collections, the systems themselves are often difficult and inefficient to use and maintain and cannot be easily adapted to changing needs. Smaller laboratories and organizations certainly do not have the resources to devote to creating customizable databases.
Commercial LIMS for larger institutionsInstead of designing custom LIMS, many large organizations have elected to use commercial LIMS software for sample management because of its ability to allow users from multiple labs to transfer and share quality data throughout the organization. Implementation of a LIMS system within organizations has demonstrated success in terms of streamlining and focusing enterprise resources. Using a single LIMS that can integrate with the business-side ERP has proven to significantly increase productivity and reduce overhead. The organization can use the LIMS to mine automatically aggregated datasets from multiple labs, as well as automatically coordinate sales, production and quality control. Overhead reductions, on average $300,000 per lab, are primarily due to savings on hardware, software and an IT department that needs only to support one platform.
However, not all labs need to integrate a LIMS system with an ERP system. LIMS tend to be costly investments, not only to purchase, but also to implement and maintain, in addition to being complicated to install and configure.
Mini-LIMS for smaller organizationsSmall laboratories will not benefit from nor need an industrial-strength LIMS, but they would benefit from a reliable, user-friendly data management and sample tracking solution. Mini-LIMS were specifically designed for these types of user environments to provide relief from time-consuming and precarious tracking of large sample and reagent collections using a mix of Excel spreadsheets and ad-hoc file systems. Mini-LIMS are the ideal solution for laboratories experiencing high-turnover as the result of graduating students and post-doctoral fellows leaving.
Biomatrica’s SampleWare® provides the most comprehensive mini-LIMS on the market. Like other mini-LIMS, the database tracks the physical location of the sample, aliquot quantity, access history and any custom attributes desired. Unique to SampleWare, the software safely manages any number of associated files in any format (such as scanned images, Microsoft Office documents or raw data files) so that valuable data will never be lost. In addition to digital diagrams that reflect physical location, samples can be identified by printable barcodes or radio-frequency identification (RFID) tags. Utilizing Microsoft Access and MSDE SQL database formats, SampleWare’s catalogue can be shared easily with colleagues and searched using a Google-like interface. Getting started with SampleWare is a straightforward process of importing or copying and pasting an Excel spreadsheet, or entering information about samples through forms. SampleWare is available for Windows in single-user and networked formats, which are 100% compatible, for easy scalability.
For scientists primarily seeking to track samples and not manage data, Cryotrack Inc.’s CryotrackIMS offers the cataloguing, barcode labeling and searching features of all mini-LIMS. Unlike other systems, it also has an alarm function that can be used to track expiration dates. However, it will only link, not manage, a limited number of images and files with each entry. CryotrackIMS is sold in one package that works for single users and networked laboratories.
Data Development Inc.’s Freezerworks, the only software for both Mac and PC, is designed for high-throughput laboratories. Freezerworks offers “default smart values,” batch editing functions and meets regulatory requirements, including 21 CFR Part 11, for audit trails.
For more information, visit www.biomatrica.com.
References
Neville, J. & C. Brown. 2005. Quantifying the benefits of standardizing on LIMS. American Laboratory. 44-45.
Smith, K., D. Kuehl, and J. Duckworth. 2001. Compliance and knowledge management issues surrounding raw data archiving. American Laboratory. 42-49.
Thurston, C. G. 2004. Integrating LIMS into a large-scale manufacturing environment. American Laboratory. 16–22.
Witonsky, J. 2007. LIMS growth driven by replacement purchases. Genetic Engineering & Biotechnology News. 20.
Company’s Other Products
Biomatrica
5627 Oberlin Drive, Suite 124
San Diego CA 92121
Phone: 858-550-0308
http://www.biomatrica.com
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