LESSON 10: LABORATORY INFORMATION MANAGEMENET SYSTEM

LABORATORY INFORMATION MANAGEMENT SYSTEM

• It is software designed to make labs more efficient and effective, especially those that process
massive amounts of samples for research and development (R&D), manufacturing, and medical
research.

• It is a software system that facilitates the management of samples, tests, results, and associated
data to improve lab activity and effectiveness.

 Provides harmonization of workflows, procedures, tests and also ensures control over the
process in the lab.

 Traditional data recording methods are often inadequate or outdated to keep up with the fast-
pacing operation of modern laboratories.

• The ultimate motive of a LIMS is to enhance efficiency in lab operations through reducing
manual responsibilities.

FUNCTIONAL REQUIREMENTS AND FEATURES OF LIMS

• Sample Management
• Workflow Management
• Reporting
• EMR/EHR
• Mobile
• ERP

SAMPLE MANAGEMENT

 LIMS SAMPLE MANAGEMENT SYSTEM

• Core functionality of a LIMS

 Provides accurate records of each sample from the moment it is received in the lab and
throughout its life cycle.

 LIMS stores all the important information about the sample, such as expiration date, storage,
names of the researchers, and its source.

 Storing all the information reduces the risk of expiration, contamination and loss of the samples.

 LIMS enables to track the location of a sample.

  Location tracking consists of assigning the sample to a specific freezer location, often down to
the level of shelf, or box.

INSTRUMENT INTEGRATION

 LIMS INTRUMENT INTEGRATION

 Functionality that provides increased integration with lab instruments.

 LIMS can insert control files into a particular instrument and direct its functioning.

 Data Integration

 ensures more secure data management, adjusted specifically to the various needs of different
laboratories.

 It is also significantly reduces the time of data processing and reporting and ensures safe access
to data from different instruments.

 LIMS can also import instruments result files and use extracted data for quality control
assessment.

PROCEDURE EXECUTION

 LIMS has full control over procedure execution

 It is control of LIMS procedures, SOP’S, and methods used in the lab.

 It also provides solution allowing the lab technologist to configure all the processes in the
laboratory, step by step.

 Advanced configuration options facilitate work in the lab by defining clear steps and guiding
analyst through process.

 Continuous integration provides opportunity to download data in real time, during the process.

DATA MANAGEMENT

 The growing volume of data created in laboratories has resulted the integration of effective data
management into the LIMS.

 Enhances work in laboratories by facilitating configuration and the process of archiving.

 LIMS archives original raw data files, as well as standardized representation in XML format.

 Both files can be quickly restored if necessary.

  Standardized version of data can be accessed from any computer or browsers.

 It enables migration of archive files from one medium to another, which is crucial in the case
systems that store data for many years.

 LIMS also supports paperless laboratories as it reduces the need for paper documentation.

 It minimizes the number of documents and speeds up approval time and processes such as file
viewing and data circulation.

 Reduction of paper usage increases the efficiency and consistency of data and also significantly
reduces costs.

DIFFERENCES BETWEEN LIMS, LIS, AND PDES

 All of them perform similar functions but there are differences in their application.

 The term “LIMS” has been used to reference systems installed in industry settings in facilities
such as pharmaceutical research laboratories or other industrial laboratories.

 LIMS used for environmental, research, or commercial analysis and to improve lab workflow and
safety.

 It focuses on a sample

 LABORATORY INFORMATION SYSTEM (LIS)

 Focuses on a patient rather than on a sample.

 Been used in clinical conditions to store and manage patient’s data and their test results.

 Usually store patient’s demographic information and record of clinical diagnosis.

 PROCESS DEVELOPMENT EXECUTION SYSTEM (PDES)

 Not specifically connected to laboratories

 PDES applies to a wider scope and is used to support and guide the development of a high-tech
manufacturing technologies.

THE PURPOSE OF IMPLEMENTING LIMS

 One of the most crucial advantages of a LIMS is that it provides a single platform for various
laboratory activities, which enables all relevant information to be safely restored in one place,
supporting a paperless laboratory approach.

 LIST OF ADVANTAGES OF LIMS PERFECT SOLUTION FOR MODERN LABORATORIES

  Efficiency

 Safety

 Compliance

 Speed

 Work comfort

EFFICIENCY

 One of the most frequently mentioned advantages of LIMS is its efficiency

 LIMS significantly improves and facilitates work in the lab by providing lab technicians with easy,
yet powerful functionalities.

 LIMS not only saves time and streamlines workflow but also reduces the number of unnecessary
resources used in the processes. (It minimizes the use of paper)

 LIMS solutions ensure the highest level of performance in the laboratory.

 LIMS ensures optimalization of processes and consequently guarantees profitability.

 It also maximizes outputs and makes the best use of its resources.

SAFETY

 When working in the lab and managing samples, safety is priority.

 There is nothing more important than ensuring the inviolability of samples, as well as the privacy
of data

 LIMS guarantees responsible and confidential use of data.

 LIMS offers a series of security measures to make sure that the stored sensitive data is safe and
sound.

 LIMS ensures product safety and compliance.

COMPLIANCE

 When it comes to management, tracking and reporting of samples, tests and their results,
among others.

 LIMS are utilizing are also subject to what is being required for compliance.
SPEED

 The goal of LIMS for paperless laboratory work is not only ecologically motivated but it is also
aimed toward a faster and more efficient receiving of information.

 Data and information are printed in different pages of paper and this can be very restrictive to
the process of locating or retrieving particular information.

IMPROVING WORK COMFORT

 Lab technicians carry great responsibility and naturally seek any comfort and assurances that
can support their daily work.

 The excess of red tape is no longer overwhelming, as LIMS stores all important data and
protocols and ensures their security.

 It also significantly improves the flow of data.

LIMS BASICS: HOW DOES LIMS WORK?

 AUDIT MANAGEMENT

 Audit trail is a common LIMS feature required for regulated laboratories but can be useful in
any laboratory.

 Allows lab technologist to follow the path of audit, from the end to the very beginning, clearly
indicating the collaborator and exact time of particular actions, or to automate the audit
process.

 LIMS can automate and control the process of audit, making sure that all the regulations are
met, and all steps are being followed.

 It also detects irregularities and immediately reports them to minimize the potential damage.

 BARCODE HANDLING

 Handwritten labels can be fully replaced by barcodes.

 Reducing the risk of illegible information on the label and minimizing the risk of human mistakes

 Barcode offers many advantages to laboratory technicians handling samples.

 Barcode provide lab technicians with more accurate data input tighter sample/instrument and
sample study associations as well as more space for information on the label.

 LIMS offer support for a variety of barcode readers.

 CHAIN OF CUSTODY

 Varies in importance, depending on the laboratory

 It is especially important in forensic labs; in evidence collection, retention, and procedures of

disposal.

 Inventory management and configuration of security are way of easier to maintain COC.

 COMPLIANCE

 LIMS can be used in laboratories in a variety of different industries to manage and analyze data
on samples, test, test results, and many more.

 Many of these industries are subject to strict restrictions and so are the laboratories within
them.

 It is extremely important, because the failure to comply with the regulations is likely to cause
huge loss and falsities.

 CUSTOMER RELATIONSHIP MANAGEMENT

 LIMS stores and handles demographic information about the clients.

 It streamlines and facilitates communication with associated clients.

 Allows the client to place an order for a sample.

 Next step consists of registering the sample container and sending it to the client. Then the
sample can take and sent to the lab.

 DOCUMENT MANAGEMENT

 Various types of data are collected and stored.

 The list goes on from specifications, safety protocols, regulatory files, reports, etc.

 Includes the functionalities to upload and index documents of almost any file type and size,
provide text search, convert and export relevant formats such as PDF, or add documents as
attachments in the system.

 INSTRUMENT CALIBRATION AND MAINTENANCE

 Keeping track of all the processes connected with instrument calibration and maintenance is
quiet a challenge, especially in demanding environment as the laboratory.
 LIMS offers the functionality to schedule important maintenance actions and calibrations of lab
instruments.

 LIMS stores detailed records of such activities and allows the lab technicians to constantly
monitor the technical condition of lab instruments.

 INVENTORY AND EQUIPMENT MANAGEMENT

 Can give laboratory managers sleepless nights.

 Complicated and troublesome, inventory management takes up a lot of time and requires
concentration.

 LIMS lab managers can measure, record, and control inventories, as well as manage laboratory
equipment.

 MANUAL AND ELECTRONIC DATA ENTRY

 LIMS provides fast and dependable interfaces that allow seamless implementation of data by a
lab technician or electronic component.

 The process of data entry is facilitated and adjusted to the needs and preferences of specific lab.

 METHOD MANAGEMENT

 LIMS is one place where all laboratory processes and procedures (P & P) and methodology are
managed.

 It unifies and arranges all procedures performed in the laboratory.

 LIMS provides laboratory technologists with instructions for performing current operations.

 PERSONNEL AND WORKLOAD MANAGEMENT

 LIMS work as a natural extension of how work was planned and managed before its
implementation. LIMS ensures the possibility to schedule tasks and events,

 Streamlining the process of workload management

 Workloads can be assigned to technicians and maintenance schedule can be created.

 All these processes can be performed without LIMS

 Modern information management system can optimize these tasks and streamline operations of
a laboratory

 TRAINING MANAGEMENT
  Apart from organizing work schedules and storing employee information

 LIMS offer an opportunity to schedule and plan trainings for lab technicians

 QUALITY ASSURANCE AND CONTROL

 LIMS exercises control over the majority of processes performed in the lab

 Ensuring the highest quality

 LIMS runs efficient quality checks of sample or products depending the type of the lab

 It also automates the logging of samples or products and extracts management information
quickly, assuring full control over processes.

 REPORTS

 LIMS allows lab technicians to create and schedule reported.

 They can be prepared in a specific, required format to meet laboratories’ needs or regulations

 LIMS, once the report is created, it can be distributed to designated parties or individuals,
allowing for seamless and delivery of information.

 TIME TRACKING

 Refers to LIMS’s ability to track the amount of time an employee spends at work in general.

 It can be useful for payroll purposes

 This feature can be applied to more specific projects and tasks, and help in an employee work
evaluation program

 Indicating employee’s pace of work and time spent on individual tasks.

 LIMS can be used o streamline the laboratory workflow, by automatically assigning tasks to
researchers or outlining the next location of a sample in the workflow

 LIMS can also be programmed to suggest recommended instruments and equipment for
particular processes.

 LIMS keeps the lab workflow moving and prevent delays.

THE ADVANTAGES OF LABORATORY INFORMATION MANAGEMENT SYSTEM

 PRODUCTIVITY
 There is nothing more costly than wasting of precious time.

 This is why results driven laboratories require lab technicians to work their socks off to achieve
the best effects.

 LIMS significantly improves and facilitates work in the laboratory by providing technologists with
easy, yet powerful functionalities.

 Laboratory technologists can work with higher productivity and efficiency.

 LIMS motivates employees to do their best and not waste their time or unnecessary and
tiresome activities.

 LIMS streamlines and shortens important processes in the laboratories

 It also reduces the time needed to find or provide information.

 AUTOMATION

 Streamlining work and increasing productivity is possible due to the automation of processes
performed in the lab.

 LIMS relieves laboratory technologists of many of their time-consuming duties by performing

them automatically.

 For example, being used for streamlining the laboratory workflow, LIMS can automatically
assign tasks to researchers or outline the next location of a sample.

 LIMS can automate and facilitate laboratory inventory management.

 Complicated and troublesome inventory management takes up a lot of time and requires
concentration.

 LIMS can measure record and control inventories, as well as manage laboratory equipment.

 LIMS solves the problem of instrument calibration and maintenance.

 It keeps track of all the processes connected and offers the functionality to schedule important
maintenance actions and calibrations of lab instruments.

 CONNECTIVITY

 LIMS can provide increased integration with other laboratory instruments.

 LIMS provides laboratories with data integration that not only ensures secure data management
  Adjusted specifically to the various needs of different labs but also significantly reduces the time
needed to receive information from a different facility.

 LIMS offer a ground-breaking possibility to connect to Microsoft Holo Lens 2.

 Together they create a revolutionary solution known as Holo4Labs.

 It’s an AR (Augmented Reality) solutions that mixes the power of LIMS and mixed reality glasses

 LIMS can significantly reduce the time needed to perform laborious processes in the laboratory.

 Times is money and implementing LIMS can consequently reduce the amount of money spent
on the workforce.

 COST-CUTTING

 LIMS not only saves time and streamlines workflow but also minimizes the number of
unnecessary resources used in the processes.

 For example, it reduces the use of paper

 LIMS not only facilitates the processes of searching the information but also reduces the amount
of money spent on this resource.

 The digitalization of previously manual processes can also eliminate the problem with the
storage of documents.

 There is no need for archiving facilities when all the data is stored digitally.

 That in turn also leads to reduction of waste costs of disposal.

LIMS BENEFITS FOR LABORATORY EMPLOYEES

 BENEFITS OF LIMS

 Collaboration

 Data Visualization

 Sample Management

 Data Management

 Workflow Management

WORKFLOW MANAGEMENT
  Scientists are the principal beneficiaries of streamlined laboratory workflows.

 Scientists are less burdened with responsibilities.

 LIMS minimizes the need for manual steps to a bare minimum, at the same time reducing the
probability of human error.

 Digitalization of processes allows scientist to focus less on documentation and more on the
actual research.

 LIMS helps the scientists to perform their responsibilities with a reduced risk of mistakes.

 Reliable and consistent SOP execution can facilitate laboratory managers’ jobs.

 With effective and efficient resource management implemented by LIMS.

 Inventory management is way less problematic and time-consuming

SAMPLE MANAGEMENT

 Laboratory managers are supported in ensuring sample trace ability from receipt to their
disposal by simplified sample tracking.

 They can monitor assigned jobs, as well as trace associations between instruments and reagents
with samples

 LIMS supports executives in ensuring product quality by reducing time-to-market, through

automated product release.

 It is possible to prevent product recalls due to poor product quality.

SCIENTIFIC DATA MANAGEMENT

 Supports IT managers by eliminating internal data servers.

 IT can benefit from solid backup recovery procedures.

 LIMS offer fully compliant data management systems, as well as a high degree of data integrity

 IT eliminates manual transcriptions, making lab technician work easier.

 They can also benefit from the centralization of data as well as backups.

COLLABORATION

 LIMS allows free and seamless cooperation and communication between different lab
employees
  Enabling data to flow freely between roles in the organization.

 Latency is minimized and necessary data is available immediately.

 IT managers can take advantage of integrated systems across the enterprise, facilitating
knowledge sharing.

 The circulation of information is dynamic and hassle-free.

 Laboratory managers profit from the ease of data sharing across the lab as well as rapid result
delivery.

DATA VISUALIZATION

 Enabling access to critical data

 LIMS facilitates processes of review and evaluation for executives and lab managers.

 Executives can also benefit from clear visibility of KPIs and all relevant business activities.

 Similar advantage would be awarded to lab managers to whom access the lab information and
production is granted.

SUPPORTED INDUSTRIES

 LIMS is a versatile tool offering numerous solutions facilitating work in the lab.

 Its comprehensiveness and reliability can have invaluable importance for different industries.

 LIMS can ensure the highest quality of service, despite varied requirements and regulations,
which are specific for a given industry.

 Every industry that has a working laboratory can benefit from the implementation of LIMS.

WHO USES LIMS?

 Food Industry

 Diagnostic and Health Care

 Pharmacy and Biotechnology

 Criminology

 Environmental Protection

 Industrial Production
INDUSTRIAL PRODUCTION

 All the industrial manufacturers, such as manufacturers of chemicals and plastics,

 The petroleum industry, and mining corporations are expected and pressured to improve quality
and increase productivity.

 LIMS it is possible to streamline production, improve outdated processes, and to detect

irregularities, and solve problems.

PHARMACY AND BIOTECHNOLOGY

 Companies are not only having to search for new solutions and medicines.

 But to ensure the quality and efficiency of production of the already existing pharmaceuticals.

 LIMS meets the needs of these industries and successfully streamlines drug manufacturing,
consequently reducing time to market.

FOOD INDUSTRY

 Food production requires constant and thorough control.

 Managers who conduct production or marketing of food face quite a challenge,

 They must comply with protocols, ensure safety and meet numerous regulations.

 Their hard work can be facilitated with LIMS

 It can be used for regulating and controlling existing processes, as well as testing new solutions.

ENVIRONMENTAL PROTECTION

 Numerous businesses, both global corporations as well as smaller companies must adapt to
the constantly changing requirements concerning the pollution of air, water, soil, and radiation
levels.

 Keeping up with all the regulations may be troublesome.

 LIMS offers analysis technologies minimizing the risk of exceeding admissible values and makes
following all the regulations much easier.

CRIMINOLOGY

 Crime does not sleep or take a day off.

  Law enforcement bodies must act quickly and use the most modern devices and research
methods.

 Cutting-edge solutions, such as LIMS, are used both in judicial and forensic laboratories, as well
as during field sampling or securing evidence.

 LIMS enables efficient management of resources, results and evidence.

DIAGNOSTICS AND HEALTH CARE

 Implementation of LIMS in specialized laboratories within the health care industry

 Ensures high data throughput quality of research results and integration of laboratory tools and
devices.

 LIMS facilitates the monitoring and management of all processes significantly easing the burden
of lab technician work.

HOW TO CHOOSE LIMS

 Selecting the best LIMS software, it is advised to evaluate business needs and objectives

 Be sure to take into regard the areas in which the LIMS can provide value to your organization.

 This can be effective LIMS for large industries or even work as the best LIMS systems for small
labs.

 The following sections discuss the prospective scopes of improvement.

SAMPLES REGISTRATION AND ANALYSIS

 Keyboard-heavy tasks include the likes of large-scale data inputs of alphanumerical

values.

 The skills required to undertake these responsibilities is significant.

 Various types of LIMS systems provide relief by instantly and automatically imputing and
registering samples into universal formats.

 Manual procedures, such as custom registrations and providing annotations, are additionally
time-consuming.

 Selecting SDMS LIMS software ensure your next product dispatches and systematically verifies
test results.

 Avoid the common mistake associated with transcriptions particularly when verifying large data
sets.
  When seeking to minimizes variances in data health, consider electronically systematic inputs
which centralized storage destinations.

 Lowering TATs (Lab Turnaround Times) should also be a central feature of your next types of
LIMS system.

 Take care to select a system that places an importance on optimizing laboratory KPIs.

 Systems should ideally curtail TATs as a determinant of productivity.

REPORTING AND INVOICING

 Compliance is a staff-laborious activity.

 Even large-scale environments can expect results using the best LIMS systems for small labs.

 Compliance should be achieved through automatic verification

 Allowing your organization to perform independent assessments of samples and test results.

 Any effective LIMS system should carry out reporting and data exports into a centralized
repository of quality control-approved data.

 The cloud-based destination should provide universal access to any authorized stakeholders.

 Fiscal documentation must follow stringent directives, as presented by regulatory bodies.

 To mitigate potential mistakes ad financial penalties, expect results publications and legacy
billings, immediately post-analysis made readily accessible.

COMPLETE ROI

 Any organization seeking the best LIMS systems for small labs, or types of LIMS systems,

 Must evaluate the above qualities and the relative source requirements in maintaining a manual
process.

 The best LIMS software should provide improvements in organizational procedures, regulatory
compliance, limiting labor costs, as well as share holistic benefits such as improved safety,
quality assurance, and protection for data integrity.

HOW TO IMPLEMENT A LIMS

 Proper planning and communication from the very beginning can protect you from common
difficulties connected to LIMS implementation
  Such as extended time lines, scope creep, unexpected costs, and slow user adoption.

 STEPS IN IMPLEMENTING LIMS

 Engage End Users

 Define Workflows

 Select the Vendors

 Design your LIMS

ENGAGE END USERS

 When preparing your lab for LIMS implementation, it is crucial to engage the whole team,
especially the scientist.

 After all they will be the end users.

 It is important to get to know their opinions and hardships, ask them questions.

 Their requirements and observation are essential to developing the best possible solutions.

 Dispel any doubts and allow them to ask their questions.

 Present all the possible advantages of implementing LIMS and get them used to new working
conditions.

DEFINE YOUR WORKFLOWS

 Before choosing a vendor, it is advisable to define your workflows.

 You can do it my mapping your lab’s workflows.

 You can get visual; draw your process maps and SIPOCs (suppliers, inputs, processes, outputs,
and customers)

 Including decision points and parallel processes.

 Consult your map with end users and correct it if necessary.

SELECT THE VENDOR

 Use your process maps to choose the right vendor.

 Presenting your processes maps can save a lot of time and costs by making conversations
around your perfect LIMS clearer.
  LIMS vendors can have completely different approaches to projects and implementations.

 That is why it is crucial to find a trustworthy vendor that can meet your needs and
requirements.

DESIGN YOUR LIMS

 In order to design the best possible LIMS, your vendor of choice will hold frequent meetings to
develop a deep understanding of your lab’s needs.

 It is crucial to provide them with all the necessary information and be inquisitive; asks many
questions and engage lab technicians.

 While many laboratories rush to implement a LIMS to manage their data, raise productivity and
meet business needs

 It is advisable to spend some time and energy in designing LIMS and implementing a version that
works perfectly for them.

KEYPOINTS TO REMEMBER

 A laboratory information management system (LIMS) is a software designed to make a

laboratory more efficient and effective.

 The ultimate aim of LIMS is to enhance efficiency in laboratory operations by reducing manual
procedures.

 The core component of LIMS are electronic laboratory notebooks, sample management
programs, process execution software, records management software, application interface,
workflow tools, client tracking, best practice and compliance databases, and ERP software.

 The US Occupational Safety and Health Administration (OSHA) released an Occupational

Exposure to Hazardous Chemicals in Laboratory Standard (29 CFR 1910.1450) in 2011 to
facilitate laboratory safety.

 LIMS covers registration, billing, contract management, and monitoring of accounts receivable.

 LIMS assists laboratories in setting priorities of current workloads based on the availability of
analysts and instruments.

 LIMS’s functions enable users to set standards for the relevant range of patient test results or
extract test result information for the purpose of quality assurance.

 LIMS modules are commonly linked to a barcoding label generator, enabling a fast and easy
method of identifying tubes, samples document and many others. The label can simply be
printed on a sticker and be placed on any item which needs identification.
 A bi-directional interface application saves time in programming test orders into the analyzer
and eliminate errors in manual entry. This can result in a considerable enhancement of analyzer
productivity.