Laboratory sample storage automation has become essential for research facilities that focus on managing growing sample collections. You see, traditional freezer storage with manual tracking spreadsheets is a thing of the past. That ancient method of working in a medical lab cannot sustain effective scaling for modern biobanks, pharmaceutical labs, and research institutions.
However, automation has the potential to change how laboratories preserve biological samples, chemical compounds, and critical research materials. Additionally, the shift to automated sample storage gives a modern clinical lab the high-volume capacity it needs to manage thousands of specimens without a hitch. But the real game changer is the Laboratory Information System’s (LIS) involvement in the process – and this article will break it all down.
Wait, did we say potential? Scratch that, please; automation IS changing the here and the now. Let’s examine how, shall we?
Vertical Sample Storage – Sheer Optimization
As in most other industries, laboratory real estate costs continue to rise. This, in turn, makes efficient space utilization critical, as saving every inch of space can mean better ROI for the lab. As if to answer this pain, automated sample management systems can consolidate dozens of manual freezers into compact vertical storage units.
In reality, standard lab freezers use about five feet (about 1.5 meters) of storage height in rooms with typical ten-foot ceilings. However, they actually waste half the available vertical space. That is where automated storage towers excel, as they maximize ceiling height, which in turn frees valuable floor space for additional workstations and equipment.
Real estate, you see? It’s always been the best investment.
So, what can lab staff do with all this extra space? Well, other than playing office miniature golf, the increased storage density matters in crowded facilities where expansion isn’t possible. A single automated unit can store the equivalent of 20-40 conventional freezers while occupying a fraction of the surface. For growing and scaling laboratories, this means that costly facility expansions or renovations will not be necessary.
Protecting Sample Integrity with Automation
Manual sample handling creates several major risks to sample quality. Whenever a freezer door opens, temperature fluctuations can harm the sensitive biological materials. Additionally, manual handling of sensitive samples increases the likelihood of mislabeling, contamination, and misplaced samples. Not only these these errors compromise the entire medical process, but they can potentially waste months of research effort.
However, on the flipside, automated retrieval systems minimize human contact with stored samples:
- Robotic arms access specific sample tubes without exposing entire storage compartments to temperature variation.
- Reduction in manual handling minimizes contamination risk and eliminates common labeling errors.
For laboratories conducting regulated research or clinical trials, this consistency proves essential for meeting quality standards.
Sample Automation & Tracking: Chain of Custody
Digital audit trails are now mandatory for biobanks, clinical laboratories, and medical research facilities. Automated storage systems log every sample access with timestamps, user IDs, and location data. In correlation with a modern LIS platform, this creates a clear chain of custody documentation that manual logbooks and spreadsheets cannot match.
Let’s use a real-life scenario: when a patient sample arrives, the LIS manages the entire clinical process, as the digital backbone of the lab. The LIS instantly creates a unique ID number, linking the sample to the patient’s file and the tests ordered, then guides the sample through its initial steps. Simultaneously, the LIS is communicating with the automated freezers – it not only logs the final test results and integrates them with the patient’s Electronic Health Record (EHR), but it also records the exact tray and shelf location for every single sample.
Thus, thanks to the digital connection between the physical devices (freezers, etc.) and the LIS, physicians and lab staff can retrieve samples, locate them immediately, and log every action accordingly – with minimal time and risks.
Basically, the LIS is responsible for 50% of the chain of custody that creates smoother lab operations while boosting the quality of patient care. Not only that, but LIS managing and tracking enables lab managers and staff to gain complete real-time visibility into sample inventory, usage patterns, and storage capacity. The data can then be used to optimize workflows, predict supply needs, and more.
Implementation Considerations for Laboratory Automation
Upgrading your lab to work with automated storage and customized workflows to match it sounds like a major step. Well, it actually is, but its success hinges on a few crucial planning and operational best practices. With the right LIS platform and proper assessments, the transition can run smoothly:
- Standardization: Automation systems require consistent tube sizes, plate formats, and labeling to operate reliably.
- Storage Workload Assessments: High labor costs for sample retrieval or excessive “freezer space” indicate it’s time to automate.
- Cross-Functionally: Get input from technicians, managers, and directors to ensure the system meets everyone’s inventory needs.
Sample and Laboratory Automation – The LIS POV
In order to benefit from every aspect that sample and lab automation grants, your lab should first make sure its LIS is suitable for it. LabOS delivers laboratory automation that extends beyond sample storage to coordinate your workflows. Laboratories working with LabOS’ platform operate more efficiently, meet regulatory requirements consistently, and make informed decisions based on complete operational data.
Doping all that ensures maximizing the value of every sample, every square foot, and every testing minute. The physicians you work with deserve the best, and their patients deserve even better. With automation, you can now give them exactly that.
➡️ ENHANCE YOUR LAB WITH AUTOMATION
