In the field of laboratory testing, standard solutions serve as the "reference scale" for value transmission. Their management level directly determines the accuracy and compliance of test results, which in turn impacts the reliability of test data and the credibility of the laboratory. However, faced with rapidly growing testing demands and increasingly stringent regulatory requirements, traditional standard solution management models are facing a profound crisis, exposing a series of urgent pain points:
Traceability of records is extremely difficult, casting doubt on data credibility:
The old methods relying on manual recording are full of loopholes. Incomplete entries, arbitrary alterations, and even torn and rewritten pages in record books are common occurrences, with virtually no trace of the process retained. When verification is needed, the source of the data is already unclear, and the traceability chain is completely broken.
Expiry management is ineffective, posing risks to result accuracy:
How long can a standard solution be used? Traditional management often gives vague answers. Without clear monitoring and warnings for expiry dates, solutions may deteriorate unnoticed due to changes in storage conditions, leading to distorted test results that are hard to detect.
Inventory chaos leads to high costs and drags down testing efficiency:
Manual inventory counts are time-consuming, labor-intensive, and prone to errors. It is not uncommon for critical experiments to be halted mid-process due to a sudden shortage of standard solutions, causing project delays. Even worse, large quantities of solutions are directly discarded after expiry, resulting in significant resource waste and cost losses.
According to statistics, under traditional management models, up to 35% of testing errors are directly attributed to standard solution issues—either expired solutions still in use, lost preparation records, or a complete break in the traceability chain. As laboratory scales expand and testing tasks multiply, this outdated system, reliant on paper records and offline multi-level approvals, is increasingly proving inadequate, becoming a major obstacle to improving quality and efficiency.
The Key to Breaking the Impasse: Digital Transformation of the Entire Process!
The emergence of Laboratory Information Management Systems (LIMS) is the key to solving this management dilemma. Through a full-process digital reconstruction, it provides robust support for precise, efficient, and traceable standard solution management.
Taking the laboratory information management system (SW-LIMS) independently developed by Sanwei Tiandi as an example, its dedicated standard solution management module accurately aligns with laboratory management program requirements. It achieves integrated control over the entire lifecycle—from preparation, calibration, and issuance to final destruction—providing a solid foundation for enhancing the reliability of laboratory data.
(1) Standard Solution Ledger Management
The system supports the management of standard solution information, enabling the creation of standard solution archives within the system. This includes: name, source, specifications, usage instructions, validity period, inventory quantity, recipient, department, and quantity received.
Figure 1. Standard Substance Management
(2) Standard Solution Preparation Management
The system manages the calibration process of standard solutions and the records of their preparation. When a standard solution is prepared, the system can automatically collect reading information. Additionally, based on the calculation formula for solution preparation, the system can automatically calculate the concentration of the standard solution once each weighing component is completed.
Figure 2. Solution Preparation Management
Figure 3. Standard Solution Management
(3) Standard Solution Issuance Management
This enables the management of standard solution issuance and outbound processes. It supports the management of application and approval workflows, allowing detailed recording of usage information in the system. This includes the user, time of use, quantity used, and the corresponding experimental project. This facilitates quick and accurate traceability of solution usage when issues arise in experiments or when verification of results is needed.
(4) Standard Solution Inventory Management
The system includes inventory management functions for standard solutions, allowing real-time monitoring of solution stock levels. Users can set lower limits for standard solution inventory. When the inventory falls below the minimum threshold, the system automatically triggers warnings for insufficient stock or soon-to-expire standard solutions.
(5) Standard Solution Destruction Management
The system supports pre-setting the validity period of standard solutions. Based on the predefined validity period, the system automatically calculates the expiration date. Upon reaching the expiry date, the system automatically sends reminders, and analysts are unable to select that batch of expired standard solution in the test result entry interface. For expired solutions, the system supports destruction management, reminding relevant personnel to dispose of the solutions and recording the relevant handling information through the system.
The application of LIMS for standard solutions reduces the time spent on tedious tasks such as manually searching for solution information, recording preparation processes, and conducting inventory counts. This means laboratory personnel can devote more time and energy to core experimental operations, thereby accelerating the progress of entire experimental projects and improving experimental efficiency.
The use of LIMS for standard solutions comprehensively records the entire process information of solutions from procurement to use, meeting regulatory requirements for data traceability. Simultaneously, the system's built-in standard operating procedures and quality control mechanisms ensure that laboratory operations comply with relevant regulations and standards. The application of LIMS enables inventory management of standard solutions, avoiding waste due to excessive stock and preventing experimental delays and additional procurement costs caused by shortages. Furthermore, precise management of solution expiry dates reduces losses from discarding expired solutions. Overall, laboratories can effectively control costs related to solution procurement, storage, and disposal.
The standard solution management functionality of LIMS, with its excellent features, brings comprehensive optimization and enhancement to laboratory management. Whether it is precise information management, efficient experimental process optimization, strict quality control, or significant cost savings, it has become an indispensable tool for modern laboratories. With ongoing technological advancements, LIMS will continue to upgrade and improve, injecting new momentum into the further enhancement of laboratory management capabilities and assisting laboratories in reaching new heights in the testing field.
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