6 key issues in laboratory sample management

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1 Which personnel in the laboratory will have access to the samples? Answer: Sample collectors, personnel who receive samples, sample dividers, sample preparators, testers, sample managers, and personnel responsible for internal quality control. 2 Does the laboratory need a sample manager? Is authorization required? Answer: Sample managers are required. Authorization is required in some fields such as chemistry, while authorization can also be granted in other fields where no strict requirements exist. 3 What training should the personnel managing samples receive? Answer: Relevant system documents, sample management procedures (to be studied in detail*), sample storage conditions, safety knowledge related to samples (such as protective measures and emergency procedures for leaks), sample retention periods, methods of sample handling, filling out records related to samples, and confidentiality issues. Relevant training records, assessment, and evaluation records should be kept. 4 Is supervision and capability monitoring required for sample collectors? What form is suitable? Answer: Supervision and capability monitoring are required. Methods: Exams, practical tests, on-site inspections, and record verification. What markings should be on the 5 samples? What kind of labeling do your laboratories use? Answer: Sample name (provided by the customer; in some fields, it is required that the sample be sent to the laboratory without any indication of its name), sample number (provided by the laboratory and is mandatory), sample status (untested, pending testing, tested, retained, or other description – this is also mandatory). What should be done if the laboratory loses a customer’s sample? Answer: 1. First, handle the matter and reassure the customer, while analyzing the reasons internally. 2. Make corrections based on the analyzed causes and implement corrective actions. 3. Conduct follow-up verification to check the implementation of the corrective actions and to see if any samples were lost again after their implementation. 4. No more losses; closing does not meet the requirements. 5. Samples are still being lost; analyze the reasons again and repeat steps 1-3. 6. As an input for management review.