How to establish a scientific sample identification system

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For laboratory managers, choosing a scientific and effective method of sample identification can improve the level of sample management, enhance the efficiency of testing work, and ensure the reliability and accuracy of sample handling. Achieving efficient and convenient sample management relies on establishing a scientific sample identification system, which is fundamental and crucial; it assigns a unique identifier to each sample for recognition and recording, serving as the sample’s identity proof. With scientific label management, there’s no need to worry about mixing up samples anymore. The importance of sample identification: The representativeness, validity, and integrity of samples directly affect the accuracy of test results. Therefore, effective control must be exercised over all aspects related to sample collection, storage, identification, and disposal, in order to ensure that the test results are accurate and reliable. And ensure the confidentiality and security of the samples. Identification is an important means of information transmission; for example, elements that require traceability must have unique identifiers to facilitate tracking ； Identifying the controlled object makes its controlled state clear ； To keep the work area tidy and organized, improve work efficiency, and reduce errors, fixed-position labeling can be used ； Hazard signs and operational prohibitions enable employees to carry out tasks properly and avoid dangers. Standardized and scientific labeling is a prerequisite for the safe, efficient, and economical operation of a quality system. The function of identifiers: Identifiers are represented in the form of text, numbers, symbols, patterns, and colors; they serve as a means of conveying information that clearly indicates the quality, quantity, characteristics, requirements, and status of an object or process. Common methods for using identifiers include recording, cards, labels, signs, icons, stamps, etc. Identifiers serve the functions of recognition, positioning, guidance, indication, warning, and explanation; their characteristics are timeliness, conciseness, intuitiveness, and ease of visual perception. Advantages of label management: 1. Label management is a people-oriented approach to management that enables staff to understand the requirements of procedures in a short time. 2. The identification symbols are intuitive, easy to read and recognize, which simplifies management, helps keep work organized, reduces errors, and contributes to lowering management costs while improving work efficiency. 3. Labels can serve as evidence or a basis; label management is a form of source control, and complete and standardized labels are a means to enable traceability. 4. The high transparency of label management creates conditions for visual management and self-management, facilitating seamless cooperation and mutual supervision among on-site personnel, thereby serving as a motivational factor. 5. Labels serve a security function. Identification of samples: Sample identification includes distinguishing between different samples as well as identifying the various testing states of a sample. The 2-sample identification numbers can be attached to the samples or printed (written) on the sample packaging. The identification number is assigned uniformly by the sample receipt department. The testing status of the 3 samples is indicated by the labels “Pending Inspection”, “Under Inspection”, “Inspection Completed”, and “Sample Retained”. For 4 samples in different testing states, or during stages such as receipt, preparation, transfer, storage, and disposal of the samples, it is necessary to carry out proper transfer of sample identifiers based on the various characteristics and requirements of the samples. These factors include the physical state of the samples, the requirements for sample preparation (such as splitting or mixing samples), requirements for retest samples, the size and shape of the samples, the requirements for sample preparation, processing, and decomposition, the packaging condition of the samples, as well as any other special requirements. Depending on the specific circumstances of the testing activities, this ensures that clear sample identification numbers are maintained, thereby guaranteeing the uniqueness of sample numbering within each testing laboratory and enabling traceability when needed. Are there issues with the tag identifiers as well? In accordance with the requirements of 5.8.2 in ISO/IEC17025, a laboratory shall have an identification system for testing and/or calibration items. Laboratories usually design sample labels to identify samples, and those with the necessary resources even use barcodes for identification. However, when using labels or barcodes to identify samples, the following issues arise: 1. A labeling or barcode system is not merely meant to assign a unique identifier to samples; while such identifiers help prevent confusion in documents, to avoid confusion with the actual samples it is also necessary to clearly indicate their current status, such as pending inspection, under inspection, or inspection completed. For samples that are to undergo multiple tests in sequence, it is even necessary to clearly indicate which test items have been completed. 2. If the volume of the test sample is small or the testing environment is extremely harsh, it may prevent the sample labels or barcodes from being attached to the samples, or the labels may come off and get lost during the testing process. The inability to properly identify such samples can lead to confusion. Solutions: To address the two issues mentioned above, the following solutions are recommended: 1. If the volume of the samples in the laboratory is large enough, it is advisable to design sample labels that can hold more information. In addition to indicating the sample’s number and basic details, such labels should provide space for laboratory technicians to record the sample’s status in real time during testing, for example, to note which testing procedures have been completed. If it is not possible to meet the above requirements, it is recommended to create a test history record sheet for each sample; by examining the contents of this sheet, the status of the sample can be clearly understood. In other words, combining the label with the record sheet serves as an identification system for the sample. 2. If the sample volume is too small or the testing environment is harsh, making effective labeling impossible, it is recommended to use a sample allocation table and a record sheet of sample testing history as a labeling system for the samples. The sample allocation table is a record sheet created to associate sample numbers with the samples themselves; typically, even the smallest samples have a corresponding and unique product number at the time of their production. The table that links these product numbers to the numbers used during testing is the sample allocation table. If a sample lacks a product number and is extremely small, laboratory staff can assign flexible, unique identifiers to it within the available space, and then link these identifiers to the numbers used in the testing process to create an allocation table. Together with the record sheet of sample testing history mentioned above, this approach helps to avoid confusion among the actual samples. To ensure the integrity of samples throughout various stages such as receipt, processing, storage, and testing, to prevent confusion between different samples or samples in different testing states, and to protect the interests of the laboratory, testing laboratories need to strengthen the management of sample labeling.