How to manage laboratory samples

Laboratory samples are materials used in laboratory experiments, with relatively small quantities.

They are stored in designated containers and under specified conditions, and there are strict management systems for their retrieval and storage.

Laboratory sample management is a necessary link and key control point in the entire process of laboratory accreditation, metrological certification, review and approval.

Sample management system

Purpose

The representativeness, validity, and completeness of the sample will directly affect the accuracy of the test results. Therefore, it is necessary to implement effective control over the sampling, storage (4-degree refrigerator) (-20 ℃ refrigerator), identification, and disposal of the sample, ensuring the accuracy and reliability of the test results, and ensuring the confidentiality and security of the sample.

Scope

This program is applicable to the management of sample sampling, circulation, storage, disposal, identification, etc.

Responsibilities

① The Quality Testing Center is responsible for sample management in the analysis and testing laboratory.

② The laboratory sample technical management personnel are responsible for taking samples at the designated location on time according to the sample sampling procedure, recording the status of the samples received during sampling, labeling the samples, and quality control during sample storage, circulation, and disposal.

③ After receiving the samples, laboratory testing personnel should protect the samples during preparation, testing, and transmission.

④ The laboratory sample technical management personnel are responsible for supervising the management of samples in the testing room, and the quality control supervisor is responsible for managing the samples.

Sampling of samples

① The sampling personnel should take samples at the designated location on time according to the sampling frequency. The sampling personnel should be responsible for the protection of the samples during transportation to ensure the integrity of the samples.

② When there is an unexpected situation that requires sampling and analysis, the relevant sample management personnel shall conduct acceptance registration.

③ Laboratory sample management personnel should record the sample status and register it in their accounts when receiving samples.

④ When analysts have doubts about the suitability of the sample for testing, or quality control personnel hold a skeptical attitude towards the test results, or believe that the sample does not meet relevant regulatory requirements, or there are abnormal situations (including packaging and sealing), resampling and analysis must be carried out.

Identification of samples

① The identification of samples includes distinguishing and identifying different samples, as well as identifying samples under different experimental conditions.

② Sample identification label, pasted on the outer packaging of the sample, including the inspection sample number, analysis items, and indicating the sampling time and date.

③ Samples should be transferred according to their different characteristics and requirements in different experimental states, or during the stages of receiving, circulation, storage, and disposal, in order to maintain clear sample identification numbers, ensure the uniqueness of sample numbering methods in each analysis room, and ensure the traceability of sample analysis results.

④ The laboratory should make clear regulations on the transfer method of sample identification and how to ensure the uniqueness and effectiveness of sample identification in the relevant work instructions according to professional requirements.

Sample storage

① The quality testing center should have a dedicated and suitable sample storage area, equipped with sample rooms and sample cabinets (racks).

The sample room is managed by a dedicated person and access is restricted.

The samples should be stored in categories, clearly labeled, and consistent with the accounts. The sample storage environment should be safe, corrosion-free, clean, dry, and well ventilated.

② For samples that are required to be stored under specific environmental conditions, the environmental conditions should be strictly controlled and recorded regularly.

Sample management process

Sample reception

The receipt of samples is the first and most important step in the entire sample testing process.

The receipt of samples must be completed by a dedicated sample receiver.

When receiving samples, the sample receiver needs to verify the basic data of the samples together with the sample sender, and then record the various data of the samples in detail to ensure the authenticity of the samples.

At the same time, conduct preliminary observations on the samples to confirm whether they can be tested. Finally, fill out the sample receipt in detail.

Identification of samples

After the sample is received, it is necessary to first place the sample in the waiting area for inspection, and then label the sample.

The label of the sample should be placed in a prominent and unobstructed place.

The basic content of sample identification includes the name, number, specifications, and status of the sample.

The text on the sample identification must be clear, visible, and simple, and will never be confused due to unclear identification.

The identification of the sample is the only label that can distinguish the sample and needs to exist throughout the entire process of sample circulation.

Confirmation of samples

After the sample administrator identifies and records the basic performance of the sample, the inspector should confirm the sample.

Inspectors need to bring valid vouchers to the sample warehouse to collect samples and carefully fill out the sample circulation certificate.

After receiving the sample, the inspector needs to immediately confirm the basic situation of the sample, including the sample’s own state, whether it meets the corresponding testing method, and whether it meets the basic description of the testing party.

If it is found that the sample itself is in an abnormal state, or the description of the sample and the testing party is different, or the description of the corresponding testing content is not comprehensive,

the inspection personnel need to record all problems that occur, communicate well with the testing party, and wait for all doubts to be resolved before starting the inspection.

Circulation of samples

When the sample is circulated, the identification on the sample will be the only basis for identifying the sample.

At each step of sample inspection, the identification on the sample must not be damaged, and under no circumstances can the identification on the sample be changed or drawn arbitrarily.

The original number of the sample is also recorded in the inspection record.

When the sample is processed, processed, tested, and circulated, it is necessary to effectively protect the sample and keep it away from harmful sources.

After the testing is completed, the inspector should immediately clean the sample and send it to the

sample storage warehouse for specialized personnel to verify and register the sample.

Sample storage

The laboratory needs to set up a specific suitable place for sample storage. For different types of test samples, they should be placed and labeled clearly, and the records should be consistent with the actual objects.

The storage environment of the samples needs to ensure their safety, achieve no pollution, no corrosion, and be dry and ventilated.

For specific samples, they need to be stored in special environments and conditions, and the environmental index needs to be strictly controlled and detailed records kept.

Testing personnel ensure the safety and integrity of samples during storage.

For hazardous materials such as flammable, explosive, and toxic materials, they need to be stored specifically, kept away from other samples, and prominently labeled.

Sample processing

After the sample testing is completed, it needs to be classified and processed appropriately according to the specifications, procedures, and handling opinions of different types of samples.

If the testing customer needs to retrieve the sample, it must also strictly follow the provisions of the sample processing specifications for sample retrieval.

If the sample is stored for a certain period of time before being retrieved by the customer, it must be applied for, reviewed, and approved before the sample can be retrieved.

If the sample has exceeded its shelf life, it is necessary to communicate with the laboratory and the testing unit to jointly process the sample.

During sample processing, the administrator should keep records.

Safety of samples

Every step of sample management, especially the testing, storage, and handling of samples, requires strict confidentiality regulations and strengthened confidentiality of sample related information.

The stored samples cannot be used without special instructions. For samples with special instructions, relevant requirements must be met to ensure compliance.

At the same time, corresponding protective measures need to be taken in the steps of sample reception, circulation, storage, processing, and information management to ensure that the samples are not damaged and confidential information is not leaked.