Did the samples I sent to the laboratory get mixed up? People often worry about this issue, especially when the data on the test report does not match expectations. In fact, sample management is an important part of laboratory management, and standardized laboratories have a complete set of management requirements for sample identification.

For laboratory managers, choosing a scientific and effective form of sample identification can improve the level of sample management, enhance testing efficiency, and ensure the reliability and accuracy of sample management. The core and key to achieving efficient and convenient sample management is to establish a scientific sample identification system, which assigns unique identification and recording marks to each sample, namely sample identification. With scientific labeling management, you no longer have to worry about mixing up samples.

The Importance of Sample Identification

The representativeness, validity, and completeness of the sample will directly affect the accuracy of the test results. Therefore, effective control must be implemented over the sampling, storage, identification, and disposal of the sample to ensure the accuracy and reliability of the test results. And ensure the confidentiality and security of the samples.

Identification is an important means of information transmission, for example, for elements with traceability requirements, unique identification must be provided for easy traceability; Identifying controlled objects can make the controlled state clear; In order to keep environmental items clean and orderly, improve work efficiency, and reduce errors, fixed identification can be carried out; Danger signs, operation prohibitions, etc. enable employees to operate in a formal manner and avoid danger. Standardized and scientific labeling is a prerequisite for the safe, efficient, and economical operation of the quality system.

The function of identification

Identification is an information carrier that is reflected in the form of text, numbers, symbols, patterns, and colors, and can clearly and distinctly indicate the quality, quantity, characteristics, requirements, and status of objects or processes. Common methods of identification include records, cards, labels, tags, icons, seals, etc. Identification has the functions of recognition, positioning, guidance, prompting, warning, and explanation. Its characteristics are timely, concise, intuitive, and easy to see.

Advantages of Identification Management

1. Identification management is a people-oriented management method that enables staff to quickly understand the requirements of the program.

2. The identification is visually intuitive, easy to read and recognize, simplifies management, makes work orderly, reduces errors, and is conducive to reducing management costs and improving work efficiency.

3. Identification can serve as evidence or basis, identification management is source management, and complete and standardized identification is the means to achieve traceability.

4. The high transparency of identification management creates conditions for visual and autonomous management, facilitating tacit cooperation and mutual supervision among on-site personnel, and playing a motivating role.

5. The identification has a safety guarantee function.

Identification of samples

The identification of samples includes the differentiation and identification of different samples, as well as the identification of different detection states of samples.

The identification number for distinguishing 2 samples can be affixed to the sample or written on the sample packaging. The identification number is arranged uniformly by the sample receiving department.

Identify the detection status of the three samples using labels such as "pending inspection", "under inspection", "completed inspection", and "retained sample".

The four samples should be tested in different states, or at different stages of sample reception, preparation, circulation, storage, and disposal, according to the characteristics of the samples

Different characteristics and requirements, such as the physical state of the sample, sample preparation requirements (such as splitting or mixing), retesting requirements, sample shape and size, sample preparation, processing and decomposition requirements, sample packaging status, and other samples with special requirements, should be transferred according to the specific situation of the testing activity to maintain clear sample identification numbers, ensure the uniqueness of the sample numbering method in each testing room, and ensure traceability when necessary.

Is there also a problem with the label identification?

According to ISO/IEC 17025 5.8.2, laboratories should have an identification system for testing and/or calibrating items. Laboratories usually design sample labels to identify samples, and even use barcode methods for identification in laboratories where conditions permit. However, when using labels or barcodes to label samples, the following issues may be encountered:

1. Using a label or barcode identification system is not just about assigning a unique number to a sample. Having a unique number for a sample can avoid confusion in the document. However, to avoid confusion in the physical object, it is also necessary to clearly identify the current status of the sample, such as pending inspection, testing in progress, testing completed, etc. For samples that require multiple tests to be conducted in sequence, it is even necessary to clearly identify which test items have been completed and other information.

2. If the volume of the test sample is small or the test environment is extremely harsh, it may cause the sample label or barcode to be unable to be attached to the sample or the label to fall off or be lost during the test process. However, these samples cannot be effectively identified, which can lead to confusion.

resolvent

The recommended solutions for the above two issues are as follows:

1. If the sample volume in the laboratory is large enough, it is recommended to design sample labels that can accommodate more information. In addition to labeling the sample number and basic information, the labels can also leave space for laboratory testing operators to label the status of the sample in real time during the testing process, such as indicating which testing items have been completed. If the above requirements cannot be met, it is recommended to establish a testing history record table for each sample. Through the content of the record table, the status of the sample can be clearly understood, that is, the label and record table can be combined together as a sample identification system.

2. If the sample volume is too small or the testing environment is harsh to effectively identify, it is recommended to establish a sample allocation table and a sample testing history record table as a sample identification system. The sample allocation table is a record table established to correspond the sample number with the sample. Usually, even the smallest sample volume will have a corresponding and unique product number during its production. The table established by corresponding the product number with the number during the testing process is the sample allocation table. If the sample does not have a product number and the volume is particularly small, laboratory personnel can flexibly identify the uniqueness of the sample in the possible space, and then establish an allocation table by matching the identification with the laboratory testing process number, At the same time, based on the detection history record table of the samples introduced above, establish a sample identification system to avoid confusion of physical objects.

In order to consolidate the samples at various stages such as receiving, processing, storage, and testing, maintain their integrity, prevent confusion between different samples and samples in different testing states, and protect the interests of the laboratory, the testing laboratory needs to strengthen the management of sample identification.

(Source: Experiment and Analysis)