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LIMS for Sample Tracking: The Role LIMS Plays in Sample Tracking

Sophie Blackburn
Product Specialist (BSc Biomedical Science)

Why Sample Tracking Matters More Than Ever

In quality control (QC) labs, samples are the lifeblood of your operation. Whether you're testing raw materials, finished products, or anything in between, your team needs to know exactly:

  • Where a sample is
  • What’s been done to it
  • Who handled it
  • Whether results are ready and valid

When you're relying on paper forms or spreadsheets, things go wrong: samples get delayed, misplaced, or duplicated. That’s why more labs are turning to Laboratory Information Management Systems (LIMS) to simplify and strengthen their sample tracking workflows.

What Is Sample Tracking in a LIMS?

Sample tracking in a LIMS refers to the digital monitoring of a sample's entire lifecycle — from receipt and registration to testing, approval, and storage or disposal.

A good LIMS helps you:

  • Register samples quickly
  • Assign tests automatically
  • Track status in real time
  • View full sample history at a glance
  • Flag missing info or overdue actions

This ensures you never lose visibility — even when volumes increase or things get hectic.

What Happens Without a LIMS?

Without a proper sample tracking system, small and medium-sized labs often struggle with:

  • Manual handovers and handwritten logs
  • Duplicate entries and inconsistencies
  • Time wasted chasing updates
  • Confusion during audits
  • Risk of releasing incorrect results or breaching hold times

🔗 Related: Transforming Lab Efficiency: Why It's Time to Ditch Paper and Excel

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Key Benefits of LIMS for Sample Tracking

Here’s what a small or growing lab gains when switching to LIMS:

✅ Real-Time Sample Visibility

Easily see where every sample is in the process — who's handling it, what’s next, and whether it's on track.

✅ Chain of Custody

Track every handoff with time-stamped audit trails. No more mystery around who did what.

✅ Built-in Alerts and Status Flags

Missing info? Test overdue? LIMS flags it immediately so nothing slips through the cracks.

✅ Centralized Sample History

Need to trace a test from 6 months ago? It’s all there — no folders, no digging.

🔗 Lab Sample Storage: The Foundation of Modern Lab Management

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Sample Tracking Features to Look For in a LIMS

If you’re choosing a LIMS, make sure it supports:

  • Automatic sample ID assignment
  • Batch and group processing
  • Barcode scanning (if relevant)
  • Sample hold and approval workflows
  • Custom status tracking (e.g. Received, In Testing, Awaiting Approval, Released)
  • Filtering and reporting by sample type, test, or client

🔗 Explore: Top LIMS Features to Ensure Quality in Your Lab

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Final Thoughts: Scaling Sample Management Without the Stress

As labs grow, manual sample tracking systems break down. Mistakes multiply, workloads pile up, and audit stress grows.

The right LIMS — like LabHQ — simplifies this process without the complexity or cost of bigger systems. You’ll gain visibility, reduce risk, and give your team time back to focus on the science.

Want to see how LabHQ handles sample tracking in practice?
👉 Take our interactive product walkthrough or Book a quick call with our team

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