Digitalization of Key Lab Processes: How Lab Software Works in Real Life

Here’s an overview of key laboratory processes and how digitalization can solve issues and fulfill their needs.  

Sample Management

Sample management is the backbone of laboratory operations. It involves the tracking, storage, and retrieval of samples through various stages of analysis. Without proper management, labs face issues like mislabeled or misplaced samples, degraded sample integrity due to improper storage, as well as inefficiencies in retrieval processes.

There is a need for precise tracking from collection to disposal, ensuring that each sample is correctly identified, handled, and stored in controlled environments.

A software platform can automate the preparation of sequences for lab instruments. By assigning detailed instructions for each sample position, it eliminates the need for manual setup. It then prevalidates analysis results, breaks them down, and integrates with systems like ERP or local databases. For example, in a pharmaceutical lab, this automation software can validate thousands of test results, saving hours of manual review and ensuring compliance with industry regulations.

Data Entry and Integration

For example, an instrument might test a blood sample for glucose levels. Once the analysis is complete, the instrument generates another file containing the test results. Traditionally, lab technicians would manually create these input files and then interpret the output results, entering them into another system like a database or report. However, as we already established, manual processing can lead to problems like typos, mismatches, or delays. Imagine if someone entered the wrong instructions or misinterpreted a result—this could affect the entire workflow or even lead to inaccurate reports. Labs need a solution that eliminates these risks and saves time.

Drivers automate this entire process. They create the necessary input files for instruments based on pre-set instructions, and after the test, they automatically process the output file from the instrument. This means the system reads and understands the results, organizes them, and sends them directly to the right place—whether it’s a database, another piece of software, or a report.

For example, in a diagnostics lab using these drivers, the process becomes almost error-free. Staff no longer have to manually handle files, and the system ensures that results are accurate and delivered in real time. This reduces mistakes by 90% and allows technicians to focus on more critical tasks instead of repetitive data handling.

Experiment Planning and Execution

In a lab, conducting experiments involves a lot of planning and preparation. For example, if a lab is testing how a new drug interacts with a certain type of bacteria, the staff needs to prepare samples, set up the equipment, and define the steps the instruments should follow. This process often involves repetitive and detailed tasks, like diluting samples, placing them in the correct order, and ensuring all instructions for the equipment are accurate.

A solution such as integration of robotic arms with ERP systems, automates many of these steps. For example, a robotic arm can pick up samples, dilute them precisely, place them in petri dishes, and sort them for testing. The system is also synchronized with the lab’s ERP software, which keeps track of every step in real time, ensures the data is correct, and provides a clear overview of the process.

Storage and Retrieval

Imagine trying to locate a single sample among thousands stored in a large freezer—it’s like finding a needle in a haystack. Labs need an efficient system to organize, track, and retrieve samples without delays or mistakes.

With a digital solution, when a sample arrives, the robotic arm places it in the correct storage location, such as a freezer, and logs its position in a digital system. Later, if a technician needs that sample, they simply enter a request into the system, and the robotic arm retrieves it automatically. This ensures samples are stored in optimal conditions and eliminates the risk of human error.

Reporting and Compliance

Laboratories often work in highly regulated fields like healthcare, pharmaceuticals, food safety, and environmental testing, where even small errors can have serious consequences, such as endangering public health, delaying product releases, or incurring legal penalties.

So, if you automate your test reporting export, these issues can be avoided. Automating test reporting ensures all test results are systematically stored in a central database.  This enhances traceability—a critical requirement in regulatory frameworks. By generating detailed, traceable PDF reports that include test results, laboratories simplify the reporting process, meet compliance standards. Also, they are able to maintain a comprehensive audit trail for internal and external reviews.

Inventory Management and Monitoring

Digital tools monitor inventory levels, track reagent usage, and notify lab staff when replenishment is needed. Without a proper system, managing inventory can be chaotic. Staff may rely on spreadsheets or manual checks, which leads to mistakes like overstocking items that expire or understocking critical supplies. This not only wastes time and money but also affects the lab’s ability to deliver results.

A platform which manages equipment efficiency complements inventory management by monitoring how and when laboratory equipment/devices are used through IoT technology. By collecting data for production planning purposes and monitoring equipment utilization in real-time, the platform ensures that resources, including inventory and equipment, are used effectively.  All of this reduces downtime and improves overall operational efficiency. For example, with the help of such a platform you can optimize test planning by using the specific laboratories and instruments at the right time.

Another issue in this occurs if a certain lab is using a legacy system. The answer lies in developing middleware which ensures that data from older systems integrates with new platforms. It can also monitor stock levels, track reagent usage, and send automatic notifications when it’s time to reorder.

The bigger picture: Why digitalization matters

The examples above demonstrate how tailored automation solutions can address specific lab challenges while enhancing efficiency, accuracy, and compliance. The benefits of digitalizing lab processes include:

• Simple and efficient operations: Workflows become simpler and manual effort is reduced.

• Accurate data: Centralized data management minimizes errors and ensures reliability.

• Scalability: Labs can handle increasing workloads without proportional cost increases.

• Regulatory compliance: Automated audit trails and standardized processes meet the highest standards.

Your path to a smarter laboratory

Laboratories of all types—clinical, pharmaceutical, food safety, and more—are turning to digitalization to stay competitive.  

If your lab faces challenges like inefficiencies, data silos, or compliance hurdles, consider partnering with experts who understand your needs. There are plenty of companies who offer tailored end-to-end solutions for your laboratories, with much experience in different lab settings under their belt.  

If you are ready to take the first step, contact us today to start your digitalization journey! Or just have a talk about what your options are.  

‍