Reasons to Use Barcoded Vials for Ultra-Low Temperature (ULT) Sample Storage and Management

A reliable sample handling and management process is critical for any further downstream application. The use of barcoded cryovials and tubes for correct sample identification and tracking offers many advantages over established practices for ULT sample storage and management.

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  CryoCube® F740 Series ULT Freezers

Established strategies for ULT sample storage and management

In its most basic form, ULT sample storage and management involves manually writing on tubes or cryostorage vials before placing them in the freezer and filling out a paper list to indicate where each sample is located. A more sophisticated approach is to combine printed labels with the use of a Microsoft^® Excel^® spreadsheet, which both helps to avoid text from being misinterpreted and ensures that a backup is available. However, a major limitation of these methods is that they capture only a subset of information, which can easily be lost if writing becomes smudged or labels become detached during storage.

Advantages of barcoded consumables

Barcoded vials improve on manual labeling for ULT sample storage and management in multiple ways, including the following:

• Greater sample security. Barcoded vials offer greater sample security by mitigating the risk of labels being misinterpreted or lost.
• Improved data security. Barcoded vials improve data security by allowing for the automatic transfer of information into a central database, rather than requiring manual copy-and-paste operations that can introduce errors.
• Enhanced scale-up and efficiency. Barcoded vials simplify scale-up and improve workflow efficiencies by making it easier to introduce automation. This can be especially important when running high-throughput screens or performing large cohort studies.
• Clearer audit trails for better compliance. Barcoded vials improve traceability by allowing for more information to be captured, including what was done with each sample, when, and by whom, as well as protocol details, certificates of analysis, lot numbers, and other relevant data.

Smart sample identification with SafeCode

Eppendorf’s SafeCode system is a next-generation solution for sample storage and management that is designed to keep sample IDs secure. Based on 3-level coding (consisting of a datamatrix code, a barcode, and clear human-readable writing) to comprehensively safeguard sample IDs, SafeCode barcoded consumables are an off-the shelf option to mitigate the risk of labels being accidentally removed. Details such as the lot number, order number, and certificate of analysis are all built into the code to enhance traceability.

Another key feature of Eppendorf’s SafeCode system is its ability to be integrated with electronic lab notebook (ELN) and electronic lab inventory (ELI) software packages, which can help to smooth the transition to a digital lab.

Digital Sample Management with Eppendorf Sample360

Eppendorf Sample360 is the first end-to-end solution for ULT sample management. The integrated family of products and services provides a 360° view and confidence at every step—storing, tracking, and monitoring—along with data and sample protection.

• Secure your samples: The SafeCode™ Barcoded System and the RackScan

The SafeCode barcoded cryostorage vials and tubes ensure reliable sample identification throughout your workflow. The RackScan reads complete storage racks and transfers the data automatically to downstream databases.

• Store your samples: The CryoCube^® ULT freezer family

Eppendorf CryoCube^® ULT freezers are uniquely designed to provide consistent, reliable temperatures to protect your samples.

• Track your samples: eLabInventory^® Software

Keep your data secure, access and visualize your inventory with the eLabInventory GLP-compliant sample-management software.

• Monitor your instruments: VisioNize^® Lab Suite Remote Monitoring System

Remote monitor your freezer from anywhere with VisioNize^® Lab Suite. Receive alarm notifications, maintenance reminders, and audit logs.

To learn more about the Eppendorf Sample360 sample management digital strategy, visit eppendorf.com