How Modern Labs Benefit From Barcode Systems

In a comprehensive review covering 17 different studies if clinical labs, it was shown that a barcode system could reduce identification errors from 50 - 97%. 

This study found that barcoding is an effective practice in a diverse range of settings and concludes it to be an evidence-based best practice. 

At some point, a Sharpie just doesn’t cut it for labeling samples in your lab; no matter the techniques you use to identify and track samples, reagents, and assets, nothing works quite as well as a barcode system. 

In this guide, we’ll explain how modern labs use a barcode system to accomplish more (and do so compliantly) and provide the best tools for setting one up in your lab.

What is a Barcode System?

Rather than writing or typing labels manually, a barcode system can be used by labs to generate and scan barcodes to track inventory, samples, and reagents in a lab.

This allows you to tag each sample or item that enters your lab and scan it rather than manually look it up. While you may get away without barcodes in a smaller lab, barcode labels are essential for staying organized in a larger lab with high throughput and a large staff. 

Modern and organized labs use a barcode system to immediately create a label and assign it to samples upon receipt. While this process may take time to train your staff on, it pays dividends down the line. 

The Materials You Will Need For a Barcode System

A barcode system can be fairly simple to set up, even for large labs. To get started, you will need the following equipment:

• You will need labels and label printers to print the barcode labels you create. These machine-readable labels encode data about the item you wish to track. They come in a variety of formats, which we will explore later. Make sure to select labels appropriate for lab conditions (e.g. chemical-resistant, freezer-safe).
• Barcode scanners/readers - these can be handheld, fixed-mount, or wireless devices that read and decode the barcode patterns. You use them to scan a label and retrieve data about a particular item. 
• A LIMS - a software platform that centralizes all of the data in your lab and can assist with label creation. We’ll share more about how a LIMS can enhance your lab’s organization later on.

Then, it’s a matter of implementation.

You could set up a custom labeling system based on the reels of barcode labels that you purchase. For example, you could order reels of consecutive barcodes (e.g., start at 0.0000001) to order reels with different starting digits to be for different sample types or have the date be the first digit for the reel (for example, sample 24.1234567 is a sample from 2024). 

If you use a LIMS in your lab, it may help you set up an automated system for creating labels based on your lab’s needs. The type of barcodes you choose to use in your lab, which we will cover next, will also affect this. 

How Are Barcode Systems Used in Labs?

As said above, barcode scanners are used to track and manage materials, samples, and equipment in your lab. 

Modern labs use a barcode system to:

• Log new inventory: As new inventory and samples enter your lab, you can use a barcode system to label them with relevant information, including type, quantity, and location. This makes it easier to capture data and have an accurate record of what materials enter your lab.
• Monitor samples as they move: As samples move throughout your lab (or across different locations), a barcode system makes it much easier to record where they are and how they are being used. 
• Deduct quantities from inventory: As inventory is used in your lab, a barcode system makes it much easier to log usage and report on an accurate read of stock levels. Combined with stock alerts in a LIMS, this helps prevent stockouts, which can slow your lab down.

There are different types of barcodes you can use in your lab, which we’ll explore next.

Types of Barcodes to Use in Your Lab

Labs can create several types of barcodes, each with their own advantages for different laboratory applications:

• Linear barcodes (1D)
• 2d Barcodes
• Color Barcodes

1D (Linear) Barcodes

Linear/1D barcodes are common and good for storing simple data for your samples and inventory. Linear barcodes come in the following forms:

• Code 128: Very common in labs, this can encode all 128 ASCII characters, making it versatile for alphanumeric sample IDs. QBench’s visual editor supports the creation of these types of barcodes.
• Code 39: Widely used, can encode numbers, uppercase letters, and some special characters.
• UPC/EAN: Primarily used for commercial products and reagents received by the lab.

Code 39 and UPC/EAN are not available in QBench’s visual editor, but they can be created using a custom template. 

2D Barcodes

2D barcodes are great for storing large amounts of data for your samples and inventory; they come in a few varieties, including:

• QR Codes: Can store significant amounts of data, including URLs and detailed sample information. Also readily available in QBench’s visual barcode label editor.

• Data Matrix: Compact, can store lots of data in a small space, resistant to damage, common in clinical labs.

Data Matrix codes are not available in QBench’s visual editor, but they can be created with a custom template.

Which barcode type will you choose? That decision depends on the following:

• Amount of data needed to be stored
• Available space on containers/tubes
• Environmental conditions (need for chemical resistance, freezer storage, etc.)
• Type of barcode scanners available in the lab
• Regulatory requirements (especially in clinical or GMP settings)

The above descriptions will give you a good idea of which types of labels are best suited for your lab’s needs. 

Benefits of Barcode Scanning

While this requires a bit of upfront investment and training, it is well worth the effort. 

Your lab can expect the following benefits once it adopts a barcode system to organize samples and inventory:

• Speed things up: Scanning a barcode takes a fraction of a second compared to manual data entry, allowing lab technicians to process hundreds of samples rapidly while maintaining workflow momentum.
• Reduce errors and improve accuracy: Barcodes eliminate manual transcription, preventing common human errors such as typos, transposition of numbers, or misreading handwriting that could compromise sample integrity.
• Standardize labels: Barcodes ensure consistent formatting and information capture across all samples, regardless of which technician processed them or when they were received.
• Improved traceability: Every scan creates an automatic digital record of who handled the sample, when, and where, creating an unbroken chain of custody from receipt to disposal.

This doesn’t just save your lab time. A barcode system improves accuracy and traceability, both keys to meeting various compliance requirements. Read on as we examine the regulatory requirements to bear in mind when setting up a barcode system in your lab.

Regulatory Compliance Requirements for Barcodes

It’s not just about staying organized. There are compliance requirements you need to bear in mind when setting up a barcode system in your lab. 

Clinical Labs

Clinical labs have various mandates for unique specimen identification (CLIA) and specific guidelines for labeling and tracking (CAP). Barcode scanning helps here, though you must adhere to HIPAA guidance to ensure digital records are secure. A LIMS can be a great asset here, as it provides secure access to data in your lab, along with audit trails and regular data backups. 

Research Labs

Research laboratories operate under a different set of requirements. They must often comply with GLP standards for study tracking and follow NIH guidelines for sample management. Grant agencies may impose additional requirements for sample documentation, and institutional biosafety requirements must be met. Again, barcode scanning makes labeling and tracking easier, while a LIMS can help your lab manage data securely.

Life Sciences Labs

Pharmaceutical and biotech laboratories face perhaps the most stringent requirements. GMP standards must be met for material tracking along with FDA 21 CFR Part 11. Both of these standards have clear guidelines for data management and storage for electronic records.

Contract Testing/Third-Party Labs

If your lab performs contract testing or serves third-party customers, you may wish to meet ISO 17025 standards to verify the reliability of your results. While not required, ISO 17025 helps demonstrate the reliability and validity of your results and covers guidelines for sample management and record storage, among other things.

No matter your lab type, you will need to maintain a complete chain of custody record to record the dates and times items are used and ensure that only authorized personnel have access to key data. 

This is where a LIMS is a major asset for modern labs. A LIMS can help you:

• Manage user access within your lab
• Audit access and usage of materials
• Calibrate instruments and log calibration records
• Store SOPs and other key documents
• Back up data

And more. A LIMS helps ensure that your lab can demonstrate compliance and maintain sample integrity throughout its workflows. Next, we’ll explore how a LIMS helps support barcode scanning and compliance.

How a LIMS Helps With Barcode Scanning

While you could set up a barcode system in your lab manually and still reap the benefits of digital scanning and label creation, a LIMS can be a major help in automating the process and centralizing data in your lab.

A LIMS (lab information management system) is a software platform that organizes and manages all the data in your lab, whether manually entered by your staff, scanned through a barcode, or automatically captured through instrument integrations and API connections. 

Modern LIMS like QBench offer extensive integration capabilities to support various scanning needs in the laboratory.

A LIMS can integrate with your scanner for real-time data capture while also assisting with label generation to make it a breeze to implement a barcode system in your lab. Some LIMS provide intuitive drag-and-drop label designer tools, along with custom fields for specific lab requirements and built-in templates for common container types. For high-throughput operations, a LIMS can generate sequential numbers for large sample sets and handle plate layout printing for microwell plates. QBench LIMS goes a step further through our customer-facing portal, allowing your customers to print their own labels for samples to speed up their entry into your records and simplify the process of receiving them.

And that’s just the start. 

A LIMS is a necessary tool for modern labs but of all the LIMS available, which will you choose? We’d recommend QBench LIMS. 

According to G2’s Top LIMS Rankings, QBench is voted the best LIMS overall. QBench is flexible enough to adapt to your unique workflows and automate your cell therapeutics lab to eliminate laborious manual processes and outdated, cumbersome systems.

QBench also ranks higher than the category average for ease of use, ease of setup, ease of doing business, quality of support, and ease of admin.

When you choose QBench, you're not just choosing a LIMS but a partnership that will grow with your lab.

Ready to Set Up a Barcode System? Download the LIMS Buyer’s Guide to Find the Best LIMS

If you’re ready to move beyond the manual grind of written labels and spreadsheets, then it’s time to set up a barcode system in your lab. 

A LIMS will be key to a successful barcode system, but you need to make sure you select the right LIMS for your lab’s needs. To help you, we created a free LIMS Buyer’s Guide to help you choose.

Click the button below to download the free buyer’s guide and take the first step toward improving your lab’s inventory and sample management processes.