How to Eliminate Data Silos in Your Lab

At the core of every lab lies one fragile (and often fragmented) thing: data. 

Labs across the globe generate thousands (sometimes millions) of data points daily. From test results to inventory logs, the success of your lab depends on the quality and accessibility of your data. 

But as labs grow and throughout scales, data management becomes an immense challenge – especially when many labs still use pen and paper or spreadsheets to manage it. 

Inevitably data silos occur. 

These are not mere annoyances or speedbumps; they can put your lab to a complete stop or hurt your chances of meeting compliance standards. In this article, we’ll show you why data silos are dangerous and how modern labs overcome them.

What are Data Silos?

Imagine for a moment that a critical test is delayed because your team can’t locate the latest sample records. Or a batch of results is rejected during an audit because the data between different departments does not line up.

Those are the risks data silos bring to your lab.

Data silos occur when information is distributed across departments in your lab, making it difficult or impossible for every department to get the full picture. 

Like a field of tide pools, data is spread across your lab without ever connecting, slowing you down, or leading to errors. Data silos often manifest in labs in the following ways:

• Separate databases or systems
• Incompatible data formats
• Data stored on individual drives rather than shared across teams
• Legacy systems that cannot integrate with modern management tools
• Unique systems for data management by department

For example, suppose a clinical diagnostics lab discovers that its sample-receiving department is using a separate spreadsheet system from its testing department. When an urgent patient sample needs retesting, this leads to hours spent tracking down its storage location due to mismatched ID formats in the system.Data silos are rarely intentional, which is what makes them so dangerous as your lab scales with them underneath the surface.Why are Data Silos Created?Data silos are natural because entropy in any human-made system is natural. 
As your lab scales, new staff come in, and old staff leave, the systems you set up to ingest and manage data will fail to adapt and inevitably break down. This could be caused by:

• Software mismatch: If different departments purchase different software platforms that do not “speak” to each other it can lead to data fragmentation.
• Incompatible file formats: Incompatible file formats or data structures can cause data silos too. For instance, suppose your LIMS exports CSVs, but your analytics platform only accepts XML – this forces your team to reformat files manually (and increases the chance of errors).
• Security-driven silos: Intentionally segmented data due to security restrictions.

Whatever it is, entropy in your lab’s systems results in fragmented data that slows you down and puts you at risk of non-compliance.The Impact of Data Silos on Your LabWhile they may seem innocuous, data silos can have a serious impact on the efficiency and organization of your lab. This leads to operational challenges, as well as data integrity issues that slow your lab down in the following ways:

• Operational challenges: Data silos lead to increased time spent tracking down data or combining it from different sources, slowing down your staff.
• Scientific impacts: Data silos lead to missed opportunities due to ignored or lost data or slowdowns due to time spent tracking down test results or sample histories.
• Business impacts: Redundant systems increase costs and slow down response times.
• Risk of failed audits: Fragmented data leads to reconciliation issues and incomplete audit trails, threatening its integrity and leading to compliance failures.
• Compliance risks: Siloed systems, fragmented data, and incomplete audit trails put you at risk of failing to pass numerous compliance standards.

Data silos don’t just slow down your lab; they threaten the reliability and integrity of your lab’s data. 4 Tactics to Eliminate Data Silos in Your LabFortunately, data silos can be simple to rectify – even in a large lab. Try the following to reduce/eliminate silos in your lab:

1. Implement lab data management software
2. Integrate instruments with your software
3. Improve communication and collaboration 
4. Adopt a FAIR data approach

Implement Lab Data Management SoftwareThe first (and most impactful) step is implementing the right software in your lab.Platforms like a LIMS (lab information management software) provide a centralized platform for data storage and management. The key is selecting a system that can handle your specific data types and workflows while remaining scalable and integration-friendly with other systems.Integrate Instruments With Your SoftwareA LIMS does more than serve as a digital record of your lab’s data. Through instrument, software, and API integrations, you can connect every piece of equipment in your lab to automatically input data. This virtually eliminates manual transcription and associated errors while providing standardized data formats and structures. Thanks to automatic data capture with timestamps and user tracking, you can reduce the risk of data becoming trapped in instrument-specific formats or local drives.Improve Communication and Collaboration Apart from software, there are the “human aspects” of your lab you can try to transform.By reworking SOPs and staff training to support data management best practices, you can reduce the risk of future data silos. This often involves cultural changes and cannot be overlooked when creating a truly integrated laboratory environment. That said, you are fully reliant on your staff without software to consolidate and capture data.Adopt a FAIR Data ApproachThe FAIR data approach is a process to ensure data is:

• Findable
• Accessible
• Interoperable
• Reusable

This framework ensures that data not only flows freely within the organization but maintains its utility and value over time. Together, these approaches create a comprehensive strategy for breaking down data silos and creating a more efficient, collaborative laboratory environment.Top Ways a LIMS Eliminates Data SilosAs we said above, manual processes and staff changes can help, but nothing compares to a LIMS when it comes to organizing and maintaining the data in your lab. A LIMS like QBench can help eliminate data silos in the following ways:

• Centralize data: This is a given. Rather than store inventory, test results, calibration schedules, and other data across spreadsheets, you can centralize every piece of data in one place with a LIMS. QBench supports robust inventory management and sample management features, giving you a complete source of truth for your lab.
• Integrate your systems: This is where a LIMS truly excels. By integrating your software and instruments to your LIMS you can automate data capture, speeding up your lab while reducing data entry errors. QBench supports 50+ popular software platform integrations along with a RESTful API to connect pretty much anything to your LIMS.
• Standardize data collection: Through data validation, barcode scanning, and more, you can standardize the data you collect and ensure your LIMS remains a source of truth for your lab.
• Audit data and activity: QBench supports robust security features like audit trails, role-based access, and regular data backups. This ensures your data is secure and recoverable – both necessary to pass compliance checks and protect your data in the event of an emergency.

For modern labs looking to scale compliantly and get more done, a LIMS is a necessity. While a LIMS can be an invaluable tool for your lab, it’s critical that you select the right LIMS.Looking For a LIMS? Download the LIMS Buyer’s Guide to Make the Right ChoiceIf you’re ready to remove data silos from your lab, then there is no better place to start than implementing a LIMS. A LIMS is a critical component of a modern lab. A LIMS can help you:

• Automate data capture.
• Centralizing data in one place. 
• Aggregate and report on data.
• Aid in meeting compliance standards.

And more. But you need to select the right LIMS to truly protect your lab’s data. To help you, we created a free LIMS Buyer’s Guide to help you choose. In this guide, we cover what a LIMS is, what your options are, and how to select the right one for your lab.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.