Migrating from Spreadsheets to a LIMS: Your Step-by-Step Process
While labs have run on paper-based systems and spreadsheets for years, the days of those antiquated methods are quickly passing.
Labs manage more data than ever before. In clinical labs alone, 14 billion tests are performed each year in the United States. When you factor in materials, contract testing, environmental testing, and other labs, the ever-increasing test volume puts a massive strain on your lab’s ability to meet compliance standards and get more done.
That’s where a LIMS can help. A LIMS (Laboratory Information Management System) is a software platform that helps laboratories manage samples, data, and workflows.
Whether your lab has 10 months or 10 years of history to move over, chances are that migrating to a LIMS is not a simple weekend activity. In this guide, we’ll give you the exact step-by-step process to follow to migrate your lab’s data into a LIMS.
What Is A LIMS?
LIMS, short for Laboratory Information Management System, is a powerful piece of software that can support a wide range of laboratory activities, including:
- Sample tracking and management: A good LIMS will be an excellent asset for efficiently managing high volumes of samples from accessioning to reporting.
- Workflow automation: Look for a LIMS with automation features that allow you to streamline and ensure data integrity. It’s important to select a LIMS that is configurable, as many customizable LIMS actually require custom code to make changes.
- Data integration and reporting: A LIMS can provide centralized storage and easy access to laboratory data, enabling quick report generation and historical data retrieval. This can be especially useful when your lab needs to generate reports quickly for customers or regulatory authorities.
- Instrument integration: For a lab with many types of instruments, a LIMS can be invaluable for seamlessly connecting them while automating data capture. Some LIMS also offer a RESTful API that allows you to integrate pretty much any system or software to bring your data all under one roof.
- Compliance and documentation: While not every LIMS can support quality management and compliance, some (like QBench) provide out-of-the-box features to help labs meet regulatory requirements.
LIMS is a fairly broad category. Some LIMS are free, while others are six-figure expenditures.
Is it really worth the added expense, given that Google Sheets is free? Almost certainly. Read on for more on why a LIMS is far superior to spreadsheets.
Why use a LIMS Over Spreadsheets
There are several distinct advantages of a cloud-based LIMS over manually using spreadsheets to manage your lab’s data. The ones we will explore in depth are:
- User access controls
- Automation
- Improved data integrity
- Compliance support
Granular User Access Controls
One obvious advantage of a LIMS over spreadsheets is the ability to fine-tune user access controls.
A cloud-based LIMS outperforms spreadsheets in this area by offering role-based access control to empower you to assign specific roles to provide access to team members based on their responsibilities. Not only does this streamline the user experience for your team, but it also boosts data integrity and protects sensitive information in your lab. What’s more, QBench offers a customer-facing portal to securely provide access to members outside your lab.
Another edge a LIMS has over spreadsheets like Excel is its ability to provide a detailed audit history to document changes and user activity.
Workflow Automation
While Excel spreadsheets can handle formulas and basic automation tasks, a cloud-based LIMS takes automation to a new level.
With a LIMS, your lab can automate complex workflows, seamlessly integrating various stages of sample processing and analysis. This end-to-end automation not only accelerates operations but also reduces the chances of manual errors, enhancing overall accuracy and efficiency. A LIMS also facilitates automatic data capture directly from laboratory instruments, ensuring that results are immediately stored and processed without human intervention. Being cloud-based also allows a LIMS to integrate with best-in-class industry tools more easily.
Improved Data Integrity
While Excel spreadsheets can be password-protected, their security features are relatively basic and susceptible to breaches. All it takes is one minor lapse from your team, and a bad actor could have access to sensitive client-facing information.
Transitioning to a cloud-based LIMS gives you a quantum leap in terms of security. A cloud-based LIMS will utilize modern encryption methods, ensuring data remains protected from unauthorized access. Regular backups are another staple of cloud-based software, guaranteeing the swift restoration of valuable data in the case of unforeseen losses or corruption.
A LIMS will also provide advanced security features like:
- Single sign-on (SSO)
- Two-factor authentication
- In-depth audit trails
And more to provide an additional layer of security to help your lab rest assured that its data is safe.
Compliance Support
Relying on Excel spreadsheets can make it cumbersome to ensure all regulatory boxes are ticked, given their limited capacity to manage complex compliance workflows.
A LIMS provides features tailored to uphold standards set by regulatory bodies, be it the FDA, EPA, or ISO. Features such as electronic signatures, detailed audit trails, and validation workflows ensure that labs can seamlessly adhere to Good Laboratory Practice (GLP) and other industry standards.
QBench takes compliance seriously and is proud to provide support for the following standards:
- ISO 17025 Compatible
- HIPAA Compliant
- Support for CLIA Certification
- Support for FDA 21 CFR Part 11 Compliance
- SOC 2 Type II Compliant (best-in-class security)
- Metrc integration for cannabis regulatory reporting
By choosing the right LIMS, labs equip themselves to meet current compliance standards and to adapt swiftly to any future regulatory shifts.
How to Migrate from Spreadsheets/Paper Systems to a LIMS
Clearly, a cloud-based LIMS offers more comprehensive functionality and support for scaling labs. If you’re ready to migrate from spreadsheets to a LIMS, here are the steps you will need to take:
- Select a vendor
- Determine what data needs to be moved over
- Implement your LIMS and Import your Data
Select a Vendor
First, you will need a LIMS if you have not already purchased one.
While there are many options available to you, no two will be the same. We recommend selecting a LIMS that meets the following requirements:
- Fits within your budget - you need to factor in added costs from implementation and if there will be any custom development work or premium support down the line should your lab’s workflows change.
- Configurable rather than customizable automation support. Customizable automations often require custom code and advanced development work, which can increase costs.
- Cloud-based rather than on-prem. On-prem LIMS will require resources from your team to maintain, while a cloud-based LIMS frees you up to worry less about servers and security and more about the work at hand.
- API support is key, too. Whether you need to integrate another software platform or instruments, a RESTful API allows you to sync information into your LIMS, bringing all your lab data under one roof.
Check out our guide to choosing the right LIMS for your lab for a deeper dive into this topic.
Determine What Data Needs to be Moved
This is a great time to audit your lab’s data collection processes to ensure you have a complete understanding of what data lies where in your lab before you move it over.
Take time to carefully review:
- Inventory data
- Sample data
- Test result data
As well as audit where data comes from, whether it be manually recorded, from instruments, or from other software platforms. Having a complete picture of your lab’s data and data collection methods will be key to setting up your LIMS (and saving a great deal of time down the road).
Implement Your LIMS and Import Your Data
With your data in hand, it’s time to set up your LIMS.
The vendor you choose will likely have an implementation plan ready for you to follow. While every vendor will be different, this could include:
- A kick-off call to discuss your needs
- Configuration and setup based on your lab’s workflows
- A review of your test methods and any calculations
- Training on the various reporting methods
- Assistance with data collection and integration with your systems
- Importing existing data from your current systems via data migration services or with a spreadsheet import that matches the format and import capabilities of the LIMS
Following the vendor’s lead, you will import all your data and set up automations and integrations to ensure that your lab runs smoothly and efficiently.
Ready to Level Up Your Lab With a LIMS? Download the Free Buyer’s Guide
A LIMS just may be your lab’s best asset when it comes to scaling and managing data compliantly and securely.
But which will you choose? There are a host of options: cloud-based or on-prem, customizable or configurable, enterprise or self-service – the list can go on and on. You don’t need to take a shot in the dark, though; make the right choice for your lab with this free LIMS buyer’s guide. In this guide, you will learn the following:
- The different types of LIMS available
- Key features to look out for
- A vendor comparison
And more!
Click the button below to get your free guide and take the first step toward automating your lab today.
