Take Real Control Over Chemical Inventory Management
Take Real Control Over Chemical Inventory Management
Author: Steve Bolton, Labtronics Inc.
Proper management of chemical inventory is a key component in ensuring that laboratory results are produced as accurately and as efficiently as possible. Being able to track where chemicals are located, accurately monitor stock levels, record quantities used and check expiry dates are all part of a process that impacts both the efficient operation of the lab and the accuracy of the results that they produce.
Improper management of chemical inventory can have serious consequences for the lab. For example, inaccurate recording of chemical usage can result in unexpected inventory shortages. If a chemical is required for an analysis and needs to be ordered or the lab is suddenly out of stock on a particular reagent that requires preparation time, samples that should be analyzed are going to be delayed.
Incorrect preparation of a reagent or using a chemical that has passed its expiry date can create inaccuracies in the test results. This may affect a single set of results or many results over an extended period of time.
Once the problem/error is discovered, the lab then has to go back and try to determine how many samples were affected. This may be difficult or even impossible if the results aren’t tagged with specific batch numbers for the chemicals or reagents that were used in the analysis.
If a set of samples is identified as being suspect, then those samples will have to be rerun. In that case, the lab faces the physical cost of rerunning the samples, plus the business cost of having to admit their error to their client. In serious cases, laboratories may face legal actions based on the inaccuracies in the data that they provided.
Most laboratories already have manual systems and procedures in place to manage their chemical inventory. However, these systems depend on technicians to follow procedures, check expiry dates, accurately update inventory records and make sure that chemicals are stored in the right location. This can all be very time consuming for the technician.
Manual systems are also time consuming for laboratory managers. Even with the most conscientious technicians, a manual system is prone to errors and inaccuracies. Unfortunately, there is no easy way for a manual system to flag these errors. It is the manager’s task to monitor and manage the system and to take appropriate action, when required. In a busy lab, constantly monitoring a chemical inventory system and procedures can take up a significant amount of management time.
Some laboratories are using Chemical Inventory Management software to help eliminate some of the paper work involved in managing laboratory inventories. These systems typically use a database to store inventory records and allow technicians to manually enter inventory data. Reports can be generated that track inventory levels, issue warnings when stock is too low, track container disposal, etc.
While these systems are helpful in reducing paperwork, they still suffer from the same fundamental flaws as the manual systems. There is no control over the accuracy of the data that is being entered and no control over how closely technicians are following procedures. Therefore, significant time is still required to confirm that the inventory is accurate, resolve cases where it is inaccurate and to monitor that technicians are properly following procedures.
With this in mind, Labtronics has developed Nexxis CIM, the only Chemical Inventory Management System that guarantees the accuracy of the data that is being recorded and truly manages and controls the procedures that are generating the data.
To control the accuracy of the data, Nexxis CIM collects data directly from laboratory instruments. For example, if a technician is weighing out a chemical, they can identify which chemical is being used by simply scanning a bar code. The weight is transferred directly from the balance to Nexxis CIM, where it is automatically deducted from the inventory. That level of automation leaves no room for the analyst to forget to record or to incorrectly record the data.
To control procedures, Nexxis CIM fully integrates chemical inventory management into all aspects of the day to day lab operations. If an analyst is running a test that requires a reagent, Nexxis CIM can automatically check the expiry date and prevent the analyst from continuing if the reagent has expired. Batch numbers for reagents can be automatically stored along with sample results so that information about the chemicals used for an analysis can be reviewed at any time. Any results affected by defective chemicals can be easily traced.
Nexxis CIM can even control procedures for the preparation of reagents. Ingredient lists can be stored and the analyst can be guided through each step of the process. Exact amounts of each ingredient can be recorded and incorrect amounts can be immediately flagged. Nexxis CIM can prevent the use of the reagent until it is tested and approved.
Nexxis CIM acts like a virtual lab manager, who takes responsibility for ensuring that every piece of data is accurately recorded and making sure that every aspect of chemical inventory management conforms exactly to laboratory procedures.
North America • Labtronics Inc. • Tel: (519) 767-1061 • Fax: (519) 836-4431 • E-mail: info@labtronics.com
Europe • Labtronics B.V. • Tel: + 31 (0) 182 551243 • Fax: + 31 (0) 182 551270 • E-mail: EuroInfo@labtronics.com<span style="COLOR: windowtext; TEXT-DECORATION: none; text-underline: none]www.labtronics.com[/url]
“Reprinted with permission from Labtronics Connections, March 2004. Labtronics Connections is a monthly email newsletter that provides case studies, articles and application notes related to laboratory instrument interfacing. Published by Labtronics Inc., www.labtronics.com
