Make the record follow the sample
A sample record should let another researcher identify a vial without relying on its position in a freezer or on the memory of the person who ordered it. The simplest useful system links the material received to its documentation, any child samples and the experiments in which it was used.
The worksheet below is a suggested starting point. It is not a validated electronic laboratory notebook, a regulated inventory system or a replacement for your organisation’s procedures. Adapt the fields and permissions to your laboratory before using it.
Fields for the original material
| Field | What to enter | Why it helps |
|---|---|---|
| Internal sample ID | A unique identifier your lab controls | Separates similar-looking vials |
| Product and form | Full name, stated form and relevant modifications | Avoids relying on an informal nickname |
| Supplier and order | Supplier name and order reference | Locates the commercial record |
| Batch and certificate | Lot ID, laboratory sample ID and file/version | Connects the vial to the evidence |
| Quantity basis | Stated mass/content with units and source | Prevents silent assumptions |
| Receipt and storage | Receipt date, location and documented conditions | Makes the handling history retrievable |
Use the same internal identifier on the vial and in the record. Where labels have limited space, store the longer description in the record rather than compressing it into an ambiguous code.
Link child samples to their parent
If a laboratory creates a working solution or aliquot, give it its own identifier and retain the parent sample ID. Record the preparation date, operator, procedure reference and stated composition. Do not rely on the word “same” in a notebook when a parent lot or preparation can be named precisely.
This is a documentation recommendation, not a preparation protocol. Solvent selection, container choice, stability and storage conditions must come from an appropriate validated method and material-specific guidance. A neat record cannot compensate for an unsuitable procedure.
Keep raw evidence and decisions separate
Store an unedited copy of the certificate, original analytical files where available, the supplier’s instructions and relevant correspondence. Put your interpretation in a separate note. For example, record “certificate received, lot mapping queried” rather than changing a report field to match a label.
NIH describes scientific rigor in terms of controlled design, methods, analysis, interpretation and reporting. A retrievable sample record supports that aim, but it is only one part of reproducibility. NIH — Rigor and reproducibility.
A worked record structure
A fictional parent record might be LAB-2026-014, linked to supplier lot EXAMPLE-A and certificate file EXAMPLE-A-v1. A child aliquot might be LAB-2026-014-02. An experiment record then cites the child ID and the relevant procedure version. The examples are deliberately fictional: replace them with your own controlled identifiers.
- Record changes with a date and operator.
- Do not overwrite the original lot number when a new lot arrives.
- Keep personal customer information out of a public laboratory log.
- Record disposal or depletion so empty vials do not appear available.
- Check that another authorised person can find the parent report from a child-sample ID.
Review the record at handover
Before handing work to another researcher, ask them to trace one sample from experiment to aliquot, original vial and certificate. Any missing link is a concrete improvement task. Continue with the batch-matching checklist and storage log guide.
Sources and scope
Sources support the specific concepts cited above; they do not endorse this shop or certify its stock. Check the original documentation for your material and laboratory purpose. About this library and its limitations.
A FEW MORE ANSWERS
Common questions
Is this a replacement for our laboratory notebook?
No. Use it as a field checklist inside your approved record system.
Should a new batch reuse the old sample ID?
Keep batches distinguishable. Retain the original record and create a separately linked record for the new material.