Lab type
Research and biobank
Know where every aliquot came from, where it is, and whether you may use it.
Who it is for
Hospital and university biobanks, clinical research units and trial laboratories that collect, process and store human samples for research. It suits teams currently tracking samples in spreadsheets who need something more reliable before an audit, an inspection or a large study.
A biobank's value depends on what it can prove about each sample: how it was collected, how long it took to reach the freezer, whether consent still holds and who has had it. VipLIMS keeps that provenance with the sample record from the day it arrives to the day it is released.
A day with VipLIMS
- A research nurse at a study site books a visit and sends the kit details through the study-site portal. When the tubes arrive, reception receives the submission, it is numbered, for example
BB26-000912, and the processing clock starts. - The technician records collection and receipt times, transport temperature and the SPREC code, then processes the blood to plasma and buffy coat according to the study SOP.
- Aliquots are recorded with their storage positions by freezer, rack, box and position. The time from collection to freezer is checked against the protocol window.
- Weeks later, DNA is extracted from a buffy coat. Concentration, purity and integrity are entered and checked against the study's acceptance criteria, and the QC report is authorised.
- An approved access request arrives. The release record confirms that no selected sample has withdrawn consent, lists the samples sent, and records the courier and temperature logger.
- Each record is available as a PDF for the study file and the full dataset can be exported for the sponsor.
What the pack sets up
Ready on day one, editable afterwards
Case types and numbering
| Case type | Example number | Routine target | Urgent target |
|---|---|---|---|
| Study collection visit | BB26-000042 | 4 h | 2 h |
| Nucleic acid extraction and QC | NA26-000042 | 5 days | 2 days |
| Surplus tissue banking | TB26-00042 | 1 h | 1 h |
| Sample release to researcher | REL26-0042 | 10 days | 3 days |
| Tissue microarray construction | TMA26-0042 | 21 days | 7 days |
Example tests
| Test | Unit (UCUM) | Example reference range |
|---|---|---|
| Time from collection to freezer | min | ≤ 120 min |
| Aliquots stored | {count} | |
| Freeze-thaw cycles | {count} | ≤ 1 {count} |
| DNA concentration | ng/uL | ≥ 10 ng/µL |
| DNA A260/A280 | {ratio} | 1.7–2 {ratio} |
| DNA A260/A230 | {ratio} | 1.8–2.2 {ratio} |
| DNA integrity number | {score} | ≥ 7 {score} |
| RNA concentration | ng/uL | |
| RNA integrity number | {score} | ≥ 7 {score} |
| Viable PBMC per vial | 10*6 | ≥ 5 ×10⁶ cells |
Acceptance thresholds in this pack (nucleic acid yield and purity, RIN, viability, time to freezer) are illustrative examples only. Every biobank must verify and replace them with the criteria set in its own SOPs and study protocols.
Report sections
- Collection required
- Pre-analytical variables required
- Processing required
- Aliquots and storage required
- Deviations
Specimen types
- Whole blood, EDTA
- Plasma aliquot
- Serum aliquot
- Buffy coat
- Blood RNA tube
- Peripheral blood mononuclear cells
- Extracted DNA
- Extracted RNA
- Urine aliquot
- Saliva
- Snap-frozen tissue
- FFPE tissue block
- CSF aliquot
Words your team will see
- Reporter
- Biobank scientist
- Sender
- Study site
- Work item
- Submission
- Subject
- Donor
- Specimen
- Sample
- Output
- QC report
Good practice built in
- Pre-analytical data, including SPREC codes and processing times, captured as structured results rather than notes.
- Consent status on every submission, checked again at release.
- Processing and release targets measured in hours and days, so delays are visible.
- A full audit trail and versioned records of processing, QC, release and any deviation.
- Supports workflows that biobanks working to ISO 20387, and laboratories working to ISO 15189 or GCLP principles, need for provenance and chain of custody.
- Mandatory two-factor sign-in, encryption at rest and a full export of your data whenever you want it.
Questions labs ask
Is there a graphical freezer map?
Not yet. Storage positions are recorded as freezer, rack, box and position on each sample. A visual freezer and box view is planned.
Does VipLIMS meet 21 CFR Part 11?
VipLIMS has audit trails, named sign-off and two-factor sign-in, but it has not been validated for Part 11 use. Sponsors needing Part 11 compliance should assess it against their own requirements.
Can it monitor freezer temperatures?
No. Temperature monitoring stays with your alarm system. You can record excursions as deviations against affected samples.
Can donors be pseudonymised?
Yes. Record study and donor codes in place of names, and keep the key that links codes to people outside VipLIMS if your protocol requires it.
Try the research and biobank pack
Create your laboratory, choose this pack, load the sample cases and see how it fits your work. Free, with no card.