Lab data is accurate, but lab processes can’t track evidence. Staff move samples around, analysts record data, and a supervisor or management approves findings. But if these processes are kept in separate spreadsheets, emails, or paper files, recreating the full history is very difficult.
The primary value of a LIMS to a forensic laboratory is helping staff track samples through their various stages, record all events that have occurred to a sample, and generate reports in a variety of formats as required. A good LIMS supports good laboratory practice by providing a clear audit trail of all events that have occurred to a sample.
What a LIMS Does
Laboratory software typically manages samples and the analyses performed on them. The data recorded during sample registration, test assignment, sample storage, results, and reviewer approval can be stored as identifiers linked to each other within the system.
In cases with multiple pieces of evidence (e.g., a victim’s clothes, shoes, hair, etc.), each needing different tests, samples, etc., the software would link them under one case number but maintain a separate history for each sample. This would ensure that any extracts, or further subsamples, made by analysts can be traced back to the original sample.
A general laboratory information management system, however, requires configuration to support a laboratory’s specific evidence workflows, external sample tracking, and specialised reports. Importantly, you must test how a LIMS handles real laboratory processes before buying the software to understand all the features it provides.
How Software Supports Chain of Custody
A laboratory information management system (LIMS) supports the Chain of Custody for evidence by logging all transfers and movement of samples between laboratory personnel. It records who has a sample at any time and where it is located.
For example, when a sealed package arrives at the lab, the appropriate person registers it, records it in full detail, and assigns it an ID number. The item is then placed in a storage location, and when the appropriate person removes it for analysis, the LIMS records the transfer. All subsequent work is associated with that sample.
Barcode scanning helps record events but does not confirm that the correct item was processed correctly or remained in good order. In a controlled environment, log events, but execute all steps in accordance with a defined process and procedure.
An audit trail logs changes made to data within a system. This could include changes to test results or case details, for example. This type of tracking needs to be managed the same way as Chain of Custody for evidence, with strict rules on changes and who can approve corrections.
Tracking Work from Intake to Review
Location tracking identifies where samples are stored, and workflow tracking identifies what actions need to be taken by whom. A well-configured LIMS will list all pending laboratory work and identify all cases that require review.
For example, a sample’s history, from intake to preparation to analysis to technical review, could be configured as a series of steps, each with required fields and approval settings. Thus, a sample could not proceed to completion if, for example, the required fields for the technical review stage had not been completed.
Also, the connection of a LIMS with existing systems (like balances, spectroscopes, and data acquisition systems) and the automation of already performed work steps must be tested carefully. For example, incorrect identifiers, mismatched units, or incomplete datasets could cause more errors than the automation was meant to prevent.
Turning Laboratory Records into Reports
A LIMS can create reports of data approved by laboratory staff. Reports typically use pre-set templates that include sample descriptions, specific examinations performed, results obtained from those examinations, and space for signatures of authorised individuals.
Consistency does not imply validity. Forensic laboratories must ensure that analysts complete reports correctly, include relevant information, and that laboratory results are suitable for use in court. Reports must pass through the appropriate approved persons in the laboratory for final authorisation.
A LIMS also produces management information that can be used to manage laboratories on a day-to-day basis. Such reports can illustrate case progress, track samples and workload, and highlight cases delayed at a particular stage of the laboratory. Use caution when interpreting these reports, as case complexity can vary. Turnaround time does not necessarily equal better laboratory performance.
The Training People Need to Use These Systems
Working effectively with a LIMS requires both subject knowledge and practical software training. Analysts need to understand what their records represent, which details affect interpretation, and why documentation must be complete. Administrators need to understand how system settings influence access, workflows, and data quality.
Education should match the role. Someone considering an online forensic science degree should review its lab components, scientific coursework, and alignment with the intended job requirements. Chemistry or biology degrees may support analytical roles, while computer science, information systems, or cybersecurity degrees can provide relevant foundations for integration, administration, and security responsibilities.
While no degree can fully replace hands-on training on a lab-specific LIMS platform and associated processes, employees would benefit from supervised hands-on practice in sample receiving, correcting sample records, managing sample exceptions, and handling sample-related problems. Additional training topics include the risks of using shared accounts, inappropriate access, and entering information after the fact.
Choosing Software That Fits the Laboratory
A useful evaluation for a laboratory includes a practical demonstration of processing an item of evidence through receipt, subdivision, reassignment, inspection, and release. This test case should include several exceptions to test the laboratory’s ability to handle complex and unusual cases when normal laboratory work does not.
Review SaaS delivery – access control, backup, uptime, ability to export data, and clear responsibilities for updates, incident handling, and recovery. The ability to continue working with evidence during an outage, and to retrieve all records if the laboratory changes LIMS providers.
The best LIMS implementation combines configured software, adequate procedures, and well-trained personnel. A LIMS makes evidence histories easy to reconstruct and coordinates laboratory work efficiently. However, maintaining reliable records depends on personnel accurately and consistently recording data throughout the evidence lifecycle, including handling exceptions and applying procedures.
