12 min readUpdated Jan 2026
Specimen Tracking Workflow Guide
Know where every sample is, always. Labs implementing barcode-based tracking reduce lost specimens by 90%+ while improving chain of custody documentation.
The Specimen Journey
1
Receipt & Accessioning — Initial barcode applied, specimen entered into LIMS, location recorded
2
Initial Storage — Placed in appropriate storage (refrigerator, freezer, ambient), location scanned
3
Retrieval for Testing — Pulled for analysis, scan confirms identity and updates location
4
Analyzer Processing — Loaded on instrument, barcode read confirms correct specimen-test match
5
Post-Testing Storage — Returned to retention storage, new location recorded
6
Disposal/Archive — Final disposition documented, chain of custody complete
Key Tracking Components
Unique Identification
Barcode or RFID that stays with specimen throughout lifecycle
Location Management
Defined storage locations (refrigerator, rack, position) in the system
Timeline Rules
Expected time between tracking points—alerts when exceeded
Real-Time Visibility
Dashboard showing all pending specimens by location and status
Common Problems & Solutions
Lost specimens
Require scan at every handoff point; alert when specimens don't move as expected
Wrong specimen tested
Barcode verification at analyzer loading; positive ID confirmation
Can't find stored samples
Mapped storage locations with scan-in/scan-out; physical location matches LIMS
Poor chain of custody
Every scan creates automatic timestamp and user attribution
Need Help with Specimen Tracking?
We help laboratories implement barcode-based tracking workflows, configure LIMS location management, and design alerts that catch problems early.
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