How to document?
The ancient way is paper-based. Every freezer box has its own spreadsheet with up to 100 lines.
The pro’s are the ease-of-use, the location of the list at the freezer and the time-saving when adding a sample by pen. As a drawback, it is limited to very low numbers of samples due to growing lack of clarity, you have no backup of those mostly handwritten documents, and the readability depends on the author.
A widely used digital way is Microsoft® Excel® based. You can use different tabs, search function, color codes, and save the file at different locations as backup.
Another step towards a fully functionable data base are software packages as Microsoft Access® or self-written data bases for sample management.
At the end of this journey, there are professional sample management data bases. These solutions are based on secured databases, access codes, audit trails, search functions, graphical interfaces, etc.
You can add additional information as MSDS or DNA sequence files to the digital sample. Sources of samples can be documented incl. the extraction methods/ protocols used.
Barcoded vessels can be scanned and the barcode is automatically transferred into the database. Barcode stickers can also be created, coding all necessary sample information.
Sample management can be easy…