Development of a Secure Electronic Laboratory Sample and Report Management System

The laboratory faces the need to migrate from manual paperwork processes to a modern, automated, and secure electronic registry system. This transition aims to support certification requirements by a national accreditation body, enhance process efficiency, ensure data integrity, and facilitate audit readiness amidst complex scheduling and reporting needs.

A national energy company operating large-scale oil and fuel laboratories requiring automated, compliant, and secure sample and report management.

• Establish a comprehensive electronic registry for samples, reports, and calculations to replace existing paper-based documentation.
• Automate scheduling and tracking of laboratory tests to improve operational efficiency.
• Ensure system compliance with accreditation standards through secure and verifiable data management.
• Enable rapid transition to electronic record-keeping, maintaining dual registers temporarily during migration.
• Support continuous system upgrades and feature enhancements aligned with evolving laboratory and regulatory requirements.

• Automated sample registration and tracking system
• Test scheduling with customizable timings accounting for laboratory-specific workflows
• Secure digital storage for reports, calculations, and related documentation
• Generation of official reports and certificates using library integrations
• User authentication and permission management via directory services
• Compatibility with existing office productivity tools for report export and documentation
• Audit trail functionality for compliance and certification purposes
• Step-by-step, iterative customization using an Agile development approach

• Active Directory or similar for secure user authentication
• Office document generation libraries for report creation
• Existing laboratory scheduling tools (if applicable)

• System should support secure access with role-based permissions
• High availability with minimal downtime during operational hours
• Data integrity and auditability tracking changes over time
• Performance capable of handling concurrent login and data entry by multiple users
• Scalability to incorporate future features and increased data volume

The new electronic laboratory management system is expected to enable a seamless transition from manual to digital record-keeping within a short period, significantly reducing administrative overhead. Post-implementation, the laboratory aims to achieve certification by accreditation authorities, enhance testing efficiency, and provide reliable, audit-ready reports, driving compliance and operational excellence. Continuous development promises ongoing improvements aligned with evolving standards and user needs.