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lab inventory management tools

Discussions about chromatography data systems, LIMS, controllers, computer issues and related topics.

4 posts Page 1 of 1
hi,
i am looking for ways to manage(or databasing/tracking?) an HPLC lab resources, including instruments, hardwares, softwares/licenses, parts, consumables, glasswares, etc.
what i want is the ways/means/software to put them together so i can have a clear picture of the lab status in terms of those items at any time so we can assess our situation in terms of workload as well as maintenance issues. but chemicals/samples/barcoding is excluded( we don't need to track those)
i am really new to these so any advice will be appreciated, like, theory, principles, and practicla guidance... and software.
right now i am thinking to use MS access in terms of software to start but i know it would not be good enough and cover enough items.
thanks,
please reply to this message.
You can use MS Access to do this, but it does depend a bit on how much time you want to put into it. I track standards (neat powders only), major equipment, and pipettor calibration results for the division I'm in. Some of this is officially described in our SOPs, (like using the standards database to see if we have soon-to-expire standards) and some is just stuff we found convenient (checking equipment database to find out which room something is likely to be in come "Official Inventory" time). I use Outlook to set up reminders to query the databases in some cases (like standard expiration checks).

The biggest issue I have, and I suspect this will be independent of software, is keeping the databases current and accurate. For this reason, we use the databases as an aid in keeping to GLPs, but don't regard them (especially the electronic files) as GLP documents.

It helps if you limit who has write access to the databases, so that one or two people are responsible for them. Of course, you also have to have the cooperation of everyone in the lab and a mechanism for lab personnel to get changes into the database.
All standard disclaimers apply: This post reflects personal opinion only and not the policies of my employer.
thanks Mary!
your comments is really helpful, now i know at least how to start it on my own with Access.
can you tell me more on Access with Outlook query to send reminder, this sounds a pretty efficient way, or point me to resources/books/website, etc. to learn more?
and is there any software solution out there that provide a wider coverage or higher efficiency solutions?
i am new to this task, so please forgive me for any of my stupidity, shall I just pick up a MS access book to start the reading? or a better way?
thanks again for your help.
I don't actually have a direct link between Outlook and MS Access, though that might be possible. What we have is an SOP that says, among other things, the the standards database manager (me) will check the database twice a year (in June and December) for things like expired standards and whether the ones we buy from USP are still the Official lot. I set up a recurring task in Outlook for Dec and June 15 that reminds me to do this. I then actually initial a paper log with the paper copy of the standards records to indicate that I've done what the SOP says I should do. So far, our QAU seems happy.

As for learning Access, I did take a one-day course years ago to get started, but mostly I just learn by doing. I chose MS Access because it was software that was already part of the suite of software we all get. I'm sure I don't know half of what I could be doing with it.

One catch with Access though is that there is no "undo" button. Once you enter something in a record, whatever was there before disappears. That's why we had our IT staff limit who had write access to the shared folders that have the databases.
All standard disclaimers apply: This post reflects personal opinion only and not the policies of my employer.
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