The Ultimate Guide to Laboratory Inventory Management

Download your free copy of 'The Ultimate Guide to Laboratory Inventory Management' now to get instant access and save it for later!

The backbone of any robust laboratory lies in its inventory management. The efficacy of your inventory management determines not only the strength of your lab but also the validity, repeatability, and value of your experiments. A well-managed inventory system is crucial for the seamless operation of resources, ensuring that researchers are well-equipped with the necessary tools to conduct their work swiftly, accurately, and effectively.

The backbone of any robust laboratory lies in its inventory management. The efficacy of your inventory management determines not only the strength of your lab but also the validity, repeatability, and value of your experiments. A well-managed inventory system is crucial for the seamless operation of resources, ensuring that researchers are well-equipped with the necessary tools to conduct their work swiftly, accurately, and effectively.

A laboratory without a solid inventory management framework is susceptible to a host of setbacks including operational delays, increased error margins, and inflated costs due to resource mismanagement.

This comprehensive guide is your manual for navigating the complexities of inventory-related challenges. It's designed to steer you clear of the pitfalls that lead to significant delays, errors, and wastage in your lab. From gaining insights into different inventory management systems to mastering the nuances of procurement, stock reception, and waste management, consider this guide your encyclopaedic resource from A to Z on mastering laboratory inventory management.

Understanding Laboratory Inventory Management

Think of laboratory inventory management as the heartbeat of your lab. It encompasses materials, equipment, and reagents needed for experiments: chemicals, solvents, glassware, plastic ware, and consumables like pipette tips and gloves— basically everything except the walls, windows, doors, and benches. 

Researchers rely on these items day in and day out. So, keeping a well-stocked inventory is crucial, especially for consumables. Imagine the frustration of waiting for reagents or equipment repairs—downtime that slows down progress. Downtime due to lack of inventory is a sign of major management error, but this can be mitigated with good inventory management. 

Common challenges in managing laboratory inventory

• Delays from lack of stock or expired stock
• Wastage
• Inaccurate test results
• Lack of reproducibility

Benefits of laboratory inventory management

• Boost research efficiency, accuracy and reproducibility 
• Compliance and safety adherence 
• Use yesterday's numbers to justify future expenditure 
• Elevated safety

Research Efficiency, Accuracy, as well as Reproducibility

Good management of your lab inventory is more than about the amount of items in stock and whether products are in date or not. An organised lab is a more efficient lab. If items are labelled and stored in the correct place, you can locate them in a matter of seconds. Now imagine a disorganised stock cupboard/fridge - having to look at a dozen bottles before finding the right one and when you go to open the bottle it is running on empty or out of date. A logistical nightmare, frustrating and an ineffective use of time. If every item has an allocated place, and inventory management is in place, labs stay tidier. A tidier lab leads to a reduced likelihood of spillages from knocked-over items helping preserve the safety of the lab. 

As a result, having accurate and up-to-date laboratory inventory records is essential for monitoring inventory levels, identifying when to record items and preventing stockouts. Moreover, proper inventory management can save time, money, and resources while enhancing productivity and ensuring researchers have the necessary resources to carry out their work.

Without a good laboratory inventory management system in place, you run the risk of delays in completing experiments, waste resources and an overall decrease in productivity. Inadequate inventory management can result in delays in completing experiments, wasted resources and decreased productivity. Additionally, a well-maintained inventory system helps prevent inventory loss or theft, which is often costly for a laboratory.

Moreover, a well-organised inventory management system can help identify supplies and equipment that are no longer required and are either sold or donated.

Relationships

Further issues arise from damaged relationships when laboratory materials and equipment are insufficient. That is why you need to source your equipment and reagents from accredited and trusted suppliers such as Atom Scientific. Having a reliable supplier is key to a strong inventory management system. No matter how well-organised your stock is, how many times you perform audits and how accurate your supply orders are, if your supplier is inconsistent with deliveries you may run into problems. Or if you have delayed payments, this will delay shipments of products.

Compliance & Safety

The reality of expired or incorrectly stored items can cost far more than just time and money. It can cost your laboratory your regulatory status, creating the need for reapplication. More work and more upset. This is a major issue for you and fellow researchers as it would render results that are unusable when it comes to future publication since they would be deemed unreliable and, at the same time, lack reproducibility. 

The greatest cost to your lab brought about by poor laboratory inventory management is jeopardising the health and safety of yourself and your colleagues. For example, picric acid becomes explosive once it expires. Some chemicals can form salts or other precipitates over time, like diethyl ether. Diethyl ether and similar chemicals can form dangerous peroxides over years that can be exposed on contact if disturbed. 

Laboratories can house dangerous chemicals and equipment, making laboratory inventory management all the more important. Laboratory inventory check-ins/check-outs help ensure hazardous substances and regulated materials in their labs are properly managed upon departure.

Complexities of lab inventory management

However, maintaining a lab inventory can be challenging due to the large number of items, the frequent use and movement of equipment, and the varying lifecycles of different items. Furthermore, some materials have specific storage requirements, which, if not followed, can lead to degradation or spoilage.

Therefore, lab managers and technicians must implement a comprehensive inventory management system that includes accurate record-keeping, regular stock-taking and appropriate storage and labelling of items. They must also emphasise the safely established protocols for handling and disposing of chemicals and hazardous materials.

Setting up your Laboratory Inventory Management System

When setting up your laboratory inventory management system, it’s essential to consider various factors such as budget, personal preferences, and the extent of your inventory. The aim is to enhance efficiency, either through manual inputs or more sophisticated methods.

Manual inputs

Spreadsheets are a common starting point due to their familiarity and cost-effectiveness. However, they require manual data entry, which can be time-consuming and prone to errors. Whilst they’re widely accessible, the disadvantages of manual systems, particularly in an automated world, are significant. Errors in data entry can disrupt the entire functionality of the spreadsheet, and standard spreadsheets cannot show connections between inventory items and their related experiments or projects.

Lab Inventory Management Systems

Specialised systems have been developed to assist researchers by minimising time spent on inventory tasks. These systems automate various aspects of inventory management, reducing human error and often featuring user-friendly interfaces that ease the onboarding of new team members. They may include labelling and barcoding, and can often be integrated with online ordering systems to streamline restocking processes.

Although automated systems are appealing, they come with costs and may not cover all inventory tracking needs, such as tracing materials from source lots to experiments and projects. 

For those seeking an efficient inventory management system that complements other software, consider solutions that offer APIs or integration with tools like electronic lab notebooks (ELNs) or laboratory information management systems (LIMS).

Electric lab notebooks with built-in lab inventory management

ELNs with built-in inventory management features allow direct association of reagents and materials with protocols and experiments. This integration can facilitate the automation of stock management, with the ELN deducting used reagents from inventory and alerting when stock levels are low. While ELNs do incur costs, they often serve as the primary data management system for labs, fulfilling various compliance standards, and potentially making the added inventory management functionality a cost-effective option.

This is just an overview of what inventory management systems you can implement in your lab to boost efficiencies, however, there are plenty of other practices and quick tips and tricks you can use to achieve a positive outcome. 

Storage and Organisation

As the adage goes, clear space, clear mind. The same is true of a laboratory. Proper organisation of lab stockrooms, refrigerators, and freezers is essential for efficient access to reagents and consumables, preventing shortages and unnecessary expenses. Consider these organisational strategies:

• Categorised Reagent Locations: Assign specific, labelled areas for different reagent types i.e chemicals, glassware, electronics, scales
• Expiry Date Prioritisation: Arrange reagents by expiration date to use older stock first.
• Usage-Based Arrangement: Store less frequently used items on less accessible shelves.
• Expired Item Removal: Regularly dispose of outdated and unused reagents.
• Uniform Labelling: Implement a standardised labelling system for all reagents.
• Reagent Aliquoting: Divide stock reagents into smaller, usable portions.
• Inventory Tracking: Maintain a current lab inventory spreadsheet.
• Freezer Maintenance: Defrost freezers periodically to ensure proper functioning.

Equipment organisation is equally important, encompassing lab benches, biosafety cabinets, and fume hoods. Here are some tips to optimise your workspace:

• Dominant Hand Accessibility: Position pipettes, tip boxes, and waste bins on your dominant side for ease of use.
• Daily Use Positioning: Keep frequently used solutions within arm’s reach on your non-dominant side.
• Peripheral Storage: Store seldom-used items on the outskirts of your workspace.
• Supplies Designation: Allocate specific places for common supplies like markers and calculators.
• Clutter Reduction: Eliminate unnecessary items from your work area.
• Notebook Placement: Keep research notebooks outside the central work zone to prevent interference.

Inventory Usage and Tracking

Effective inventory usage and tracking are pivotal in laboratory inventory management. It ensures that the lab is stocked with the necessary items without over-purchasing, which can lead to spoilage or obsolescence, resulting in waste and financial loss.

By monitoring inventory, you can prevent unnecessary waste and optimise spending. Inventory tracking informs procurement decisions, enabling accurate forecasting of item usage for upcoming experiments.

The initial step in managing laboratory inventory is to compile a comprehensive list of all equipment, supplies, and chemicals. This inventory list is instrumental in identifying what is essential, what is surplus, and any expired stock that could pose a risk or consume valuable space. It's a proactive approach to maintaining an efficient and safe laboratory environment.

Maintenance and Quality Control

Laboratory inventory management, especially automated systems that allow real-time inventory management helps labs maintain compliance with regulatory requirements. In the UK, any test facility that conducts, or intends to conduct, regulatory studies must comply with good laboratory practice (GP).

Inventory Audits and Reporting

Effective laboratory inventory management relies on well-executed inventory audits. These audits contribute to an organised, efficient, and compliant laboratory environment.

Begin by defining the scope of your audit. Consider which facilities, equipment, chemicals, and other assets should be included and identify all applicable compliance regulations.

 For each item, record the following details:

•  Location
•  Condition
•  Make and model
•  Relevant dates (e.g., acquisition)
•  Brief asset description

Data Entry and Labelling:

• Enter this information into your database.
• Tag equipment with concise labels containing essential data (e.g., name, ID number, acquisition date, safety information).
• Consider using a colour-coding system to differentiate ownership, health and safety classifications, and lab zones/work areas.

Chemical Inventory:

• Inventory all chemicals, considering the following information (but not limited to):
• Estimated volumes
• Storage locations
• Expiration dates
• Supplier/manufacturer details

Identify Gaps and Trends:

• Analyse asset usage patterns and compare them with the inventory.
• Identify gaps, missing items, outdated equipment, and duplicate chemicals. This analysis may take time but it is crucial.

Equipment Assessment:

• Evaluate the condition and performance of equipment.
• Flag items needing maintenance, repair, upgrades, or safe decommissioning.
• Visually inspect for damage or defects.

Chemical Management:

• Evaluate usage data and expiration dates across multiple inventory audits.
• Minimise unnecessary hazardous chemical storage and disposal to mitigate environmental impact

Inventory Procurement and Receiving

Effective inventory procurement is crucial for smooth lab operations. Without the right equipment and reagents, experiments can not be completed. Based on your inventory audit, consider initiating procurement for items running low or outdated, especially if they are anticipated to be needed.

Automation tools are increasingly prevalent in labs, enhancing efficiency and minimising bottlenecks associated with under- or overstocking. These automated systems capture more data, leading to greater accuracy—as long as you interpret it promptly during procurement.

Transparency is a common theme across labs, both internally and externally. Poor laboratory inventory management can lead to overspending, transparent practices allow multiple stakeholders to review results and expedite or put purchasing decisions on hold.

Waste Management and Disposal

Within laboratory inventory management, safe waste disposal plays a critical role. Laboratory waste, inherently hazardous, is categorised according to regulations. Establishing a well-designed waste management system is essential. Proper waste labelling during production is crucial, along with safe containment, appropriate packaging, and correct transportation using designated containers. Pre-treatment, when needed, and final disposal methods ensure safety and compliance.

Leveraging Technology for Inventory Management

Laboratories drive breakthrough discoveries, and harnessing cutting-edge technology can significantly support researchers in their quest. We have already touched on what automation software exists above, so here's how technology, particularly the Internet of Things (IoT) and AI, are transforming lab operations:

• IoT is reshaping day-to-day lab activities, enhancing process efficiency, and is poised to replace outdated systems.
• Researchers can invest more time in progressive research as IoT streamlines tasks.
• Key benefits of IoT in labs include improved interconnectivity, interoperability, and robust data collection and analysis.
• Continuous monitoring of lab conditions (e.g., temperature) and automated inventory management are IoT strengths.
• It aids in stock tracking, equipment maintenance, and compliance with operational and regulatory requirements, especially for chemical/reagent inventories.

Smart Inventory Management:

• IoT-equipped labs provide inventory overviews and active supply tracking.
• Researchers receive timely notifications when supplies run low.
• Automated stock replenishment and digital records ensure a comprehensive view of inventory.

Mitigating Human Error:

• Traditional labs are susceptible to human error, which can have severe consequences.
• Inadequate automation levels lead to lost valuable information and project-disrupting bottlenecks.
• IoT minimises such risks by maintaining accurate records and reducing manual handling.

Optimised Equipment Maintenance:

• Regular maintenance is critical for lab devices and equipment.
• IoT sensors offer insights into equipment conditions.
• Staff can track frequently used devices, optimise maintenance schedules, and prevent unexpected breakdowns.

Conclusion

In summary, effective laboratory inventory management extends beyond mere materials and equipment—it underpins smooth operations, safety, and compliance. It distinguishes thriving laboratories from declining ones. Proper waste disposal, streamlined procurement, and technology utilisation are pivotal.

At Atom Scientific, we are committed to supporting your scientific endeavours. We provide timely supplies and serve as your trusted advisor in all matters related to general science. An organised and efficient inventory remains essential. 

If you’re ready to find out more about how Atom Scientific can support your inventory management, stock maintenance and wider laboratory, speak to one of our experts today. 

Download your copy of 'The Ultimate Guide to Laboratory Inventory Management' for future reference.