Collaboration of multiple laboratory locations through LIMS

Centralisation of processes, data consistency, and quality control within distributed structures

The multi-site laboratory model is no longer an exception — it has become a standard in modern organisations. Networks of environmental laboratories, quality control units in the food, pharmaceutical, chemical industries, as well as diagnostic laboratories, very often carry out their processes in parallel across several, or even a dozen, field locations. This model enables coverage of a larger area, reduces sample transport time, and allows better adaptation to customer needs. At the same time, it generates significant challenges in the areas of quality, data integrity, process management, and compliance with standards and regulatory requirements.

Logistics is a major issue in the operation of distributed laboratory networks: distributing samples to the appropriate branches responsible for specific analyses, handling subcontractors, splitting and preparing samples, collecting them in proper containers, and stabilising them with specific reagents so that parameters do not change over time. In a multi-site model, each of these elements must be carried out consistently and reproducibly across all units, because even minor differences in process organisation may lead to discrepancies in result quality and loss of control over the entire analytical chain. In practice, the primary challenge for distributed laboratories is the lack of full consistency between locations. Differences in sample registration methods, local work procedures, varying report formats, separate databases, and often also manual work tools cause the organisation to lose oversight of its overall processes.

Data cease to be comparable, quality supervision becomes weakened, and audit preparation becomes time-consuming and highly exposed to the risk of non-conformities. This is precisely where a LIMS system serves as a tool that centralises and organises the entire laboratory operation. Centralisation of data within a single LIMS system means that all locations operate based on one shared, overarching information repository. This includes sample data, test results, analytical methods, quality documentation, equipment information, reagent consumption, and staff competencies. Such a model eliminates the problem of local data versions, discrepancies in parameter naming, or manual merging of reports. 

Additionally, access to uniform and up-to-date operational data enables better planning of laboratory work across the entire network. The organisation gains insight into the number of tests performed, reagent consumption, and workload across individual locations, which allows for informed decisions regarding equipment selection, the scope of analyses carried out in-house, and those outsourced to subcontractors. Managing a network of laboratories stops relying on estimates and begins to be based on real data.

In the context of standards such as ISO/IEC 17025 or ISO 9001, a central LIMS enables the practical implementation of process traceability. Every operation performed in any location is automatically recorded along with information on the time, user, applied method, and equipment used. As a result, it becomes possible to fully reconstruct the history of each sample and the entire analytical process, which is crucial during internal and external audits.

The LIMS system also plays an important role in maintaining data integrity in accordance with ALCOA+ principles. Data are assigned to specific users, recorded in real time, stored in their original form, complete, consistent, and accessible throughout the entire retention period. In a distributed environment, where data are generated simultaneously in multiple places, fulfilling these principles consistently is practically impossible without a centralised system.

One of the key areas in which LIMS provides the greatest operational value is sample management across multiple locations. Samples often move between units: they are collected in one place, prepared in another, and analysed in yet another laboratory. Without a central tracking system, it is easy to lose information on the sample’s current status, location, or processing history. LIMS ensures full traceability of the sample from registration to the archiving of results, regardless of the number of locations involved in the process.

An equally important aspect in multi-site laboratory environments is the consistency of operational procedures. In structures operating on accredited testing methods, the fundamental methodological assumptions are defined by applicable standards (e.g., ISO), which in practice limits the possibility of using entirely different methods in individual locations.

At the same time, in operational practice, local differences may arise in how methods are interpreted, in their detailed descriptions, variants of execution, the way results are documented, or in conducting analyses outside the scope of accreditation — especially in international environments or in the case of non-standard testing. These discrepancies, although formally compliant with standards, may affect the comparability of results and the consistency of reporting across the entire organisation.

The LIMS system enables central management of operational procedures, including versioning, approval, and distribution to all locations. The system can enforce work exclusively on currently approved document versions and provide full control over the context in which a given method or its variant was applied. As a result, the risk of ambiguities, interpretational discrepancies, and non-conformities in processes carried out within a distributed laboratory network is significantly reduced.

A central system also plays an important role in managing personnel and competencies. Each location employs different teams, often with varying levels of experience. LIMS allows assigning users specific roles, permissions, and responsibilities. It is also possible to maintain a register of trainings, authorisations, and competencies, which directly contributes to meeting the requirements of quality standards and occupational safety.

In the context of managerial oversight, LIMS enables the generation of consistent reports covering the entire laboratory network. The organisation’s leadership gains access to data concerning workload across locations, timeliness of analyses, number of non-conformities, work efficiency, and equipment utilisation. This reporting model enables real process management at the organisation-wide level rather than solely at the level of individual units.

The LIMS system also provides significant support in preparation for external and internal audits as well as regulatory inspections. All data, records, procedures, and operation histories are available in one place, which greatly reduces the time required to prepare documentation and minimises the risk of formal errors. For multi-site organisations, this is particularly important, as audits often include several units simultaneously.

The aspect of IT security cannot be overlooked either. Centralising data within one system enables the implementation of uniform security policies, access control, encrypted communication, and systematic backups. In a distributed environment where data are sensitive in nature, this is a crucial element from the perspective of business continuity and information protection.

Finally, LIMS supports organisational growth by enabling the safe scaling of operations. New locations can be quickly integrated into the existing structure without the need to build everything from scratch. As a result, the expansion of the laboratory network does not lead to a decline in quality or loss of process control - it proceeds in an orderly and predictable manner.

Summary

• LIMS enables the centralisation of data from all laboratories within an organisation

• It ensures consistent procedures and uniform work standards

• It guarantees full traceability of samples between locations

• It supports data integrity in line with ALCOA+ principles

• It facilitates meeting ISO 17025 and ISO 9001 requirements

• It enables effective managerial oversight and organisation-wide reporting

• It supports the management of personnel, competencies, and responsibilities

• It shortens the time required for audit preparation and regulatory inspections

• It increases the level of IT security

• It enables safe scaling of the laboratory structure

FAQ

Can one LIMS system support a dozen laboratories simultaneously?

Yes, modern LIMS systems such as Thermo Scientific™ SampleManager LIMS™ are designed for multi-site environments and can support many units within a single instance.

Do all locations have to operate identically?

No, it is possible to maintain local differences while still ensuring consistent quality frameworks and central oversight.

How does LIMS support compliance with ISO 17025?

The system provides full data traceability, document control, oversight of personnel competencies, and an audit trail of all operations. For example, the Thermo Scientific™ SampleManager LIMS™ system was developed with all ISO 17025 requirements in mind from the very beginning.

Does data centralisation increase the risk of data loss?

With proper security architecture, centralisation increases control over data and improves its protection.

What does multi-site LIMS implementation look like?

It is most often carried out in stages by gradually onboarding additional laboratories into the shared system.

Is it possible to generate consolidated reports for the entire organisation?

Yes, LIMS allows the creation of reports covering all locations using uniform criteria.

How does LIMS affect audit preparation?

It significantly shortens preparation time thanks to central access to complete documentation and full operation history