A sample's value is only as good as its history. OnLIMS gives every sample a continuous, defensible record — from the moment it is logged in the field to the moment its certificate is published — so traceability is never reconstructed after the fact.
Custody you can prove
- Barcode chain of custody Each sample carries its identity from field collection through analysis to the final certificate.
- State-machine workflow Pending → Ready → Approved → Published makes the current stage unambiguous and enforces review before release.
- Colour-coded status Job, sample and validation state are shown in real time — an instant visual read of the whole queue.
- Audit on every change System and data audit tables record who changed what, when, with the original and new values.
Chain of custody, end to end
Custody in OnLIMS is not a single feature — it is the whole arc of a sample, from the label that is printed at login to the certificate that leaves the laboratory. Every hand-off along the way is recorded, so the history is built as work happens rather than reconstructed later.
- Barcode sample login Samples are registered as part of a job — whether a routine stream or a one-off batch — and labels are printed and scanned through BarcodeServer, so each container carries a verifiable identity from the first touch.
- Preparation and analysis states As work progresses, the sample moves through the OnLAB lifecycle — Pending → Ready → Approved → Published — with results captured directly from instruments. OnWSH and OnLIMS read 150+ instruments integrated via serial (RS232) plus 25+ via file import, so analytical values land against the right sample without re-keying.
- Locked, audited results On publish, the result is locked under supervisor control. The field-level audit trail keeps the old value, the new value, the user and the timestamp for every change, alongside system and login audit logs — so you can always show who did what, and when.
- Certificate of Analysis Approved data flows into an automated Certificate of Analysis, and the same figures export to CSV, TXT, XLSX or XML — or into an ERP by file or ODBC — without a separate transcription step.
Clients see the same chain from the outside in. Through the LabData read-only portal they can view results, build crosstab views and export data — and the analysis requests they submit are pulled straight into the lab as jobs, so the request that starts the custody chain is the same record the laboratory works from.
A self-service window for clients
With the LabData portal, your laboratory's clients can monitor the progress of their samples and download published results on their own — and even submit analysis requests directly. That removes a round of phone calls and, crucially, a round of manual transcription, cutting errors at the point where requests enter the system.
Related: ISO 17025 LIMS · Mining LIMS
Frequently asked questions
How does OnLIMS track chain of custody?
Each sample is tracked with barcode support from field collection through analysis to the final certificate, with a state-machine workflow and audit logging at every step.
Can clients see their own samples?
Yes. The LabData portal lets clients monitor sample progress, download published results, and submit analysis requests directly, reducing transcription errors.
What happens when a result is published?
The record moves to the Published state and is locked under supervisor control. Any later change is captured in the field-level audit trail, recording the old value, the new value, the user and the timestamp.
Is the full history kept for each sample?
Yes. System and data audit tables retain the original value, new value, user and timestamp for changes, alongside the sample's status history.