Introduction: A LIMS (laboratory information management system) is an essential tool for many modern laboratories. Yet a LIMS is not always the best or most cost-effective solution. What alternatives are available, and what are their advantages and disadvantages? This article provides a comprehensive overview of common LIMS alternatives, with practical insights and recommendations from Konrad M. Wagner, managing director of Labordatenbank in Berlin.
Many larger companies use existing ERP systems such as SAP or Microsoft Dynamics to integrate laboratory processes. However, as Konrad M. Wagner explains, these systems are rarely ideal for a laboratory’s specific needs in practice: “An ERP system is often not designed for laboratory requirements. Laboratory-specific functions such as sample management or instrument calibration require costly, time-consuming adaptations.” Another problem is that these systems are often rolled out company-wide before the laboratory can use them. “The laboratory usually has little influence over the configuration, and its specific needs are often overlooked,” says Wagner.
Many laboratories still use older, custom-built LIMS developed specifically for their laboratory or industry. These systems were usually tailored precisely to the laboratory’s needs, but the future of updates and, especially, support is unclear; in some cases, support end dates have already been announced. For example, support for VUP LIMS will end in 2033. “Modern features such as digital signatures, interfaces or XRechnung are often missing, and retrofitting them is simply no longer possible,” explains Wagner. A particular concern is that legacy systems often do not meet current quality requirements such as ISO 17025. Wagner notes: “Audit trails and tamper-proof record keeping are often missing or only cover certain areas, making accreditation requirements harder to meet.”
Excel and Access databases are often seen as inexpensive, flexible LIMS alternatives. But as Wagner stresses, this flexibility can pose a security risk. “Excel does not provide effective protection against unintended changes, making it unsuitable for laboratories that need a high level of data security.” Access offers more structure, but it also has serious limitations: “Access is poorly suited to automating laboratory processes, and important quality assurance features such as audit trails are missing.” Project management software such as Trello or Jira is also sometimes repurposed, but lacks specialised laboratory functions. “This software is unsuitable for complex tasks such as sample tracking or instrument integration,” warns Wagner.
Alongside these standard solutions, unusual LIMS alternatives include communication tools such as Teams and Outlook, or simple folder structures on local servers. “These tools are good for task management, but not for managing laboratory processes,” Wagner explains. They also lack the safeguards needed for audits. “Without features such as audit trails or tamper-proof record keeping, meeting accreditation standards becomes almost impossible,” he adds.
Wagner stresses that a LIMS alternative may only make sense in very specific cases: “For highly specialised areas such as biobanking, there are tools that are simpler and less expensive than a full LIMS.” However, laboratories should carefully analyse their specific requirements before choosing an alternative. “It is important to ensure that the LIMS alternative actually covers most of your processes,” Wagner advises.
Laboratories choosing a LIMS alternative should consider several important points. Wagner recommends: “A good LIMS alternative should be as flexible as possible, particularly when presenting and maintaining individual documents such as test reports.” Protecting the investment is also important: “Make sure the system will be supported in the long term and does not need expensive upgrades to stay current.”
“The right preparation is essential,” explains Wagner. He recommends putting together a small team comprising laboratory management, the person responsible for quality management and an IT specialist. “Develop a clear picture of what the laboratory needs and test the systems thoroughly, particularly their configuration options,” Wagner continues. Only then can you make a well-founded decision.
Summary
LIMS alternatives can be a good solution for certain laboratories, but often lack the full functionality of a specialised LIMS. Many reach their limits in areas such as quality assurance, ISO 17025 and process automation. Konrad M. Wagner recommends keeping the laboratory’s individual requirements in mind and ensuring long-term support is available. Wagner and Labordatenbank offer free introductory and analysis consultations to help laboratories choose the best solution.
Skier / managing director
