Scientific data storage: How are computers involved in the following? COSHH records; scientific data; scientific apparatus records; waste disposal records; Health and safety checks; training records; quality assurance data; report records; specification levels; sample throughput and management; Security, Data Protection Act

COSHH Records

Control of Substances Hazardous to Health, a record must be kept of any substances stored in the laboratory and how the chemical can be hazardous to health. Also a record of any incidents that involved chemicals causing harm to staff. COSHH records are available online from the COSHH website. Chemicals that are hazardous to health are firstly identified. The procedures for storing and handling the chemicals are shown to staff and then stored on a LIMS.

Scientific Data

Scientific data can be stored electronically or in paper form Scientific data can be stored electronically or in paper form. Research papers are often stored in PDF or word format. It is important to store any scientific data from a laboratory so that it can be accessed easily in the future and so that there is always a record of what has been done in the lab. Scientific data like books and journals must be stored for research purposes.

Scientific Apparatus Records

This can be stored on a computer program such as Excel and then accessed by all those with the appropriate level of clearance (password protected). These records can then be used to create charts and graphs. Regular stock takes and updating of records are required. The number of scientific apparatus and stock must be kept in record as the lab could report theft if there is a decreased number of apparatus/stock. Breakage of apparatus/stock must be recorded as a decreased number of apparatus/stock will mean the lab will need to order new apparatus/stock. It also allows you to work out when to order new stock.

Waste Disposal Records

An electronic calendar can be used to check when the waste disposal happened. The following information should be recorded; when the waste was disposed, who disposed of it, how disposal was done. It must be updated by the appropriate staff regularly. As the information is stored, it allows companies to check that the disposal has been carried out correctly. This is important because waste may be hazardous.

Health and Safety Checks

Risk assessments should be carried out whenever necessary e. g Risk assessments should be carried out whenever necessary e.g. new chemical, new experiment, new location etc. This is to ensure the safety of workers. The assessments should be stored on computers following an agreed structure. These should be uploaded by the health and safety manager or the person who wrote the risk assessment. If any accidents occur, they must be logged in an accident log either on a computer or in a log book. This is to ensure that there is a permanent record should there be any problems in the future.

Training Records

Records of staff training and qualifications are stored on a computer Records of staff training and qualifications are stored on a computer. They may also have paper copies of people’s C.V.s and certificates that they have gained through training. This data would be sent to the laboratory either by the training provider or the employee. It would be given to human resources who would then store the information. It is important that records are kept because training may need to be updated.

Quality Assurance Data

This is carried out to show the quality of work that is being carried out in the laboratories. This helps to ensure that a high level of work is being maintained in the work place. This information would be collected by a senior member of staff and then input into a word document. This information is also often entered into spread sheets so that comparisons can be made over different time periods or between different staff members.

Report Records

Records of an investigation that have been carried out would first be presented in a Word document. Each workplace should have a structure which is followed by all staff. This will then be saved onto the intranet or internal system. Archived files (old files that were written on paper) can be uploaded onto the computer through scanning. Records will be saved with an appropriate name that gives a clear indication of what the investigation entailed. Computer records take up less space than paper and it is easy to locate the relevant file using search tools. Information on past experiments could be useful as it may help with the method.

Specification Levels

This controls the quality and quantity of data found in a lab by giving specifying rules on what is expected of the scientists working in a laboratory and the work that can be carried out in the laboratory. This may include guidelines for the production of reports for example. It will also detail the grade of micro-organisms or chemicals that can be used. This would be stored on the intranet in the work place and would be accessible all staff so that they are aware of the guidelines that they must follow (safety and efficiency). It would be updated by senior staff.

Sample Through-Put and Management

This is a record of specimen details, this would contain details of the arrival of the specimen into the lab, what is going to be done with it, when the work with it is complete. This information would be stored on a database e.g. Access. Every sample in the laboratory should have something on it so that it can be easily identified e.g bar code. This can then be used to quickly locate the information related to it in the database. The data is kept to aid the efficiency and effectiveness of the workplace.

Security and Data Protection Act.

This includes a record of the security within the lab e. g This includes a record of the security within the lab e.g. passwords, CCTV and lock combinations, and is usually stored on the computer . This also includes the protection of personal information on staff e.g. address, bank details etc. This data would initially be entered by HR and will only be accessed by HR when necessary, it will not be released to anyone else. This information would be stored on a computer and a limited number of people would have access to it (often only 1 or 2). The information would be under a high level of security to ensure that it cannot be accessed by unauthorised people. This ensures the safety of staff as well as their work.

Work Place Records Stock records Work schedules Servicing dates Laboratory test data Specimen records Calibration records Standard Operating Procedures

Stock Records

Similar to apparatus records Similar to apparatus records. They can be stored on Excel which would then indicate when a certain material is running low or needs to be replaced. Stock records are made by manually counting all the chemicals in the labs possession and what chemicals are in use, when deliveries are made it has to be noted down especially when they arrive. Stock records are important because they ensure that materials do not run out and limit the risk of over-ordering. This data should be regularly updated by staff when they have used a material.

Work Schedules

Contains data on what work is being carried out and by which member of staff, when and where in the lab. This could either be produced as a word document or a spreadsheet. This information could be sent in an email or uploaded to the intranet depending on how regularly they are updated. This would normally be completed by senior management and be distributed to staff by the secretary if email was being used.

Servicing Dates

Much of the equipment in the laboratory needs to be regularly serviced to check that it is functioning correctly and safely e.g. fume cupboard. The dates of previous services and next service dates for this would be stored on a database that could be linked to a word document to ensure that letters are sent to the servicing companies at the correct time. This would be stored by the manager due to the importance of the task. It ensures that equipment is regularly serviced and is functioning correctly.

Laboratory Test Data and Test Records.

Laboratory test data is data relating to experiments such as the progress, which chemicals are being used and the results This would first be written in a lab book and then transferred onto a word document and saved onto the Intranet. This data is kept on record for future evaluation purposes. Test records are records of what tests were carried out, by whom and when it was carried out. These are often stored as Excel. This makes the data easy to search. This data is usually accessible to all staff.

Specimen Records

This contains data on all of the specimens that are being held within the lab. The following information would be included; what the specimen is, when it entered the lab, what is to be done with it, who last used it, where it is being stored. This information is stored on Excel due to the large amount of data that is present. This information will initially be entered by staff in stores but will be updated when somebody has worked with the specimen.

Calibration Records

Each piece of equipment in the laboratory which requires calibration will have an associated record. This record will detail the dates on which it has been calibrated, the result of the calibration and the name of the individual who carried out the calibration. This information will be entered by the person that carried out the calibration into a spreadsheet which is updated whenever necessary. Calibration records help maintain the accuracy of equipment in the laboratory. This ensures that results are accurate.

Standard Operating Procedures

SOPs for all of the procedures that are carried out in the laboratory will be stored on the intranet as a word document. Each SOP will be saved on the intranet with an appropriate name to aid its location. SOPs will be written by staff in the laboratory that are most knowledgeable with regard to that procedure. SOPs are accessible by all staff in the laboratory to ensure that staff are fully aware of the procedures that need to be followed when carrying out an activity.

ICT (LIMS)

All the data and information gained from the laboratory is stored on a LIMS. Data and information are stored on a LIMS to ensure the safe keeping of data and so it can be quickly accessed and presented. They do not take up very much space Most people are computer literate now