An inventory system is only as good as the traceability it provides. For reference materials, traceability means being able to connect any vial on the shelf back to its documentation and its history.
Record at intake
When a shipment arrives, log the compound, lot number, quantity, arrival date and the location of the stored COA. This single entry becomes the anchor for everything that follows.
Track state changes
- Reconstitution: date, diluent, volume, resulting concentration.
- Aliquoting: number of aliquots and their storage location.
- Consumption: what was used and when.
Keep COAs linked
Store or link the Certificate of Analysis to the inventory record so any user can verify identity and purity without hunting for paperwork.
Review periodically
Schedule a regular check for materials approaching the end of their usable window so nothing is quietly used past its reliable life.
Research use only.