LabSafe by OlexSys is a modern Laboratory Management Software with safety and compliance at heart.
Designed specifically for institution-wide use within research laboratories, LabSafe is a web-based software system which provides for the electronic control, documentation and management of materials hazardous to health (COSHH).
Developed initially for the Chemistry Department at Durham University, LabSafe has been designed to maintain the chemical materials inventory and the required safety documentation, in combination with a controlled electronic request and authorisation process for ordering new materials.
'Experiment planning' is a tool that is in particular useful for experiments running overnight - the user can specify emergency contacts, what to do with the experiment in the case of an emergency and what central supplies (e.g. water, power) affect the experiment. This tool also is useful for the stock control since when running the experiment the chemical stock is updated.
For experiments that must be performed according to protocols - the online protocols can be used as an experiment template. This saves time on COSHH assessment and provides information on how the particular experiment should be executed. This tool is in particular useful for students or visitors to the laboratory.
This feature allows associating chemicals with particular categories and later create reports regarding the stock or stock take of these chemicals. In particular useful for submitting the scheduled chemicals return.
This tool helps with the analysis of any particular storage cabinet for incompatible materials. An essential tool for safety inspections in any laboratories.
Labsafe provides all the necessary tools to record the user safety training users have completed and to monitor and store research project progress.
Each active purchase is another way to populate the inventory. There are several reasons to use this module that include finer control to access to particular chemicals, expenditure reports and more.
Any purchase order progress follows from Submitted to Authorised then to Purchased and finally Delivered. Once the order is authorised there is a potential process of negotiating - it can be bounced for updating and resubmitted after the review. There email triggers on the order submission (require authorisation) and delivery (require collection). Also, if any of the purchased items either categorised or on the purchase watch list - people on the associated email lists are notified when the order is authorised.
If there is a local stores shop on site - it can also be included into the system to ensure that the financial reports are accurate. This module provides its own tools for stock control and stock level notifications.
The asset management can be linked with the purchasing module, but also can be as a standalone module. Besides any information about the purchase, the system can hold extra information about the assets - such as deprecation cost, cross-reference codes, serial number, model and other information . Assets also can have associated photographs, notes and any other documents.
The asset module provides comprehensive tools to perform auditing and internal laboratory inspections such as portable appliance testing (PAT) as well as to estimate the potential insurance costs.
As an example of the possible LIMS, Labsafe currently supports submission,
handling and deposition of crystallographic samples. The deposited structures
can be searched by cell parameters and volume as well by their metadata and a
selection of values in the deposited crystallographic files (CIF) such
as space group, Z prime values, instrument used for the data collection and
Reports regarding the number of submission and experiment status over a given period of time are readily available for departmental reporting and the key performance indicators assessment.
It is always a good idea to understand the basics of a new system.
Labsafe has two layouts - administrative and physical. The administrative layout consists of users, groups and departments; the physical layout displays the site, buildings, locations and storage cabinets.
Labsafe is a user role based system with some principle roles (like system administrator) and associative roles (like group leader, department administrator). The user roles are designed to compartmentalise data and to allocate the responsibility of administering departments, groups, building, and locations to particular users. This allows to avoid flooding the system administrator with requests to update group specific settings or to generate group related reports. Setting up the system also becomes much more streamlined.
The system can be installed in the cloud or on a local server and is compatible with most of the modern operating systems.
View of the user's home page with the available chemicals
View of a combined safety report
View of the chemical details, the particular section will be shown in detail next
View of the item information
View of the item safety information
View of the extra item information - order details and relocation's history
View the chemical transfer dialog
View of the storage list
View of the substructure search results