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Unit 2- Assignment 3- P4
Management Information Systems in the Laboratory
Type of Data

Why it is kept

COSHH
records

The Control of Substances Hazardous
to Health Regulations 2002
...
It
states general requirements on
employers to protect people the
hazards of substances used at work
by risk assessment, control of
exposure, health surveillance and
incident planning
...

In any scientific workplace it is vital to
be able to safely store and then
retrieve scientific data generated by
that workplace and also data from
other sources (scientific literature,
for example)
...

To show what and how much waste is
produced and how it is disposed of
...

To know the level of training or
qualification of members of staff, and
to keep and maintain a record of
training required and completed
by staff
...
For monitoring staff
performance or for use in possible
disciplinary/grievance procedures
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Who should record it, have access and be
able to make changes
Stores technicians and whoever is
involved in ordering, storing and use of
the substances
...


Heads of department, deputies and those
involved in the schedules
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Heads of department, health and safety
officers and possibly others who have
special responsibilities
...


Head of department, quality officers and
those with special responsibility
...

Specification
levels

This could be the level at which the
organisation is allowed to work, for
example the danger levels of
microorganisms in use
...


Stock
records

To compare prices for materials or
equipment the laboratory has
bought
...

So that the employers and the staff
know what time they have to come to
work
...

To ensure that the equipment is
working properly
...
It is by law that the
equipment must be serviced
frequently
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This contains data on all of the
specimens that are being held within
the lab
...

So that they know when they have
carried out their experiments
...

To know when their equipment has
been calibrated
...

To ensure that a program operates
on clean, correct and useful data
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Updated by staff
...
It would be
distributed to staff by the secretary
...


Accessible by all staff
Entered by staff
...


Recorded by the person who carried it
out
...


Entered by the person who carried out
the calibration
...

Written by staff in the lab
...
Research papers are often stored in PDF
or word format
...

Scientific data like books and journals must be stored for research purposes
...

Scientific apparatus record can be stored on a computer program such as Excel and then accessed by
all those with the appropriate level of clearance
...
Regular stock takes and updating of records are required
...

Waste disposal records can be recorded on an electronic calendar
...
Stores technicians and those involved
in disposal and heads of department should have access to these records
...

Health and safety checks should be carried out through risk assessments
...
These should be uploaded by the health and safety manager or the person
who wrote the risk assessment
...
This is to ensure that there is a permanent record should there be
any problems in the future
...

Records of staff training and qualifications are stored on a computer
...
V
...
This data would be
sent to the laboratory either by the training provider or the employee
...

Quality assurance data would be collected by a senior member of staff and then input into a word
document
...
Head of department, quality
officers and those with special responsibility should have access to these records
...
Each workplace should have a structure which is followed by all staff
...
Archived files can be uploaded onto the computer
through scanning
...
Office support personnel will usually be responsible for recording
results, with access needed by clinical staff (in a clinical environment); report records in this setting
wouldn’t usually be subject to change by anyone
...
It would be updated by senior
staff
...
Firstly, so that you can compare previous
experimental results with a new set of data
...
Thirdly, you can gain accurate information about a particular
method, perhaps with a view to using it again or modifying it
...
Also you can monitor staff performance or for
use in possible disciplinary/grievance procedures
...

Security and confidentiality for these records are very important
...
Therefore, information needs to be stored safely, it must be
securely kept with only authorised people able to access it and it must also be accurate
...
I am writing to
explain how keeping data and records in a LIMS is very beneficial to this laboratory, and why you
should provide the funding to purchase and run this system
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However I now
believe that it is time to update our system
...

Firstly, many laboratories have bought a Laboratory Information Management System (LIMS), which
allows the laboratory to input data in the form they need
...
LIMS can store
graphical documentation as well as text and can process the data to produce relevant information
...

Secondly, the amount of space required is much smaller when compared to that of filing cabinets,
which can be accessed from a number of sites
...
This means that the use of computers saves time and money as well as removing the risk of the
files getting lost
...
Also, records can be updated quickly and there is less chance of technical staff using
out of date information
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This ensures quick processing
...
It can also monitor stock levels to ensure
that the laboratory is able to plan ahead and complete work more quickly
...
Different users have
access only to the records they need for their individual work tasks
...
Also, a good system can ensure that the laboratory will meet the standards
that are expected of their work
...

Yours faithfully
Aaron Gardra



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