How to Select the Right Biospecimen Label Provider for Your Lab?

As a lab manager or director, you understand the importance of accurate and reliable biospecimen labeling. The right labeling solution can help you ensure data integrity, regulatory compliance, and smooth and efficient lab operations. However, with so many different label providers to choose from, it can be difficult to know where to start.

After reading this article, you will be able to make an informed decision about choosing the perfect biospecimen label provider that aligns with your lab's requirements.

The following are some key factors to consider when choosing the right biospecimen label provider:

1. Give primary importance to industry experience and expertise

When evaluating label providers, industry experience should be at the top of your checklist. It’s vital to choose a partner who understands the specific challenges and regulations that laboratories like yours face. For instance, if you manage a biobank or clinical lab, work with a provider with extensive experience working with other biobanks or clinical labs. Such a provider will be familiar with your lab’s unique labeling needs and will be better equipped to offer the best possible solutions.

2. Choose a provider that offers a comprehensive range of biospecimen labeling products and solutions

In any lab, you’re likely dealing with a variety of sample containers — tubes, cryovials, cryo-boxes, freezer racks, microscope slides, PCR tubes, and microplates, to name a few.

Each container requires labels that can withstand different storage and use conditions, from room temperature to cryogenic environments, liquid nitrogen, mechanical freezers, or exposure to harsh chemicals.

A reliable labeling solution provider should be able to offer a broad selection of labels suitable for different:

• Sample containers (e.g., sample tubes, cryovials, microscope slides, PCR tubes, microplates, etc.),?
• Application conditions (room temperature, wet or frozen surfaces)?
• Exposure conditions (e.g., liquid nitrogen or cryogenic freezer storage, dry ice, histo-staining protocols, autoclave, etc.),?
• Printing technologies (e.g., direct thermal, thermal transfer, laser, or inkjet), and
• Labeling techniques (e.g., manual, automated)

By choosing a label provider that can meet the full spectrum of your lab’s identification needs, you eliminate the hassle of coordinating with multiple suppliers. This approach not only simplifies your workflow but also ensures a consistent level of quality and performance across all your labeling applications.

3. The provider should have adequate knowledge of printing technologies used in labs

Your labeling solution provider should have an in-depth understanding of the various printing technologies commonly used in labs, such as direct thermal, thermal transfer, laser, and inkjet printing. A provider with this expertise can ensure that their labels are fully compatible with your lab's specific printing methods, providing reliable and consistent results.

Moreover, a knowledgeable provider can advise you on the most suitable printing technology based on your lab's unique needs. For instance, if you work in a clinical lab where printing patient information from databases is routine, laser printing may be the best option due to its ability to produce sheets of labels quickly. On the other hand, in a histopathology lab where labels must endure exposure to harsh chemicals, thermal transfer printing with specialized ribbons might be more appropriate.

Working with a provider who understands these nuances can help you select the most effective printing method along with compatible labels for your specific lab profile.

4. Focus on label durability and legibility

In general, biospecimen labels must last the entire lifecycle of the biospecimens they identify, including withstanding rigorous storage conditions, multiple freeze-thaw cycles, exposure to moisture, heat or immersion into water or harsh chemicals, and wear and tear during handling and transportation. Quality biospecimen labels ensure that your samples remain properly identified at all times.

When selecting a labeling solution provider, it’s essential to focus on the durability and legibility of the labels under your specific lab conditions.?

Begin by thoroughly reviewing the product details, focusing on how the labels perform in environments similar to yours. Don’t hesitate to request data sheets that outline the testing procedures and results for label durability and print quality. This information will help you assess how well the labels will hold up in your lab applications. Some label providers are also able to add lamination on the label printed with variable information such as serialized barcodes or serial numbers, which acts as an extra layer of protection, ensuring labels withstand abrasion, chemical exposure, and extreme temperature variations without compromising printed data.

Additionally, request samples and test them directly on your sample containers. Expose the labeled samples to the same storage, handling, and environmental conditions they would face in actual use. This hands-on evaluation will confirm whether the labels maintain their integrity, resist smudging, and remain securely adhered to your sample containers, ensuring consistent and reliable identification throughout your workflows.

5. The provider should be able to offer customization and variable data printing capabilities

A top-tier labeling solution provider goes beyond selling just standard, blank labels — they have advanced customization and variable data printing (VDP) capabilities. Customization is key for labs that need a specific size, color, or configuration or include specific information on labels, such as serial barcodes, patient identifiers, pictograms, etc.

By printing directly from your lab’s database or spreadsheet, VDP allows for quick and accurate generation of labels with required data.

VDP not only speeds up the labeling process but also enhances accuracy, as it eliminates the manual entry of data.?

By choosing a provider that offers these advanced services, you can make your labeling process more efficient, which in turn accelerates your entire lab workflow and enhances overall productivity.

6. Partner with a biospecimen label provider committed to quality control standards

In regulated lab environments, compliance with industry standards is not optional — it’s a fundamental requirement for effective and safe operations. To help meet these stringent regulatory compliances and quality standards, it’s important to partner with a provider that adheres to recognized standards like ISO 9001 or GMP. These certifications reflect the provider’s commitment to maintaining high-quality standards and ensuring that their products consistently meet rigorous industry expectations.

Final Thoughts

Selecting a biospecimen label provider is about more than just fulfilling an operational need—it's about ensuring that every sample in your lab is treated with the care and precision it deserves. Choose a provider with a strong scientific background and staff who have hands-on lab experience. This expertise allows them to thoroughly understand your lab's protocols and challenges, making them an invaluable asset and helping you maintain high standards of accuracy and efficiency. Choose wisely, and you’ll have a partner who contributes to your lab’s success every step of the way.