TECH NOTE Sample tracking, barcoding and labeling with the ...TECH NOTE: Sample tracking, barcoding and labeling with the mPrep™ System INTRODUCTION With the mPrep System individual

I N F O R M A T I O N F O R U S E R S

TECH NOTE: Sample tracking, barcoding and labeling with the mPrep™ System

INTRODUCTION

With the mPrep System individual labeling and tracking of laboratory microscopy specimens isnow possible. A unique sample ID can follow every specimen and TEM grid — from acquisition,through all processing steps and on to archival storage — because each sample resides in itsown individually labeled mPrep capsule.

Microscopy Innovations has learned that customer needs and requirements — and indeedcustomer knowledge of barcoding, labeling and sample ID tracking — vary widely.

Many labs desire only to make specimen labeling faster, easier or more legible. Some labsseek to reduce errors or specimen loss. Others seek efficiency gains. Large labs, and inparticular regulated labs, may need to meet organizational or regulatory requirements forspecimen tracking and to integrate into existing laboratory information management systems(LIMS) or electronic health records (EHR).

This document provides a general overview of how these various goals may be achieved usingthe mPrep System. But, since every lab has different needs and processes, this document canonly begin the process.

Detailed information and guidance is available from other sources. From them you can findinformation on barcode technology, printers, scanners, label requirements, radio frequencyidentification (RFID) devices and LIMS integration. You can learn about system design,documentation for good laboratory practices (GLP), workflow mapping and how to apply theprinciples of six sigma and lean in lab settings. You can obtain guidance in discovering yourinternal requirements, limitations and potential for increasing efficiency.

Microscopy Innovations stands ready to help you with the integration of mPrep products intoyour laboratory. Please let us know how we can assist you or your consultants, LIMSintegrators, IT staff, or system designers.

213 Air Park Rd Suite 101Marshfield WI 54449-8626

888.302.3925www.microscopyinnovations.com

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© 2013 Microscopy Innovations, LLC. SPECIFICATIONS SUBJECT TO CHANGE WITHOUT NOTICE

Sample tracking, barcoding and labeling

TABLE OF CONTENTS

Overview of mPrep™ System capsule tracking and labeling capabilities. . . . . . . . . . . . . . . . . . 3

Details about mPrep capsule labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Details about 2D data matrix barcodes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Role of integrators, system designers and consultants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Page 2 of 8 Microscopy Innovations, LLC


Overview of mPrep™ System capsule tracking and labeling capabilities

# The mPrep System by Microscopy Innovations is a capsule-basedsystem for preparing microscopy specimens. Among its designfeatures is the ability to place a unique tracking ID on everysample. ! This capability exists because each EM specimen or grid is contained

in a single capsule. (Actually, our grid capsules can contain one ortwo grids in separate slots labeled A and B.)

! The capsule can be labeled with barcoded or human-readableinformation. Capsules can also be tagged with RFIDs.

# Thus, the mPrep System enables specimen tracking to:1. improve laboratory efficiency2. minimize specimen loss or mix-ups3. provide quicker retrieval of archived specimens4. comply with GLP or similar requirements5. improve integration with LIMS systems or EHRs

# Currently two mPrep capsule types are available:1. mPrep/s™ Capsules - for specimen fixation, embedding

and block storage/archiving2. mPrep/g™ Capsules - for grid staining, immunolabeling

and archival storage

# The system includes two other elements which are supplied witheach package of capsules:

1. Labels - described and illustrated in more detail below2. Project storage box - the mPrep Capsule Grid Box

can store both capsule types together; thus, aspecimen block and grids associated with it can bestored in a single, well-labeled container.



Details about mPrep capsule labels

# Standard labels are supplied with the capsules in “label sets”consisting of four labels per capsule (illustrated at right):

1. 1 round label – for top of mPrep/g capsule (or asneeded)

2. 3 rectangular labels – for barrel of capsules, storagebox, lab notebooks (or as needed)

# Customers are given the option of:1. Blank labels which can be marked by hand.2. Preprinted labels with barcodes, alphanumerics or a

combination. Customers may specify both:(a) Variable data range for the series of labels

! For example: 0000 - 9999; A153 - Z999; etc.

(a) Fixed characters to precede the variable data! For example: NOV#; UCSF#; SPEC#; GRID#

# On preprinted labels, every set of 4 labels hasthe same identifying alphanumeric “number”.

1. If there is a barcode, it encodes the“number.”

2. Rectangular labels display the “number”in a printed form and as a barcode.

# Microscopy Innovations generally prints amaximum of 9 alphanumeric characters (totalfixed plus variable character positions).

# How many unique sample IDs?! With nine numeric (i.e., base 10) variable

characters: 1 billion! With nine alphanumeric (i.e., base 36) variable

characters: over 100 trillion

# Label materials and printing methods used for mPrep labels:1. Labeling system is supplied by Brady Corp., a leading supplier of laboratory

labeling systems. 2. Microscopy Innovations prints the labels.3. Label material is Brady B-7425 printed with R6400 ribbon using thermal transfer

print technology. It is matte-finish, white polypropylene with an acrylic adhesive.See technical data sheet:http://www.bradyid.com/bradyid/domino/contentView.do/B7425.html#

4. Microscopy Innovations’ label testing is described in: Label Durability Statement8-23-10.pdf. (labels are subject to standard warranty)



Details about 2D data matrix barcodes

# The mPrep labels printed with barcodes utilize 2D datamatrix symbology with ECC200 error correction.

# A data matrix code has several areas identified at the rightand explained as follows:(from http://www.sic-marking.com/en/pages/datamatrix-and-automated-vision-solutions)! Quiet zone: This is a clear area around the 2D code,

which normally has a four(4)dot width; the quiet zonereduces decoding algorithm defects.

! Finder "L" pattern: This is an "L" formed by orthogonallines that enables a good position of the code in thereader's field of view. A suitable location of the codewithin an image is the first step in successful reading.

! Modules or cells area: Once the reader has found thecode to be read, the 2D code image can be analyzed, byidentifying light cells and dark cells. Datamatrix cells aredecoded according to several aspects like contrast, positioning, shape, size.

# Data encoding capacity is determined by two main factors:1. Number of modules (e.g. 14 x 14) is the main determinant.2. Error correction (e.g. ECC200) is another.3. Two examples:

(a) A 14 x14 module barcode can encode 16 numeric characters or 10alphanumeric characters

(b) A 10 x 10 module barcode can encode 6 numeric characters or 3alphanumeric characters

# Note that the structure of the code is not linked to any fixed dimensions — it can be anyalmost size, in theory.

1. A 14 x 14 module data matrix barcode might beexceedingly small... or it might be large. Itencodes the same number of charactersregardless of the size at which it is printed.

2. The minimum size at which a module can beprinted is solely dependant on the printingmethod — your printer’s dots-per-inch.

3. Likewise, the ability to read a very small barcodeis dependant on the ability of the scanner.

4. Further discussion & illustration of data matrixsize and data capacity:(a) http://files.microscan.com/_att/ad60576f-6104-4f66-8fe0-0ec2081b6e3e/DMCapChart.pdf

(b) http://www.pepperl-fuchs.com/global/en/6404.htm



# The data matrix symbology is commonly recommended forlaboratory use. The format is described in the followingexcerpt from page 6 of a white paper entitled “LABELINGOF BIOLOGICAL SPECIMENS” (based on presentations &discussions from the June 13, 2003 SAIC-Frederick labelworkshop co-sponsored by SAIC-Frederick and BradyCorp.; 2 revision 6/16/2010)nd

http://ncifrederick.cancer.gov/repository/cr/docs/WhitePaper.pdf:

! ... a two-dimensional barcode is recommended for NCI studies. Ithas a higher “data density” than any one-dimensional symbologyand permits a smaller and more flexible barcode. In fact, it canencode 20 times the information in the same amount of space as compared to a one-dimensionalbarcode. This is especially important for small diameter vials used by NCI, e.g., robot tubes. A singletwo-dimensional barcode is able to encode up to 3,116 numeric or 2,335 alphanumeric characters.Basically, a two-dimensional barcode has improved scanning accuracy because it consists of fourquadrants. Each quadrant can encrypt the same information to provide up to four-fold redundancy.The amount of redundancy in a barcode, typically termed Error Correction, is expressed as apercentage. This White Paper recommends that the label printer be set for a 200% Error Correction.[...if] up to 60% of the barcode is damaged, a scanner will still be able to read the encryptedinformation on the label using the remaining half of the label. This is due to data redundancy. A two-dimensional barcode is also able to encode photographs, fingerprints, signatures, etc. and can be usedin any language or combination of languages. An example of a two-dimensional barcode using DataMatrix symbology is presented in Figure 3 below. The focal nature of a two-dimensional barcodeenables the staff to scan large collections of labeled vials or specimens with minimum ergonomicimpact.

# Wikipedia says this about data matrix (http://en.wikipedia.org/wiki/Data_Matrix):! The Data Matrix is scalable, with commercial applications as small as 300 micrometres (laser etched

on a 600 micrometre silicon device) and as large as a 1 metre (3 ft) square (painted on the roof of aboxcar).

! Fidelity of the marking and reading systems are the only limitation.

# Microscopy Innovations has noted the practical limitsfor printing of barcoded labels for mPrep capsules:

1. Maximum dimensions of the label.(a) Label for mPrep/g cap is 6mm dia – can

only take a 3mm DM barcode.2. Print alignment tolerances for web-fed labels.3. Factors explained above (in III. C.)

(a) Error coding(b) Printer ability to print legibly in this

dimension.(c) Scanner ability to read in this dimension.



Role of integrators, system designers and consultants

# Designing, implementing and maintaining a laboratory sampletracking system generally requires outside help. Firms whofunction as integrators, system designers or consultants areavailable to work with laboratories and their IT departments.

# Microscopy Innovations is aware of the following firms who perform some or all of thiswork. An internet search will reveal many more:

Brady Corp1. Current supplier to Microscopy Innovations.2. Has reps throughout the nation who specialize in the laboratory field.3. Sells some materials directly and others through value-added distributors.4. Quality of labels is outstanding due to their expertise in label printing, converting

and adhesives.5. Offers a wide line of products, including labels, printers and software.6. Brady partners with the following technology providers:

(a) Code Corp for advanced barcode readers, including CR2500 whichMicroscopy Innovations uses to check barcode readability.(http://www.codecorp.com/)

(b) TECLYNX for labeling, printer management and LIMS integration software;including Codesoft which Microscopy Innovations uses to print labels.(http://www.teklynx.com/)

Other firms who are integrators and suppliers7. Computype, Inc. (http://www.computype.com/)

(a) National distributor and manufacturer of label-based products for identification and tracking.

(b) Product line of laboratory products: pre-printedand blank labels, label sets, reagent labels,Label Ease™, Cryo Hold™, label applicators,label printers, print stations, and software.

8. General Data Company, Inc.(http://www.general-data.com/)(a) National distributor, integrator and service

provider for barcode printing, scanning andautomated data collection equipment. Also labelmanufacturing and converting.

(b) Product line: scanners, printers, labels/tags,ribbons, software, cassette labelers



2013-01-22NOTE-labeling-ID track v2.wpd

For additional information, contact us orvisit our website www.microscopyinnovations.com

213 Air Park Road, Suite 101Marshfield, WI 54449-8626

phone: 715.384.3292toll free: 888.302.3925

[email protected]


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TECH NOTE Sample tracking, barcoding and labeling with the ...TECH NOTE: Sample tracking, barcoding and labeling with the mPrep™ System INTRODUCTION With the mPrep System individual