Using Barcodes with WinLIMS The use of barcode labels as a means to quickly and positively identify samples is an ideal way to track samples to and through the laboratory. Although seemingly mysterious, the integration of barcodes with WinLIMS is both simple, yet complex. Barcodes are simple in concept, but complex in their application because of the wide variety of variables that exist within each organization. This white paper provides a basic description of what barcodes are, how they are generally used, why they are used along with examples of the variety of circumstances that are encountered in various laboratories. What you ll see is that there is no such thing as a one size fits all solution because bar coding is actually a system that consists of several parts that must work in unison to provide a business solution that makes your organization more efficient and improves the quality of your products and/or services. The goal of the paper it to provide you with information you can use to determine the best barcode system for you. Why Use a Barcode? The first successful use of barcodes was introduced by the US grocery industry. The industry adopted a 10 digit number UPC (Universal Product Code) for unique product marking in an effort to better control product inventory within warehouses. As computers became less expensive and more widespread, an electronic reading mechanism was devised (barcodes and scanners) to allow all levels of staff members (and not highly-trained computer operators) to identify products using UPCs by scanning their barcodes and replace the timeconsuming, error-prone process of manual identification. The image to the right is the UPC for an 89 oz container of Tropicana TM Orange Juice. Note the actual, human-readable numbers are included below the barcode. Today barcodes are used at the checkout counter by sales clerks and customers during the sales process, by warehouse staff members to confirm the receipt of orders and by buyers to purchase products. The integration of barcodes with the computing systems eliminates a large amount of necessary work. Upon reading the UPC barcode, it is decrypted into to its human-readable value by the scanner and passed to the connected computer to identify the product, locate its price and manage its inventory. It also improves customer satisfaction by keeping shelves properly stocked while speeding up the entire checkout process. What is a Barcode? A barcode can simply be considered to be a machine-readable font that is most frequently used to quickly and accurately identify a product or item by a computing device. Just as you can generate documents using a wide variety and sizes of fonts to accommodate your reading audience, you can also print out machine-readable barcodes that can be read by a barcode scanning device in a variety of barcode fonts and sizes to accommodate the requirements and limitations of your barcode reader. We ll discuss barcode readers later, but we ll start by providing a visual understanding of barcodes. The most popular barcodes used today are 1 dimensional (1D) where each alpha-numeric character is represented by a certain number of vertical lines of various thicknesses. The name barcode was derived from the appearance of these fonts because they look like a series of bars. There are actually several 1D barcode font symbologies ; Using Barcodes with WinLIMS Page 1 of 11
the most popular of which are Code 39, Code 128 and Code 11 but there are several other industry-specific formats. The following table is a display of numbers that are associated with the Code 39 symbology. Font: Times New Roman 1 2 3 4 5 6 7 8 9 10 Font: Code39AzaleaNarrow3 Font: Code39AzaleaRegular3 Font: Code39AzaleaWide3 1 2 3 4 5 6 7 8 9 10 1 2 3 4 5 6 7 8 9 10 1 2 3 4 5 6 7 8 9 10 If you re eyes are good enough, you can manually decode 1D barcodes. For example, using an enlarged version of the Code39AzaleaWide3 font, the number 257 would be the following three characters: 2 (2) followed by a 5 (5) followed by a 7 (7) or when combined become: 257 Letters can also be represented as barcodes. The table below shows several letters represented as barcodes. Font: Times New Roman A B C D E F G H I J Font: Code39AzaleaNarrow3 Font: Code39AzaleaRegular3 Font: Code39AzaleaWide3 A B C D E F G H I J A B C D E F G H I J A B C D E F G H I J Just as you can combine barcode numbers together, you can also combine letters together to spell words. For example, a barcode representation of the word BEAD would be: BEAD What this means is that you can represent any identifier, word, phrase, etc. using barcodes. In fact, you can print an entire novel using barcode fonts if you wish. All that is required is that your printers have the capability to print the desired font onto the desired media. Fonts can be obtained as freeware or can cost several hundred dollars. You may find that the quality of purchased fonts is higher than those that are obtained for free. 2-Dimensional Barcodes (Symbols) A newer class of barcodes that are referred to as 2 dimensional (2D) barcodes have been introduced. These can include entire record sets within a very small area and can be preprocessed prior to passing information to the database in order provide more functionality and user interaction where practical. To date, these have not gained a great deal of popularity due to the limited need for such information-packed symbols and the higher cost associated with implementing these systems; however, they are ideal when space is at 2 Dimensional Barcode Using Barcodes with WinLIMS Page 2 of 11
a premium. RFID Labels It is more likely that laboratories will migrate to use RFID tags in the near future in lieu of 2D barcodes because they provide more information and functionality that are more germane to laboratory use. RFID tags are actually microchips that are attached to an antenna that can be affixed to an object. The tag contains unique serial number that can be associated with the item to which it is affixed. In addition to identifying the object, the RFID tag can also be used to physically locate the item in order to prevent them from ever being misplaced. RFID Tag The limits to RFID have more to do with costs of implementation and ongoing use and support than they do with the actual benefits available. RFID can be costly and the business that looks into RFID needs to be very specific about their expected return on investment. That said, RFID is used by thousands of companies and its use grow as its relative costs decline. Barcode Font and Size Since the most cost-effective and practical type of electronic identification for the laboratory remains the 1D barcode label we ll concentrate on this type of labeling system. As previously shown, there are a variety of barcode symbologies and each has its own internal variations. Within each symbology note that the relative widths of each of the lines (bars) remain proportionally constant, only the heights of the barcodes will vary. If you look at the barcodes to the right, all represent the different variations within the Code 39 font symbology. 4 4 4 Code39AzaleaRegular3 @ 6, 9 & 11 points The font you select should be based on a variety of site-specific needs, circumstances, network layout, budget and a number of other factors. A limited list of these factors is included to the right. As you can see, there are several considerations and these will be discussed within the section titled Use of Barcodes in the Laboratories. Data value represented Print media (size and type) Available space on the media Environment (temperature, humidity, light, etc.) Scanning device Barcode Readers So far we ve discussed why barcodes are used and described the various characteristics of barcodes and now we get to the reason for all of the choices; the reader. The whole concept of reading barcodes was developed in response to the reader. It is your choice of reader that greatly influences the barcode font and printer. The quality and type (handheld, portable, wand, ruggedness, etc.) of reader dictates: the barcode symbology that can be used the size of the barcode that can be used the media that can be used to print the barcode Handheld scanners Using Barcodes with WinLIMS Page 3 of 11
The most popular reader is the hand-held barcode scanner that is directly connected to a PC via a USB connection. Most of these have built-in decoders that can read several different barcode symbologies and receive their power from the PC keyboard or USB port so no external power supply is required. You simply plug them in, identify the symbology to recognize, and then start using it. When a barcode is scanned using these common devices, the data is sent directly to the PC as if typed on the keyboard. You must take caution when purchasing your scanner because some manufacturers ship new barcode scanners with many symbologies disabled, therefore, if a particular barcode is desired, make sure it is enabled in the scanner's firmware. Also, please note that not all scanners read barcodes that are printed at small X dimensions (the x dimension is the width of the narrow bar in the code,) so it is advisable to check the barcode scanner manual to make sure the scanner can read the small X dimensions. Many situations may exist where the space a barcode occupies becomes a concern. When creating small barcodes, the scanner must also be able to dependably read them in the 'x' dimension (height). Some barcode scanners also read different symbologies better at different sizes. For example, the scanner may dependably read the Code 39 Barcode Font when printed as small as 6 points, but only read the Code 128 Barcode Font when printed at 8 points. Meanwhile; other barcode scanners can read both Code 128 and Code 39 at 6 points and above. What this means is that you really must define your barcode printing needs prior to purchasing your scanning hardware to ensure you have the right style and quality scanners that accommodate your printing needs. Stationary scanners PDA with integrated scanner Cell Phone with integrated scanner Barcode Printers & Media Virtually any modern printer can be used to print barcodes. All that is required is to have the desired font installed and you re ready to print them using the associated report or label printing software. Crystal Reports is one of the most popular tools for generating output (reports and labels) from database applications. When using a report writer such as Crystal Reports, you simply indicate the font that you wish to use to output the data. In the following example the 48 point sized font named Code39AzaleaRegular2 is used output a value. Using Barcodes with WinLIMS Page 4 of 11
The key to all bar code labels is the ability to reliably perform in their application and environment while consistently transmitting data by scanning without errors. The printers can use laser, ink jet, dot matrix or thermal printing technology. The less expensive, yet still effective label printers use ink jet technology. These printers can be purchased for $80 to $150 and can be purchased at any office supply or electronics store. These can be used when a lower quality label is acceptable and/or the labels can be somewhat large. Dymo SE300 600 In most cases, higher quality and more durable printers are required. For this reason, thermal printers are most frequently used in barcode label printing situations. Thermal printers range in price from $300 to $5,000 and are usually provided by suppliers who also provide consulting services to assist in recommending entire bar coding solutions for printers, labels and readers. When using thermal printers, a variety of label stock is available to accommodate the various conditions that are encountered within all industrial situations. Thermal Transfer Paper based labels with different topcoats, adhesive formulations and liner options are available for labeling applications that require enhanced durability characteristics. These classes of labels are designed to work with high-performance resin ribbons that resist abrasion and chemical exposure. Label manufacturers can produce any type of custom thermal transfer label in any size, color or configuration that you desire. Label manufacturers have experts who can help you select the right thermal transfer ribbon that is perfectly suited to your label, printer and application. For labeling applications that require enhanced durability characteristics, Direct Thermal Synthetic Labels should be used. Direct thermal labels do not require any type of ribbon for printing bar codes, text or graphics. Direct thermal labels utilize a special thermally-reactive coating on the label surface that reacts with the heat from a bar code printer during the printing process. These labels are made from materials that are designed to withstand environmental conditions and durability requirements beyond standard direct thermal paper labels. Zebra TLP2844 Intermec EasyCoder PF2I Zebra S4M Use of Barcodes in Laboratories The manner in which each laboratory makes effective use of barcodes will vary from lab-to-lab and industry-toindustry. This section describes several of the most frequently encountered situations; however, many other scenarios and uses of barcodes can be used and it is only left up to the imagination of each business. Print the Unique Sample Identifier upon Sample Login The most frequent use of barcodes in the laboratory is the automatic printing of labels upon sample login. In this case upon creation of the new sample record in the database, a transaction is executed that prints a label to a specific label printer that includes both humanreadable descriptors as well as the unique sample identifier (Sample Id) in a barcode font. Using Barcodes with WinLIMS Page 5 of 11
Print the Unique Sample Identifier On-Demand At times it becomes desirable to print additional barcodes after the sample has been created. This allows you to split the sample into multiple containers for use by other people or departments within your laboratory or to send to external or contract laboratories for additional testing. This is simple; you just locate the record within WinLIMS that includes the sample or set of samples for which the labels are desired and then select the report that represents the desired label format or use a one-click pushbutton to print the label. Use Pre-Printed Barcodes to Cross-Reference Sample Database Records There are situations when samples are taken at locations where barcode printers are not available, but the samples need to be positively identified so they can be properly received by the laboratory. In these cases, preprinted barcode labels can be made available to the samplers in the plant or field. The labels can be pre-printed by the WinLIMS software or may be provided by a supplier of labels. The key is to make sure that each provides a unique value that can, ultimately be cross-reference with a record in the WinLIMS database. When taking the samples, the pre-printed barcode labels can be affixed to the samples and as the samples are registered (logged) by the user in the field. The barcode identifier is then scanned into one of the identification fields within the sample s record during the login process and cross-referenced with the system-generated sample identifier. WinLIMS browse Samples page which can be used to receive samples and/or quickly locate them by scanning a barcode Using Barcodes with WinLIMS Page 6 of 11
Upon delivery to the laboratory, the barcode is scanned to provide 100% identification. Upon receipt additional labels that include all of the descriptive information can be printed to provide more description for laboratory use. Using Barcodes for Chain of Custody Tracking There are also situations where the movement of samples or groups of samples need to be quickly, easily and positively tracked as they move from one place to another either within your organization or as they are sent to 3 rd party labs for testing. Barcodes can also be used to solve this problem. A page can be used to scan individual samples or groups of samples. In this case, the destination is identified (selected) and the process of scanning of the barcode automatically records the time and date of the transfer along with the person who performed the transfer. Additional information such as the amount of sample being transferred, the reason for the transfer and any other significant data can be recorded at the time of the transfer to provide a complete record. Using Barcodes to Identify Products and/or Sampling Points Barcodes can also be used to rapidly log (register) samples into the laboratory. For example, a barcode can be used to represent a product or sampling location. Upon scanning the barcode, a description of the product or sampling location can be retrieved to the page to provide a detailed record of the item and the tests that need to be performed along with the testing limits of each measured analyte can also be automatically assigned. All of this can be done by reading a single bar code. In fact, any type of identifier (submitter, production unit, container, project, etc.) can be input via a barcode to provide rapid, error-free identification. Since these unique identifiers can be used to retrieve records from other tables within WinLIMS (or other associated applications), a great deal of information can be retrieved to the page for viewing by the user. For example, a sheet of frequently used values can be on a list for quick access while registering new samples and/or requests. Upon scanning a value, all associated information that is needed to be seen by the user or the application can be retrieved quickly and automatically. The image above shows how a great deal of demographic, reporting and sample processing information can be retrieved by simply scanning the barcode that represents the Submitter. Using Barcodes with WinLIMS Page 7 of 11
Retrieving Records Using Barcodes The key reason for incorporating barcodes is to allow users to scan the barcode to retrieve the associated sample record(s) from. The interaction used to retrieve data requires the user to position the cursor into the field represented by the barcode and then execute the scan. Upon doing so, the barcode will be deciphered into the human-readable characters and the search will be executed to locate the sample s record in the database. The following illustration displays the most frequently used interaction where the user positions the cursor into the Sample Id field and then scans the barcode. Upon doing so, the barcode is decoded into the Sample Id value, the barcode includes a character that executes the SQL command to the database, the database retrieves the record to the page to enable the user to view and interact with the retrieved sample record. Position the cursor into the Sample Id field and scan the barcode The associated record will be retrieved from the database for viewing & editing Of course retrieval of data is not limited to the Sample Id, but this is the most frequently used interaction since a LIMS is sample-centric. Any field within WinLIMS can be output onto a report or label as a barcode and any value can be read into WinLIMS by scanning its barcode into the associated field. Where Do I Start? Being the vendor of a LIMS, QSI is often asked the question What is your barcode recommendation? Unfortunately, we usually have to answer that question with a question: How do you envision using barcodes in your laboratory? because of the diverse and specific needs of each laboratory, there is no such thing of a onesize fits all answer. If barcodes are to be used on reports (e.g. standard 8.5 x 11 or A4 paper), the solution is pretty simple. Simply print the data element (database field) in the barcode format that is associated with the symbology and size limits of your reader. But barcode labeling is a bit more difficult because there are many more factors involved. With respect to creating barcode labels, you should go through the following Q&A and thought process in order to determine what is possible within the constraints of your hardware, software, networking environment and targeted users. What data element (or elements) would you like to be represented by a barcode? Will you be using barcodes to represent the unique samples, will you be using barcodes to enter information to simplify the sample login process or will you use barcodes for both? Will you include human readable text to be printed on the label as well? Using Barcodes with WinLIMS Page 8 of 11
What size labels will be required based on the containers will be used and how much space will be allocated for the bar-coded data? When would you like to have the labels available (before or after the creation of the samples)? Will label printers be available at locations that are convenient to the users who need to print them? Once labels have been affixed to the sample containers, will they be subject to a harsh environment (e.g. chemical contact, high/low temperatures, high/low humidity, intense light, etc.)? Describe your envisioned use of barcodes within the laboratory within the workflow of your organization. These questions must be addressed prior to asking QSI (or any LIMS vendor) for a barcode solution. The answers to these questions will determine the hardware, software, customization (if any), network modifications, training and ongoing costs (e.g. label stock) which all can dramatically affect the cost of the desired barcoding system. Example of a Simple Low Cost Barcoding System In many laboratories where sample containers are not small vials, a limited amount of information needs to be printed on the labels, and the containers are not subject to harsh environments, barcodes can be printed using low cost ($150 or less) inkjet printers such as the Dymo SE300 or the Brother QL-500 series and low-cost ($200 or less) USB scanners such as the Symbol Technologies LS2208 or the IDAutomation IDA-SC5USB which can be purchased in any office supply or electronics store. When using these printer/scanner combinations, barcode fonts can be purchased ($200 or less) and downloaded on-line from a variety of providers (such as IDAutomation, Elfring, dlsoft, etc.). In this simple scenario, the label is designed using Crystal Reports designer to include the barcode and humanreadable items that need to be included on the label and sized based on the available printer. When a sample is registered into WinLIMS, the label is printed automatically using a LIMS Event and immediately affixed to the sample container(s). At this point, the physical sample is associated with the label and to the record in the databases for positive identification. Whenever the sample needs to be referenced for retrieval, receipt, chain of custody tracking, assignment to worklists or any other lab workflow function, the barcode can be scanned into the application for fast and positive reference. Since the sample record and the label design exist, the label can be reprinted upon demand to accommodate the splitting of samples to subsequent containers whenever required. The only variable costs for this environment are the number of label printers and the number of scanners. These costs can be calculated based on the number of locations at which printing and reading of labels are required. Ongoing costs are the label stock which is relatively inexpensive since lower quality paper can be used. Example of a Complex High Cost Barcoding System Complexity is added when the size of the label (and barcode) is decreased, the storage environment for the containers becomes harsher (subject to chemical contact, high/low temperatures, high humidity, intense light, etc.) or the label printers and scanners are required in a large number of locations under harsh manufacturing conditions. Using Barcodes with WinLIMS Page 9 of 11
A real scenario that represents a complex and higher cost barcoding system can occur in an analytical service laboratory where a large number of customers (either internal or external) submit samples to the laboratory. It is highly likely that these submitters will not have barcode label printers available to them at the time they submit their samples into WinLIMS from their remote location(s), yet it is critical that the sample information that is entered into the database is properly associated with the physical sample when it is received by the laboratory. It may also be important that a large amount of information is included on the label that is affixed to the sample to enable users to visually identify it for proper processing and disposal. In situations such as this, pre-printed barcodes that include nothing other than a unique identifier are provided to the customers either on a sheet from which labels can be taken as needed or in a supply kit that is provided by the laboratory upon request. When the user registers the sample into WinLIMS the barcode is affixed to the physical sample and the descriptive information is entered into WinLIMS. One of the data descriptors (fields) will be used to scan (or manually enter) the Barcode Id (see the following illustration). Upon receipt, the laboratory can scan the barcode and a new lab-specific label is printed that includes additional information on a different label. In this case: a large amount of information is required which causes the barcode to be small the label stock required needs to accommodate the ability to withstand chemical contamination Using Barcodes with WinLIMS Page 10 of 11
graphics need to be included in order to accommodate safety warning labels the positional tolerance variation is very small due to the amount of data on the labels For this reason, a high quality label printer such as the Zebra S4M or the Intermec EasyCoder PF2I ($2,000 to $4,000) is required to print the labels. In this situation, the labels cannot be printed using Crystal Reports because the Windows driver that is associated with the printer does not allow the required control. Instead, a more precise tool provided by the high-end Zebra printer is needed which requires the use of the ZPL programming language and the use of WinLIMS programming hooks to pass the information from WinLIMS to the printer and invoke the printing process. Because the barcode on the label is small, it requires a higher end barcode reader as well. To summarize, the barcoding system in this environment requires; pre-printed labels, a higher-end printer, a program written to print the label due to the positional tolerance requirements, specialized paper stock and the need to have better quality scanners. These application-specific requirements all combine to make the cost of this type of implementation 5 to 10 times higher than the low cost solution. Conclusion Most laboratories fall somewhere between the low-cost and high-cost solutions, but as you can see, you must first evaluate how you envision the use of barcodes and the associated labeling system(s) in your laboratory prior to expecting to have a solution and price range for the system provided. Once your workflow and general guidelines are understood, an intelligent conversation can begin and a solution provided through discussions with your company, QSI and the various providers of barcode printer, scanner, fonts and label stock. Using Barcodes with WinLIMS Page 11 of 11