Spreadsheets have been a mainstay in laboratories for several decades, but they are not the best tool for every use case in today’s labs. Valued for their simplicity, flexibility, and widespread familiarity, they have been a common choice for data entry, calculations, and basic analysis. However, when labs scale and data complexity increases, spreadsheets can lack the sophistication and security required for modern lab informatics.

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Are you currently developing a lab informatics strategy? If so, the following points can help you understand when to use spreadsheets and when to select a more robust solution.

Essential considerations for the use of spreadsheets

While spreadsheets still have an important role in the lab, they have critical limitations in some scenarios. If your lab still relies heavily on spreadsheets, consider the following factors:

• Data integrity and error reduction: Spreadsheets are prone to errors, especially in labs dealing with large data sets or high-stakes research. Mistakes in formulas, cell references, or data entry can introduce inaccuracies that may be challenging to trace and correct. These errors can lead to poor business performance, damage to a lab’s reputation, and risks to patient health.
• Data security and compliance: Regulatory bodies and laws, such as the U.S. Food and Drug Administration (FDA), the Health Insurance Portability and Accountability Act (HIPAA), and the General Data Protection Regulation (GDPR), require stringent data protection. Unlike more sophisticated software solutions, spreadsheets lack robust security features like audit trails and role-based access. They are also vulnerable to accidental overwrites and unauthorized access, making it difficult to manage sensitive information.
• Automation and efficiency: Modern informatics systems allow for streamlined data capture, analysis, and reporting. These systems can automate routine tasks, integrate with lab instruments, and support more efficient workflows — something spreadsheets alone cannot match.
• Scalability and integration: Spreadsheets struggle with scalability and integration within a lab’s broader informatics ecosystem. As labs adopt more advanced data management practices, spreadsheets often become a bottleneck, unable to connect seamlessly with other systems for data sharing and analytics.

Two key scenarios when spreadsheets are not the best tool

With the above considerations in mind, labs should not use spreadsheets in the following scenarios:

As a permanent lab management system

Spreadsheets lack the data integrity, scalability, and security required by modern labs to manage the complex workflows and data that are critical to their business. While spreadsheets can help labs get started, established labs and those scaling their business should choose a more robust solution.

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The right lab management system will offer numerous benefits. For example, it will help you manage workflows from end to end, including automation for efficiency and to reduce errors. It will also support role-based user access for security, as well as traceability, auditability, and reporting for regulatory compliance. Plus, it will provide sophisticated sample tracking and management, and enable integration with other lab hardware and software systems.

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Depending on your lab’s requirements, you might choose an electronic laboratory notebook (ELN), laboratory information management system (LIMS), or laboratory information system (LIS).

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Factors to consider when selecting software for your lab:

• The differences between ELN, LIMS, and LIS solutions
• Building a custom solution or buying an off-the-shelf solution
• What you can realistically expect to pay for a LIMS
• Why services are just as important as the product when selecting a LIMS

As a permanent data transfer mechanism between systems

When transferring data between integrated instruments and software systems, spreadsheets are not the best solution because they cannot adequately support data integrity, scalability, and security. Spreadsheets may be useful as an interim measure, but a better approach is to develop a permanent integration solution that provides seamless, automated data transfers between systems.

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Factors to consider when building integrations:

• How integrations can improve your lab’s performance
• Types of integrations and technical challenges your lab might face
• How to choose between file- or API-based integrations for liquid handlers
• The differences between direct and indirect integrations

Spreadsheets are a valuable tool in these scenarios

Spreadsheets can be the right tool for some use cases, particularly those requiring non-critical, quick data calculations, collaboration, or training. They are especially valuable for prototyping a lab system’s user experience (UX). By helping you gain a clearer view of user requirements, they can support your search for a more robust solution capable of meeting data integrity, scalability, governance, and security requirements.

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Labs might also choose spreadsheets for:

• Quick ad-hoc data analysis to assess trends or correlations, such as monitoring the quality of a reagent over multiple batches.
• Developing complex calculations, such as those with conditional logic.
• As a temporary data transfer mechanism, such as when a new instrument is added to the lab’s workflow, but it does not yet have an automated integration set up.

Should you include spreadsheets in your lab informatics strategy?

Spreadsheets play a valuable role in the modern lab for limited use cases. However, many labs rely too heavily on spreadsheets. If your lab is seeking to improve lab efficiency, increase data security and integrity, reduce or even eliminate the effort of tracking down errors and correcting them, and free up staff time so they can focus on more valuable tasks, consider adding a sophisticated laboratory information management system to your lab’s informatics portfolio.

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Contact us if you are rethinking the role of spreadsheets in your lab.

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