BTSOFT https://btsoft.com Laboratory Management Made Efficient Mon, 21 Jul 2025 17:22:41 +0000 en-US hourly 1 https://wordpress.org/?v=6.8.2 https://btsoft.com/wp-content/uploads/2023/02/cropped-BTS_Favicon-32x32.png BTSOFT https://btsoft.com 32 32 Join BTSOFT at the Environmental Measurement Symposium https://btsoft.com/join-btsoft-at-the-environmental-measurement-symposium/ Mon, 21 Jul 2025 17:22:03 +0000 https://btsoft.com/?p=2278 BTSOFT is excited to announce our attendance at the Environmental Measurement Symposium in St. Lois from August 4-8, 2025.

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BTSOFT is excited to announce our attendance at the Environmental Measurement Symposium, an important event for professionals working in environmental measurement and laboratory management. This conference provides a space for sharing knowledge and exploring ways to improve practices in the field.

About the Event

The symposium runs from Monday, August 4, to Friday, August 8, 2025, at the Hyatt Regency in St. Louis, Missouri. It is organized by The NELAC Institute (TNI) and the National Environmental Monitoring Conference (NEMC).

The event focuses on developments in technology, standards, and practices for environmental labs. More information about the symposium is available here.

What BTSOFT is Bringing

BTSOFT will be at booth 44 throughout the week, starting with Monday’s reception. On Tuesday and Wednesday, visitors can stop by the booth to see live demonstrations and learn how BTSOFT’s products can make lab processes more efficient.

A highlight will be BTSOFT’s ALPACA LIMS solution, a lab information management system designed to streamline operations for environmental labs. The platform is built with a strong emphasis on compliance, data security, and quality control. Its encryption techniques safeguard sensitive data and communications, while the browser-based interface offers easy accessibility without compromising your lab security.

On Tuesday, BTSOFT’s VP of Sales, Chris Couch, will present a talk addressing challenges faced by environmental laboratories when handling specialized testing data.

Chris will explore how these specialized workflows often lack structure and traceability within modern LIMS platforms, forcing labs to rely on custom spreadsheets or piecemeal processes that are error-prone and non-compliant. His presentation will introduce the concept of a Sample Data Management System (SDMS), which offers a LIMS-agnostic solution for automating data collection and ensuring traceability for all types of testing.

Get in Touch!

We look forward to seeing you! Whether you’re interested in seeing a product demo, asking questions, or discussing specific needs, our team is excited to connect.

To learn more or arrange a meeting before the symposium, visit BTSOFT’s website or use our contact page.

The Environmental Measurement Symposium is a chance to learn, connect, and share ideas with others in the environmental field. Networking with industry experts and seeing BTSOFT’s innovative solutions firsthand will give you new tools and insights to take back to your lab.

Interesting in our services or products? Contact us with your questions or to schedule a free virtual demo!

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Achieving ISO 17025 Compliance with LIMS https://btsoft.com/achieving-iso-17025-compliance-with-lims/ Mon, 21 Jul 2025 08:00:00 +0000 https://btsoft.com/?p=2266 Becoming ISO 17025 compliant can be daunting. Let's talk about how LIMS can be your ally in preparing for your next ISO audit.

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If you’re responsible for running a lab, you know the necessity of accurate and reliable data. Can your lab afford a negative reputation and client trust? The answer, of course, is no. They rely on valid results. This is why the ISO 17025 standard sets the global standard for laboratory expertise.  

However, becoming ISO 17025 compliant and preparing for your annual audit can be daunting. Especially if you don’t have the right data management system in your lab… or worse, there is no standardized approach to data management. 

So, let’s talk about how a laboratory information management system (LIMS) can be your ally in preparing for your next ISO audit and how it can become a foundational asset for your lab. 

Understanding ISO/IEC 17025 

ISO/IEC 17025 lays out the requirements and standards for laboratory operations. In particular, they focus on the lab’s competence, impartiality, and consistent operation. At its core, the credential certifies a lab’s management and operations: from personnel and equipment to data validation and reporting.  

Achieving ISO 17025 accreditation offers many benefits: 

  • Instills confidence in your clients and stakeholders 
  • Forces structured processes that lead to fewer errors 
  • Results accepted globally 
      Want to upgrade your lab operations? Why settle for less when you can redefine your operational excellence? Don't let outdated systems slow you down - take a step forward! Download your white paper

      Prepare for Your ISO 17025 Audit with LIMS 

      Let’s break down each phase of your ISO 17025 journey and how a LIMS prepares your lab for audit success. 

      A LIMS acts as the backbone of your laboratory’s Quality Management System (QMS). It’s a strategic asset that centralizes data, automates processes, and provides the comprehensive traceability and documentation auditors demand. A LIMS helps you transition from fragmented data and manual tasks to a unified, controlled, and audit-ready environment.

       

      Step-by-Step Guide to Preparing for Your ISO 17025 Audit with LIMS 

      Let’s explore how a robust LIMS empowers your lab for audit success at each phase: 

      Step 1: Understand the Standard and Conduct a Comprehensive Gap Analysis 

      Begin with a thorough assessment of current practices against ISO 17025 standards. Identify discrepancies and areas necessitating enhancements. 

      scientists wearing lab coats and blue gloves using a tablet

      How LIMS Helps: 

      The structured nature of the LIMS will help identify areas where current processes fall short. Its framework for managing samples and calibrations helps pinpoint non-compliance areas for corrective action. 

      Step 2: Develop and Document Your Quality Management System (QMS) 

      Create or update your Quality Manual, SOPs, work instructions, and all QMS documentation, ensuring they are precise and reflect actual lab practices. 

      How LIMS Helps: 

      • Centralized Document Control serves as a secure repository for all QMS documents. 
      • Controlled Access & Versioning guarantees only approved, current documents are in use. 
      • Approval Workflows automates document review and approval. 

        Step 3: Implement Policies, Processes, and Procedures 

        Train staff on new procedures and consistently follow them in daily operations, maintaining meticulous records. 

        How LIMS Helps: 

        • Enforced Workflows guides users through compliant sample lifecycles. 
        • Automated Record Keeping automatically logs all actions, users, and timestamps. 
        • Reduced Manual Errors automates data entry and calculations, reducing human error. 

          Step 4: Manage Resources 

          Rigorously manage personnel competence, equipment maintenance and calibration, and environmental conditions. 

          How LIMS Helps: 

          • Equipment Management tracks lab equipment, manages calibration schedules, records maintenance, and generates alerts for service dates. 
          • Metrological Traceability links instrument calibration records and external reference materials to specific tests and results. 
          • Personnel Competency manages personnel records, tracking qualifications, training, and authorized roles. 
          • Standards Management tracks expiry dates, lot numbers, and usage. 
          healthcare worker in lab coat processes blood tests

          Step 5: Validate Results 

          Use validated methods, perform regular QC, participate in proficiency testing, and ensure measurements are traceable. 

          How LIMS Helps: 

          • Method Management stores and manages validated method parameters and reports for quick auditor review. 
          • Automated Quality Control (QC) schedules, records, and monitors QC samples. 
          • Comprehensive Traceability links samples to methods, equipment, reagents, and personnel. 

          Step 6: Corrective Action 

          Identify, document, investigate, resolve, and verify nonconforming work to prevent recurrence. 

          How LIMS Helps: 

          • Non-Conformance Tracking logs non-conforming events directly within the LIMS. 
          • CAPA Management initiates, tracks, and manages the full lifecycle of Corrective and Preventive Actions. 
          • Automated Notifications generate immediate alerts for deviations. 
          researcher in lab coat and gloves typing in front of laptop

          Step 7: Conduct Internal Audits 

          Conduct regular internal audits to assess QMS effectiveness and hold management reviews to assess overall system suitability. 

          How LIMS Helps: 

          • Audit Trail & Reporting provides objective evidence for internal auditors. LIMS generates reports on QC data, turnaround times, and non-conformance trends for review. 
          • Data Consolidation centralizes all relevant data for comprehensive management reviews. 


          Step 8: Apply for Accreditation and Undergo External Assessment
           

          Formal application to an accreditation body, followed by an on-site audit. 

          How LIMS Helps: 

          • Data Retrieval provides documentation, reports, and audit trails. 
          • Demonstrate Transparency with tamper-proof data. 


            Ready to Prepare for Your Next Audit with Confidence?
             

            Don’t let the complexities of ISO 17025 compliance hinder your lab’s potential. Partner with a LIMS solution designed to simplify your journey to accreditation and elevate your operational standards. 

            Schedule a demo with BTSOFT today and discover how our LIMS can transform your lab’s compliance, efficiency, and overall success. 

            Did you know... Manual processes lead to 25% more operational errors? Is your lab losing money because of errors? Find Your Answers Now! [Download Your Infographic]
            Did you know... Manual processes lead to 25% more operational errors? Is your lab losing money because of errors? Find Your Answers Now! [Download Your Infographic]

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            Top 7 Mistakes Labs Make When Implementing a LIMS https://btsoft.com/top-7-mistakes-labs-make-when-implementing-a-lims/ Thu, 12 Jun 2025 08:00:00 +0000 https://btsoft.com/?p=2221 Implementing a LIMS is one of the biggest upgrades a lab can make. Don't make these 7 common mistakes! Ensure a successful, efficient, & compliant lab system.

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            Implementing a LIMS or a Laboratory Information Management System is one of the biggest upgrades a lab can make. When it goes well, you gain tighter control over data, streamlined workflows, and easier compliance. When it doesn’t? You end up with frustrated staff, missed deadlines, and a system no one wants to use. 

            Most failed implementations have one thing in common: the same avoidable mistakes. 

             

            Top Mistakes Lab Make When Implementing a LIMS 

            Here are seven of the most common errors labs make when rolling out a LIMS—and how you can steer clear of them. 

            1. Lack of Strategic Planning

            Many labs jump into implementing a LIMS without first assessing their current workflows, compliance requirements, and long-term goals. Without a clear plan, it’s easy to choose a system that doesn’t align with how your lab actually operates. This leads to delays, rework, and costly customizations down the line. 

            Avoid it:

            Before evaluating vendors, take time to document how your lab works today—and how you want it to work tomorrow. Define success metrics and build a roadmap for getting there. 

            2. Minimal Involvement from End Users

            Too often, LIMS decisions are made by IT teams or upper management with little input from the people who will use the system every day. As a result, key workflow details get overlooked, and staff may be resistant to change. 

            Avoid it:

            Engage lab technicians, analysts, and QA staff early. Their insights can shape a more practical, usable system—and improve buy-in when it’s time to go live.

            3. Overlooking Industry-Specific Needs

            Not all LIMS platforms are created equal. Some offer broad features but fall short when it comes to supporting specific regulations or workflows. Labs in sectors like water & wastewater, petroleum, or industrial hygiene often need tools tailored to their field. 

            Avoid it:

            Make sure any system you evaluate can support the regulatory, reporting, and workflow requirements of your specific industry without heavy customization.

            4. Underestimating Data Migration

            Moving from paper logs, spreadsheets, or outdated systems into a new LIMS can be far more complex than expected. Poorly planned data migration can lead to errors, gaps, or delays that impact lab operations. 

            Avoid it:

            Start thinking about data migration early. Identify what data needs to move, what should be archived, and how you’ll validate accuracy. Don’t assume it’s a last-minute task.

            5. Overengineering the System

            Trying to configure every possible feature before go-live can overcomplicate the system and stall the entire project. A “perfect” setup that’s too complex can overwhelm users and create unnecessary friction. 

            Avoid it:

            Focus on getting your core workflows live first. Then build on that foundation with additional features and customizations over time.

            6. Inadequate Training and Support

            Even the best LIMS won’t succeed if your team isn’t trained to use it effectively. Skipping proper onboarding often leads to errors, underutilized features, and frustration. 

            Avoid it:

            Develop a training plan tailored to different user roles. Make sure users have access to job-specific guides, ongoing support, and a clear process for raising issues.

            7. Neglecting Compliance Requirements

            A LIMS should make audits and reporting easier—not harder. Some labs only realize after go-live that their system doesn’t fully support audit trails, secure records, or regulatory reports. 

            Avoid it:

            Choose a solution that includes built-in tools for compliance. Whether you’re following TNI, ISO 17025, or EPA guidelines, your LIMS should help you meet requirements without patchwork solutions.

            Don’t Just Implement—Implement Smart 

            Avoiding these common mistakes can mean the difference between a successful launch and a costly do-over. A well-implemented LIMS brings measurable improvements in accuracy, efficiency, and compliance—but only if it’s planned, executed, and supported the right way. 

            At BTSOFT, we’ve worked with labs across sectors to guide smooth, implementing a LIMS strategically. Our solutions are built with your workflows in mind—and backed by a team that understands the daily realities of lab work. 

            Ready to do it right the first time? 

            Contact us to learn how we can help you avoid the pitfalls and get more from your LIMS investment. 

            Did you know...
Manual processes lead to 25% more operational errors?
Is your lab losing money because of errors?
Find Your Answers Now!
[Download Your Infographic]

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            Is Your Laboratory Audit Ready? Tools and Tips for Compliance https://btsoft.com/is-your-laboratory-audit-ready-tools-and-tips-for-compliance/ Tue, 20 May 2025 08:00:00 +0000 https://btsoft.com/?p=2201 A laboratory audit is a standard part of operating in regulated lab environments, and preparing for one can be overwhelming, but it doesn't have to be.

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            When an auditor walks into your lab, how confident are you that everything is in order? That moment can be stressful even for well-run labs. Audits have a way of revealing things you thought were handled: a missing calibration record, an outdated SOP, or a sample record that isn’t as complete as it should be. No one wants to scramble to fix gaps while an inspector is watching. The reality is a laboratory audit is a standard part of operating in regulated lab environments. Auditors expect to see proof—not just that your team is doing the work, but that every process is documented, traceable, and consistent. Preparing for that level of scrutiny doesn’t have to be overwhelming, but it does take a shift in how your lab operates. 

             

            Compliance Slips Through the Cracks When Systems Are Disconnected 

            Most labs don’t fall out of compliance because of big mistakes. It’s usually a series of small oversights:  

            Training records that weren’t updated

            A piece of equipment used past its calibration date

            A test result that can’t be fully traced back through the workflow

            These things are easy to miss when you’re relying on spreadsheets, paper logs, or separate systems that don’t talk to each other. 

            Auditors notice when data is hard to pull or when information is spread across too many places. They expect to see a clear chain of custody, proper documentation for every sample, and systems in place to confirm that nothing gets skipped. That’s where a lab can run into trouble—not because they weren’t doing the work, but because they can’t prove it quickly or clearly enough. 

            Tips and Tools to Strengthen Compliance Every Day 

            Before you worry about the audit, make sure your day-to-day practices are built with compliance in mind. These strategies help labs of all sizes tighten operations:

            Standardize and document every process

            Create clear SOPs and ensure they are version-controlled and easy to access. Old or conflicting versions should be removed.

            Track training and certifications automatically

            Use digital systems that alert you when employee training is due to expire or new documentation is required.

            Schedule internal mini-audits

            A quick monthly review of documentation and workflows can catch issues early—before an auditor does.

            Centralize data storage

            When sample records, equipment logs, and test results live in different systems, you risk inconsistencies. Centralized systems reduce that risk. 

            Use dashboards and alerts

            Real-time visibility helps teams see what’s overdue, out of spec, or missing. 

            These aren’t just audit prep tactics—they’re productivity and quality strategies. When compliance becomes part of your daily workflow, audits feel more like a review than a disruption. 

             

            LIMS Can Turn Laboratory Audit Readiness into a Daily Habit 

            Using a Laboratory Information Management System (LIMS) like ALPACA LIMS from BTSOFT changes the way your lab handles compliance. Instead of chasing down paperwork or wondering if something slipped through the cracks, your team can rely on the system to handle the details. 

            ALPACA LIMS keeps track of sample workflows, testing steps, personnel assignments, and results—all in one place. Calibration dates, version-controlled SOPs, and training records are integrated right into the platform. That means when it’s time for an audit, you’re not searching for documents or trying to remember when something was last updated. You already have it. 

            Even better, ALPACA makes it easier to spot problems before they grow. The system can: 

            • Flag overdue maintenance 
            • Notify staff of expiring certifications 
            • Ensure only approved versions of documents are in use 

            It’s not just about being ready for the audit—it’s about staying ready every day. 

             

            Make Laboratory Audit Readiness a Built-In Advantage 

            At the end of the day, compliance isn’t just a box to check. It’s about maintaining credibility, protecting your lab’s reputation, and making sure your data holds up under scrutiny. Labs that treat audit prep as a once-a-year scramble are at greater risk of falling short. Labs that build compliance into their systems—and their culture—are more efficient, more trusted, and more resilient. 

            If your lab is growing, taking on new contracts, or facing tighter regulatory oversight, it may be time to take a serious look at your audit readiness. BTSOFT’s ALPACA LIMS is designed to make that transition easier. It’s not just software—it’s a smarter way to manage the flow of information your lab depends on. 

            Ready to see how ALPACA LIMS can support your team? Reach out to BTSOFT to schedule a demo or talk with one of our experts. 

            Want to upgrade your lab operations? Why settle for less when you can redefine your operational excellence? Don't let outdated systems slow you down - take a step forward! Download your white paper

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            BTSOFT Heads to the FSEA Spring Conference https://btsoft.com/btsoft-heads-to-the-fsea-spring-conference/ Wed, 23 Apr 2025 08:00:00 +0000 https://btsoft.com/?p=2189 From May 21–23, 2025, BTSOFT will be headed to Clearwater Beach, Florida, to take part in the FSEA Spring Conference at the Marriott Sand Key

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            FSEA Spring Conference - May 21–23

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            From May 21–23, 2025, BTSOFT will be headed to Clearwater Beach, Florida, to take part in the FSEA Spring Conference at the Marriott Sand Key—and we’re excited to connect with leaders in the laboratory space once again. 

            Hosted by the Forum of State and Environmental Agencies (FSEA), this annual spring conference is a cornerstone event for laboratory professionals from across the U.S. who are focused on regulatory compliance, data quality, and operational efficiency in state and federal lab environments. It’s where directors, scientists, managers, and solution providers come together to explore challenges, share solutions, and shape the future of laboratory management.

            Who We Are 

            As a provider of Laboratory Information Management Systems (LIMS), BTSOFT is proud to be part of the conversation. ALPACA LIMS, our flagship platform, is designed specifically to help labs streamline their operations—from sample tracking and reporting to workflow automation and quality assurance. 

            But ALPACA is more than just a LIMS. We’re expanding what’s possible for public sector labs with powerful, integrated solutions like: 

            • ALPACA Micro ELN – A digital lab notebook tailored for microbiologists, helping teams document, organize, and search experimental data with ease. 
            • ALPACA SDMS – A sample data management system that centralizes files, raw data, and metadata from instruments, making it easier to access, review, and archive information securely.

            These tools work seamlessly with ALPACA LIMS to help labs create a smarter, more connected workflow—no matter the size or complexity of the organization. 

            Why Events Like FSEA Matter 

            For public sector laboratories, staying ahead of changing regulations and evolving testing demands requires more than just a reliable system. It requires insight, connection, and collaboration with peers facing the same issues. 

            The FSEA Spring Conference provides that opportunity. 

            Attendees can expect sessions on topics such as: 

            • Laboratory accreditation and quality system updates 
            • New approaches to PFAS analysis and other emerging contaminants 
            • Managing laboratory data in an increasingly digital world 
            • Case studies from state labs implementing process improvements 
            • Vendor exhibits highlighting tools and technologies driving lab performance

            These sessions align directly with BTSOFT’s mission: empowering laboratories with the tools they need to meet strict compliance requirements, reduce reporting errors, and improve data transparency. 

             

            Come See Us in Clearwater Beach 

            We’re currently registered and awaiting our booth assignment—but we’ll be there and ready to talk about how ALPACA LIMS, ALPACA Micro ELN, and ALPACA SDMS are helping laboratories solve real-world problems. 

            Whether you’re looking to upgrade an aging system, preparing for your next audit, or simply want a more flexible LIMS that adapts to your unique needs, we’d love to show you how BTSOFT can help. 

            And if you’ve already partnered with us? Stop by and say hello! We’d love to hear how your system is performing and share some of the latest features and updates we’ve rolled out this year. 

             

             Event Dates: May 21–23, 2025 

             Location: Marriott Sand Key – Clearwater Beach, Florida 

             Event Info: https://www.fsea.net 

             About BTSOFT: www.btsoft.com 

             

            Let’s connect at FSEA! 

            Interesting in our services or products? Contact us with your questions or to schedule a free virtual demo!

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            9 Essential Lab Metrics You Should Be Tracking https://btsoft.com/9-essential-lab-metrics-you-should-be-tracking/ Thu, 27 Mar 2025 08:00:00 +0000 https://btsoft.com/?p=2124 Running an efficient lab isn’t just about having the right equipment or skilled staff—it’s also about keeping track of key lab metrics.

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            Running an efficient lab isn’t just about having the right equipment or skilled staff—it’s also about keeping track of key lab metrics. By monitoring the right data, labs can improve accuracy, efficiency, and compliance while identifying areas for improvement. Here are nine essential lab metrics every lab should be tracking. 

            The Lab Metrics That Should be Tracked 

            turnaround time icon

            1. Turnaround Time (TAT)

            Turnaround time measures how long it takes to complete a test from sample arrival to final results. A consistently high TAT can signal workflow inefficiencies, staffing issues, or equipment bottlenecks. 

            Sample Throughput

            2. Sample Throughput

            Tracking the number of samples processed over a given period helps labs evaluate efficiency and identify trends that may require resource adjustments. 

            Instrument Utilization Icon

            3. Instrument Utilization

            Monitoring how often lab instruments are in use helps optimize scheduling so that critical equipment isn’t underutilized or overloaded. 

            Reagent Supply Icon

            4. Reagent and Supply Usage

            Keeping track of reagent and supply consumption helps labs manage inventory, reduce waste, and avoid running out of essential materials.

            Error Rate

            5. Error Rate

            Errors—whether in sample handling, testing, or reporting—can impact accuracy and compliance. Regularly reviewing error rates helps pinpoint weaknesses in lab processes. 

            Compliance Quality Control

            6. Compliance and Quality Control Metrics

            Labs must meet industry regulations and quality standards, such as ISO and EPA guidelines. Tracking quality control data guarantees compliance and helps maintain accreditation. 

            Equipment Downtime Icon

            7. Equipment Downtime 

            Unplanned equipment downtime can disrupt operations. Tracking downtime helps identify maintenance needs and determine whether replacements or upgrades are necessary. 

            Customer Satisfaction Icon

            8. Customer Satisfaction 

            For labs serving external clients, tracking customer satisfaction through surveys or feedback can highlight service strengths and areas for improvement. 

            Data Integrity Icon

            9. Data Integrity 

            Ensuring that lab data is accurate, traceable, and safe is critical for compliance and decision-making. Tracking data integrity metrics can prevent issues related to lost or compromised results. 

            The Role of LIMS in Lab Metrics 

            A Laboratory Information Management System (LIMS) plays a crucial role in helping labs track, manage, and optimize these essential metrics. By automating data collection, LIMS eliminates manual errors and ensures real-time monitoring of key performance indicators.

            Improved Turnaround Time

            LIMS streamlines workflows, reducing delays and enhancing efficiency.

            Better Sample Tracking

            Automated tracking minimizes lost or mislabeled samples, improving accuracy and throughput.

            Enhanced Compliance

            LIMS will help with adherence to industry regulations by maintaining detailed audit trails and quality control logs.

            Optimized Resource Management

            By tracking instrument usage and reagent consumption, LIMS helps labs reduce waste and allocate resources effectively.

            Data Tracking

            LIMS protects sensitive lab data through access controls and automatic backups.

            Partner with BTSOFT for Advanced LIMS Solutions 

            BTSOFT provides specialized laboratory informatics solutions that help labs streamline workflows, enhance data accuracy, and meet compliance requirements. Our LIMS solutions are designed to optimize lab performance, reduce manual errors, and improve overall efficiency. 

            Labs looking to improve their processes need reliable data management solutions. Reach out to BTSOFT to see how our LIMS can help you track essential lab metrics, automate workflows, and achieve operational excellence. 

            Want to upgrade your lab operations? Why settle for less when you can redefine your operational excellence? Don't let outdated systems slow you down - take a step forward! Download your white paper

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