Automating Pipette Management

White Paper
New Technologies Simplify the Process

Managing pipettes in a lab environment can be time-consuming and costly. Lab

personnel manually enter maintenance records and periodic performance results for
each pipette. They also must schedule and prepare pipettes for routine service and
required repairs. There is also paperwork, such as calibration certificates, to organize
and file. All of these processes can be simplified today by new technologies that also
reduce errors and increase efficiency.

Pipettes are an essential part of the workflow
in many labs. There are many labor-intensive
steps in ensuring that pipettes are serviced and
performing properly. Not only does the manual
task of inputting service and testing data
introduce errors into the process, but it also
takes time away from more pressing tasks. The
rapid development of the networked devices,
in which RFID-equipped tools and readers,
sensors and computers communicate directly
without the need for manual intervention,
brings exciting possibilities to the management
of lab assets such as pipettes. The use of this
new technology simplifies the process while
reducing errors and increasing efficiency in
pipette management.
Technology makes it possible for the devices to
communicate on a network without intervention
at each step. This is especially valuable
for tracking the history and performance of
thousands of small, individual devices such
as pipettes in a lab environment. The advent of
this use of RFID chips and readers to automate
pipette management is a boon for those
seeking an efficient, reliable method of tracking
inventory and performance efficiently and
accurately.
Every network is comprised of the same
basic components. Today, they can use RFID
technology to communicate via a network.
Devices with unique electronic identifiers are
required to facilitate that communication.
An application is required to receive the
information in a specified format when
reported from the devices. When used for
pipette management, the required technology
and identifiers must be incorporated into or
connect to each pipette at each stage in the
communication process.
The components of a pipette management
system include:
Network linking the components
A network is required to facilitate communi-
cation between the readers, software, and
individual pipettes and devices comprising the
pipette management system. For efficiency
and integration of the “smart” devices at each
pipette life stage, e.g., inventory, maintenance,
validation on-site, etc., WIFI or Bluetooth® net-
works are often used. These wireless technolo-
gies allow the devices to communicate without
manual scanning or input on a keyboard.
 Unique means of identification incorporated into or connected to each device
A unique identifier is essential to any inventory management system – automated or manual. It can be a
number etched into the device, a sticker with an ID affixed to the device, a radio-frequency identification
(RFID) chip embedded in the pipette or some other form of identification that differentiates each pipette from
the next. The identifying mechanism will most likely be in the form of a bar code that can be scanned by a
digital reader or an RFID chip that can transmit to the receiving device and populate the asset management
software. The “smarter” the identification device, the less need there is for a distinct data-entry effort and the
more likely it is that the input data will have errors.

Input device
The new technologies in pipette management include the devices’ ability to input data through direct
communication between those devices. With an RFID chip and reader, the information in the chip is
transmitted to the software via a reader when the devices are within range, according to the software
preferences’ specifications. This input method is more efficient and less error-prone than manual entry. It
is also more likely to be performed on time because it does not take time away from activities in the lab
or require lab personnel’s full attention. The data input process is also less likely to introduce errors since
there is no physical manipulation of the data during the input process. The data is transmitted directly to
the software in digital form. Since it “inputs itself,” the data will appear as it appears in the source and will
generally be available immediately.

Inventory management software to record data and produce reports for each pipette
Effective pipette management requires accurate records relating to the maintenance and performance of each
pipette. The management software can also be designed to alert pipette managers of required maintenance
and facilitate scheduling maintenance. The software makes it possible to track each pipette throughout its life
while making all relevant information, including electronic calibration certificates, available if required for an
audit or review of the work results involving the pipette.

An additional advantage to smart pipettes is the ability to verify pipette accuracy simply in real-time before
critical tasks are performed. Pipette accuracy has been verified with gravimetric analysis. This multi-step,
time-intensive process includes:
• Preparing a solution of known weight;
• Separating a specified constituent;
• Weighing the isolated constituent; and
• Computing the amount of the specified constituent from the observed weight of the isolated substance.

The latest technology makes it possible for the desired outcome to be derived through a simple procedure
requiring minimal involvement by the pipette operator. Instead, a sample is drawn to specifications, dis-
pensed into a designated verification device with the results are transmitted to the inventory management
software for tracking.

Summary
For simple and efficient pipette management, the latest technology is the answer. Creating a network of
devices coupled with inventory management software to automate the process results in enhanced efficiency,
fewer errors and minimal disruption to the laboratory workflow.

Rainin is a registered trademark of Rainin Instrument, LLC. Bluetooth is a registered trademark of Bluetooth SIG.

METTLER TOLEDO Group

Laboratory Division
www.mt.com/rainin
Local contact: www.mt.com/contacts For more information

Subject to technical changes

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