Implementing QR Codes in Academia to Improve Sample Tracking, Data Accessibility, and Traceability in Multicampus Interdisciplinary Collaborations

Hernandez, Cristian; Aslankoohi, Elham; Frolikov, Pavel; Kurniawan, Sri; Rolandi, Marco

With the growing number of multicampus interdisciplinary projects in academic institutions, there is an increasing need for tracking systems that make device and sample data and associated results instantly accessible to all collaborators involved. This need has become particularly salient with the COVID pandemic and consequent travel restrictions that have hampered in person meetings and laboratory visits. We report a Quick Response (QR) code tracking system that integrates project management tools for seamless communication and tracking of materials and devices between three manufacturing sites (cleanrooms) and six research laboratories across five universities. We use this system to track the design, fabrication, and quality control of bioelectronic devices (in the cleanroom and engineering laboratories), in vitro experimental results (in a biology laboratory), and in vivo testing (in the school of medicine). Setting up a tracking system for multisite interdisciplinary teams improves traceability, efficiency, and the quality of produced results making it easier to accomplish project milestones on a tight timeline. This tracking system is particularly useful to track device issues and ensure engineering device consistency when working with expensive biological samples in vitro and animals in vivo to reduce waste of biological and animal resources associated with device failure.