Sample inventory process flowchart
An editable sample inventory workflow for comparing item, location and status with records, assessing availability and condition, investigating discrepancies, applying approved holds or adjustments and recording review results.
What the sample inventory process is
The chart follows a scheduled inventory review from a comparison of records and physical samples through condition assessment, discrepancy investigation and a recorded result. It can be adapted to cycle counts, periodic reviews or event-driven checks.
A location or status mismatch does not disappear into a corrected count. The exception path investigates the discrepancy and makes a separate decision about whether an approved hold or inventory adjustment is needed.
This template does not establish compliance with any standard or regulation. Confirm inventory scope, review frequency, status definitions, adjustment authority and records for your own laboratory before making it effective.
What this flowchart covers
In this template
- Four stages from inventory review through a recorded outcome.
- A labelled decision that compares item location and status with the record.
- An investigation path for a physical or record discrepancy.
- A second decision that separates an approved hold or adjustment from an unchanged record.
- Editable roles for custody, inventory coordination and supervisory review.
When to use this template
- You need a sample inventory process for routine counts, reconciliation or pre-disposition checks.
- You want to distinguish a discovered mismatch from the decision to adjust a record or hold a sample.
- You are improving visibility between storage locations, sample status and laboratory records.
How it works
Set inventory scope
Define which sample classes, locations and statuses enter each review. Match the scope to the records and physical areas your team can actually verify.
Name discrepancy evidence
Specify the scans, logs, observations and record history used to investigate a mismatch. Capture facts before an adjustment is proposed.
Assign adjustment authority
State who may place a hold or approve a record adjustment and what evidence they need. Keep the investigation and approval visible as separate actions.
Review recurring issues
Use completed inventory reviews to identify repeated location, status or custody problems, then update the local workflow or training where the evidence supports it.
Frequently asked questions
What does a sample inventory process flowchart cover?
It covers comparing the physical item, location and status with the record, checking condition and availability, investigating a mismatch, deciding whether a hold or adjustment is needed and recording the review outcome.
What should happen when a sample cannot be found in its recorded location?
Investigate the discrepancy through the available location, custody and record evidence, and place a controlled hold if the site procedure calls for one. Do not silently change the record solely because the item was not found on the first check.
Why separate investigation from an inventory adjustment?
A corrected record is not evidence that the original mismatch was understood. Separating the two steps lets the laboratory preserve the facts, assign authority and learn from repeated discrepancies.