01Define the hold without implying a test failure

LabKey’s sample-management documentation distinguishes available, consumed and locked sample states, and separates sample status from storage status. It provides a software example of recording whether material can be used independently of where it is located.LabKey — Manage Sample Status (opens in a new tab)

For a research documentation issue, a laboratory might define a hold because the lot certificate is missing or because two identity descriptions conflict. The status should name that reason rather than describing the material simply as “bad”.

Identify whether the restriction applies to one container, all containers from a lot or a particular proposed use. An ambiguous hold can be bypassed accidentally or applied more broadly than the evidence justifies.

This is a hypothetical research-record approach. It does not describe Novum fulfilment procedures, product availability states or a regulated manufacturing release system.

02Make the unresolved question actionable

The example deliberately identifies a documentary mismatch rather than assuming a chemical defect. The material may ultimately be acceptable, unacceptable or still unresolved after review.

A missing document and a contradictory document may require different actions. Record the exact gap so the person following up knows whether to retrieve information or resolve a conflict.

Use a status label that is understandable without relying on colour alone. The inventory should also provide the reason and the person responsible for the next step.

03Keep the record aligned with actual access

A software flag only helps if the laboratory’s workflow respects it. Staff selecting material need to see the restriction before using the container, through the institution’s agreed labelling, location or electronic controls.

Do not improvise storage conditions as part of a documentation hold. The hold concerns availability for use; physical handling remains governed by applicable material information and laboratory procedures.

If material was already used before the issue was identified, record the affected experiments and assess their interpretation separately. Changing the current stock status does not retroactively resolve those results.

04Close the hold with an explicit decision

When new information arrives, link it to the hold and record who assessed it. A status change to available should identify the evidence that resolved the question and the use for which the material was accepted.

If the issue remains unresolved, retain the restriction or document another authorised disposition. Do not remove the flag merely because time has passed or the material is urgently needed.

Preserve the full status history after closure. It allows later readers to understand why the material was withheld, what changed and whether the decision affects any earlier work.