For Principal Investigators

Your biosafety audit
is two weeks away. Are you ready?

Annual safety reviews require documented biological material inventories. Most labs scramble to compile them from memory and scattered spreadsheets. Vial Tracker Free means your audit inventory is always current.

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AlwaysAudit-ready
"Every year we spend two weeks before the safety audit reconstructing an inventory that should have been maintained all along."
— The situation Vial Tracker Free prevents
The problem

Biosafety inventories compiled the week before an audit are never complete

Your institution requires an annual inventory of biological materials for safety and compliance review. Every year, the same thing happens: two weeks before the audit, you ask every researcher in the lab to account for what they hold. Two weeks of interrupted science to reconstruct what should have been documented continuously.

The reconstructed inventory is always incomplete. Samples from researchers who have left are miscategorised or missing. Older stocks are listed from memory. The audit inspector finds gaps. You get an action point.

The problem isn't the audit — it's that the inventory only exists at audit time. Vial Tracker Free makes it a living document instead.

What the next audit will expose
Audit preparation takes weeks of researcher time every cycle
Reconstructed inventories are always incomplete
Gaps lead to action points and follow-up visits
Historical stocks from departed researchers are undocumented
What you get

Built for the real-world lab

Living audit inventory
Vial Tracker Free is updated as samples are added, moved, or disposed of. By audit time, the inventory has been current for a year — not compiled in two weeks.
Categorised by biosafety class
Entries can flag BSL classification, containment requirements, and disposal records — exactly what safety auditors look for.
Complete historical record
Samples from researchers who have long since left are still in the record — with their original owner, dates, and storage details intact.
No institutional approval needed
It's Excel. Researchers use it immediately without IT sign-off, procurement cycles, or training sessions.
Validation traceability built in
VTF ships with a User Requirements Specification and Functional Requirements Specification. When an auditor asks not just what you tracked but how the system was designed to track it, the documentation exists. Start non-regulated — stay compliant-ready.
How it works

Up and running in an afternoon

1
Download the file
No installation, no account. Open it in Excel today.
2
Start the living inventory
Enter your current holdings. New samples get logged on arrival; disposed samples get closed out with a date.
3
Export at audit time
Your audit inventory is already current. Filter, sort, and print in minutes — not weeks.
Also on this site

Other challenges Vial Tracker Free solves for PIs

Post-Doc Departure
Keep your lab's institutional memory intact when a researcher moves on.
Freezer Failure & Recovery
Know exactly what was lost — and prove it to your institution — when a freezer fails.
Grant Resource Documentation
Answer reviewers' questions about your lab's biological resources with a single export.
Material Transfer Agreements
Track which samples are shared, with whom, and under which MTA — automatically.
PhD Student Handover
When your student submits, their sample knowledge shouldn't leave with them.
Publication Traceability
Trace every published result back to the exact vial it came from, on demand.

Make your next audit
a ten-minute exercise

Download Vial Tracker Free today. Start the living inventory now so the next audit inspection is ready before the notice arrives.

Download Vial Tracker Free — it's free
Works in Excel
No account required
Works alongside any LIMS
Made in Singapore