Every modern laboratory needs a laboratory information management system (LIMS) to stay compliant and competitive. However, selecting the best LIMS is no simple task. One aspect of choosing a LIMS that may be overlooked is determining whether a cloud versus on-premises LIMS would best serve the lab. Both have unique advantages, challenges, and financial ramifications that must be weighed against the lab’s needs, capabilities, and budget.
The benefits of a cloud LIMS
Many commercial LIMS platforms follow a cloud-based, software-as-a-service (SaaS) business model. There is no need to install additional software on lab workstations; users access the software directly in their web browser. This approach is accessible and aligns easily with many organizations’ IT security policies around installing new software. For many analytical labs, cloud-based LIMS are a great solution for several reasons.
Cloud-based LIMS offload systems administration to the vendor. Neither lab personnel nor the organization’s IT staff have to manage storage, security, network configuration, and other administrative tasks. One exception is user access control within the LIMS, which the lab manager will typically handle. Minimizing the overhead associated with administration translates into significant savings for the lab.
Along with offloaded administration, these systems can easily scale in step with the lab without investment in hardware or IT infrastructure—the vendor simply allocates more storage space in their data center for the lab’s account. This scalability ensures that labs can adjust their resources based on current demand, shifting alongside variable costs and eliminating the downtime required to upgrade on-premises servers.
Moreover, cloud-based LIMS typically offer superior data accessibility and collaboration features. Cloud LIMS can be accessed remotely, facilitating collaboration between teams across different locations. Remote access is particularly useful for organizations with multiple sites or those that engage in collaborative projects with external partners.
Data security and compliance are other areas where cloud-based LIMS excel. Providers invest heavily in security measures, including data encryption, secure data centers, and regular security audits, to protect sensitive data against unauthorized access and breaches. Additionally, these systems are usually designed to comply with relevant industry standards and regulations, such as GLP (Good Laboratory Practice) and GDPR (General Data Protection Regulation), helping labs meet compliance obligations.
Additional considerations for cloud solutions
Cloud LIMS platforms offer a host of benefits, but there are other factors that labs should weigh when building the business case for implementation.
Firstly, labs must be prepared for a monthly or annual cost to add to their operating expenses budget. Depending on the number of user accounts and the volume of data, among other factors, this cost can be quite significant.
Furthermore, labs must be careful to ensure that the location of the data center hosting their LIMS complies with relevant regulations. If the country in which the LIMS is hosted has less stringent data security standards than the country the laboratory is located in, there’s a possibility of falling out of compliance.
The benefits of an on-premises LIMS
On-premises LIMS solutions are hosted on the organization's own servers and managed by its IT staff. This approach gives labs complete control over their data and system customization. These LIMS can be tailored extensively to fit specific laboratory workflows, which is particularly beneficial for labs with unique processes that cloud-based solutions cannot easily accommodate.
Additionally, on-premises LIMS represent a one-time capital expenditure investment, although additional costs may include developer fees (for customization and updates) and the server’s monthly energy consumption. In the long run, this may be more affordable than continually paying for a cloud LIMS.
Finally, on-premises LIMS are independent from the internet. If the organization has a robust intranet, users and instrumentation can access the LIMS regardless of the facility’s broader connection to the internet. This can be faster (potentially better suited for handling the large volume of data that analytical equipment generates), more robust, and more secure than relying on an internet connection.
Additional considerations for on-premises solutions
On-premises LIMS place the responsibility for data security and compliance squarely on the organization, requiring specialized knowledge and resources to protect the system and data. As such, the LIMS must be actively maintained by in-house software developers or the original vendor. Otherwise, security exploits will never be patched, and the lab is at greater risk of falling out of compliance. Active development also ensures that the LIMS can interface with new analytical instrumentation.
Additionally, implementing an on-premises LIMS is considerably more time-consuming than subscribing to a cloud LIMS. Labs must take into consideration the time required to:
- acquire IT infrastructure hardware,
- implement and configure that hardware,
- deploy the LIMS,
- configure backups,
- perform an initial test of backups, among other things.
This is far from ideal if a lab is already operating and urgently needs a LIMS.
Making the decision
When choosing between cloud-based and local LIMS, laboratories should consider several factors, including their specific needs, budget, IT capabilities, and long-term goals. Cloud-based solutions may be more suitable for labs looking for flexibility, scalability, and ease of use, especially if they have limited IT resources or need to facilitate remote access and collaboration. On the other hand, local LIMS might be the better option for labs that require extensive customization, have stringent data control needs, or possess the IT infrastructure and expertise to manage the system effectively.
The decision between cloud-based and local LIMS should be made after careful consideration of the lab's specific requirements and constraints. Both options offer distinct advantages, and the best choice depends on the lab's operational, financial, and strategic priorities. As technology continues to evolve, laboratories must remain adaptable, choosing solutions that best align with their evolving needs and ensure the efficient, secure, and compliant management of their data and processes.
Author bio:
Holden Galusha is the associate editor for Lab Manager. You can reach him at hgalusha@labmanager.com