LIMS: To write or to buy one – that is the question
To build or buy: The laboratory information management system (LIMS) dilemma

Laboratory managers face a growing challenge in efficiently managing complex data and workflows. With increasing demands for regulatory compliance, data integrity, and laboratory efficiency, a Laboratory Information Management System (LIMS) is essential. But should a laboratory build its own LIMS or buy a commercial solution? This decision has become pivotal for laboratories as they navigate between customisation needs and resource limitations.

The traditional approach: Building a custom LIMS

For years, laboratories have built custom LIMS solutions to meet their specific needs. In theory, an in-house LIMS offers unmatched customisation. However, as many laboratories have discovered, the drawbacks often outweigh the advantages.
1. Development resources  
Building a custom LIMS requires significant time, money, and specialised skills. Finding programmers with both laboratory and software development expertise is increasingly difficult. Moreover, custom-built systems demand continuous maintenance and upgrades, which can be overwhelming for in-house IT teams.
2. Regulatory compliance and maintenance  
Keeping up with regulatory changes, such as FDA, ISO, or CLIA requirements, adds another layer of complexity to in-house systems. Commercial vendors have dedicated teams to track and implement these changes, ensuring continuous compliance.
3. Out-dated technology  
Many custom LIMS solutions are built on out-dated platforms, leading to problems with maintenance and compatibility. As programming languages and operating systems evolve, older LIMS software becomes more prone to failures, requiring significant investments to keep it operational.
4. Knowledge dependency  
Internally developed systems often rely on a few key personnel. If these staff members leave the organisation, the system’s knowledge base goes with them, making it challenging to manage and maintain the LIMS.

The case for buying a LIMS

In contrast to building a custom LIMS, purchasing a commercial solution offers several key advantages that make it the more practical choice for many laboratories.
1. Cost efficiency and resource allocation  
While building a LIMS may appear cost-effective initially, the total cost of ownership (TCO) often escalates over time due to maintenance, upgrades, and support needs. Commercial LIMS providers distribute these costs across their client base, making purchasing a more cost-efficient solution in the long run.
2. Expertise and support  
LIMS vendors specialise in building, maintaining, and upgrading these systems. They offer dedicated support teams and frequently provide updates to improve functionality and ensure compliance with changing regulatory standards. Additionally, commercial LIMS solutions offer seamless integration with instruments and other laboratory software.
3. Customisation through configuration  
While custom LIMS systems promise complete flexibility, commercial LIMS now offer powerful configuration options that allow labs to tailor the system without extensive code development. Many vendors provide robust APIs (Application Programming Interfaces) that facilitate integration with laboratory instruments and other systems.
4. Scalability and future-proofing  
Commercial LIMS solutions are designed to grow with the laboratory. Whether it’s an increase in sample throughput, the addition of new instruments, or the need for more advanced workflows, purchased LIMS solutions offer scalability without significant hardware or software changes. This adaptability is crucial for modern laboratories that need to respond quickly to new research demands or regulatory requirements.
5. Downtime and Reliability  
Commercial LIMS solutions, especially those offered as Software-as-a-Service (SaaS), provide superior reliability through high availability, redundancy, and disaster recovery protocols. In-house solutions often lack these features, leading to frequent downtime, which can disrupt laboratory operations and result in lost data.

Debunking the myths about commercial LIMS

Several myths surrounding commercial LIMS persist, despite the clear benefits of purchasing over building.
- Myth 1: In-house LIMS systems have less downtime  
In reality, in-house systems are more prone to downtime due to limited IT infrastructure and lack of redundancy. SaaS LIMS solutions, in contrast, are designed for minimal downtime with built-in disaster recovery systems.
- Myth 2: In-house LIMS are more secure  
Security is often cited as a reason for building a custom LIMS, but many security breaches occur internally. Commercial LIMS providers offer regular security updates, advanced encryption protocols, and strict access controls that often surpass in-house security measures.
- Myth 3: In-house LIMS are easier to manage  
Managing a LIMS requires a dedicated IT team. With commercial solutions, much of the management is handled by the vendor, freeing laboratory staff to focus on science rather than system maintenance.

The future of LIMS: SaaS and beyond

The LIMS industry is rapidly moving towards cloud-based SaaS models, especially for small to medium-sized laboratories. These solutions eliminate the need for large IT investments while offering high availability, security, and flexibility. SaaS LIMS solutions can be quickly deployed and easily updated to keep pace with technological advancements, making them the ideal choice for laboratories that want to future-proof their operations.
As laboratories increasingly adopt automation, artificial intelligence, and big data analytics, commercial LIMS providers are incorporating these technologies into their platforms. This ensures that laboratories not only meet their current needs but are also prepared for the future of scientific research.

Conclusion

In today’s fast-paced automated laboratory environment, the decision to buy a LIMS is often the best option. While building a custom system might seem attractive at first, the long-term costs, maintenance requirements, and potential for disruption outweigh the benefits. Commercial LIMS solutions provide scalability, compliance support, and advanced integrations that are essential for modern laboratories. By investing in a commercial LIMS, laboratories can focus on their primary objective: advancing science efficiently and accurately.
For more information, please email the author Dr Phil Williams at phil@lims4u.co.uk or visit ‘LIMS4U’ on LinkedIn. Phil has over 39 years’ experience in Lab automation. He founded LIMS4U in 2019 and offers LIMS marketing services primarily via LinkedIn (over 30,000 followers).