Keep retained samples easy to find and review
Retained samples can outlast the project or batch that created them. Good records help a team understand the identity and location of what remains, without guessing why it was kept.
Record the reason in plain language
Use bounded notes to describe the purpose or internal policy reference that is relevant to the sample. Avoid using a tracking application as the source of legal retention advice. Your organization determines its own requirements and review policy.
Set a review date, not an automatic disposal date
A review date asks someone to look again. At that point, check the sample’s condition, identity, location and the policy that applies to it. A due date alone should never cause the software to decide that disposal is legally safe.
Make shelf locations understandable over time
Write locations using stable physical labels. If the room layout changes, update affected records while the samples move. Keep enough information for someone who did not work on the original project to find the object.
Keep disposal and deletion separate
Recording a sample as disposed describes a physical decision your team has made. Moving a record to trash is a data action. Sampleory gives trash a 30-day restore window, subject to plan limits; archived and disposed records continue to count toward sample limits.
Prepare for device and subscription changes
Export a complete archive before clearing browser data or changing how a workspace is used. A CSV is useful for reading current fields in another tool, but it does not include the photos needed for a complete portable backup.