The need for a third-party laboratory is a must in today’s marketplace. The word laboratory, first used in the 1600s, comes from the Latin laboratorium, aplace set apart for scientific experiments, a place for labor and work. Today, we see laboratories as scientific epicenters, only with greater capacities to test things like our food supply.
If you are a food processor, you know that your customers, regulators and most Global Food Safety Initiative (GFSI) benchmarks require testing and, in some cases, specifically third-party testing. But what is the best way to meet this requirement?
When you are looking for a lab, think of it as an interview – you want to know that they can do the job (the “hard skills”), but you also want to see if they will be a good fit for your company (the “soft skills”). You want someone who can do both, right? The role of a laboratory is to test your product correctly while preserving your company’s reputation and integrity. You want to be confident that your testing is done quickly and done right the first time. But finding the right fit for your company is easier said than done.
Getting Started
What qualities should you look for when selecting a lab?
First, you need to figure out your needs as a company. What type of testing do you need? Microbiology? Chemistry? Pesticides? If you need multiple types of testing, do you want to work with one lab that can do both? Most labs specialize.
Second, consider the specific requirement of your customers. Ultimately, you need to create a product to sell to your customers. Ask your customers if they have a preference. Many customers will have a list of approved laboratories. This preparation will help overcome any questions that may arise with your client.
Choosing and committing to one lab can reduce administration costs, improve efficiencies, and decrease stress. It would be best to reassess your choice on an annual basis to ensure they meet your company’s needs. Most labs are not created and operated equally, so I have created a list of considerations to help you make the right choice.
Preparing for the Interview
When choosing a laboratory, there are many factors to consider. Below is a list of 6 areas to focus on when making yours. Before reaching out to potential labs, consider each section and use the checklist to determine your company’s priorities. When you reach out to the labs, you know what questions to ask.
The “Hard Skills”
Accreditation
ISO 17025 or A2LA is an accreditation that establishes that a laboratory has a documented way of doing things or procedures. This accreditation takes in every aspect of the sample, including arriving and sample receipts, all elements during the testing, and the final report. Labs that are ISO 17025 have undergone an extensive audit that encompasses: management, quality systems, document control, subcontracting, complaints, nonconformance issues, calibrations, equipment, and service to clients. The lab should be able to provide its ISO/A2LA Certificates; make sure they are not expired. The lab can also provide you with an approved scope of methods under ISO.
Often, not all tests needed are covered under the scope. Labs will short cut on specific tests because of costs, equipment, or another reason, so checking the ISO 17025 scope is essential. The lab can also provide you with supportive analytical proficiency data, especially for the matrix you are having tested.
Ability and Experience
The lab you chose should use official and recommended methods. They should also be able to explain how they came to their results, with analyses that are repeatable and reproducible. Having consistency in the preparation of the sample, analysis, certificates of analysis, troubleshooting, and communication all aid in minimizing variability and help give you peace of mind. Different matrices (whole almonds in shell, whole, blanched, flour, oil, butter, and pastes) may react differently under testing conditions leading to a false positive or negative. Review the proficiency data and make sure it is done multiple times during the year or if methods are being changed.
It will also be beneficial if the laboratory has experience testing your product. With this industry knowledge, they will better understand how your product is manufactured and the known issues.
It’s also good to select a lab that isn’t overstretched, and subcontracts work out to another lab. Some labs overcommit or accept samples and send the samples to another laboratory to be processed. You cannot be sure if these labs handle your sample similarly to your primary lab. If you need a specific test and it needs to get subcontracted out, find another lab. You want the laboratory to inspire confidence in their expertise.
Pricing
It is good to shop around and see the cost of the testing you need, but price should be one of the last things you should consider. You want to make sure you receive quality analysis with excellent customer service in a reasonable amount of time without being taken advantage of.
The “Soft Skills”
Customer Service
Good customer service should drive you to good results and make working with a lab a straightforward task. Make sure the lab you choose is courteous, available, and timely in meeting your expectation. It would be best to lay out what you expect from the lab upfront. Question the laboratory’s rush policies and how long it takes from sample submission to a generated report (turn-around time). You want them to be able to work with you and not take advantage of your needs. A good lab will assist you with all the testing you need and make suggestions for other tests based on your product.
Labs can suggest and consult about environmental monitoring programs, including sampling sites, collecting the samples, and providing you with the materials to collect the samples. If you don’t have a technical expert on staff, make sure they can interpret the data. Most laboratories offer couriers so you can have your samples picked up, saving you money in shipping and letting you know the analysis will begin the same day. Look for hidden courier fees and flexibility in the lab to come to your facility when you need them there.
Drop-In
You want to make sure “big customers” are being serviced the same way as “small customers.” Send a comparative test of your own. Show up in person and evaluate how you are treated. It is recommended to send in samples with known results to see if you get comparable results. The best way to audit the lab is to schedule a visit. The laboratory should welcome a visit, during the visit you can meet the technicians you’re working with, evaluate the facility, and explain any questions or concerns you have. If they don’t want you to visit you don’t want to be doing business with them.
Confidentiality
It is crucial to make sure the lab you choose expresses confidentiality while processing your samples. You shouldn’t see a competitor’s data or product lying around if you visit the lab. If a testing laboratory tells you who they are working with, they are most likely releasing your information too.
Industry Connections
Laboratories have a vast and deep connection throughout the industry and can help support you if the need arises. They are usually involved with trade meetings and technical sessions and can support you through technological advances and regulatory changes.
Additional Resources
Working with a lab with a certifying body or training and consulting department can give you a broader picture of food safety and quality. If you are having an issue with a specific test, they might be able to provide you with references or connect you directly with their training and consulting branch. A laboratory should always be innovative and look for the future of testing needs. A robust research branch should constantly validate and move the company forward into new, more sensitive areas while helping with the industry’s unique needs.
Making Your Decision
Choosing a laboratory can be a daunting task, but you can begin to find clear distinctions between labs with this article. Take your time, and remember they will be representing your brand while preserving your reputation and integrity. They could prevent a recall or be the reason for one. Working with Safe Food Alliance brings you all of this and more. Our goal is to partner with you and help you make the safest food possible.
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