O2A SAMPLES – From Expedition to Digital Database – A Unified Framework for Sample Digitization and Interoperability

O2A SAMS, now O2A SAMPLES, addresses the persistent fragmentation of sample management in environmental and earth system research. Today, biological, geological, glaciological, and water samples are often handled in isolated systems, which limits interoperability, slows scientific progress, and complicates compliance with international standards. O2A SAMPLES builds on an existing open source prototype and develops it into a unified, hosted platform that brings diverse sample metadata together in one interoperable framework. The service will be available to Helmholtz centres, universities, and external partners, enabling consistent, transparent, and FAIR aligned sample handling.

The project aims to deliver a production ready system that supports the complete lifecycle of sample management, from field collection to long term archiving. O2A SAMPLES integrates with established infrastructures such as the O2A REGISTRY, OSIS, PANGAEA, and the Earth Data Portal. These connections ensure reliable data exchange, traceability, and compliance with the Nagoya Protocol. The platform supports persistent identifiers through DataCite as IGSNs, QR based tracking, automated metadata capture, and standardized workflows that reduce manual effort and improve reproducibility.

A central component of the project is the development of discipline specific Standard Operating Procedures and harmonized workflows. Metadata are aligned with FAIR WISH and international metadata standards to ensure consistent documentation across sample types. This enables researchers to discover, loan, reuse, and integrate samples more effectively. A field operations toolkit will support robust sample registration in challenging environments through a mobile application with offline capabilities, QR code scanning, and automated data uploads.

Community building and long term sustainability are integral to the project. Training materials, workshops, and a dedicated support portal will foster a growing community of practice within the Helmholtz DataHub AG Sample Management group. Continuous feedback and collaborative development will ensure that the system remains relevant and adaptable. As an open source, modular platform, O2A SAMPLES is designed for scalability and future integration with emerging technologies.

O2A SAMPLES will significantly enhance the FAIRness, accessibility, and scientific value of physical samples across the Helmholtz community and beyond.