Adding a New Film Batch

Register a new LOT of radiochromic films into the system

In This Tutorial

What is a Film Batch (LOT)?

A Film Batch, often referred to by its LOT number, is a group of radiochromic films that were manufactured together in the same production run. All films in a batch share the same characteristics, expiration date, and response properties.

Batch Hierarchy Position

A batch is the top level in the Wavechrome Film Portal's hierarchical structure:

Film Batch (LOT)
Film Boxes
Individual Films
Why Batches Matter

Tracking films by batch is essential for radiochromic film management:

  • Expiration Tracking: All films in a batch have the same expiration date
  • Response Consistency: All films from the same batch have identical dose-response characteristics
  • Traceability: Links all measurements back to their original film source
  • Quality Control: Easily identify if an entire batch has issues
  • Compliance: Maintains audit trail for regulatory requirements

Screenshot: Film batch registration form example

Accessing Batch Management

To manage film batches, navigate to the batch management section from the main menu.

Steps to Access Batches:
  1. Click on "Films" in the main navigation menu
  2. Select "Batches" from the submenu
  3. You'll see a list of all existing batches in your organization
  4. Click the "New Batch" button to create a new one
Batch List View

The batch list shows you:

  • LOT numbers and batch identifiers
  • Film types (GAFchromic, Gafspeed, EBT3, etc.)
  • Manufacturer information
  • Expiration dates with color-coded warnings
  • Number of boxes in each batch
  • Total films available
  • Action buttons (View, Edit, Delete)

Screenshot: Batches list view with search and filter options

Creating a New Batch

Follow these steps to register a new film batch in the system.

Required Fields

When creating a new batch, you must fill in the following information:

Required Information:
  • Lot Number: The manufacturer's LOT identifier (e.g., "2024-001-GAF")
  • Film Type: Select from available film types (EBT3, XR-RV3, Gafspeed, etc.)
  • Manufacturer: Company that produced the films (e.g., Ashland, ISP)
Optional Fields

These fields can be filled in for additional information:

  • Manufacturing Date: When the films were manufactured
  • Expiration Date: When these films expire (critical for safety)
  • Initial Sheet Count: How many sheets came in this batch
  • Notes: Any additional information or special handling requirements
Batch Creation Steps
Steps to Create a Batch:
  1. Click the "New Batch" button on the Batches page
  2. Enter the Lot Number from the film packaging
  3. Select the Film Type from the dropdown (e.g., EBT3)
  4. Select the Manufacturer from the dropdown
  5. Enter the expiration date (very important!)
  6. Enter any additional optional information
  7. Click "Create Batch" to save
  8. You'll see a confirmation and the new batch will appear in your list

Screenshot: Batch creation form with all fields

Important: Expiration Dates

Always record the expiration date when creating a batch. The system will warn you when films approach expiration and prevent use of expired films in measurements.

Understanding Batch Properties

Each batch in the system has important properties that affect how its films can be used.

Key Properties
Expiration Status

Status indicators show:

  • Active - Can be used
  • Expiring Soon - Days remaining
  • Expired - Cannot be used
Capacity Management

Tracks total and available films:

  • Total films in batch
  • Films already in boxes
  • Films available for new boxes
Film Type Specifications

Each batch is associated with a specific film type, which determines:

  • Dose range (low, medium, high dose sensitivity)
  • Calibration curves and response profiles
  • Standard frame size and dimensions
  • Color saturation properties

Screenshot: Batch detail page showing all properties

Best Practices for Batch Management

Follow these best practices to maintain accurate and efficient batch tracking.

Best Practices:
  • Clear LOT Numbering: Use consistent naming conventions for LOT numbers (e.g., "2024-001-EBT3")
  • Always Record Expiration: Never skip the expiration date field
  • Check Original Packaging: Verify all information against the film box or certificate of analysis
  • Timely Registration: Register batches when received, not later
  • Regular Cleanup: Periodically review and retire expired batches
  • Document Manufacturers: Keep notes on supplier changes or quality variations
  • Monitor Usage: Track which films from each batch have been used
Naming Conventions

Recommended LOT number format for clear identification:

YYYY-XXXXX-FILMTYPE

Example: 2024-A12345-EBT3

Where:

  • YYYY: Year received
  • XXXXX: Manufacturer's lot identifier
  • FILMTYPE: Film type abbreviation
Certificate of Analysis

Most film manufacturers provide a Certificate of Analysis with each batch. Keep these documents for regulatory compliance and reference calibration data.

Viewing and Managing Batches

After creating a batch, you can view, edit, or manage its details.

Viewing Batch Details

Click on a batch name or the "View" button to see its detail page, which displays:

  • All batch information (LOT number, film type, manufacturer, dates)
  • Expiration status and days remaining
  • List of boxes in this batch
  • Total films and availability
  • Create new box button
  • Edit and delete options
Editing a Batch

To modify batch information:

  1. Click the "Edit" button on the batch detail page
  2. Update the fields you need to change
  3. Click "Save Changes"
Deleting a Batch

You can delete a batch if:

  • It has no associated boxes
  • It has no measurements using its films
  • You have permission to delete (Administrator only)

Screenshot: Batch detail page with management options

Pro Tip: Next Step

After creating a batch, the next step is to create film boxes within that batch. This breaks down your inventory into manageable containers. See the "Registering Film Boxes" tutorial for guidance.

Summary

Creating film batches is the first step in organizing your radiochromic film inventory. A batch represents a manufacturer's lot of films that share the same properties and expiration date. Always record accurate LOT numbers and expiration dates, follow naming conventions, and use the batch system to maintain traceability throughout the film lifecycle.