Can you (or your IT department) set up an Access data base? We've used Access for years to track final disposition of 1600-2000 units of red cells a year. When the unit comes in, you scan it into the data base and enter information such as invoice #, date ordered, date received, blood type, special attributes, expiration date, supplier information. There can be tables built into the data base so you can select blood type, attributes, etc. to speed up entry. We can put 40 units of red cells into the data base in about 15 minutes. When the unit has been transfused, wasted, outdated, returned, transferred (in other words, final disposition), you pull up the information for that unit and enter recipient information (name, birthdate, ID #, account #, ordering provider, date transfused, status when released(emergency release? mass transfusion protocol, etc.) etc. - whatever you feel you need to include). If a patient didn't receive the product, you have fields for final disposition date (date outdated, date wasted, date returned to supplier, etc.) and you leave the patient info blank. Again, you can have tables for drop down lists for the final disposition of the unit - Transfused, Wasted, Outdated, Transferred, etc. I also have a comment area for free text info so that I can enter details about why a unit was wasted, who the unit was transferred to, etc. That information takes about a minute or so to enter, maybe less if you type well. Testing information is not included in this record, but with the received date and the date of transfusion, it is very easy to find that information in the worklogs. We have only 2 paper logs - one for all patient and donor testing and one for unit/product checkout.
Our data base has separate files for each type of product - Red Cells, Platelets, FFP, Cryo, RhIG, Bone/Tissue, whatever you want. Once the data base is built, and someone who's good with Access can do in pretty quickly, ask for specific queries to be built so that you can pull reports for specific pieces of information. These queries can be downloaded into Excel spread sheets so you can sort data to your hearts content and build nice graphs and reports. If an inspector wants to track a unit, one of the queries allows me to pull up a page that has all the information for just that unit. With the date received and the date transfused, I can quickly find the appropriate pages in my 2 worklogs to show them the donor retest, patient testing and checkout. We were using this system when we drew autologous units and the FDA inspected us. They were always satisfied with our unit documentation. I've had no problems with CLIA, CAP or JC inspectors.
I am happy to report that we'll be retiring this system in about a year because we are getting a blood bank information system, but it's worked well for us over all the years we've used it.