The biopharmaceutical industry has experienced a significant surge in samples and drug products requiring -80°C storage. Scaling storage has been a considerable hurdle for organizations with large volumes of samples that must be kept at these ultra-low temperatures (ULTs). Many solutions require labor-intensive management and are inefficient in terms of space utilization and energy consumption. In fact, ULTs rank among the most energy-intensive laboratory equipment—a single unit can consume as much electricity as an average household daily. With more than 500,000 ULT freezers operating in the US alone, the cumulative energy consumption and associated costs are staggering.
It’s no wonder, then, that organizations are actively seeking more efficient alternatives. Here, we explore the challenges and discuss the benefits of new automated centralized ULT storage.
Get training in Asset Management and earn CEUs.
One of over 25 IACET-accredited courses in the Academy.
Asset Management course
The rising need for large-scale ULT storage
ULT freezers store a variety of biological materials, from tissues, cells, microorganisms, and nucleic acids to high-value biopharmaceuticals. Reliable, long-term cold storage of samples is vital for research progress and accountability, enabling retrospective examination of results.
Two key factors drive the soaring demand for ULT storage. First, increased investment in genomic research necessitates extensive ULT storage to maintain sample integrity. Second, the growing focus on biologics, which require ULT storage, exemplified by the recent surge in mRNA vaccine development. As more of these products advance through clinical development, the need for ULT storage will only continue to expand.
Limitations of ULT "freezer farms"
As demand for ULT storage rises, “freezer farms” —groups of multiple -80°C freezers—have become common. While manual freezers remain essential for many applications, their limitations for large-scale storage are becoming increasingly apparent.
Operational inefficiencies and sample management challenges
Managing large freezer farms presents numerous challenges for lab personnel. Time-consuming sample retrieval and inventory management, exacerbated by fragmented systems across departments, make locating and retrieving samples difficult—especially when units are spread across multiple locations. This inefficiency not only increases the risk of human error and potential sample loss but can also lead to research delays and diverts staff from core activities. Moreover, the diversity of storage locations and inventory systems complicates sample traceability and tracking, making it challenging to maintain a comprehensive, real-time view of sample inventories and their history. This lack of visibility can compromise chain of custody documentation and hinder regulatory compliance efforts.
Space utilization and scalability limitations
Freezer farms often suffer from poor sample-to-footprint ratios, rapidly consuming available floor space. As storage requirements grow, expanding capacity becomes increasingly difficult due to limited lab space and the complexities of integrating numerous units into existing heating, ventilation, and air conditioning systems. These issues intensify as storage demands rise.
Interested in lab design?
Economic and environmental impact
The economic and environmental impact of operating large ULT freezer farms is substantial. Running ULT freezers is highly energy-intensive and, therefore, expensive. This drives up operational costs and can contribute significantly to greenhouse gas emissions, conflicting with sustainability initiatives. Additionally, older ULT freezers commonly use refrigerants with high global warming potential (GWP), underlining the urgent need for more eco-friendly options.
Automated, high-density ULT storage
As the limitations of traditional freezer farms become increasingly apparent, centralized, high-density automated ULT storage systems are emerging as a superior alternative. These advanced systems comprise a single automated unit capable of replacing as many as 100-200 manual freezers, offering improved space utilization, energy efficiency, and streamlined sample management while accommodating a wide range of labware types, including tubes, vials, bottles, plates, racks, and cryo-boxes.
Boost efficiency and streamline operations
Automated precision sample retrieval enables quick, accurate access to samples; it minimizes human error and significantly reduces researchers' time spent on sample management tasks.
Large, automated ULT systems offer a unified approach to storage management. By consolidating samples in one system, scientists can focus on core research activities rather than wasting valuable time on storage logistics—no more tracking samples across multiple freezers or having to walk across campus to find the right unit.
Improve sample traceability and tracking
Centralized storage in a single location improves sample traceability. Many systems include software that aids 21 CFR Part 11 compliance, offering meticulous tracking capabilities, full chain of custody, and comprehensive audit trails. Integration with laboratory information management systems (LIMS) further enhances these capabilities. This combination enables convenient inventory management with full visibility, eliminating the need for disparate sample tracking systems and providing researchers with a unified approach to sample management.
Preserving sample integrity
Sample viability is safeguarded in enclosed automated systems, which maintain consistent temperatures during retrieval—a stark contrast to the cold air loss typically associated with manual freezer door openings.
Maximizing space, ensuring flexibility
Achieving remarkable sample densities, automated ULT storage systems dramatically reduce laboratory footprint while significantly improving storage capacity, with some requiring up to 72% less floor space compared to equivalent manual freezers.
Some systems also provide enhanced flexibility through modular designs. This adaptability allows organizations to adjust their storage configuration post-installation, accommodating changing storage requirements.
Cost-effective and environmentally friendly
Automated ULT storage systems also bring significant benefits economically and environmentally. They are more energy efficient, with some systems capable of reducing power consumption by up to 75 percent, cutting operating costs and helping organizations reduce their carbon footprint. Refrigerant leaks greatly affect carbon emissions; thus, the inclusion of leak detection units can mitigate this impact. Additionally, some automated ULT storage systems use eco-friendly refrigerants with zero GWP, further reducing environmental impact and supporting sustainability goals.
Addressing concerns of centralized ULT storage
Many people have concerns about the perceived potential risks involved in centralized ULT storage options. However, advanced automated systems are designed with multiple safeguards.
A common worry is the potential for large-scale loss of precious samples and high-value products. New systems significantly reduce such risks by incorporating triple refrigeration redundancy—a main refrigeration unit, a secondary, back-up refrigeration unit, and tertiary backup using liquid nitrogen—ensuring continuous operation even if one component fails. Moreover, backup energy systems enable continued operation for three to four days during power outages, safeguarding valuable samples during emergencies. And, in the unlikely event that a site experiences total, prolonged power loss, the most advanced systems include various options for disaster recovery, such as manual approaches where complete trays can be quickly removed by hand.
Additionally, advanced environmental and temperature monitoring systems, featuring multi-faceted alert mechanisms—including email notifications, visible beacons, and Building Management System (BMS) connections—ensure rapid identification and escalation of potential issues. These systems work in tandem with intelligent diagnostics and error recovery protocols to swiftly address problems before they can impact sample integrity. Robust access control and tracking features further enhance security, providing researchers with a reliable solution for preserving their valuable materials. By effectively addressing potential risks, automated centralized storage systems offer peace of mind alongside their operational benefits.
The future of large-scale ULT storage is automated, efficient, and sustainable
As the biopharmaceutical industry expands and the demand for ULT storage increases, the limitations of large freezer farms become increasingly apparent. Centralized, high-density automated ULT storage systems offer a compelling alternative, addressing these challenges while providing additional benefits.
Automated systems enhance sample integrity through consistent temperature control, improve operational efficiency via automated retrieval, and reduce spatial and energy footprints. By minimizing human error and reducing sample handling time, they have the potential to accelerate research timelines while their improved energy efficiency and use of eco-friendly refrigerants align with growing sustainability initiatives.
For organizations looking to optimize operations and future-proof their storage capabilities, automated systems represent a significant step forward in large-scale sample management
