Cold storage sits in the background of the lab, quietly underpinning critical operations. It safeguards valuable samples, compounds, and clinical materials essential for scientific progress. Keeping these materials organized and accessible when and where needed is vital for continued lab efficiency. 

Yet in many labs, cold storage is treated as a one-time setup: installed, filled, and forgotten. Over time, this “store and ignore” approach leads to clutter, inefficiencies, and potentially costly mistakes. 

So, how can you ensure your cold storage setup continues to serve your lab effectively? 

The importance of regularly reviewing cold storage strategies

A cold storage strategy involves more than cleaning out a freezer; it means regularly assessing whether your current setup suits your lab’s needs. That includes: 

• where your samples are stored,
• how well they are organized and tracked, and 
• whether current methods adequately support safety, efficacy, and sustainability. 

Neglecting this kind of review leads to increased risk, inefficiencies, and unnecessary costs. 

Without regular evaluation, cold storage often becomes cluttered and disorganized, causing operational inefficiencies. Researchers may waste time searching through freezers or re-making and re-ordering things they unknowingly already have. This increased risk of lost or misplaced samples adds unnecessary re-purchase costs and impacts research timelines. 

Moreover, freezers can quickly become full of redundant samples or samples that don’t require regular access. In one case, researchers found >50 percent of items in a lab’s cold storage units were considered “unusable”, with only 10 percent of materials accessed weekly.¹ As unit space runs out, labs may purchase additional freezers without evaluating their current storage situation, leading to significant space inefficiencies, alongside increased costs and energy usage associated with running unneeded freezers. 

Beyond space, cost, and operational inefficiencies, poorly managed cold storage can pose reputational and safety risks. In labs without formal tracking systems, sample information is often held in individuals’ heads. When those staff members move on, they take that knowledge with them, sometimes leaving behind unidentifiable materials that nobody feels comfortable using or discarding. 

The consequences of this can be severe. For example, in 2014, six vials from the 1950s labeled “smallpox” were found in a NIH laboratory freezer.² A broader investigation uncovered more than 300 vials containing dangerous pathogens and compounds,³ highlighting the risks of neglecting cold storage. 

A well-considered cold storage strategy helps labs avoid these risks while unlocking measurable daily benefits. Better organization enables researchers to retrieve samples more quickly and efficiently, thereby improving lab efficiency. 

Optimizing storage use also reclaims valuable lab space. Cold storage can occupy as much as 16 to 26 percent of total lab space¹; freeing up even part of this can allow for more productive uses, such as more bench areas. 

Despite the downsides of poor cold storage practices and the clear benefits of a refined strategy, labs often delay taking action due to time and resource constraints and the challenges of change management. However, improving cold storage doesn’t always require a major overhaul—simple actions can make a meaningful difference.

Making cold storage optimization routine practice

While certain events (like relocating or undergoing a merger) often prompt cold storage review, labs shouldn’t wait for these to act. Cold storage management works best when embedded into everyday routines, and there are a few simple habits that can make a difference: 

• Schedule twice-yearly “spring cleaning” reviews, using four key questions to assess material value: Is it identifiable? Does it have data associated? Am I allowed to use it? Is it still fit for purpose?
• Build habits into routine lab activity by taking some time daily or weekly to organize materials and update centralized logs.
• Tie inventory checks to freezer management, e.g., once a month frost removal can be a good opportunity to take sample inventory and identify redundant materials; there are also sample management experts who can support this. 
• Make sure you use adequate organizational tools such as racking systems and barcode scanners to simplify tracking and retrieval.

What cold storage options are available, and how do you decide which is best for your lab?

If you recognize that your current cold storage setup is no longer meeting your needs, it’s time to consider a new approach. There are three primary models to choose from—in-lab, centralized on-site, and outsourced. The option, or combination of options, you choose depends on your needs.  

Frequency of material access

How often you need to access your materials is generally the most important factor when deciding on the best cold storage method. As a general rule: 

• Daily access: in-lab storage 
• Weekly or within three months: centralized on-site, or nearby at a facility that supports same-day delivery
• Beyond three months: outsourced storage with 24-72-hour retrieval windows

Lab footprint

If your lab is short on space, particularly in urban areas where lab space comes at a premium, outsourcing infrequently-accessed materials can free up floor space for more productive uses. 

Internal resources and staffing

Labs may lack the internal resources, such as staff or reliable tracking systems, to manage their cold storage effectively. In this case, outsourcing may be appropriate for relevant samples as it provides access to dedicated staff specializing in sample handling, inventory management, and compliance. This reduces the workload for internal teams and helps safeguard samples. 

Return on investment

The long-term expenses of running a cold storage unit can quickly add up. Understanding the complete financial picture of running an internal unit vs. outsourcing is essential for determining the best method for your circumstances. When considering cold storage total cost of ownership, assess: 

• Space costs
• Electricity costs (units and HVAC systems)
• Liquid nitrogen consumption (if applicable) 
• Maintenance costs 
• Costs associated with sample tracking/cold chain 
• Cost of security 

Key considerations for outsourcing 

For labs exploring outsourced storage, choosing the right partner is essential. 

Start by confirming the provider can return samples within 24 to 72 hours. Timely access is crucial, especially when materials are needed unexpectedly, but some providers may not be able to deliver your samples for a few weeks or even months. 

Additionally, look for providers that offer more than just “freezer parking” or simply putting samples in freezers. While this may solve short-term space issues, sample retrieval can be inefficient, leading to delays, lost materials, and unnecessary labor costs. Instead, look for those that offer complete sample management services. 

Shipping is another key consideration. Provider shipping systems should be validated for your type and quantity of material and follow chain-of-custody and compliance protocols. 

Futureproofing your cold storage

Cold storage shouldn’t be an afterthought. When left unmanaged, it can quietly drain time, space, and resources, and put samples at risk. But with a strategic approach, labs can improve efficiency, support sustainability, and drive successful scientific research.  

The right model, or combination of models, depends on your needs, and regularly reviewing and refining your strategy is key. Small changes now can prevent problems and ensure your cold storage is a true asset to your lab, not a hidden liability. 

References

1. Sourced from customer data

2. Kaiser J. Six vials of smallpox discovered in U.S. lab. Science. July 8, 2014. Accessed June 3, 2024. https://www.science.org/content/article/six-vials-smallpox-discovered-us-lab

3. PBS NewsHour. Forgotten vials of ricin, smallpox and plague uncovered in NIH labs review. PBS NewsHour. September 5, 2014. Accessed June 3, 2024. https://www.pbs.org/newshour/nation/forgotten-vials-ricin-smallpox-plague-uncovered-nih-labs-review