Frozen sample storage boxes inside a frosted lab freezer, illustrating efficient laboratory inventory management.

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Managing a Fleet of Laboratory Freezers

Sharing the factors lab leaders must examine when procuring and strategically managing a fleet of lab freezers

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The laboratory freezer is often an unsung hero of the lab, acting as a hub for the many samples, specimens, and other materials that pass through on a daily basis. But, as such a well-used piece of apparatus, lab leaders and administrators need to carefully and consistently consider their approach to lab freezer management, especially as the number of units in their fleet grows. By employing key procurement, optimization, and communication strategies, lab managers can select the freezers that best suit their needs and get the most out of them throughout their lifecycles.

Approaching procurement

The first thing labs should determine when focusing on laboratory freezer management is the cold storage requirements that they have. Knowing this will inform not only the decision of which freezers to select, but all other aspects of a lab’s freezer management strategy. “A laboratory’s overall approach should be one that links to a business plan,” explains Zisis Koziakidis, head of laboratory services and national node director at BBMRI IARC/WHO. “The plan should be a consideration of the sample requirements themselves (temperature of storage, volume of biological samples/containers, etc.), relative size and capacity needs (these are often underestimated, and many locations have footprint constraints), and frequency of access (which determines the extent of automation required)." 

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This broad approach can then be focused when applied to each aspect of freezer management—such as which freezer to procure. Here, specific factors to consider include: cost, capacity, performance, noise, and the manufacturer’s technical support. “Temperature is probably the most important consideration—will the freezer perform within the requirements of the samples being stored?” says Ted Palashis, president of Overbrook Scientific. “Biological samples like DNA or viruses may require ultra-low temperature freezers that can maintain temperatures as low as -80°C, whereas other samples may require cryogenic systems that have operating parameters between -150°C and -196°C. Reliability is another key aspect. You can glean information about a make and model’s reliability from experience and network outreach.” 

Weighing energy efficiency during procurement

Another important determinant is a freezer’s energy efficiency. Not only will this affect a lab’s long-term operating costs but also its environmental impact. “Environmental impact should be a key consideration when selecting freezers,” say Aurora García Robles and Saba Abdulghani from ISCIII Biomodels and Biobanks, BBMRI Spain. “To balance reliable performance with energy efficiency in laboratory freezers, selecting units with energy efficiency certifications is crucial to reducing power consumption without compromising performance. Opting for freezers with advanced temperature control systems and efficient defrosting cycles further helps to minimize energy use. Choose sustainable technologies, such as environmentally friendly refrigerants and energy-efficient designs, to minimize the environmental footprint.”

. . .Selecting units with energy efficiency certifications is crucial to reducing power consumption. . .

Making a future-proof investment

Cornelia Stumptner and Elena Ivek Propadalo from Biobank Johannes Kepler Universität Linz, BBMRI Austria, express the need for lab managers to also consider the specific requirements they will continue to have as time goes on. This not only applies to areas such as capacity needs—to ensure adequate freezer space as a lab grows—but also a laboratory’s ability to navigate unforeseen circumstances. This is something that, alongside contingency plans and effective risk assessment, freezer choice can also impact. “Freezers that work with electricity to run the cooling system are intrinsically vulnerable to malfunction in emergency scenarios with a lack of electricity, resulting in rapid thawing of samples within a few hours,” they explain. “Those that work with liquid nitrogen cooling—such as vapor phase or liquid nitrogen—are much more robust and maintain freezing temperature much longer (around one week) in case of interrupted coolant supply.”

Optimizing use

Effective inventory oversight is crucial for optimizing freezer use. Although the first thing that may come to mind when considering an inefficient system for managing samples is a loss of time, many additional factors can be affected—for example, overloading freezers can decrease their efficiency and increase energy consumption, and frequently opening them can cause temperature fluctuations and compressor compromise. “By using modern tools and adhering to structured inventory practices, labs can effectively manage their freezer fleets, reduce costs, and maintain precise control over their valuable samples,” Stumptner and Propadalo explain. 

These tools include digital sample management software, which can offer labs real-time inventory updates, remote tracking of sample location, and alerts for low sample stock and expired items. “There are many such products on the market, from open-source, to turn-key solutions, to in-house produced solutions,” notes Koziakidis. “Additionally, temperature monitoring systems allow the tracking of freezer performance, temperature fluctuation detection, and automated alerts for preventing sample loss. There are tools in more industrial settings, including centralized asset management software that can track maintenance schedules, repair histories, energy consumption, and equipment utilization. Some even offer predictive analytics to identify underutilized freezers and proactively plan for maintenance or upgrades. However, these [features] are rare.”

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Labs need to work in tandem with software solutions to optimize their freezer use. 

Labs need to work in tandem with software solutions to optimize their freezer use. For example, labeling every sample with a unique identifier linked to location data can enable fast and precise retrieval. “Assigning specific users or departments to freezers is a good place to start, as it promotes accountability as well as a sense of ownership,” Palashis adds.

The best practices of freezer use

Alongside the implementation of specialized software, Robles and Abdulghani advise that labs continually ensure accurate and up-to-date recording of all sample entries and movements to maintain data integrity, provide ongoing training to staff on the proper use of systems and the importance of accurate data collection, and regularly compare physical inventory with digital records through audits to identify and resolve discrepancies. “Combining ISO 9001 standards1 with advanced monitoring and inventory management systems lets laboratories optimize freezer performance, enhance sample integrity, reduce operational risks, and improve resource efficiency,” they say.

Management through communication

“Lab managers—as any manager—should establish clear and consistent communication channels; the consistency is just as important as the information that is being communicated,” advises Koziakidis. Although the communication strategy needed will vary dependent on the context, there are five areas of communication Robles and Abdulghani recommend labs focus on:

  1. Alarm systems and communication channels: Using alarm systems with notifications, paired with remote access to temperature records via the cloud, and readily accessible communication channels, gives lab staff easy access to real-time monitoring so they can rapidly respond to anomalous events. 
  2. Incident recording and follow-up: “Record incidents in detail, including the response time, responsible personnel, parallel communications, and the resolution,” say Robles and Abdulghani. “This ensures efficient incident management and proper follow-up.”
  3. Collaboration with other departments: Managers should work closely with the maintenance department, keeping a log of all incidents and maintenance activities; the IT department, to implement and manage remote monitoring systems; and the procurement department, ensuring timely access to resources such as spare parts and consumables.
  4. Communication with stakeholders: All freezer users, and relevant stakeholders should be kept informed about freezer conditions, including any special needs, such as planned power outages and freezer space availability. “Establish clear protocols for sample management, including proper labeling and notifications regarding any changes in freezer temperature or space availability,” advise Robles and Abdulghani.
  5. Ongoing staff training and proactive communication: Regular training sessions keep staff up-to-date on best practices for freezer operation, emergency procedures, and monitoring systems. Lab members should be encouraged to proactively communicate issues or concerns related to freezer operations.

As Robles and Abdulghani explain, “These communication strategies can allow laboratory managers to effectively ensure the safety and optimal functioning of their freezers, safeguarding the integrity of stored samples.”

Because freezer performance is intrinsically linked to the core functioning of the laboratory, it’s crucial for lab managers to continually invest the time and effort to comprehensively assess their lab’s cold storage needs, while also investing in the tools, training, policies, and strategies that ensure these needs are met. Making these ongoing investments will keep your freezers—and the labs in which they’re situated—performing optimally.

References

  1. ISO. ISO 9001:2015. August 2024. https://www.iso.org/standard/62085.html

About the Author

  • Oscelle Boye

    Oscelle Boye is a writer and editor. She has an integrated master's degree in biomedical sciences from Cardiff University and uses her degree alongside her creativity and passion for communications to provide diverse audiences with clear, approachable, and effective content across the spectrum of science, medicine, technology, and beyond.

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