As sample collections grow, storage management becomes about more than finding more lab freezer space. Protecting these often irreplaceable assets requires balancing infrastructure costs, lab space, staffing resources, and regulatory expectations. For some organizations, external sample storage can help address these challenges. For labs deciding whether off-site storage is right for their needs, the following questions can help guide decision-making.
How vulnerable is your research in the event of a facility emergency?
Most labs rely on multiple safeguards—including backup power systems, temperature monitoring, alarm notifications, and preventive maintenance—to protect valuable samples. Despite this, equipment failure, fire, flood, severe weather, and unexpected events can still put samples and research programs at risk.
Consider whether a single facility incident could compromise irreplaceable samples and whether your business continuity plan provides enough protection. Storing archived or duplicate samples at an external storage facility can add another layer of resilience by housing them at a geographically separate location. This reduces the likelihood that a single emergency event at one facility will impact the entire sample collection.
How much workspace are you losing to storage?
Lab space is limited and expensive. As research progresses over years, many labs eventually need to add new fridges and freezers, filling valuable space that could be used for new instruments or workspace. Before adding cold storage equipment, consider whether every sample requires immediate access For example, archived samples, those from completed studies, or long-term collections can take up valuable cold storage space but only require access occasionally, if ever. Each additional freezer also increases electricity consumption, maintenance requirements, monitoring demands, and floor space requirements.
Separating active from long-term collections can help labs make better use of storage space. For some, it may be worthwhile to relocate less frequently accessed collections to an external storage facility, and postpone or eliminate the need for additional freezers in the immediate lab space. This has the added benefit of improving organization within the lab and making it easier to access active sample collections.
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How much time is your team spending managing sample storage?
Sample storage involves more than purchasing a freezer. Secure, reliable cold storage requires continuous temperature monitoring, alarm systems, preventative maintenance, emergency response planning, backup power, and eventually, equipment replacement. This can be a burden on lab managers, and often falls to lab staff whose skills and expertise are better invested in research activities than maintaining infrastructure.
Professional storage facilities take on much of this responsibility. Dedicated facilities typically maintain validated storage environments, continuous monitoring, backup infrastructure, and have staff focused exclusively on maintaining storage conditions and operations. For labs with limited personnel, shifting this responsibility outside the organization can free up valuable time for skilled staff to devote to their work rather than managing equipment.
Do your storage practices meet compliance and documentation needs?
As quality management and data integrity expectations continue to evolve, sample traceability and documentation are increasingly important. In certain research environments, labs may need to demonstrate chain of custody, environmental monitoring, controlled access, inventory accuracy, and consistent storage conditions throughout the sample lifecycle. Thus, it is important to evaluate whether current storage practices meet these expectations.
Interested in lab tools and techniques?
Many external storage facilities offer features and practices that can simplify audits and enhance confidence in sample integrity. These include electronic inventory systems, continuous environmental monitoring, validated storage conditions, and documented handling procedures. These capabilities may be especially valuable for regulated labs, clinical research, pharmaceutical development, and organizations that are collaborating across multiple sites. Even labs outside of regulated environments may benefit from improved inventory management that reduces the risk of misplacing samples and simplifies sample retrieval.
What would you require from an external storage provider?
If you are leaning toward working with an external storage provider, consider what they would need to offer to ensure your samples are protected. Lab leaders should evaluate several factors, including temperature monitoring, alarm systems, backup power and redundant infrastructure, facility security, inventory management, chain-of-custody documentation, disaster recovery procedures, and processes for sample transport. Retrieval time is also an important consideration if samples will be accessed on short notice.
When evaluating external storage fees versus the cost of additional on-site storage, consider factors in addition to the cost of a new freezer such as electricity, monitoring systems, maintenance, service contracts, and backup power, among others. Comparing external storage costs with the total cost of ownership for on-site storage provides a more accurate financial picture when deciding on a long term approach.
Deciding what’s right for your lab
Every lab has its own unique storage needs. Labs with smaller collections or samples that require frequent access may find that well-managed on-site storage remains the most practical option.
For others, a hybrid approach that keeps active samples on-site and relocates infrequently accessed collections to an external facility may work well. In any case, the decision requires balancing risk, efficiency, staffing, available space, compliance, and the value of the samples themselves. Ultimately, the goal is not simply to store samples. It is to ensure they are secure, accessible, and fit for future use whenever they are needed.
