Sample management and storage are critical but overlooked steps in managing a lab. Virtually all biological projects will require samples to be collected, managed, and stored for subsequent processing and analysis. For instance, clinical tissues from patients have to be tagged with unique identification codes to document patient information such as age, gender, and disease type, which are important for correlation analyses. Furthermore, as clinical samples are precious, they must be stored in optimal conditions to prevent degradation before using for downstream protein and RNA analyses.
Academic and even clinical labs often rely on in-house storage, such as fridges and freezers, to store their samples, but there are cases where it is necessary to seek professional biobanking services. Here, we will provide a guide on when and how to choose a service provider.
When samples are no longer traceable
A typical workflow to maintain an effective sample management system includes sample selection, appropriate storage, and easy retrieval. This applies to experimental and clinical samples, as well as consumables such as reagents. Regardless of origin, samples should be tagged with a unique code for tracing purposes. For example, with many cell therapy applications, it is necessary to be able to trace the origin and destination of all manufactured cell products so that the cells are given back to the same patient after manufacturing. Cells are manufactured in centralized, remote factories before being shipped to clinics. If not properly traced, patients may receive the wrong cells and experience adverse outcomes. This is particularly concerning as cells are manufactured in centralized, remote factories before being shipped to clinics.
However, tracking samples can be overwhelming when they exceed the lab’s storage capacity. In clinical labs where there is a high turnover of labor, getting the support of professional sample storage services is also recommended, as best practices for sample storage may not be followed and passed down.
Professional sample storage services have systems for automation, barcode tracking, and time-stamped documentation in place to ensure that samples can be traced at various storage stages. Getting professional help not only ensures sample integrity but also is useful for audit checks and project handovers. Furthermore, professional service providers may also be able to recommend the best storage conditions, such as buffer types, temperature, and duration.
Getting professional help not only ensures sample integrity but also is useful for audit checks and project handovers.
When there is insufficient space
Lab space is often limited. Along with storage, space must be used for all the equipment and instrumentation necessary for the lab to function. Lab freezers are particularly challenging because they have large physical footprints. Professional sample storage services enable labs to scale up their sample storage without sacrificing any needed equipment. Additionally, labs may want to store samples at more than one set of conditions. For instance, a set of clinical samples may need to be stored at -80oC while some experimental samples can be stored at 4oC. For a typical lab, this will require at least two different types of cold storage which take up space. Sample storage providers, however, have a variety of fridges and freezers, offering flexibility across temperature and humidity. In the long term, using a biorepository can also lead to cost savings as labs save on buying bulky and costly infrastructure and equipment.
When labs lack contingency plans
For many biological samples, ultra-low temperature freezers are necessary to maintain sample integrity. However, there are situations that can affect temperature stability and business continuity. For instance, after a natural disaster, electricity may also be cut off, meaning samples may no longer be stored at an optimal temperature. To maintain sample integrity, these freezers need redundant, independent power sources—and backup systems are still limited.
With the help of professional sample storage services, there is insurance that samples will be kept at the designated temperature because these companies have business continuity plans in place. These plans can include backup generators, cloud services to access sample storage conditions remotely, and more. For instance, some biorepositories have high-end freezers that include sensors to monitor temperature fluctuations remotely and can alert users if the temperature exceeds the set tolerance range.
When there are sustainability concerns
Freezers consume significant amounts of energy to remove excess heat and maintain a uniform temperature. As research institutions become increasingly committed to climate goals, sustainability has become an important consideration for lab operations. Depending on the type of refrigerant and compressor design, less energy-efficient products may require 50 percent more energy, running counter to the sustainability goals of many research and clinical institutions. While some institutions have started giving subsidies for labs to acquire more energy-efficient freezers, this is not a common policy globally. By outsourcing sample storage to biorepositories with energy-efficient freezers, labs can meet the sustainability goals that their institutions have set for them.
Sample management and storage are key lab activities. Having an effective sample storage system will enable success in research and clinical work. Nevertheless, when there are too many samples, insufficient specialized labor, a lack of business continuity plans and space, or a need to meet sustainability goals, it is advisable to seek the support of professional sample storage services. These service providers have access to space, new cold storage technologies, and workflows to ensure that samples are properly stored for downstream use.
