Maximising Efficiency and Sustainability in Laboratory Freezer Management: A Case Study
Dr Maeve Louise Farrell, RVN. Clinical Research Veterinary Nurse
Background
The Clinical Research Board (CRB) at the UCD School of Veterinary Medicine is actively engaged in advancing clinical research. Comprising a diverse cohort of representatives from both clinical and pre-clinical domains, the CRB is committed to providing comprehensive support to all stages of research. Its primary goal is to enhance research opportunities and foster collaboration, thereby strengthening research activities within the school. As part of its initiatives, the CRB is currently working on developing dedicated sample storage solutions, including ultra-low temperature (ULT) freezers tailored for clinical research applications.
These ULT freezers are predominantly utilised for long term storage of research samples. These samples vary from day to day collections to valuable disease studies. This case study explores the implementation of sustainable practices to optimize freezer storage and management, focusing on the principles of reduce, reuse, and recycle.
Sample Inventory and Tracking
Whilst initially commercial sample inventory systems (SIMS) were investigated, these proved to be beyond the scope of current infrastructure. An alternative approach was devised to implement a cost-effective solution using existing resources. Recognizing the versatility and accessibility of Excel databases, a decision was made to leverage this widely available software to create a comprehensive inventory management system for freezer samples.
The process began with a thorough assessment of the requirements and functionalities essential for efficient tracking and management of samples within the freezer. This involved identifying key data points, such as sample type, location, storage duration, and researcher information. These details were formulated in an excel file, tailored to accommodate researchers’ needs while ensuring usability and scalability. This excel-based system will allow the clinical research nurse to efficiently track and log samples stored in the freezers. As seen in figure 1, the storage tab of the excel file details the shelf, drawer in freezer rack, project ID, and researcher. Each drawer has a capacity of 4 boxes, with monitoring in place to track the space available. Each shelf is assigned an alphabetical code (e.g. A,B,C), with all racks in that shelf labelled accordingly. For example, the TSX600V freezer accommodates six racks per shelf, with drawers labelled A1 to A30.
Figure 1. Example of storage tab template for freezer layout.
The first component of this system is a request for sample storage form for the ULT freezers. Each project was assigned a distinctive study identifier for internal tracking and management purposes. This form captures supervisory team, project and sample details. Overall, the form serves as a comprehensive record-keeping tool to facilitate the proper storage and tracking of biological samples, assisting in data management and complying with relevant ethical regulations. Details from this form were used to populate a second tab in the excel file, detailing each individual project and allocated storage space (Figure 2).
Figure 2. Headings utilised in the excel file for storage
In addition to the request for sample storage form, a specimen tracking log has also been drafted, outlining the protocol for management of specimens. This log serves as a guide to ensure proper documentation and management of samples during research activities. Positioned alongside the freezer, this form establishes a systematic sample logging system (as seen in Figure 3), guaranteeing adherence with ethical approval protocols regarding the utilisation of residual samples in research activities. Each researcher is allocated their own log within the folder, allowing for tracking from both the researcher and clinical research nurse perspective.
Figure 3. Example of specimen tracking log.
Lab Sustainability
Lab sustainability initiatives have been successfully implemented through a series of strategic measures aimed at reducing the environmental footprint while optimizing resource utilization. One significant achievement involved transitioning from -80 freezers to -70 freezers, which not only conserved energy but also minimized carbon emissions associated with maintaining ultra-low temperatures.
Additionally, a recycling program for sample storage boxes was established, ensuring that materials were repurposed rather than discarded, thus contributing to waste reduction and promoting a circular economy model. Furthermore, by salvaging and repurposing 50 freezer racks from landfill, waste was mitigated but also enhanced storage efficiency within the schools facilities, benefiting a number of research groups. These repurposed racks allowed maximizing of freezer space (Figure 4), facilitating better organization and accessibility of samples while minimizing energy consumption. Excess racks were distributed to a number of research groups to allow for efficient storage mechanisms across UCD School of Veterinary.
Figure 4. Example of positioning of freezer racks within -80 ULT freezer
Conclusion
In conclusion, the case study presented highlights the successful implementation of efficiency and sustainability measures in laboratory freezer management within the UCD School of Veterinary Medicine. By focusing on the principles of reduce, reuse, and recycle, the Clinical Research Board (CRB) has demonstrated a commitment to optimizing resource utilization while minimizing environmental impact.
Through the development of an Excel-based inventory management system, tailored to the specific needs of researchers, the CRB has established a cost-effective solution for tracking and managing freezer samples. This system not only enhances organization and accessibility but also ensures compliance with ethical regulations governing sample storage and management.