Guidancefor the Management of Frozen Sample Storage

Newcastle University

Guidancefor the Management of Frozen Sample Storage

Purpose

The purpose of this guide is to further improve resilience of frozen sample storage.

1Nominated First Responders

2Freezer Specification

3Alarm Specification

4Planned Preventative Maintenance

5Maintaining Sample Inventories

6Electrical Connections

7Controlled Environmental Conditions (air conditioned rooms)

8Essential Information for First Responders

1Nominate First Responders

A minimum of two designated first responders should be identified from the Unit who owns the samples being stored.

These persons will be responsible for monitoring and reacting to freezer alarm activations.

Suitable training will be identified and provided to enable first responders to react to emergency incidents, the training would includerisk assessment, bio/chemical hazard awareness, sample handling etc

2Freezer Specification

When planning the purchase of an Ultra Low Temperature Freezer you should consider the following:

• Does it have vacuum insulated panels? (currently vacuum insulated panels are best)
• What is the energy rating in Kilowatt/Hours? How does this compare to other options?
• The availability of spare parts? How long is the lead in time? Are parts locally stocked? (Contact local technicians for advice, not necessarily salesmen)
• The number and type of alarms installed: temperature alarms, power failure alarms door open alarms.
• Dimensions, ability to fit into designated space (maintaining minimum clearance spaces for essential ventilation/air flow at sides back and top) Will it fit through doorways and in passenger lifts? Note: Freezers ‘walk’ when doors are opened and closed consider fixing them to the floor, or periodically check spacing’s and reposition.
• Security, locks must be fitted, remember all first responders must have access to keys
• Is there a warranty (minimum of five years parts and labour)? What response times can be expected from technical support?
• What is the noise output?
• Racking options, where possible racks should be able to be interchanged with those in other freezers in the Unit
• Is it worth keeping your old freezer as emergency back up? It would need to be tested periodically to ensure it works and it would need periodic maintenance, but costs could be shared between others that would appreciate the resilience this would bring.

3Alarm Specification

Freezers should be fitted with minimum of:

• Temperature alarm
• Power failure alarm
• Door open alarm

Alarms should be linked back to a central point that provides 24 hour monitoring eg Security Control.

Arrangements should be made to test the function of alarms in accordance with manufacturer’s instructions.

4Planned Preventative Maintenance (PPM)

All freezers should have a Planned Preventative Maintenance schedule to minimise the possibility of breakdowns. (As well as an increased risk of breakdown an unmaintained freezer can use 12% to 25% more energy)

Frost build up on internal surfaces and around seals should be cleared periodically (follow manufacturers guidelines) to maintain the seal and prevent cold air to leaking out and warm air entering.

Note: freezers kept in high traffic areas may require more frequent maintenance (filter cleaning) seek advice from your technician

5Maintaining Sample Inventories

A good sample inventory will reduce the time taken to search for samples. For every one minute an ULT freezer door is open it takes approximately 10 minutes for the freezer to recover its temperature back to the set point, using energy and causing temperature variations.

• Keep all samples labelled
• Consider using a bar code system
• Secondary containment will minimise the risk of spills (keep samples in a sealed plastic box before placing in the freezer)
• Have a Freezer Friday and regularly dispose of unwanted samples (advice is available from your health and safety advisor)

6Electrical Connections

• Use signage above electrical sockets to inform other users of the space that the socket must not be unplugged or switched off

• Ensure the freezer has an annual portable appliance test

7Controlled Environmental Conditions (air conditioned rooms)

In case of air conditioning failures consideration should be given to installing alarms that will monitor the temperature of the room in which the freezers are located.

As with freezer alarms this alarm should be linked to central point that will monitor the temperature of the room and raise the alarm in the event the temperature increases.

8Essential Information for First Responders

It is essential for business recovery purposes that First Responders to freezer alarm activations have ready access to essential information.

The ULT Emergency Info Sheet (see Appendix A) should be completed and attached to the door of all ULT freezers.

Important: Arrangements should be made to ensure that this information remains current.

9Estate Works or Projects – Risk Management

If estate works or projects are planned, PI’s/technicians need to assess the risks (to freezers) and ensure robust contingency plans are implemented for continuous electrical supply.

Appendix A

ULT Storage Essential Information

Important: It is vitally important that this information is maintained and is current, URN must be updated if the freezers location changes.

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