Key considerations when choosing cold chain storage solutions for any lab 

Brian McTeir, facilities manager, The Roslin Institute, Easter Bush, Midlothian, and Richard Jafrato, general manager, Haier Biomedical UK Ltd, Sunbury, Surrey

The Roslin Institute, located on the Easter Bush Campus at the University of Edinburgh’s College of Medicine and Veterinary Medicine, is a thriving hub of innovation in the field of animal biosciences. Research groups hosted by the institute carry out various cutting-edge projects and frequently rely on biological samples, which must be stored at low or ultra-low temperatures (ULT) around the clock to preserve their viability. This article discusses key considerations when choosing cold chain storage solutions for any lab.

The Roslin Institute in Midlothian, Scotland, was established in 1993 as part of the University of Edinburgh’s College of Medicine and Veterinary Medicine. This globally renowned animal sciences research organisation combines unique expertise and infrastructure to conduct pioneering studies in the field of animal biosciences, aiming to promote sustainable agriculture, and pioneer advances in disease control, and animal and human health. The Roslin Institute’s Easter Bush Campus is home to the largest concentration of animal science-related expertise in Europe, providing an exceptional environment for research, innovation, and entrepreneurship, plus training and education opportunities. It enjoys many key strategic partnerships with academia, industry and governance, as well as acting as an incubator for start-ups by providing state-of-the-art shared laboratory facilities to support the next generation of scientific discovery.

Maintaining the viability of biological samples

Incoming research groups have access to lab space that can be designed to suit their specific needs, covering aspects such as equipment, storage, amenities, safety precautions and layout. By liaising with the facilities manager, they can also request specific elements that might affect the construction of newly fitted areas or lab conversions, as well as the purchase of equipment. A key requirement for many of the research groups hosted by the institute is access to biological samples for cutting-edge projects. The Easter Bush Campus boasts an extensive archive of samples dating back 30 years – a valuable resource for numerous studies – and these precious biological materials must be stored at low or ultra-low temperatures around the clock to preserve their viability.

Centralised storage

University policy is to hold all critical samples in centralised ULT freezers to safeguard their integrity, a practice that aligns with Human Tissue Authority licensing requirements and is often stipulated by funders as a condition of their financial support. The Roslin Institute uses a wide range of cold chain storage solutions to safeguard its priceless research specimens, including -80 °C, -40 °C and under-counter ULT freezers, chosen after careful evaluation of a number of critical considerations. They must be of a high quality, easy to use and ergonomically designed, ideally with a compact footprint and racks that are compatible between different freezer brands. The units must demonstrate very little temperature variance, to offer reassurance that the biological materials are in safe hands and prevent alarms. They should also have the ability to trigger alarms in response to temperature variations, human error or mechanical problems during use. The use of general lab fridges and freezers to hold primary and original samples is discouraged.

24/7 sample surveillance

One of the most important aspects of cold storage is the need for constant monitoring to identify any issues as quickly as possible, allowing remedial action to be taken before samples sustain irreparable damage. All 350 critical sample freezers at the Easter Bush Campus are connected to a real-time alarm and wireless monitoring system, allowing the live freezer status to be conveniently checked remotely, a feature that is especially helpful in the event of an alert occurring out of office hours. Having access to highly reliable, real-time information and alarms enables an immediate response if an emergency arises. It is often unnecessary to go on site to check a unit in person, although a trained staff member can be there within 40 minutes to handle any situation if needed. This remote monitoring capability has reduced overtime costs by 40 per cent, at the same time giving staff and researchers peace of mind that precious biological materials are closely observed 24/7.

Reducing energy consumption

Ensuring sample safety and integrity has been just one benefit of centralising ULT storage at the Roslin Institute. Laboratory space is also often at a premium, and large freezer units would occupy valuable floorspace that could be dedicated to workbenches and other lab equipment. Installing several freezers in a laboratory would also generate a lot of heat, which would require separate cooling equipment to compensate and would consume additional energy. Locating all ULT cold chain storage in one shared facility means that researchers can maximise the productivity of their own labs and it simultaneously reduces the overall energy expenditure.

Reducing energy consumption is an important consideration for the Roslin Institute, which complies with a recognised gold standard for sustainability and funding requirements. The aim is for lab users to decrease consumption of plastic, water, energy and other resources, reducing overall carbon emissions while at the same time maintaining an environment that supports high quality scientific study. Energy efficient freezers play a crucial role in complying with this framework. Older ULT freezers are more prone to issues than newer units and it can be challenging to find spare parts to repair them. They also tend to be highly energy inefficient, consuming up to 20 kWh a day, whereas modern ULT freezer models can use as little as 8 kWh a day. To address this, the institute purchases several new freezer units every year to replace its older equipment, helping to prevent malfunctions and significantly reduce its electricity usage.

Choosing the right supplier

The Roslin Institute has recently opened a new sample archive facility on the Easter Bush campus, and is in the process of purchasing the necessary cold storage equipment. Robustness and reliability are essential, as is fast delivery, making it an obvious choice to work with suppliers that can meet the ever changing requirements of the archive facility and associated laboratories; the current supplier’s biomedical freezers have proven to be robust, reliable and perfectly suited to the institute’s needs, and it holds large UK stocks, ensuring prompt delivery. The expansion of the institute’s cold storage portfolio will no doubt be invaluable in supporting new research groups setting up facilities on campus, keeping precious samples safe and viable 24/7.