One of the most important ways to increase freezer efficiency is through creating a sample inventory that is constantly updated. 

  • Common Problem:

    • Most find sample inventorying a waste of time and decreases research efficiency by adding another action item to the list of things to do. 

 

  • Benefits of more attention to Sample management:

    • Saves money: By knowing how many freezers your laboratory requires, you can eliminate buying unnecessary freezers. 

    • Saves energy: By Increasing freezer efficiency: With less unnecessary samples in freezers, there can be more space to circulate cold air, keeping the temperature in the freezer constant and throughout. 

    • Saves time in searching for a sample: With multiple freezers in a lab, some may find it helpful to know which freezer desired sample is stored in before going to the freezer to look for it. This saves freezer energy consumption as well. 

 

  • PICK AN INVENTORY METHOD:

    • Traditional inventorying using an excel spreadsheet or google sheets [FreezerChallenge]

      • Accessible to all shared members via phone and computer

      • Typically not integrated with barcode reading

      • Rely on handwritten labels, which may become hard to read or peel off through time. 

      • Time investment 

      • Typically Free 

    • Mobile inventory management 

      • Incorporate software to scan barcodes on labelled samples 

      • With barcode labelling, a cloud-connected label printer can be integrated to eliminate legibility issues. 

      • Readily accessible with real time data 

      • Some upfront costs like label printer and stickers. 

      • To learn more about mobile inventory management and QR codes for samples visit the FLUICS CONNECT website.

 

  • Please see page FREEZER CLEAN OUT for tips on how to clean out!

Here is an example table of how you may inventory your samples. A value of 10 is very valuable and a value of 1 is least valuable.

 

Sample Inventorying

Sample Descriptions

Value 1-10

Unlabled

0

Expired Sample

1

Common Sample Date Unknown

1

Researcher Gone, Sample Unknown

1

Results Published, No Further Study Likely

1

Researcher gone, More then 3 years

1

Just In Case Samples, Saved As Backup But No Longer Needed

2

Short Term Samples

2

Researcher Gone, Valuable DNA Sample

2

Sample Redundant

2

Analysis Complete, Store Until Published

3

Researcher Gone, Still in Contact

3

Researcher Gone, Unprocessed Sample

3

Most Samples converted to RTSS

3

Raw Sample, Analysis Likely

4

Analysis Pending

5

Researcher Gone, Valuable Sample With Documentation Pending

6

Valuable Series of Samples, Potential for Retro Studies

6

Results Published, Likely Further Study

7

Irreplaceable or Moderatly Precious Sample

8

Irreplaceable And Extremely Precious For Ecological Work

9

Irreplaceable And Extremely Precious For Disease Control

10

 

 

 

Citations:

[1] Dr. Claudio Rolli, FLUICS GmbH, Munich, Germany. rolli@fluics.com