Cold Storage for Research policy and guidance

Cold storage for research

Policy

This policy relates to the various types of cold storage spaces available at St George’s, University of London (from now on referred to as St George’s), notably communal 4°C cold rooms, -20°C freezer rooms and -80°C freezers which contain both samples and reagents. The communal 4°C cold rooms also provide a space in which to conduct experiments which require low room temperatures. These cold storage spaces are an essential part of research activity. It is imperative, therefore, that these spaces are maintained in a clean and orderly manner.

Contingency plans must also be in place should a cold storage space fail, in order to keep any disruption to research activities to a minimum.

St George’s St George’s, University of London

The Institutes Institute of Infection and Immunity Research Institute (IIRI)

Institute of Molecular and Clinical Science Research Institute (MCSRI)

Institute for Biomedical and Medical Education (IMBE)

Population Health Research Institute (PHRI)

Jenner Wing Location of laboratory-based research activity at St George’s

ItemTracker© A complete laboratory sample management software solution which visually manages samples, sample sources and storage areas

Back-up freezer A freezer maintained by Research Operations solely for use whilst a freezer is being defrosted or repaired

This policy applies to everyone involved in laboratory-based research and teaching at St George’s, including Research Groups in IIRI, MCSRI, IMBE and PHRI. It is also applicable to Research Operations staff.

Researchers’ responsibilities

In addition to standard laboratory fridges and freezers, St George’s has specialized cold storage areas within Jenner Wing. In order to facilitate research at St George’s, it is important to maintain these spaces to keep them clean and tidy. Poor maintenance of these storage areas can lead to deterioration of both reagents and specimens, and difficulties in locating items. This has an impact on both time and cost of research.

All reagents and specimens must be clearly labelled with the Principal Investigator’s (PI’s) name and contact details for ease of identification and to help keep items in order.

Small containers with reagents, including reagents supplied as kits in small cardboard boxes, and specimens must be grouped together, as appropriate, in larger labelled, closed PLASTIC (NOT CARDBOARD) storage containers to avoid being lost and buried amongst other items being stored by other users. Large shipping boxes must not be stored in freezers.

Additionally, space is often designated to researchers. Researchers should clearly labelled all their contents with their group name to reduce the risk of disputes between researchers with regards to ownership of specimens and reagents. Researchers are encouraged to make use of storage software Itemtracker© where appropriate. Should the samples be human tissue, use of Itemtracker© is mandatory. The Itemtracker© software is provided by St George’s. For further information please contact labhelp@sgul.ac.uk.

Users will reduce harm or compromise to reagents and specimens if the cold storage is opened infrequently and for short periods of time. Prolonged opening of the cold storage area puts undue mechanical stress on the motors. Additionally, in the case of the -20°C freezer rooms and -80°C freezers, users must avoid prolonged opening of doors since this could lead to a build-up of ice, which could then place strain on the doors and closing mechanisms. Care must be taken at all times when opening the doors of the cold storage areas as they can easily be damaged if put under too much strain and are costly to repair.

There is a collective responsibility to protect the viability of the cold storage space and that is expected from all who use the areas.

Specimens and reagents must be stored in plastic lidded containers. This approach discourages the growth of black mould. Cardboard and paper are particularly susceptible to black mould which can easily spread to specimens and reagents. Email labhelp@sgul.ac.uk for plastic boxes with lids. Any bacterial plates or media contaminated with black mould that are found in the 4°C cold room must be disposed of.

If an experiment is being carried out in the 4°C cold room, the experiment must be clearly labelled with the PI’s and researcher’s name, the date and any necessary hazard symbols. A risk assessment must be completed and should be placed close by for inspection by other cold room users. Once the experiment is completed, any equipment used (not normally housed within cold storage area) must be removed by the researcher to provide space for another researcher to use if required.

Research Operations team responsibilities

Back-up freezers are the responsibility of Research Operations staff. Most -80°C freezers, with the exception of the back-up freezers, remain the responsibility of researchers, as do all -20°C laboratory freezers.

Research Operations staff are able to offer assistance if help is requested. Please email labhelp@sgul.ac.uk.

Research Operations staff will check the communal storage areas (cold rooms and freezer rooms) to make sure that they are kept clean and that contents remain in an orderly and tidy state, a minimum of twice a year.

Research Operations staff also maintain and defrost the back-up freezers.

Deep cleaning of the cold storage will take place a minimum of once every year, at a cost to the University.

The -20°C freezer rooms and -80°C freezers can potentially build up ice. Should there be an excessive ice build-up, Research Operations staff can assist in the removal of items and defrosting. The opportunity may be taken to clear out any items that are unlabelled and cannot be identified, following enquiries with regards to ownership.

There is a collective responsibility to report any failures within the communal 4°C cold rooms, -20°C freezer rooms and -80°C freezers to labhelp@sgul.ac.uk.

Should a storage space fail, temporary space can be found in alternative communal 4°C cold or -20°C freezer rooms and back-up -80°C freezers, which are maintained ready for use at the correct temperature. Research Operations staff can be on hand to assist in transferring the contents to the back-up, if requested, however, the researcher (and any research staff) must be present. Research Operations staff cannot be held responsible for any potential loss of items.

Repairs to the communal 4°C cold and -20°C freezer rooms will be carried out by Estates and Facilities. Repairs to the -80°C freezers are carried out by a specialist engineer. Whilst repairs to -80°C freezers owned by St George’s will be repaired at a cost to St George’s, repairs to -80°C freezers owned by research groups remain their responsibility.

Special attention must be paid to PIs who are due to leave St George’s, to ensure that specimens and reagents are not abandoned nor accidentally thrown away when they leave. It is the responsibility of the PI to audit their samples or reagents and take steps to either dispose or keep them. Should PIs wish to take research materials from St George’s to their new place of work, then they must contact the Joint Research and Enterprise Services (JRES) to arrange a material transfer agreement (MTA). If samples or reagents are left on St George’s site, Research Operations staff will seek guidance and take steps according to St George’s policies and procedures on retention and disposal. The vacation of cold storage spaces will be overseen by the Laboratory Services section of Research Operations.