Risk management guide for research materials

Ultra cold freezer storage

Risk management guide for researchmaterials

ULTRA COLD FREEZER STORAGE

Risk management Risk management Risk management Risk management guide for researchmaterials

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ULTRA COLD FREEZER STORAGE ULTRA COLD FREEZER STORAGE ULTRA COLD FREEZER STORAGE

Research work can underpin the financial strength and reputation of a university, with grant awards worth millions of pounds often at stake.

Many of these research programmes involve the use of biological materials that require storage at very low temperatures in order to be preserved. Storage at such temperatures over a project’s duration is crucial for samples to remain viable and university owned freezers will often contain research samples accumulated over a considerable length of time.

If the power supply to a freezer fails and the temperature rises, research samples will be lost causing significant delays. Loss of such biological materials, especially in the latter stages of a long project, can be costly both financially and from a reputation standpoint.

Replacement costs vary considerably but in Zurich Municipal’s experience values between £50,000 and £300,000 are fairly typical. From the researcher’s perspective the most damaging aspect to be considered is the delay to the project due to time needed replicating the samples.

RISK MANAGEMENT GUIDEFOR RESEARCH MATERIALS

WHAT CAN GO WRONG?

Freezers can fail for a number of reasons including:

Accidental switching off of the power supply to the freezer

Electrical power failure to the building

Mechanical fault such as a refrigerator leak

Failure to properly shut the freezer door

Freezers typically range from -20°C to -80°C. Such freezers are well insulated and can survive short term interruptions to power supplies provided the freezer doors are not opened during this period.

Temperatures do not need to rise above freezing for the value of samples to be lost, contaminated or corrupted. Some studies may require constant temperature monitoring to demonstrate continuous storage within the correct temperature range. A sufficient rise in temperature may invalidate the research data despite samples retaining residual value.

ULTRA COLD FREEZER STORAGE

RISK MANAGEMENT RECOMMENDATIONS

The risk of incurring a loss can be minimised by implementing some key risk management measures:

Freezer audit

Conduct a risk audit of all existing freezers analysing what materials they contain, the existing precautions and the potential exposures where they are located.

Temperature monitoring

Ensure all key freezers are fitted with a temperature monitoring device which has remote signalling. The system should have a stand alone power source which is not dependent upon the same power supply as the freezers, unless they have a reliable back-up power source such as a diesel generator.

Hard wiring or installinga plug protection device

The preferred solution is to hard wire the freezer directly into the power supply via a switched fused spur. The freezer unit can still be switched off but it removes the possibility of the freezer being accidentally unplugged.

Another alternative is to fit a socket protection device. This is a plastic cover which fits over a socket and prevents the plug from being removed, but access to the power switch is still possible.

Warning notices

Put warning notices regarding switching off the power supply near sockets and all fuse boards providing power to freezers.

RISK MANAGEMENT GUIDEFOR RESEARCH MATERIALS

Back-up freezer

Provide a spare back-up freezer. This should be padlocked shut to prevent unauthorised usage.

Splitting samples

If possible split vital samples between more than one freezer.

Diesel generator back-up

A dedicated back-up generator will greatly improve the probability that freezers will have power at all times. A generator will require a regular maintenance and testing scheme to be reliable.

Carbon dioxide cylinder back - upThese systems can maintain the required temperature for up to 24 hours in the event of a power failure. The installation of such cylinders should be carried out by a competent contractor and in accordance with the manufacturer’s instructions.

Emergency back-up provider

There are third party companies who can provide off-site freezers which can be made available in the event of an emergency. When assessing a company to use for holding research samples off site it is essential to ensure that they have the necessary site security, capacity, back-up systems and 24/7 availability to provide you with a low risk back-up option.

Such measures will help you provide not only the best facilities you can but also to ensure a lower risk environment that ensures quality and timely results.

ULTRA COLD FREEZER STORAGE

FURTHER GUIDANCE

For further risk management guidance, please visit our website:www.zurichmunicipal.co.uk

On our website, we also have a range of other risk management publications providing advice and guidance for customers; please see below for more information.

Award Winning*

Further and Higher Education Design Guide

This Design Guide provides our customers with the latest market leading risk management advice and best practice guidance on the design and construction of colleges and universities. It assists in ensuring that the correct steps are taken at design stage to reduce threats such as fire and flood, in order to provide safer, more sustainable and future-proof learning environments for generations to come.

* Winner of Business Insurance/ Reinsurance Initiative of the Year at the Risk Management Awards 2011

News & Views

Our free quarterly customer publication is aimed at organisations across the public sector, including Local Authorities, Housing Associations, Further and Higher Education, Charities and Health organisations. It covers topical risk issues facing these organisations, reporting both the facts and calling on the views of experts.

Court Circular

‘Court Circular’ is a popular, regular publication that keeps our customers up to date with the latest court judgements on topics affecting Public Services and the wider Civil Society. It seeks to highlight learning points that may help reduce risks and future claims.

RISK MANAGEMENT GUIDE RISK MANAGEMENT GUIDE FOR RESEARCH MATERIALSFOR RESEARCH MATERIALS

For more information please contact Ralph de Mesquita, Senior Risk Analyst, Zurich Municipal at: ralph.demesquita@uk.zurich.com

Or visit: www.zurich.com/riskengineering/uk

Zurich Municipal is a trading name of Zurich Insurance plc, a public limited company incorporated in Ireland Registration No. 13460. Registered Office: Zurich House, Ballsbridge Park. Dublin 4, Ireland. UK Branch registered in England and Wales, Registration No. BR7985.UK Branch Head Office: The Zurich Centre, 3000 Parkway, Whiteley, Fareham, Hampshire PO15 7JZ. Authorised by the Central Bank of Ireland and subject to limited regulation by the Financial Services Authority. Details about the extent of our regulation by the Financial Services Authority are available from us on request, FSA registration number 203093. These details can be checked on the FSA’s register by visiting their website www.fsa.gov.uk/pages/register or by contacting them on 0845 606 1234.

© Copyright Zurich Insurance plc 2012.All rights reserved. Reproduction, adaptation or translation without prior written permissionis prohibited except as allowed under copyright laws.40

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