Ultralow Temperature Freezer Management and Maintenance Policy

While the College provides XiltriX real-time monitoring of ultralow temperature (ULT) freezers across the campus, it is ultimately the responsibility of each lab to ensure that their equipment is maintained and operating properly. XiltriX alerts are a back-up system and should not replace daily assessment of device health. Below are College expectations and resources for helping labs better manage their ULT freezers.

Monitoring

  • Labs should establish, at minimum, a daily recording of device temperature to ensure it is operating at set temperature. We have provided a sheet you can download and print to record this information. Please also remove any old, outdated contact information on your device(s).
  • Lab members responsible for ULT freezer monitoring must be listed on the XiltriX contact list and should familiarize themselves with the software and device dashboard for remote monitoring.

Emergencies

  • The College provides backup ULT freezers to be used in an emergency. The locations are posted on this webpage. Use of these devices should be limited to two weeks. If repair of your device will take longer, please reach out to adam.montanino@einsteinmed.edu to discuss.
  • Create a plan to prioritize which samples are most critical to transfer in case of an emergency and visit the locations of the backup freezers to ensure you are familiar with their locations on campus.
  • Develop a lab response plan for when a freezer fails, including an emergency contact list of all lab members and information about how to safely transfer samples to another unit or the shared emergency freezer storage.

Preventative Maintenance

  • Procurement has negotiated discounted pricing for “Type 1” maintenance of your ULT freezer which will help to identify issues before they lead to a device failure. Contact them to sign up.
  • Labs should also perform routine checks for cracks, damage, or frost buildup on the door seals. Replace seals if necessary to maintain proper insulation and prevent compressors from overworking to maintain proper temperature.
  • Defrost your freezer if frost buildup exceeds 1/4 inch. Excessive frost can impact cooling efficiency. Use a defrost as an opportunity to discard old samples that are no longer needed.
  • If your freezer is equipped with a CO2 or LN2 backup system, test and inspect it to ensure it will activate in the event of a power failure.
  • Replace or check the battery for the device audible alarm system as these need regular maintenance. If your device is beeping due to a low battery warning the lab is required to replace it as soon as possible.

General Best Practices

  • Use clear labeling and organization system for samples to reduce door-opening times and avoid unnecessary freezer exposure.
  • Document all temperature fluctuations, service checks, repairs, and part replacements in a maintenance log.