232 Transform Cold Storage Chaos into Sustainable Efficiency

Introduction/Objective Samples are the foundation of scientific discoveries. Globally there are ∼24 billion samples stored in ∼1 million storage units of varying temperatures. And another 2.6 billion samples are generated annually. Typical research labs use 16% to 26% of their lab space for cold storage (refrigerators, freezers, ultra-low freezers, and LN2 tanks). Having cold storage for samples and reagents in, or close to, the lab is essential for researchers to do their work each day, but on average only 10% of the material is used on a weekly basis. Optimized sample management empowers researchers to manage their work better, recovering critical research time, space in the lab, and the capital and operational costs associated with running unnecessary cold storage units and meeting sustainability goals. Methods/Case Report Through the assessment of 82 different research facilities and the evaluation of > 4,400 cold storage units, we found that on average only 55% of the overall space in these cold storage units are being utilized. When contents of these units were evaluated for potential use, we found freezer boxes were not typically full and >50% of the items in the cold storage units were considered unusable by the researchers. A structured interview process was deployed with >300 scientists to determine current tracking mechanisms, use patterns and resource challenges. A top-down approach to inventory of the materials in ∼2,000 units that allowed for scientist rationalization of materials using predefined decision guides tailored to the needs of the institution. Data standards were developed to allow for cross-lab identification of resources. Regulated items were inventoried on a per item basis, while transient lab materials were inventoried at a bulk level. Change management tools such as a tool for identification of clear value drivers for each stakeholder group, awareness posters, newsletters and regular reporting of key performance indicators were used pre, post and during the process. Results NA Conclusion A formal assessment of current cold storage conditions with stakeholder input on the key variables associated with sample and inventory management allows for a clear roadmap for improvement to be built. Use of a systematic, top-down process for inventory allows for a cost-effective solution for the initial inventory of items. Development of common data standards and implementation of right-sized tools for continued maintenance of the inventory provide greater visibility to the cold-assets within an institution. Change of cold storage use habits can be achieved with the right change management tools that address the needs of all stakeholders.