Freezers play a critical role in preserving the integrity of biological samples and pharmaceutical products in the life sciences industry. However, when a freezer fails, it can lead to catastrophic consequences that jeopardize research, development, and patient safety.
To ensure continuous freezer monitoring and data logging during power outages, implementing a backup system is crucial.
When a freezer malfunctions, there is typically a four- to six-hour window to find spare freezer space and move samples before they’re compromised. Research shows that out of 100 freezers in a given year, it’s likely two or three will fail. A significant preventative measure that should be taken is implementing a temperature and power failure monitoring system to let key people know there is an immediate problem with the freezer.
If proper monitoring and alarms are not put in place in advance, decades of research, funding, and vital patient samples are at risk — if not outright lost.
Here are five disasters that can occur due to freezer failure, along with preventive measures to mitigate risks:
1. Loss of Samples and Research Data Due to Power Failure
If a freezer loses power, storage temperatures will continue to rise, and if not remedied in short order, will result in the loss of valuable biological samples, such as cell cultures, tissues, and blood products. A loss of research samples can jeopardize research grant extensions, and a pattern of research sample loss can impact key personnel retention and recruitment.
Real-Life Example: Research samples collected over decades at Sweden’s Karolinska Institutet (KI) were lost due to a freezer malfunction in winter 2023. Stored in cryogenic tanks cooled with liquid nitrogen at -196°C, the samples were vital for ongoing and future research, particularly in fields like leukemia studies that span up to 30 years.
Despite efforts to maintain conditions, a liquid nitrogen supply interruption for five days instead of the permissible four led to their destruction as temperatures rose inside the tanks. The incident, estimated to involve samples valued in the millions, has prompted internal investigations and police reports. A failure of the alarm system and outdated contact information (phone numbers and emails) prevented notifications from reaching the proper people.
How To Prevent Disaster: Implement a backup system for both samples and data. Most cloud-based monitoring systems provide regular backups and data resiliency for data recovery. For physical samples, consider storing duplicate samples in multiple freezers, or utilize cryogenic storage for stable long-term preservation. A monitoring system will be essential for keeping track of frozen lab samples, and alerts will notify personnel when levels escalate and must be addressed to prevent loss. A remote, 24-hour temperature monitoring device will alert you of any issues in real-time, based on your preferences, so you can take swift action to maintain quality control and prevent disaster.
2. Compromised Product Efficacy Due to Power Outage
Pharmaceuticals and vaccines stored in freezers and refrigerators are susceptible to degradation when exposed to temperature fluctuations or prolonged thawing periods. This can reduce product efficacy and potentially endanger patient health. Due to freezer failures, COVID-19 vaccines, blood, plasmas, packed cells, and more have needed to be destroyed.
Real-Life Example: During the peak of the COVID-19 pandemic, Adventist Health Ukiah Valley Medical Center in California averted a potential disaster when a freezer malfunction nearly destroyed 830 doses of the Moderna COVID-19 vaccine. The freezer’s compressor failed around 2 a.m., but the malfunction wasn’t discovered until 11:45, giving the staff just over two hours before the vaccines would be rendered unusable.
Normally, an alarm would have gone off, but according to NPR reporting, hospital staff said the alarm failed. Once the failure was discovered, staff had to drop everything and move swiftly to administer the usable vaccines since the freezer failure prevented them from further storing any additional doses.
How To Prevent Disaster: Install a remote temperature monitoring system with an internal battery backup that will continue to record temperatures even when the power is out. Set up a cloud-based remote temperature monitoring system, so facility staff can receive alerts to any power outages even if phone or Internet systems are down. Establish a clear protocol for responding to temperature excursions, including rapid transfer of products to backup freezers or alternative storage solutions.
3. Regulatory Non-Compliance and Lawsuits
Failure to maintain and document proper storage conditions can lead to regulatory violations and non-compliance with industry standards and guidelines (e.g., FDA, GMP, GLP). This can result in fines, product recalls, and harm to an organization’s reputation. Depending on the extent and severity of the loss, costly and damaging litigation can occur as well.
Real-Life Example: An Ohio fertility clinic experienced a devastating loss when a cryogenic tank malfunctioned, rendering more than 4,000 eggs and embryos nonviable. The incident, which occurred due to a turned-off remote alarm system and issues with liquid nitrogen replenishment, was exacerbated by mechanical problems and human error. Despite efforts to manually refill the tank and prepare for maintenance, the failure occurred over a weekend when the lab was unstaffed, preventing timely intervention.
According to NPR, the clinic’s operator issued apologies and restitution while facing multiple lawsuits from affected patients seeking recouped damages and answers regarding the mishandling of their precious reproductive materials. Customers have expressed the importance of reliable alarm systems in their reviews, highlighting the need for robust monitoring solutions to prevent such incidents.
How To Prevent Disaster: Develop and adhere to standard operating procedures for freezer maintenance, monitoring, and emergency response. Conduct regular tests of the monitoring system to verify alerts are being delivered to proper personnel, ensure new personnel are properly trained, and conduct audits and inspections to verify compliance with regulatory requirements. Train personnel to ensure they understand the importance of adhering to temperature control protocols and swiftly responding to alerts.
4. Financial Loss and Operational Disruption
Freezer failures, and correlating destruction of expensive samples and products, can lead to significant financial losses. Operational disruptions can also occur as researchers and clinicians scramble to recover or reproduce lost data and samples. Freezer contents are very expensive, often exceeding six figures to replace, and sometimes are impossible to replace. Additionally, insurance costs and loss reserves will increase as freezer failures keep occurring.
Real-Life Example: A freezer malfunction at a major Southern California hospital destroyed stem cells for 56 patients, some of whom were battling cancer. According to CNN, the hospital stated that the freezer’s temperature sensors failed and existing safeguards were inadequate. According to the Los Angeles Times, the hospital was also sued for monetary damages. The facility has since made several changes, including replacing its faulty freezer, upgrading the sensor monitoring and alert system, and ensuring the circuit breaker is properly maintained to prevent future power failures.
How To Prevent Disaster: Invest in high-quality, reliable freezers suitable for the specific temperature requirements of your samples and products. Implement a preventive maintenance schedule and keep spare freezers available to minimize downtime in case of failure or repairs. Consider insurance coverage that includes protection against equipment failure and loss of valuable assets. Install monitors for alarm circuits, open/closed doors, occupancy/motion, CO2 levels, and ambient temperature and humidity to ensure all of your bases are covered and invaluable contents are not lost.
5. Compromised Research and Development Timelines
Delays caused by freezer failures can impact research and development timelines, delaying crucial discoveries, clinical trials, and product launches. This can have long-term implications for scientific advancement, market competitiveness, grant applications, and much more.
Real-Life Example: In 2012, the Harvard Brain Tissue Resource Center lost 150 frozen brain samples, including a significant portion of the world’s largest autism brain tissue collection. Center associates warned that this loss could set autism research back by a decade. The cause was an improperly monitored freezer with a faulty alarm system.
How To Prevent Disaster: Develop contingency plans for freezer failures, including alternative storage options and emergency response protocols. Liquid CO2 backup systems and dry ice are often used to keep failing freezers at proper temperatures temporarily. Spare freezer capacity should be readily available 24/7 in case of failure. Foster a culture of vigilance among staff regarding freezer monitoring and maintenance. Prioritize investment in robust infrastructure and technology solutions that support reliable sample storage and data integrity.
Install monitors for alarm circuits, open/closed doors, occupancy/motion, CO2 levels, and ambient temperature and humidity to ensure all of your bases are covered and invaluable contents are not lost. Choose CORIS’ proprietary technology designed with hospitals in mind for its ability to wirelessly penetrate walls and floors in large buildings so no failures or malfunctions are missed.
Prevent Costly Catastrophes With CORIS Monitoring
These freezer-related disasters underscore the critical need for robust freezer monitoring and alert systems put in place before any issues arise. Our systems are designed for easy installation, offering a plug-and-play solution that can be quickly configured without complicated procedures. We offer leading functionality while maintaining competitive prices. Our advanced monitoring systems enhance the reliability of freezer storage while also significantly reducing the need for costly insurance and loss reserves.
You can enable a three-tiered alert escalation scale, so the right people are notified of issues in real-time, with alerts repeated until a staff member marks the issue as resolved. Prevent devastating research losses with the cloud-based CORIS laboratory temperature monitoring system as a safeguard. While reducing human error, our data logging system supports regulatory compliance and sample and product safety.
