Optimising Cryogenic Sample Tracking -Best Practices and the Advantages of New Technology
Further to our previous article where we looked at the challenges faced by ultra-low temperature and cryogenic storage environments, and the best ways to address them to create stable, auditable samples, here are some best practices and tools for optimising sample tracking in cryogenic storage environments:
Digital Inventory Management Systems:
Using a centralised database with a digital inventory management system, maintains an easily auditable trace of all samples, including their exact location within each vessel (rack, box and vial position). This enables authorised site personnel to quickly locate any sample without physically searching through the storage unit, or inadvertently exposing the samples to potential contamination or temperature hazards.
By implementing unique reference scanning for each sample, rack and box, scanners can quickly read these codes, updating the inventory database in real-time. This method reduces manual entry errors and speeds up the process of locating samples.
Inventory Mapping and Visualisation:
Employing digital mapping tools that visually represent the layout of the storage vessel, including each rack and shelf can help users quickly navigate to the desired sample location. By also using dynamic location tracking software that updates the location of samples as they are moved, this is a significant advantage for storage facilities, particularly large repositories where samples are frequently relocated.
- Automated Sample Retrieval Systems:
For said large-scale repositories, using automated robotic systems to handle the retrieval and storage of samples can increase efficiency, and compliance protocols to improve facility audit results, and credibility for end-users. These systems use precise location data to minimise errors and reduce exposure to ambient temperatures.
Ensure that the robotic retrieval systems are integrated with digital inventory management systems for seamless updates and tracking, further maximises the benefits that automation offers.
- Sample Categorisation and Labelling:
Develop consistent labelling standards for all samples, racks and containers is essential. Include key information, such as sample ID, owner, date and any special handling instructions, directly on the label or in the digital system.
Categorisation and organisation of samples by categories, such as usage frequency, project, or type of material, makes retrieval more efficient, as does placing frequently accessed samples in the most easily accessible locations.
- Training and Access Control:
Although automation is hugely beneficial, training of all personnel on the correct practices for optimum performance is vital. In training all personnel on how to properly use the inventory management system and follow best practices for sample handling and tracking, this reduces instances of human-error and ensures consistent data entry and retrieval processes.
Additionally, limiting access to the inventory system to trained, authorised personnel only, and implementing role-based access controls to ensure that only trained staff can add, remove, or move samples decreases risk of batch failures whilst maintaining sample and business integrity.
Tools that can help you optimise sample tracking in cryogenic storage are already becoming available to the market, one such range is produced by Bluechiip available now from Biopharma Group for the UK.
What Are the Benefits of Bluechiip Vials with Micro Electro-Mechanical System (MEMS) Embedded Chips?
Rapid Data Acquisition:
Fast scanning: Bluechiip vials with embedded chips enable rapid scanning and data retrieval. Unlike traditional barcodes or QR codes, the embedded chip does not require line-of-sight access. This means samples can be scanned quickly, even when covered with frost or ice, ensuring that inventory checks and audits are performed in seconds rather than minutes.
- Multi-vial reading capability: The use of Bluechiip’s multi-vial reader workstations allows for the simultaneous scanning of multiple vials, such as an entire cryo box, in seconds. This speed is particularly advantageous during audits or routine inventory checks, as it minimises the time samples are out of storage. Utilising dry ice, the workstation insulates frozen samples from ambient conditions.
Minimised exposure to ambient temperatures:
- Reduced transient heat effects: As data can be read quickly and without the need to remove vials from their cryogenic environment for extended periods, there is a significant reduction in transient heat exposure. This is critical for maintaining the integrity of temperature-sensitive samples, as even short periods at elevated temperatures can compromise sample viability.
Enhanced reliability and accuracy:
- No dependence on visual cues: The technology's ability to function regardless of frost or ice build-up ensures that readings are accurate and consistent, even in challenging conditions. This reduces the risk of misidentification or data errors, which can occur with barcode or label-based systems that rely on visual cues.
- Seamless auditing: With fast, efficient scanning, audits become less disruptive and more reliable, as the complete contents of a cryo box can be read and verified quickly without moving samples to a warmer environment.
Improved workflow efficiency:
- Less manual handling: The reduction in manual handling of vials during inventory checks or audits streamlines workflows and reduces the risk of sample mishandling, contamination or damage.
- Automated data capture: The Bluechiip system can integrate with existing inventory management software to automate data capture, ensuring records are instantly updated, further enhancing workflow efficiency.
Scalability and Flexibility:
- Adaptability to different storage scenarios: The technology can be used with various storage configurations, whether for small-scale repositories or large biobanks, providing a scalable solution that grows with your needs.
Implications for your storage system:
By utilising Bluechiip vials with MEMS embedded chips, and implementing them into your storage facility, audits become faster and less frequent due to the improved reliability and speed of data capture, allowing personnel to focus on other critical tasks.
The reduction in the manual labour element, minimised sample exposure and fewer required audits can translate into cost savings over time, especially in large-scale operations. Furthermore, with reliable, chip-based tracking, there is a lower risk of losing samples or experiencing data discrepancies, providing greater confidence in your inventory management processes.
In conclusion, by applying a robust set of best practices which are consistent across your organisation and complementing these with the latest vial technology such as that of Bluechiip, you can actively enhance sample tracking efficiency, reduce the time samples spend outside their optimal storage conditions and minimise the risk of heat exposure, ultimately improving the overall reliability, security and efficiency of your cryogenic storage system.
To discover more, get in touch with Biopharma Group’s product specialists to help you select the best cryopreservation storage solutions to meet your individual needs.