CRITICAL MISTAKES TO AVOID WHEN MOVING LABS
Shipping irreplaceable, refrigerated biological materials is no small feat. When it comes to relocating valuable research samples, medications, or clinical material, there’s no room for error. Even a minor slip-up during the process can result in a total loss of your material.
Whether you’re a lab manager, researcher, or a physician, it’s critical to avoid these common mistakes. In this guide, we’ll break down the top 5 mistakes people make when moving refrigerated biological materials and, more importantly, how to avoid them.
- Failing to Plan for Contingencies
The first—and perhaps the biggest—mistake is underestimating the importance of a detailed, contingency-filled plan. When dealing with laboratory transport of refrigerated biological material, there’s no such thing as over-preparation. A clear and well-thought-out logistics plan ensures that you’re not flying blind when things go awry.
What to consider in your plan:
Temperature deviations: Have a plan in case refrigeration systems fail or if the transport gets delayed for an extended period. Do you have a backup freezer or a replacement refrigeration unit on standby?
Road delays: Plan for unexpected delays due to weather, accidents, or roadblocks. Can the driver reroute without risking the materials?
Emergency contacts: Keep a list of emergency numbers (both internal and external) for quick action. You’ll want contacts for the transport company, refrigeration service, and any scientific staff that may need to advise on how to handle critical samples.
Alternative transport routes: Always chart multiple routes in case the main one becomes inaccessible.
Regulatory requirements: Ensure compliance with legal and safety standards, especially for cross-border transport.
By not taking these aspects into account, you could easily find yourself in a situation where irreplaceable materials are compromised due to an avoidable failure in planning.
- Choosing the Wrong Packaging Materials
Using the wrong insulation materials: Ensure you’re using high-quality insulation materials designed for temperature-sensitive items.
Neglecting to pre-condition stainless steel or aluminum racks and cassettes: Pre-conditioning racks before use is a simple yet often overlooked step. Pre-condition racks to the required temperature before loading them in cold storage units will help you avoid unnecessary temperature fluctuation. Bringing a rack / cassette to the required temperature ensures that the materials remain at the correct temperature from the moment they’re packed.
Not securing samples properly: Even if you’ve nailed the insulation part, loose samples can shift around during transport, leading to physical damage. Use proper packing material and absorbers to protect your materials from vibration or sudden impact.
Overpacking or under packing: Overpacking can compromise temperature control, e.g. interfere with proper air circulation within your cold storage unit, while under packing could mean inadequate insulation. The trick is finding that sweet spot for maximum efficiency.
Avoiding these mistakes is crucial to maintaining the integrity of your materials.
- Underestimating the Importance of Proper Labeling
When you’re dealing with irreplaceable biological materials, labels are not just a formality; they’re crucial. Mislabeling or failing to properly label samples is another common mistake that can cause unnecessary delays or even loss of samples.
Improper or missing labels can lead to mishandling of materials by drivers or logistics personnel who don’t realize they’re dealing with temperature-sensitive, high-value cargo.
Regulatory bodies may require specific labels for certain types of biological materials. Failing to meet these requirements could lead to fines or the confiscation of your shipment.
If you’re shipping across state or international borders, check regulations for labeling biological materials and make sure your packaging complies with local and international standards.
It’s also good practice to include your contact information on every package, so any problems can be quickly resolved.
- Using Inadequate Temperature Control Solutions
One of the most common and potentially disastrous mistakes is using the wrong temperature control method during transportation. Biological materials often have very specific temperature requirements, and fluctuations, even within a narrow range, can compromise the integrity of the sample.
Some people assume that standard coolers or domestic refrigerators can maintain the right conditions. Unfortunately, they can’t. The temperature can fluctuate wildly, especially during long trips or in the case of transportation delays.
Dry ice or gel packs, often used in transportation, must be carefully calibrated and monitored. If not, samples may freeze or thaw prematurely.
Equip your transport with a temperature-monitoring system to ensure consistent temperatures are maintained throughout the trip.
- Failing to Document and Track the Shipment Properly
Proper documentation and tracking are often overlooked during the shipping process, but they are critical to ensuring the safe transport of biological materials. Failing to track or document each step of the process can lead to errors, delays, or even loss of the shipment.
Without proper documentation, it’s difficult to trace a shipment or determine what went wrong if the materials arrive in compromised condition.
Lack of tracking can leave you in the dark about the status of the shipment, increasing the risk of unforeseen issues that could damage the materials.
Ensure that all shipments come with detailed documentation, including packing lists, temperature records, and regulatory paperwork if required.
Avoid the Mistakes, Protect Your Samples
Transporting irreplaceable, refrigerated biological materials is no small feat. With so much at stake, it’s crucial to take every precaution to ensure a safe, successful move. From using the right temperature control solutions to partnering with experts who understand the intricacies of handling sensitive cargo, a well-planned move will help you avoid these common mistakes.
By planning ahead, labeling carefully, packing properly, and ensuring continuous monitoring, you can keep your biological materials safe, secure, and intact—no matter how long or complicated the journey. After all, when it comes to such important cargo, there’s no room for error.
Navigating logistical and regulatory requirements, including local and federal regulations like DOT guidelines, can be overwhelming. Ensuring that your biological material remains at the correct temperature and is continuously monitored for any deviations adds another layer of complexity. At BioRelo, we’re here to streamline every aspect of your laboratory relocation, making sure the entire process is smooth, compliant, and meticulously managed from start to finish.