Cold Storage at The University of Manchester

Dr. A. R. Nicholas, FIScT

Directorate of Estates & FacilitiesFac. Life Sci. & Fac. Med & Human Sci.The University of Manchester,Carys Bannister Building,Oxford Road,Manchester.M13 9PLUK

arthur.nicholas@manchester.ac.uk | Tel +44(0) 161 275 5084 | Mobile +44 (0) 7798617816 | Fax + 44 (0) 0161 275 1985| 

http://www.sustainability.manchester.ac.uk/

Content

Our Approach to Characterising Cold Storage Systems

Our Approaches to Achieving Safe Sustainable Efficiencies

Our Achievements to Date

Our Works in Progress & Future Aspirations

Our Approach to Characterising Cold Storage Systems:

 A Holistic Approach to Maximisation of Safety, Operational Efficiency & Energy Saving in Cold Storage Systems

A Collaborative Approach: Technical & Academic Staff, Post Graduate Students Working Together with Staff in the University’s Directorate of Estates & Facilities and Health & Safety Services Plus our Equipment Suppliers.

An Evidence Led Approach, Qualitative & Quantitative, to Defining the Challenges and Demonstrating Successful Interventions

An Outward Looking Approach: Sharing Best Practice and Collaborating with Individuals and Organisations External to The University of Manchester

Defining Storage System Component Parts:

Samples

Equipment: Fridges/Freezers/Dewars

Environment & Services in Areas Housing Equipment

Management Control

Maintenance & Stock Control

Incentives/Penalties to Scrap Inefficient Systems & Practices

The Users

All 7 components need to be systematically reviewed and optimised in order to achieve change i.e. a cultural shift in driving forward operational & energy efficiency in respect of Cold Storage Systems

Our Approaches to Achieving Safe Sustainable Efficiencies:

Maximise research & teaching efficiency by improvements to curation & sample retrieval processes

Minimise the risk of loss of storage conditions, loss of stock and injury to staff depositing & retrieving samples

Maximise security of stock

Reduce primary energy consumption & costs associated with us of storage systems e.g. reduce electricity/ Liquid Nitrogen usage

Reduce secondary energy consumption & costs associated with housing storage systems, i.e. minimise use of space & environmental control systems e.g. air conditioning

Effect Behavioural Change and Promote Sustainable Practice

It is important to state that these aims highlight synergies in improving lab operational efficiency and reducing energy consumption in Cold Storage Systems

Deploying our Approaches and our Achievements to Date:

Planned Preventative Maintenance

“Simple” Sample Tracking Systems & Laboratory Information Management System {L.I.M.S}

Energy Efficient Equipment

Cryogenic Systems

Planned Preventative Maintenance

The provision of a Faculty wide annual maintenance service for 123 -80 Freezers in Laboratories located across 4 Buildings

Resources: Equipment; Staff; Time

Tasks: Suitability of location (environmental & geographical), Filter inspection, Physical condition, PAT, Alarm Functionality - local & BMS, Promote best practice with users

Methodology and further detail for the 2013 maintenance programme can be found at http://www.sustainability.manchester.ac.uk/campus/sustainablelabs/freezer

Frost accumulation inside the freezer or around the freezer door creates gaps in seals, which allow cold air to leak out and warm air to enter the freezer. Frost can also damage the seals on the freezer

Decant, Defrost, Maintain, Repair, Rationalise

Reject heat management with panels and stratification

From Doyle, A . (2012) ULF Freezer Management Guide

Suitability of Location (Environmental & Geographical)

Air Supply

Air Extract

Create chimney, plenum, or hot aisle

Freezer Freezer

Dust or grime build-up on the filter blocks the normal air flow through the condenser, which reduces the ability of the ULT freezer to effectively dissipate heat

Filter Inspection & Cleaning

Some Benefits

Energy savings: Early indications of 20% reduction in energy consumption post maintenance

Savings in repair and maintenance costs and reduced breakdowns

“Health checks” identify most energy inefficient Freezers, replacing with new energy efficient models, with a contribution to replacement cost from the Faculty Sustainability budget

Reduced procurement of Freezers arising from: freeing up of storage space; sharing storage capacity, increased longevity of freezers

Improvement in practice and behaviour of users giving rise to improved efficiencies in teaching and research

Minimise the risk of loss of storage conditions, loss of stock and injury to staff depositing & retrieving samples

Reduce secondary energy consumption associated with housing storage systems, i.e. minimise equipment footprint & environmental control systems: HVAC

Sample Management & Stock Control

“Simple” Sample Tracking Systems

Central Liquid Nitrogen storage facilities :

The commercial market for Stock Control Software Systems was surveyed for a system to be introduced into managed Liq N2 Vapour Storage Units {7 x 13,000 vials/unit}. It will

compliment and enhance the existing benefits of the facility.

http://www.itemtracker.com/index.shtmlhttp://www.bradylab.com/http://www.biostorage.com/http://www.isber.org/biorep-services.htmlhttp://ziath.com/index.php/products.html

A Ziath scanner designed for sample tracking with software called “Samples” has been procured. Sample tubes, with 2D bar codes lasered onto the base, are housed in Polycarbonate boxes containing holes through which the scanner can read.

Biobankingsolutions – 80 Freezer storage facilities : Storing > 500,000 aliquoted samples (Blood, DNA, Saliva etc) from research facilities across the UK

Nautilus 8, Web enabledhttp://www.thermoscientific.com

Sample Management & Stock Control

What is a LIMS ?

“Sophisticated” Laboratory Information Management System {L.I.M.S}

“Computer software that is used in the laboratory for the management of samples, laboratory users, instruments, standards and other laboratory functions such as invoicing, plate management, and work flow automation.”

MORE THAN a sample inventory system.But…

NOT a repository for phenotype or genotype data. Nor does it make the tea!

Customisation Example: Folders

Define an SQL query in a FILTER

Associate each folder with a suitable FILTER

XL20 Tube Picking Robot Performing a Sample Withdrawal

Some Benefits of L.I.M.S

ACCURACY THROUGHPUT STANDARDISATION

SECURITY CONTINUITY CENTRALISATION

Housekeeping Efficiency of Managed system

Terms of storage can be defined e.g.” shelf life” - stock clearance

Enables consolidation of dewar/freezer space - fewer dewars/freezers

Reduces need for paper records

Reduces duplication of records

Precise location information – reduced retrieval = reduced time with open dewar/ freezer

Saves valuable Research staff time

Benefits of Both “Simple” Stock Control & “Sophisticated L.I.M.S

Energy Efficient Equipment

Freezer ModelRunning Cost {£/year/Litre}

Revco 1.86lshin 1.54New Brunswick u570 1.10RSbiotech ecl 700v 1.02Sanyo 0.87New Brunswick U570 hef 0.45

-80 Freezers, Model Dependent Storage Costs

The rate of primary energy consumption (kW) for sample models of -80 Freezers was measured, over a 48h period, at room temperatures set at 15oC; 18oC; 21oC; 24oC and 27oC. Data is based on the average consumption figures across all temperatures

Average Energy Consumption Energy cost @ 0.07£/kWh

Energy Efficient Equipment

-80 Freezers, Model Dependent Storage Costs

The Freezer model:

Model dependent variation in primary energy cost to cool one litre of space has the potential to provide 76% savings in primary energy running costs.

By replacing the Faculty of Life Sciences entire stock {121 -80 Freezers housed across 4 buildings} with more energy efficient models we predict (based on a mean running cost of £700 yr-1) a potential annual saving in primary energy cost of £54K yr-1

The Ambient Room Temperature:

The mean primary energy consumption, across all models tested, demonstrated only a 17% increase over the range 15oC to 27oC over the 48h test period

Maintaining all room temperatures, housing Freezers, at 15oC would result in primary energy cost savings of:

£5.5K yr-1 in comparison to maintaining rooms at 21oC

£12.6 K yr-1 in comparison to maintaining rooms at 27oC

Potential Benefits

Facilities more readily managed

Regulation of environmental conditions (ambient room temperature) is more efficiently achieved

Safety aspects e.g. CO2 backup system alarms more efficiently achieved

Security of stock i.e. access control more efficiently achieved

Reduced instillation cost of BMS linked alarm systems; increased detection of local alarm activations (by virtue of security checks or increased foot fall to freezer cluster)

Potential Benefits and Issues Associated with -80 Freezer Clusters

Potential Issues

Contingency arrangements

Best electrical supply (i.e. distribution of equip between circuits + circuit protection)

Archive location vs. “active stock” location (frequency of retrieval & proximity issues)

Best Location on/off site? Inside/outside of Building?

Energy Efficient Equipment Liquid Nitrogen Dewars

35 portable sample storage dewars were filled with Liq N2 twice a week from 3 portable pressurised dewars by core facilities Technicians. The pressurised dewars were filled by a BOC, Tanker delivery, outside the building – dewars were shuttled via a goods lift between the first floor and ground floor, outside the building, twice a week

7 Vapour Storage dewars (~13K samples/dewar) are automatically & simultaneously, kept toped up with Liq N2 piped from a 950L static tank outside the building, filled by a BOC tanker approx. twice a week

Potential Benefits and Issues Associated with

Communal Liquid N2 Storage Facilities

Potential Benefits

Facilities more readily managed with competent/knowledgeable Technical support

Safety aspects e.g. reduced volumes of Liq N2 stored in facility; compliant alarms & emergency extract; reduced manual handling & filling of dewars; controlled access; compulsory training

Reduced use of staff resource

Potential Issues

Contingency arrangements

Best electrical supply (i.e. distribution of equip between circuits + circuit protection)

Archive location vs. “active stock” location (frequency of retrieval & proximity issues)

Best Location on/off site? Inside/outside of Building?

Use lessons learned to deliver, summer 2013, a Freezer Cluster - Freezer Farm project (housing 35 x -80 Freezers) as an exemplar for Safety and Sustainability

Review of liquid Helium security of supply {short, medium and long term} as well as the carbon footprint – whether we recycle or buy new

Consideration of Energy Issues relating to Cold Rooms and Fridges

Works Currently in Progress

Rationalisation of Sample Storage Choices

Establish Criteria for sample storage conditions: Define clearly criteria for storage at: -196, -80, -40, -20, + 4 & ambient

Ambient Temperature Storage

Technologies have been developed (e.g. by Biomatrica & Gentegra) which mimic anhydrobiosis for DNA, RNA, Tissues

Our Future Aspirations

Led by Researchers Martin Yuille & Bill Ollier at The University of Manchester plus interaction with US Store Smart Initiative and Biostabilizers Sandbox Discussion Group,

Ambient Temperature Storage

Potential Benefits

Savings on cost of capital equipment, recurrent energy, space

Potential Issues

Contingency arrangements e.g. Power failure – dehumidifiers

Heat generated from storage units / dehumidifiers

Hydration /dehydration cycles leading to sample degradation (acid / enzyme based hydrolysis)

Air tight, inert gas filled storage units (access management)

Maintenance / cleaning; Silica gel (replacement)

Disposal of existing -80 freezer units

Ambient Temperature Storage

The findings presented herein relating to -80 Freezers, Model Dependent Storage Costs represent only part of the energy consumption/cost picture Working with our colleagues in the Directorate of Estates & Facilities we will obtain data relating to secondary energy consumption i.e. energy & associated cost to maintain a known room

volume, with a defined heat load, at temperature ranges covered in this pilot study  ??

F F F F

F F F FAir Supply Air Extract

AC Cooling

-80 Freezer Heat Load

Environmental Control in Freezer Clusters (Ambient Temp) Costs

Our Future Aspirations

Acknowledgments

 I’d especially like to thank colleagues at the University of Manchester :

Geoff Blunt {FLS} Stephen Fawkes {FLS} Stephen Manifold {FLS} Jonathon Miller {FLS} Rita Newbould {FLS} Stephen Whittaker {FLS}