Freezer sample storage documentation is crucial as it not only saves energy by reducing freezer opening times, it also safeguards samples.
Given the high turnover of people in science, having a reliable tracing system is key.
Here are the basic steps on creating an outline (as simple as an Excel Sheet):
Create The Basic Outline
- Sample Type – DNA, protein, bacteria, cell culture, etc.
- Storage Location – Freezer number, rack, box, position (e.g., “FZ1_R2_B3_P07”).
- Sample ID – Unique identifier (e.g., “RNA_2024_01”).
- Sample Volume/Concentration – Important for determining if there is enough material left for experiments.
- Owner – Researcher responsible for the sample.
- Date Stored – Helps track sample age.
- Expiration/Disposal Date – Prevents storage of expired or unnecessary samples.
- Additional Notes – Space for relevant details (e.g., buffer composition, antibiotic resistance).
Enhance The Design
- Set up specific pages or separate tables for different kinds of samples (reagents vs DNA vs RNA vs Bacteria etc.)
- Use the filter function to help sorting and use Ctrl+F (Find function) to locate specific samples instantly.
- Add lines or colors to improve readability
Optional: Create a Visual Box Map
- In a separate Excel page/sheet, create a grid representation of each freezer (e.g., each tower/section that contains boxes + boxes) and each box (e.g., 10×10 matrix for a 100-slot box).
Ensure Easy Access
- Save the Excel file on a shared lab drive or cloud storage (Google Drive, OneDrive).
- Print a summary sheet and attach it to the freezer door for quick reference.