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How To -Freezer Storage Documentation

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.

Reducing Energy Consumption In Laboratories

The university of Cambridge spent approximately 19 million pounds on energy in 2018. On average, about 60-75% of all energy is consumed by laboratories.

Therefore, these steps, can significantly cut down on energy consumption while maintaining high standards of research and operation:

 1. Develop a Comprehensive Energy Plan

  • Schedule Machine Usage: Create a clear plan for when to turn machines on and off. Coordinate with your lab mates to decide on the best times to power down, use standby modes, or keep equipment running.
  • Define Shutdown Protocols: Establish clear rules, such as “Turn off directly after use,” “Ask before turning off,” “Never turn off,” or “Turn off if you’re the last person leaving the lab.” This ensures everyone is on the same page, reducing unnecessary energy use.

Pro Tip: Optimize Equipment Readiness: Measure how long it takes for your equipment to get ready and share this information in a collaborative Excel sheet with your team. This will help you plan better and avoid leaving equipment running longer than necessary.

 2. Smart Purchasing Decisions

  • Choose Energy-Efficient Equipment: When purchasing new equipment, prioritize models with lower energy consumption. Look for certifications like the ACT label and Energy Star, which indicate high efficiency and lower environmental impact.

 3. Optimize Settings

  • Adjust Temperature Settings: Reconsider the temperature settings on your -80°C freezers, refrigerators, and air conditioning units.
  • Collaborate with Building Administration: Work with your building administration and HVAC personnel to optimize temperature settings and air exchanges.
  • Fine-Tune Experimental Settings: During experiments, review your settings to ensure they are energy-efficient. This includes scanning areas for microscopy or test runs to establish optimal settings.

Pic energy consumption from last time pdf with S-labs consumption of HVAC vs others

 4. Efficient Equipment Usage

  • Choose the Right Piece of Equipment: For example, the appropriate centrifuge for your needs—smaller models often consume less energy.
  • Maximize Dishwasher and Autoclave Efficiency: Only operate dishwashers and autoclaves when they are full, reducing the number of cycles and saving energy.
  • Upgrade Software and Packages: Look for newer, more efficient software or packages that require less processing power.
  • Optimize Server and Storage Usage: Make conscious choices about which servers to use and explore ways to save on hard drive space.

 5. Regular Maintenance

  • Keep Equipment Well-Maintained: Regularly clean equipment, change necessary filters, and ensure refrigeration coils and door seals on refrigerators and freezers are clean and functioning efficiently.
  • Declutter your Lab: Periodically check your samples and reagents, discarding anything you no longer need. This reduces the load on your storage equipment and improves overall efficiency.

 6. Collaborative Sharing

  • Share Laboratory Equipment: Partner with other departments to share equipment. This not only saves on energy by reducing the number of instruments running but also cuts costs by sharing expenses with other research groups.
  • When starting a new experimental series, try to involve collaborators to conduct test runs to validate hypotheses before establishing new methods in your lab

 7. Optimize Equipment

  • Use Multi-Plugs and Smart Plugs: Employ multi-plugs or smart plugs to easily turn off ovens, water baths, and other equipment during inactivity. Automated on/off cycles can also ensure equipment isn’t left running unnecessarily.
  • Improve Equipment Efficiency: Use covers for water baths and replace oil baths with more efficient alternatives like metal heating blocks or modern oil pumps. These small changes can lead to significant energy savings over time.

The Shortest Complete List of Sustainable Actions

This list is certainly not exhaustive since scientists come up with new amazing practices to make their laboratories more sustainable every day. However, here is as much inspiration as we can give:

Reducing waste

  • Choosing providers that avoid unnecessary packaging or opt for more easily degradable solutions like paper
  • Reducing plastic waste within the laboratory can be achieved by:
  • Using alternatives such as glass or metal items for flasks, dishes, serological pipettes and weighing boards
  • Minimizing the size of consumables (especially tubes, serological pipettes, pipette tips)
  • Pouring solutions where precises volumes are not decisive (e.g., washing steps)
  • Reusing Falcon tubes, potentially after rinsing, especially for frequently used solutions
  • Reusing pipette tips, tubes where cross-contamination is not an issue
  • Precise calculation and bulk preparation of reagents and solutions
  • Conscious use of gloves
  • Making use of take-back programs for plastic items, including Styrofoam

Improving experimental conduct and design

  • Proper experimental planning can be achieved by:
    • Leveraging existing literature to avoid redundant experiments
    • Robust statistical planning (especially power analysis) help reduce sample sizes and enhance statistical validity
    • Carefully chosen experimental conditions with proper controls
    • Reviewing consumable utilization ahead of conduct (including material, size and number of consumables)
    • Preparation procedures (e.g., optimizing pipetting schemes and master-mixes to reuse tips and tubes)
    • Adopting safer and more benign alternatives for commonly used reagents in experiments (e.g., DNA staining solutions, microscopic slide mounting agents, lysing agents, or protease inhibitors)
    • Alternative experimental approaches (e.g., using Supercritical fluid chromatography (SFC) to avoid organic solvents needed in HPLC)
    • Consider potential for downstream use or regeneration (e.g., regeneration of nucleic acid extraction columns)
  • Implementing strategies and frameworks to ensure best practices (e.g., handling pipettes upright when pipetting)
  • Awareness of toxicity of reagents in use for proper handling and discarding (e.g., including closing lids to avoid evaporation)
  • Initiating collaboration with:
    • Colleagues in co-preparation of solutions, sharing of samples or co-use of machines (e.g., water baths)
    • Other groups to share equipment
    • Core facilities or partners to avoid unnecessary establishment of new methods
  • Implementing the 12 rules of Green Chemistry, including
    • Conscious solvent and reagent selection (according to safety, LCA and impact assessment, e.g., Ethanol instead of Acetonitrile)
    • Optimize procedures by using catalyzers and reducing resource-intensive processes like heating or distillation
    • Using renewable feedstock and designing products for degradation
  • Refining computational experiments by:
    • Adapting practices that reduce running times and optimize code efficiency
    • Measuring carbon footprints (and potential reductions)
    • Considering relocating computational tasks to energy-efficient data centers
    • Planning to run jobs during times of low demand
    • Implementing checkpointing strategies to streamline computational processes and reduce unnecessary energy consumption
    • Storing only essential data for regenerating large datasets, reducing energy demands and use hard drives instead of cloud-storage only
    • Avoiding using screensavers to minimize needless energy consumption
    • Selecting energy-efficient hardware especially when buying anew

Reducing paper, water and energy use

Paper

  • Transition to digital sources like electronic lab journaling and online publications
  • When printing is necessary, using recycled paper and opt for double-sided printing on previously used paper

Water

  • Minimize water use, for example by soaking steps and mechanical cleaning
  • Consciously discern water types (tap, distilled, double distilled etc.)
  • Use only as much ice as needed

Energy

  • Regularly organizing and cleaning digital inboxes to prevent unnecessary data storage
  • Maintain a tidy system for experimental data, avoiding unnecessary duplication and keeping a safety copy securely stored on a hard drive
  • Exercise caution with AI technologies and use of search engines due to their potential high energy consumption
  • Evaluating the necessity of video in online meetings and switch to audio-only when possible to minimize data and energy usage
  • Keeping laboratory fume hood sashes shut and turn machines off when not in use (e.g., water baths)
  • Setting PCR-Holding Temperature to 12°C or higher

Changing procurement and purchasing processes

  • Planning orders carefully by:
    • Creating an internal system to track chemical inventory and consumable supplies to minimize unnecessary orders
    • Collaborating with other laboratories or facilities to collect orders
  • Choosing products consciously by:
    • Procuring items in quantities aligned with future usage
    • Emphasizing sustainable packaging practices, favoring minimal material usage and biodegradable materials where possible
    • Opting for specific shipping methods and alternatives to conventional cooling methods (e.g., when ordering polymerases without cooling or oligos dry)
    • Thoroughly evaluating feasible alternatives based on certifications, life cycle analyses, and sustainability practices
  • Choosing the optimal supplier:
    • Preferring local suppliers to reduce transportation-related emissions and dependency on global supply routes
    • Preferring certified suppliers and articles
    • Exploring take-back programs and consider second-hand purchases to enhance sustainable procurement practices

Using equipment

  • Choose instruments with reference to:
    • lifetime (e.g., photomultiplier tubes have longer lifetimes)
    • capacity (e.g., volume of sterilizers & autoclaves)
    • components (using low-boiling-point solvents in air-cooled condensers to reduce energy consumption)
  • Running equipment that
    • Minimizes reagent use (e.g., Nitrogen consumption in MS or HPLC columns with smaller inner diameter to reduce solvent consumption and waste creation)
    • Enables change to more sustainable alternatives (Hydrogen as carrier gas instead of He in GC/MS)
    • Enables internal reuse (e.g., automated recycling of the mobile phase for example after absorption of the impurities)
  • Making a conscious choice about what methodology to use (e.g., wet vs dry blotting, on site analysis, high throughput analysis, combination techniques such as LC-MS)
  • Exercising best practices (e.g., not let elution fractions from chromatography columns evaporate or using all spots on matrix array plates for MS, putting as many samples on one microscopy slide as possible)
  • Being aware of the robustness of methods (e.g., ability to reuse TLC capillaries after rinsing)
  • Reducing energy use by:
    • Developing an energy plan, i.e., when to turn on and off individual machines
    • Using strategies like multi-plugs to turn off ovens and water baths during inactivity or employing smart plugs for automated on/off cycles
    • Considering carefully how you use equipment (settings including scanning area in microscopy)
    • Modifying freezer temperatures, such as increasing from -80 to -70
    • Using covers for water baths and replace oil baths with more efficient alternatives like metal heating blocks or efficient oil pumps
    • Operating dishwashers and autoclaves only at full capacity
    • Consciously choosing levels for the A/C set-up
  • Reducing water use by:
    • Implementing low-flow aerators to conserve water
    • Using closed-cycle cooling systems and waterless liquid-cooled condensers with low-boiling-point solvents as an alternative to single-pass cooling methods

Optimizing waste treatment

  • Making sure that evaporating waste is handled properly (e.g., stored in a hood or closed container)
  • Using old jerry cans/flasks/container as waste containers (or already contaminated tubes)
  • Create a plan how to handle cooling packs, animal bedding, Styrofoam etc
  • Establishing education and indication systems (e.g., exhaustive stickers on waste bins, using and a database with necessary educational resources)
  • Repairing broken glassware and old pipettes

Changing for internal organization

  • Exploring “Smart-Lab” innovations to monitor and quantify lab processes (e.g., monitoring old freezers to control failures or assess energy consumptions)
  • Have open conversations and discussion in lab meetings
  • Reusing Labcoats
  • Freeing and optimizing use of lab-space by:
    • Only buying/installing equipment that is certainly needed
    • Promoting the use of spacing or energy saving alternatives e.g. ventilated storage cabinets instead of fume hoods for storage
    • Encouraging the removal of unused equipment

Involving institute governance

  • Creating clear guidelines, regulations or position papers
  • Creating a position for a Sustainability Manager/Green Lab Expert
  • Conscious assessment of space use and encouraging shared utilization of equipment
  • Consciously choosing 3rd parties (e.g., for waste treatment or power providers)
  • Initiating conversations with cafeteria staff to explore ways to mitigate their carbon footprint

Optimizing HVAC

  • Adjusting and decreasing air flow within laboratory spaces during periods of inactivity at night or during vacations
  • Prioritizing smart design principles when constructing new laboratories (e.g., including proper insulation, strategic window and vent placement, strategic placement and employment of emergency power systems)
  • Precisely reviewing and setting A/C levels
  • Organizing freezer placement and air conditioning systems properly to ensure efficient air circulation
  • Removing or replacing energy inefficient equipment (e.g., sucking pumps)

A Concrete Guide To Greener Laboratories For Beginners

How do you feel when I tell you that by following these 5 simple steps you already walked half the way to a green laboratory.

However, making our research more sustainable requires a commitment.

It requires one to make the decision to take the first step. Often, the energy for such change comes from a personal insight. For me, it struck during the research for my bachelor thesis. One day I suddenly realized the stark contrast between my efforts to be eco-conscious at home and my actions within the laboratory. Without even noticing, when entering the laboratory, I became intimidated by my protocols and the need for sterility. My natural tendency for being sustainable and as efficient as possible completely got lost. At least until I actively decided to take the first step into the right direction.

Now, quite a few years later, I was able to reduce the waste in some of my experiments that take place in sterile environments by about 65%. Furthermore, I am part of an international initiative that shares our insights and experiences with scientists all over the world!

My peers were sparked by various other experiences. Some by another person sharing their experience, others by a compelling Youtube video… Surprisingly, it most often is a trivial cause. Yet a pivotal moment because it goes along with the awakening to the importance of sustainability.

After deciding to make a change, where shall one start?

Here are 5 tips to implement sustainable practices without much experience, without needing much time and without compromising anything we do in the laboratory (not even our funds):

1. Do what is green but does not affect your research itself

When starting out you do not need to “edit” your protocols themselves. Start with the simple yet impactful actions that govern how you use items.

Simple changes, like opting for smaller consumables such as 15mL tubes over 50mL ones, can halve waste output.

Reusing items like Falcon tubes and pipette tips, especially for non-contaminating solutions, reduces single-use plastics as well. For example, when preparing your SDS-PAGE gel, set up dedicated stocks only for gels and then use the same serological pipette for water, Tris and Acrylamide. Also, reuse the tubes to refill your stocks.

Switching from plastic to glass or metal it is topic of much discussion. Nevertheless, no need (or possibility) for completely banning plastics. Identify the steps where it is not a big deal to use glass/metal. For example, instead of using serological pipettes use measuring cylinders. The same counts for weighing boards and inoculation loops. Thinking about where you can make these switches, will also help you to see where you might be able to reuse your plastic articles in case glass/metal is not available.

2. Find out where precision is not paramount

Do not overcomplicate it. One of my teachers once told me: “to become a good researcher you got to know where you need to be precise and where not … otherwise you will never finish a day in time.” By the same token, we can be more sustainable: pouring instead of pipetting solutions where precise volumes do not matter (e.g., wash buffers when preparing your samples for microscopy) minimizes unnecessary plastic usage.

Explore opportunities for reusing components within experimental kits, like DNA isolation columns, for which you can reuse the collection tubes. Some suppliers already offer to ship just the columns for a lower price.

Do I need to mention mindful glove usage by wearing them multiple times, when uncontaminated.

3. Adhere to best practices although it is hard

Though we are often tempted to give in when under stress, adhering to best practices will serve environmental and scientific benefits.

Concretely, that can mean to do test runs before launching the main analysis. Let us say you want to scan a large area with your super new and all fancy microscope. It takes 2 more minutes indeed to double check settings and do a small area test run but it will save you a lot of time, bleached sample and electricity when you do not need to realize after 5 hours that you forgot to turn down the gain. Even worse, under stress we tend to do mistakes which in case of lasers in a microscope or samples getting stuck in a flow cytometer can mean repairing services worth thousands of dollars and weeks of downtime.

Something less dramatic might be to precisely calculate and bulk-preparing reagents, thereby conserving materials but also time.

Furthermore, optimizing pipetting sequences and implementing master-mix preparations streamline experimental workflows, benefiting both research efficiency and sustainability.

Finally,, regeneration of nucleic acid extraction columns is often possible and is a great example for how underfunded laboratories are often automatically more sustainable.

4. Optimize where nobody else is:

Rethinking conventional practices will identify opportunities for higher experimental efficiency and therefore more sustainable practice. Think about equipment settings, like increasing PCR-cycler holding temperatures. In case you want (or need) to keep them at 4 degree, try to avoid running them overnight.

When working with HPLCs, become aware of alternative eluents to ACN such as EtOH or even water. Although they might not work for all experiments, in some cases they can increase performance and reduce running times while being less environmentally hazardous.

When doing Flow Cytometry, try to only prepare as much cell suspension as you need. Every mL that you produce will be autoclaved and end up on a landfill or be burned. Also, try to be diligent with your fluorophore reference controls. Robust and valid data is the most sustainable data because you do not need to repeat experiments unnecessarily often.

5. Look beyond the fancy practices:

Rarely noticed yet impactful – simple actions like closing the sash of fume hoods and sterile work benches can save a lot of energy. Yes, you might come back in the afternoon, but the 2 minutes shutting the sash can save electricity worth thousands of dollars (see this publication or examples of the Western Washington University or Washington university of St. Loius)

You might have heard about changing your freezer temperatures from -80 to -70 to reduce energy consumption by about one third… Although some colleagues might be sceptic, start with a single freezer to show everyone that it is not impairing your samples. In fact, a few years ago -70 was the standard temperature – but then someone needed new selling arguments (?). Furthermore, employ covers for water baths reduce energy consumption.

Finally, when you have some recycling bins in your lab, make sure to throw items like caps of tubes that you never use or items that merely touched water or Tris-buffer into those instead of the nearby biohazardous waste.

Of course, if you like to learn some more advanced feel free to follow us and come to our events. Nevertheless, by integrating these simple sustainable practices into our scientific endeavors, we not only contribute to environmental preservation but also enhance the efficiency and integrity of our research.

We discussed in our educational lesson lately how to identify opportunities (if you want to see itif you want to join). However, in essence, it is really simple.

It is all about you having an open mind when doing your research. This is all it needs to be more sustainable!