In life sciences, safely storing fragile, precious biological samples and other types of temperature-sensitive materials requires consistent processes and reliable technology. In a previous blog, we discussed how automated sample storage systems offer significant advantages over manual methods. These systems not only protect sample integrity but also conserve resources and optimize sample management processes. In this blog, we’ll discuss how automated solutions reduce human error and maintain consistent storage conditions, enhancing both efficiency and space utilization.
Why Automate Sample Storage?
The safe and efficient storage of samples is a critical aspect of laboratory work, spanning a wide range of fields from drug discovery to clinical trials. The primary goal is clear: preserve samples for future analysis. However, as sample collections grow and the complexity of tracking and managing samples increases, manual storage methods become less practical. Automated sample storage emerges as a solution that not only preserves sample quality but also offers significant efficiency and space-saving benefits.
Four key areas in which sample storage automation provide advantages include: efficiency in sample retrieval, resource savings with automation, energy efficiency, and streamlined sample management. Let’s explore each in detail.
1. Efficiency in Sample Retrieval
Protecting Sample Quality
One of the most crucial aspects of sample storage is maintaining sample quality. Inadequate storage conditions can lead to sample degradation, compromising research outcomes. Automated systems excel in this regard by minimizing the risk of temperature fluctuations during sample retrieval.
Consider a scenario where samples are stored in a cryogenic liquid nitrogen (LN2) freezer. When retrieved manually, the process exposes both target and innocent samples to ambient conditions, leading to increased degradation risk.
In contrast, automated systems, driven by robotics, can retrieve samples at extremely low temperatures within the storage unit, creating a controlled environment. Studies have shown that automation significantly reduces the risk of damage caused by transient warming compared to manual methods, with samples warming faster and being exposed to temperatures above critical thresholds for a shorter duration1.
Reproducibility
Manual workflows not only expose samples to larger temperature fluctuations but are also inherently variable. Human speed and technique can vary significantly, leading to inconsistencies in sample retrieval. Handling errors, such as misplacing materials or pulling incorrect samples, further threaten sample quality and introduce variability. Samples stored in manual freezers can experience different temperature swings and warming rates depending on their position within the freezer5.
In contrast, automated systems provide consistency in sample retrieval, ensuring that each sample is handled with precision. The robot’s ability to follow pre-defined protocols and execute tasks accurately makes it a superior choice for maintaining sample integrity, especially as collection size and utilization rates increase.
2. Resource Savings with Automation
Labor
While manual storage methods may appear cost-effective initially, they can incur significant labor costs over time. Manual storage requires staff to manage sample movement, maintain inventory records, and ensure proper storage conditions. As the size and utilization rate of a sample collection increase, so do labor costs.
For instance, managing a collection of two million samples with 40% utilization annually using manual methods would require six additional full-time employees at an annual cost of approximately $324,0002. In contrast, automated workflows reduce the need for manual intervention, reallocating personnel and budget towards other critical functions.
Space
Automated sample storage systems offer substantial space savings compared to manual freezers. They can store samples with higher density, resulting in a smaller footprint. Traditional freezers often require additional space around them for air circulation and door clearance. Automated systems optimize space utilization, making them a more efficient choice3.
3. Energy Efficiency
Reduced Cooling Demands
Automated freezer systems offer significant energy efficiency advantages over conventional manual freezers, particularly in ultra-low temperature applications. When conventional freezer doors are opened, the interior is exposed to heat, increasing the cooling load as the system works to restore the desired temperature. This not only consumes substantial energy but can also lead to faster compressor degradation and higher long-term power consumption.
Automated systems mitigate these issues by minimizing temperature fluctuations during sample retrieval. These systems are designed to maintain a stable internal temperature, reducing the frequency and extent of compressor operation, which in turn lowers energy consumption and extends the lifespan of the cooling system.
Moreover, automated freezer systems often come with enhanced monitoring and diagnostic capabilities, further ensuring energy-efficient operation and reducing the need for manual interventions, which can introduce additional heat into the system.
4. Streamlined Sample Management
Automated sample storage goes beyond physical storage; it simplifies sample management processes. Built-in software provides real-time visibility, comprehensive event tracking, and convenient features like remote access and integration with laboratory information management systems (LIMS). These systems can automatically scan and register barcode-labeled labware, ensuring accurate and efficient sample tracking. All transactions get logged automatically, enhancing compliance and traceability. For regulated environments, automated systems can be designed with compliance regulations like 21 CFR Part 11 in mind, providing additional security and audit capabilities.
Conclusion
The benefits of automating sample storage are undeniable. It not only safeguards sample quality but also offers substantial resource savings, space efficiency, and streamlined sample management. While automation may not be necessary for every sample collection, as the collection size grows, manual methods become increasingly inefficient and prone to risks that can compromise the long-term value of the samples.
As technology continues to advance, the integration of automation into sample management processes will likely become even more critical for research and clinical applications.
If you’re looking to maximize the efficiency of your sample storage while optimizing your use of laboratory space, automated sample storage systems should be at the top of your consideration list. They’re not just about convenience; they’re a key component of effective, future-ready laboratories and sustainability.
Want to know more about automation for cryostorage?
Download our Comprehensive Guide to Decision Making for Cryogenic Storage Solutions.
References
1. Sample Warming During Innocent Exposures from an LN2 Freezer: Comparing Temperature, Time & Workflow Using Manual vs. Automated Systems. Azenta Life Sciences White Paper (2015). https://www.azenta.com/learning-center/resources/sample-warming-during-innocent-exposures-ln2-freezer-comparing-temperature-time-workflow
2. Estimated labor costs for sample management based on an average total pay of $56,200 for a sample management technician in the US (Source: Glassdoor). Accessed April 2024.
3. Floorspace needed for manual and automated storage based on specific configurations (BioArc -80°C Automated Sample Storage System). 36001-B-1221-BioArc-Automated-LN2-Sample-Storage-Solutions.pdf (azenta.com)
4. Factors affecting the performance, energy consumption, and carbon footprint for ultra-low temperature freezers: a case study at the National Institutes of Health. World Review of Science, Technology, and Sust. Development (2013). https://www.researchgate.net/publication/334861228_Factors_Influencing_Energy_Consumption_in _the_Context_of_Sustainable_Development
5. The Effect of Storage Temperature and Repetitive Temperature Cycling: On the Post Thaw Functionality of Human Mesenchymal Stem Cells. Azenta Life Sciences White Paper (2016). https://www.azenta.com/resources/effect-storage-temperature-and-repetitive-temperature-cycling-post-thaw-functionality
6. Factors Influencing Energy Consumption in the Context of Sustainable Development (2019) https://www.researchgate.net/publication/334861228_Factors_Influencing_Energy_Consumption_ in_the_Context_of_Sustainable_Development