Between planned maintenance visits

Keep storage conditions controlled.

A practical cross-platform routine for stable temperatures, earlier warning signs and better-protected laboratory materials.

COLD STORAGELaboratory refrigerator and freezer housekeeping guide
Storage condition must be maintained continuously.Routine checks protect temperature control, airflow, alarms and material integrity between service visits.

Take the routine into the laboratory

Choose a practical monthly task sheet for a physical instrument folder or an electronically completed laboratory record.

↓ Print-friendly PDF2-page A4 landscape · Rev 02
Low-ink version for printing
↓ Electronic record PDF2-page A4 landscape · Rev 02
Full-colour · complete and save electronically
Annual servicing is one important control—not a year-round maintenance strategy.
Laboratory refrigerators and freezers experience door opening, changing loads, frost, condensation, heat-rejection demand and alarm or monitoring events throughout the year. Their condition needs maintaining between service visits through temperature review, airflow and seal checks, prompt cleaning and timely response to excursions or abnormal recovery.
Where applicable · EU GDP2013/C 343/01 ↗
Laboratory action

The laboratory’s role

Select the frequency that applies today and complete the checks shown.

⚠

Pause and investigate when you see:

Small changes can become preventable failures when they are allowed to persist.

•
Temperature excursionController or approved monitoring evidence moves outside the defined storage range or an alarm limit is reached.
•
Slow or abnormal recoveryTemperature takes longer than its established behaviour to recover after access, loading or a defrost cycle.
•
Alarm or monitoring gapAn alarm fails, remains unresolved, repeatedly activates or monitoring data, power or communication evidence is missing.
•
Excess frost or condensationIce, water or moisture develops unexpectedly, obstructs airflow, affects a seal or indicates a drainage or ambient-condition problem.
•
Door or gasket concernA door, latch or inner door will not secure normally, or a gasket is dirty, damaged, warm, loose or locally frosted.
•
Unusual sound, heat, odour or leakageNew noise, vibration, electrical odour, abnormal cabinet or condenser heat, or unexplained liquid appears.
One care standard · three OEM perspectives

Apply the routine to your instrument

Start with the cross-platform routine, then use the emphasis relevant to your installed system.

Exact commands, parts, intervals and acceptance criteria remain model- and method-specific.

Evidence and source library

Public governance, quality-system and OEM material supporting this cross-platform practical guide.

Primary sources
EU GDP · Guidelines on Good Distribution Practice, 2013/C 343/01Official guideline for wholesale distribution of medicinal products. Its storage, monitoring, calibration, qualification and documentation expectations apply only where the activity falls within that scope.
Open official PDF ↗
MHRA Inspectorate · Temperature mapping - an introductionPublic UK guidance explaining representative mapping, risk-based probe location and reassessment after significant changes, including small refrigerators and freezers.
View MHRA guidance ↗
MHRA Inspectorate · Refrigerated medicinal products: receipt and storagePublic UK guidance covering orderly storage and airflow, calibrated monitoring, regular cleaning, alarm testing and effective stock rotation for applicable medicinal-product storage.
View MHRA guidance ↗
WHO TRS 961 Annex 9 · Time- and temperature-sensitive pharmaceutical productsPublic model guidance covering cleanliness, maintenance, contingency arrangements, calibration and alarm verification for applicable pharmaceutical storage.
Open WHO PDF ↗
Laboratory quality context · ISO 15189:2022 | ISO/IEC 17025:2017Apply where relevant to the laboratory and stored materials. These standards support controlled equipment and valid activities but do not prescribe this guide's exact housekeeping frequencies.
Reference standards

References are provided for transparency. EU GDP, MHRA and WHO material applies only where the stored product and activity fall within its scope; ISO 15189 and ISO/IEC 17025 apply according to the laboratory's work and accreditation. The stored material's approved range, validated method, risk assessment and contingency plan remain controlling. OEM examples show platform differences and never replace the installed model's current operating manual or qualified engineering intervention.

Lab Optimise practical laboratory guides

A growing cross-platform collection for laboratory care between planned maintenance visits.

PipettesPractical care between planned maintenance visits.UV–VisPractical care between planned maintenance visits.GCPractical care between planned maintenance visits.
View all guides ↗Visit Lab Optimise ↗
Routine housekeeping protects condition and makes deterioration visible sooner.This guide supports—not replaces—governing requirements, validated methods, OEM instructions or qualified engineering intervention.