Biorepository Management in an Evolving Risk Landscape
As research demands increase and operations scale, biorepository management is becoming more complex. Larger collections, stricter oversight, and increasingly digital operations mean that biorepositories face new risks — risks that traditional safeguards may no longer fully address. Understanding the source of these risks, and the key measures that can help prevent them, is central to ensuring long-term sample security in biorepository storage.
The evolving risk landscape in biorepositories
The work of biorepositories has always carried risk, but the types of risk and their potential impact are changing. Today, because of the global expansion of multi-site clinical research, biological materials are placed in biorepository storage for longer periods, across larger networks, and under greater scrutiny1,2, putting more pressure on the infrastructure and processes that support sample integrity. Combined with growing operational demands, digital reliance, and environmental volatility, modern biorepository management faces a diverse set of risks, including:
- Risk of large-scale sample loss: with biorepositories storing more materials and for more extended periods, even minor equipment issues or temperature fluctuations risk large-scale sample loss, which could compromise years of research. Electrical and mechanical failure is one of the most common reasons for sample loss1 and, with larger fleets of cold storage to manage, it can be more challenging to stay on top of the maintenance required to prevent such failures, increasing the risk that minor issues could go unnoticed and lead to full equipment failure.
- Risk of regulatory non-compliance: as international standards for biorepository storage grow more complex and the need traceability and documentation increase, gaps in data stewardship or oversight could lead to regulatory non-compliance, disrupting operations and resulting in reputational damage for the biorepository.
- Risk of cybersecurity incidents: as digital monitoring and IoT-enabled systems become integral to operations, biorepositories have become more at risk of cyberattacks, data breaches, or system outages that can compromise operations and the confidentiality of sensitive data.1
- Risk of human error: despite advances in automation and digital oversight, human error remains a key risk in modern biorepositories.1 As collections grow, inconsistent adherence to SOPs, incorrect sample handling, and incorrect use of equipment can all increase the risk of sample loss.
- Risk of extreme weather events: due to climate change, biorepositories also face increased threats from extreme weather, such as flooding and tornadoes1, which could lead to cold storage failures.
Building resilience in biorepository storage through proactive risk management
Mitigating these risks in biorepository storage depends on systematic, forward-looking risk management. By strengthening four key areas, biorepository management can help reduce the risk of downtime and safeguard the research that depends on them.
Cold storage reliability and redundancy
Purchasing reliable, durable cold storage equipment is essential for mitigating the risk of sample loss. Investing in systems designed for performance consistency, supported by validated reliability data, proven engineering, and long-term warranty protection, helps ensure samples remain secure across years of operation. You can find more detailed guidance on how to evaluate ULT reliability in our recent blog.
Redundancy in biorepository storage is also crucial for preventing single points of failure. Features such as dual cooling systems and back-up power supplies can help prevent sample losses in the event of unexpected failures, whether caused by mechanical issues or power outages related to extreme weather events.
Preventative maintenance
Preventative maintenance is key to reducing the risk of large-scale sample loss due to equipment failure, especially as cold storage fleets grow and systems run continuously over long periods. Larger inventories can make it easier for minor faults to go unnoticed, so planning maintenance into day-to-day workflows ensures that any small issues can be identified early and addressed before they pose a risk to samples.
Additionally, considering maintenance requirements when buying cold storage units can help make the process easier and more efficient. Units designed with maintenance in mind, such as those with accessible key components and frost-reducing features, can help lower the maintenance burden for staff, making upkeep easier over the course of the equipment's lifespan.
Monitoring and visibility
Continuous monitoring and automated alert systems allow staff to respond immediately to temperature deviations or equipment malfunctions before they compromise samples, reducing the risk of large-scale sample loss. Modern monitoring platforms also contribute to cybersecurity by securing data transmission and access, helping to protect sensitive information.
For adherence to regulatory requirements, integrated, cloud-connected monitoring platforms maintain secure, traceable records that support both internal quality assurance and external audits. Some monitoring systems now also include prediction tools that can evaluate performance data and highlight any emerging irregularities before they escalate, helping to prevent sample loss stemming from equipment failures and to support more proactive biorepository management.
Training and operational readiness
As sample collections expand and digital tools become more integrated into workflows, making sure staff skills and procedures are up-to-date to deal with these changes is essential. Regular training helps minimize handling errors, ensures consistent adherence to SOPs, and supports coordinated response during unexpected events such as power interruptions or equipment faults.
Equipment ease of use also plays a role in reducing the risk of staff error. Cold storage units with clear, intuitive interfaces, accessible controls, and straightforward alarm pathways reduce the likelihood of confusion. Working with cold storage vendors who provide comprehensive training and user support for their equipment can further help prevent any issues that could arise through human error.
Strengthening biorepository management in an evolving risk landscape
Effective modern biorepository management depends on anticipating pressures, deploying resilient systems, and putting safeguards in place to support long-term research continuity. By strengthening the systems and infrastructure that underpin daily operations, facilities can create a stable foundation that protects sample integrity as risks continue to evolve.
Purchasing reliable cold storage units is a critical component of an effective risk-management strategy for biorepositories, but it can be challenging to know which to choose.
To support your decision-making, we have created an eBook with expert guidance on evaluating and selecting a cold-storage solution that fits your needs. Read the Ebook.
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