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Research Freezers and Freezer Losses

Protect Your Research Assets

Know what is in your research freezer:

  • Prepare an inventory of the contents of your freezer
  • Maintain and date the inventory list of contents regularly
  • Store a dated copy of the inventory list in an alternate location
  • Determine what components of your research projects are irreplaceable and the best means by which you can protect them

Research data should be backed up and stored in a different location:

  • Secure network
  • Removable media such as zip disks and CD-ROMS
  • External hard drives
  • Photocopies of notebooks, worksheets, etc.
  • Investigator derived material should be stored in two different locations to avoid losing a one of a kind specimen during a single loss event. Separate in half; one in one location, and the other somewhere else.

Reduce consequences of a loss by considering the following:

  • Power and/or temperature alarms
  • Alarm notification protocols
    • Security
    • Facilities Management
    • Researcher
    • Department Officials/Personnel
  • Back-up power supplies
  • Back-up systems for critical freezers
  • Knowledge of contractors working in vicinity

If a Freezer Loss Should Occur

Claim for reimbursement must be filed with the Insurance Office within 60 days of reported incident to be eligible for reimbursement.

Click here to submit a Property Claim (same procedures apply for freezer losses as other property losses – refer to Insurance Office website) The Freezer being reported must have a working alarm in order for coverage to apply.

Contents:

  • Provide copy of most current dated inventory list (compiled prior to the loss)
  • Provide copies of ‘original’ purchasing documentation, invoices, receipts, etc. (to evidence proof Brown University ownership)
    If such documentation is not accessible, alternative acceptable methods are:
    Controller’s Office can search account numbers and assist you with providing ledger sheets for vendor name(s) and payment(s)
  • Provide quotes for replacement of contents

Freezer:

  • Provide copies of ‘original’ purchasing documentation, invoices, receipts, etc. (to show proof Brown University ownership)
    If such documentation is not accessible, alternative acceptable methods are:
    1. Controller’s Office can search account numbers and assist you with providing ledger sheets for vendor name(s) and payment(s)
    2. Office of Sponsored Projects can provide you with inventory asset tag number and value of the freezer
  • Provide copies of maintenance records
  • Provide quote for repair or if deemed non-repairable;
  • Provide quote for replacement
  • All newly purchased -80 degree freezers must have alarm