The Benefits of Bulking Up Your Service Schedule

Large laboratory equipment, such as ultralow temperature (ULT) freezers, CO₂ incubators, centrifuges and biological safety cabinets (BSCs), are among the most expensive assets in any life science, clinical or pharmaceutical environment. They are also among the most widely used, with multiple operatives accessing them repeatedly throughout the course of each working day. For these reasons, laboratory equipment malfunction can be a major pain point, with repercussions including compromised sample material, inaccurate data reporting and the need for costly repairs.

One way of safeguarding the performance of laboratory equipment is to carry out regular preventative maintenance. Another is to ensure that a robust service schedule is in place—ideally covering everything from equipment installation and routine inspection to the timely execution of any necessary repairs.

Equipment Malfunction

Depending on the item of laboratory equipment in question, sub-optimal performance can have far-reaching effects. Where a ULT freezer develops a fault, irreplaceable sample material (e.g., clinical specimens from a large cohort study) may be lost forever, while uneven temperature within a CO₂ incubator can lead to cellular data being artificially skewed. In certain situations, poorly performing laboratory equipment can also present a significant safety risk; examples include explosions resulting from centrifuge failure, and inadvertent exposure of laboratory personnel to harmful pathogens where a biological safety cabinet is not performing as it should. The consequences of such events include lost time—either due to equipment downtime, repetition of experiments, or operator absence through injury—and high associated costs as laboratory equipment is repaired or replaced.

Preventative Maintenance

Regular preventative maintenance is essential to keep laboratory equipment performing at its best. Although this varies on a case-by-case basis, general recommendations include

• Carrying out a daily wipe down of all exterior surfaces using a solution of mild detergent or bleach in single distilled water
• Checking for any obvious signs of damage or malfunction each time the equipment is used, such as cracks in the door seals of a ULT freezer, flashing indicator lights on a CO₂ incubator or BSC, or scratches to the inner chamber of a centrifuge
• Carrying out a more thorough weekly or monthly inspection to ensure any potential issues are identified and addressed in a timely manner, including checking the condenser filters of a ULT freezer for a build-up of dust, inspecting the gas supply line filters of a CO₂ incubator for discoloration, or examining centrifuge rotors and rotor bores for any signs of corrosion.

It is also recommended that laboratory equipment be connected to a back-up power supply or generator wherever possible to prevent any adverse effects that may result from the main power source being interrupted.

Service Agreement

A service agreement is designed to safeguard equipment performance and extend the useful life—namely, the length of time that an asset is expected to be fully functional and fit-for-purpose. Where a service agreement is taken out at the time of purchase, it will usually cover installation to ensure the equipment is performing correctly before being used for its intended purpose. However, in situations where this is not the case, it is important to note that while most products come with a warranty covering the cost of any repairs within the first year (or more) of ownership, this may be invalidated and any associated benefits lost if the equipment was not installed by a trained professional—something worth bearing in mind to avoid incurring unexpected costs.

Beyond installation, a service agreement will typically include an annual inspection from a qualified service engineer to check that both the main unit and any accessories are in good working order. Compared with organizing an engineer visit for each item of laboratory equipment on an ad hoc basis, this guarantees servicing is performed on time. Not only will the service provider send a reminder whenever servicing is due, but they will also ensure an engineer is available to carry out said work. Having a service agreement is also a more cost-effective strategy, especially when specific replacement parts or repairs are covered in the annual fee, or when multiple items are included on the same contract.

In addition to reliable, long-term performance, there are other advantages to be gained from having a service agreement in place for laboratory equipment, not least of which is fewer repair calls (or shorter wait times) and lower operating costs.

For ULT freezers, regular servicing can help maintain more consistent temperatures and tighter tolerances to the external setting for improved sample preservation; while for CO₂ incubators, regular servicing helps provide more stable humidity and faster recovery to correct gas levels after door opening to prevent fluctuating environmental conditions limiting the growth of cultured cells.

Centrifuges, and especially ultracentrifuges, depend on regular servicing to ensure the safety of laboratory personnel; where these instruments are not correctly maintained, the results can be catastrophic—as exemplified by numerous lab explosions, including the 1998 one at Cornell University.

What to Look for in a Service Agreement

There are several key factors to consider when selecting a service agreement for an item of laboratory equipment.

First is the length of downtime that will be involved during the annual inspection; if several similar items are due to be inspected at the same time, it can be helpful if the service provider offers the flexibility to stagger the inspection over several days to avoid significant disruption to workflows.

Equally important is the expected turnaround time for any repairs, particularly where back-up equipment is unavailable. Where equipment will experience heavy use, more frequent inspection is often recommended; in this instance, it can be sensible to find out how many service engineers cover the territory and whether they are based nearby. Other considerations include establishing whether there is a limit to the number of call outs or the cost of any replacement parts, and determining whether the service agreement covers any equipment upgrades that may become available after purchase.

Lastly, service agreements can vary considerably in the level of coverage they provide. While a standard plan may be a cheaper option, a medium or high tier agreement can offer benefits that include faster response times or priority access to replacement parts. Discussing the level of cover with the service provider is always advised to help in making an informed decision.