Restoring Inventory Accuracy for 15,000+ Cryogenic Research Samples

The Challenge

A large biopharmaceutical company approached Tobin with a challenge. One of the research groups within the organization had a rough estimate of the inventory in one of their LN2 freezers, but they knew there were numerous discrepancies in the data. The freezer contained years of archived samples, many of which were hybridomas nearly 20 years old. Ownership of the freezer had changed throughout the years, and each team struggled to keep the inventory updated and consistent with the sample movement. The company had hired an intern to help, but they were unable to complete the project in the allotted time.  

The company rarely accessed the archived material, and the LN2 freezer was occupying valuable laboratory space that could be repurposed for active research. Their objective was to relocate the entire freezer to Tobin's offsite biorepository while retaining the ability to request individual samples as needed. To support that transition, the inventory first had to be reconciled and verified so future retrieval requests could be fulfilled accurately and efficiently.

The Solution

A Project Team from Tobin Scientific spent 14 days at the client’s facility completing a comprehensive audit of over 15,000 samples. This audit consisted of digitally confirming and recording sample location, inventory of missing samples, and identifying samples that had been removed but were still being accounted for.  

Additional and missing data was noted and recorded:

• Sample Name

• All additional information written on the vial

• Freeze Date

• Freezer position (rack # and box #)

• Cryo box position (slot #)

A post audit inventory report was sent to the client. The report detailed every sample that was inventoried and reported any discrepancies in the data. The inventory was then uploaded to Datex, Tobin Scientific’s inventory management system, and the client was set up with real-time inventory visibility through a client portal. The client received training and user guides on how to utilize Datex to request samples through their portal.

The client’s LN2 freezer was then retrieved from the laboratory, and now resides in one of Tobin’s secure biorepositories, where the unit continues to be temperature monitored and managed.

Tobin Scientific also provides ongoing pull, pack, and shipping services for samples as required by the client.

The Outcome

With the freezer relocated to Tobin's Biorepository, the client was able to reclaim valuable laboratory space, while maintaining access to critical research materials. Ongoing inventory management gives real-time insights into inventory, and ongoing sample retrieval, packing, and shipment services function as an on-call extension of the client's laboratory operations, freeing the team to focus on science.

Why Partner with Tobin

Tobin Scientific helps clients maximize valuable laboratory space by providing secure offsite biorepository storage without sacrificing access to critical research materials. Through inventory reconciliation, ongoing sample management, and retrieval services, we ensure archived collections remain organized, accessible, and ready when needed.