Ultra low temperature storage at Q1 Scientific

Have you ever wondered what goes on behind the doors of our state-of-the-art stability storage facilities? Today, we invite you on an exclusive tour as our team illuminates the meticulous processes, stringent standards, and sheer dedication that underpins our daily operations for ultra low temperature storage. 

So, here is a glimpse into a typical day at our stability storage facilities and how we manage ultra low temperature storage. A fascinating journey awaits you!

“Working with Q1 Scientific for stability storage gives piece of mind knowing that samples are treated with the highest level of integrity and traceability.”
QC Manager, Pharmaceutical Company

Monitoring and safeguards

As the sun rises, our facilities spring to life with activity. The hum of our ultra-low freezers, capable of reaching temperatures as low as -80°C, underscores our unwavering commitment to precision. Each freezer boasts a vigilant monitoring system and backup utilities, ensuring temperature control around the clock, every day of the year 

A typical day at our state-of-the-art storage facilities begins with a thorough check of all systems to ensure optimal functionality.  

“As an Operations Manager at Q1 Scientific, I take immense pride in safeguarding vital healthcare samples. Our purpose-built facilities, equipped with ultra low temperature freezers capable of reaching temperatures as low as -80°C, operate 24/7, 365 days a year. Rigorous monitoring ensures the integrity of stored samples remains uncompromised.”
Marie Morrissey, Operations Manager – Waterford, Ireland 

Sample retrieval and inventory management

By 08:30 AM, our Operations teams are in full swing as we retrieve samples from our state-of-the-art storage facilities. These samples are meticulously prepared for their journey back to clients for testing—whether it’s a vaccine vial or a delicate biological specimen, each is handled with utmost care. 

At the core of our operations lies our robust Electronic Sample Tracking System. This advanced system meticulously monitors every sample, from its arrival at our facility to its departure. With this system, we leave no room for oversight, ensuring our clients’ peace of mind. 

“The Q1 Scientific Electronic Sample Tracking System isn’t just a tool; it’s a comprehensive solution. It manages stability samples from the moment they’re placed in storage until they’re sent back to clients for analysis. Efficient processes and satisfied customers — that’s what it’s all about.”
Derek Grubb, Stability Lead – Waterford, Ireland

Shipping and packing ultra low temperature samples

As the clock strikes 11:30 AM, client samples are sent out for shipment with same-day delivery.  

However, our transportation process is not just about speed; it is about safeguarding the integrity of ultra-low temperature samples. To achieve this, we rely on dry ice, a proven method for preserving extreme cold conditions. Each sample finds its spot within our custom packaging units, creating a miniature, mobile deep freeze. 

Trust is not enough; we verify conditions. As client samples embark, they are accompanied by Temp Tales, our reliable temperature monitoring devices. These check that our ultra low temperature samples remain within the specified range throughout their journey. 

“Shipping samples at ultra-freezer conditions can be nerve-wracking for our clients. That’s why we leave no room for error. Dry ice and custom packaging units ensure uncompromised sample integrity. Our goal: safe, efficient, and reliable transportation”
Kasia Zielinska, Operations & Quality Technician – Waterford, Ireland 

 

Ultra low temperature sample storage

Every day, we receive samples from various clients, each with unique storage requirements. Our custom Electronic Sample Tracking System comes to the rescue. This innovative system assigns specific locations within our storage facility based on each sample’s unique needs. The result? Every sample is stored in the right conditions. 

A standout feature of our storage system is the use of barcode locations. Each sample receives a unique barcode corresponding to its specific spot in our facility. Whenever a sample moves in or out of our freezers and rooms, we scan the barcode, meticulously tracking its journey. 

“As an Operations Lead, I ensure every sample is handled with precision. From arrival to departure, we track their every move. The barcode system is our secret weapon—it swiftly and accurately locates samples, ensuring reliable and efficient service. It’s like solving a giant puzzle, where every piece finds its place.”
Issaka Boureima Souley, Operations Lead – Liege, Belgium 

Quality assurance and compliance

Throughout the day, our facilities are punctuated by the constant hum of our Quality team in action. 

Regulatory compliance is not just a checkbox; it is a shared commitment with our clients. We uphold the highest standards of quality assurance, ensuring their most critical samples are in trustworthy hands. 

To maintain these standards, we rely on an extensive Electronic Quality Management System (eQMS). This system oversees every aspect of our sample storage and management service. Our meticulous documentation forms the bedrock of our client service guarantee while aligning with regulatory requirements. 

Continuous training keeps our team abreast of the latest regulations and best practices. 

“Meticulous documentation is at the heart of our quality assurance process. Every procedure, sample, and action is meticulously recorded and approved by our team. Technical agreements outline specific services for each client. Customer audits showcase our rigorous standards. It’s all part of our commitment to transparency and excellence.”
Sonia Dangis, Quality Lead – Liege, Belgium 

Communication

At Q1 Scientific, our day revolves around communication and collaboration with clients. Daily, we engage with our client Portal sites, uploading sample documentation and sharing pull point calendars. The client Portal is more than just a functional tool — it is a dynamic platform for knowledge exchange. 

As the day unfolds, we pivot to education. Our belief in knowledge sharing drives our webinar series, featuring guest speakers from diverse backgrounds. This fosters a culture of continuous learning and innovation. 

A standout initiative is our annual Stability Studies conference, with the third annual conference taking place on the 17th of October 2024 at the Killashee Hotel, Kildare. Expect enlightening discussions, innovative ideas, and the latest trends in stability studies with more speakers to be announced. 

“At Q1 Scientific, we’re not just service providers; we’re creators of educational experiences. Our client Portal, webinars and Stability Studies conference embody this ethos. They’re spaces where we connect, collaborate, and add value for our clients. As we gear up for the third annual conference, we’re excited about the learning, growth, and innovation it promises.” Karrena Legg, Marketing Manager 

Supporting research and development

Across the day our Sales Manager, Conor Gleeson, plays a pivotal role in understanding the unique needs and challenges of clients who require our ultra low temperature storage solutions. Through communication channels like emails, MS Teams, phone calls, and face-to-face meetings, Conor builds relationships and trust. He guides clients through the process, ensuring their samples are optimally stored. Internally, Conor ensures a seamless transition from sales to operations. Every day presents new challenges, but the satisfaction of aiding clients and contributing to scientific breakthroughs makes it all worthwhile. 

“When you’re on the brink of a scientific breakthrough, worrying about sample storage shouldn’t be your concern. That’s where we step in. Beyond providing ultra-low freezer and stability storage, we offer peace of mind allowing you to focus on making groundbreaking discoveries, knowing your samples are safe with us.”
Conor Gleeson, Sales Manager

Maintenance

Maintenance, equipment calibration, and temperature and humidity mappings are a crucial part of our daily routine. In the heart of our bustling facility, Joe Power our Maintenance Manager works diligently behind the scenes to keep our equipment in top shape. Joe is our unsung hero — the guardian of our freezers and stability storage chambers.  

“Maintenance is key to our operations. It’s not just about fixing things when they break; it’s about preventing breakdowns in the first place.”
Joe Power, Maintenance Manager 

Joe and our dedicated Operations team at Q1 Scientific prioritise maintaining our freezers and systems in top-notch condition to ensure reliable performance. Regular maintenance is our shield against equipment failure, a significant setback. “Why bother?” some might ask. After all, the freezers hum quietly, and the stability chambers seem content. But Joe knows better. In a previous company, he has seen the aftermath of neglect — the icy chaos when a freezer fails during peak demand, the frantic calls from customers whose businesses depend on reliability.  

“Imagine a world where ULT freezers are like high-performance sports cars. They come with a hefty price tag and require regular tune-ups. But if neglected, they can go from dream machines to nightmares in no time. Just like a car breaking down on the motorway, a poorly maintained freezer can lead to sample loss or inefficient cooling. This isn’t just about added stress or pressure – it’s about the heartbreak of seeing precious samples compromised.”
Joe Power, Maintenance Manager 

Joe’s mantra is “Prevention over cure.” His dedication ensures that our freezers and systems are always ready, and our world runs smoothly, one maintenance task at a time. 

Temperature checks and alarms

At 4:00 PM, our Operations team begin their rounds. They meticulously check the rooms and temperature logs, ensuring that the ultra-low freezers maintain their prescribed conditions. With 24/7, 365 days a year monitoring any deviations trigger immediate alerts. 

Maintaining prescribed conditions is critical for our clients’ samples. Our meticulous temperature checks and immediate alerts for any deviations provide our clients with peace of mind. 

Security

As the day winds down at 5:00 PM, our freezers continue their silent vigil. Security protocols engage—the facility remains locked, monitored, and safeguarded. Even when the lights go out, our commitment to reliability never sleeps. 

Security is a paramount concern for our clients. As the day ends, our security protocols ensure that their samples are safe and secure. 

Then, we look forward to doing it all over again the next day. 

Ultra low temperature storage – we handle the logistics, you focus on breakthroughs

At Q1 Scientific, we’re not just solving problems — we’re inspiring confidence and fostering peace of mind. Our clients know they can trust us with their most critical samples, and that makes all the difference. 

Let’s chat. Your breakthroughs deserve the right conditions. 

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