Loss Prevention Protocols for Temperature Controlled Units
- Install Continuous Monitoring System(s) with email, pager or phone alarm (autodial) and acknowledgement/confirmation system for each unit. NOTE: Appropriately program phone numbers outside local calling distance. Verify all phone numbers work. If the contact person(s) choose to turn off/silence the unit alarm or not respond to notifcations sent to their phone (or other mode of communication) which then results in a loss, there will be no insurance recovery.
- Place U asset/ID tag/Emergency Contact Names & Phone#'s on the front of each temperature controlled unit and report the unit content value to Risk & Insurance Services (URIS) on the annual survey due by December each year.
- Maintain an active inventory of University of Utah department owned materials and provide the estimated dollar value of contents stored in each unit to University Risk & Insurance Services (801-581-5590). If any new unit contains values over $1 million immediately report to URIS. NOTE: Coverage cap at $1.25M/unit and $10M/occurrence.
- Purchase a Preventative Maintenance Agreement (PMA) for units containing research or phamaceutical materials.
Examples of RECOMMENDED Loss Prevention Protocols
- Test the Monitoring Device(s) periodically for proper operation and settings such as acceptable temperature ranges for unit and personnel contacts.
- Establish emergency back-up plans responding to alarm. (i.e. an empty freezer, CO2 cylinder/dry ice, liquid nitrogen systems and/or a generator, etc)
- Separate high value materials into multiple units.
- Install locking plugs to electrical outlets on units to prevent accidental unplugging.
- Clean unit filters every 6 months and clean condensor filter monthly.
- Remove all ice build up on unit door to insure that a tight seal is maintained.
- Periodically replace batteries on alarm device(s).
- Train lab personnel on monitoring system procedures, alarm protocols and alarm response.
- Use any other loss control methods that may help you protect your valuable materials