Refrigerator, Freezer & Incubator Unit Loss Prevention Protocols - Risk Management

Currently REQUIRED

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. You must have a functioning auto-dial that is communicating with your temperature controlled unit. 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. Report the unit content value into PULSE each year. Your stated value is the insured amount.
Maintain an active inventory of University of Utah department owned materials (not research materials owned by outside entities unless required by contract to insure). If you have questions, please call U Risk & Insurance Services (URIS) at (801)581-5590. If any new unit contains values over $1 million immediately report to URIS. NOTE: Coverage cap at $1M/unit and $10M/occurrence.
Purchase a Preventative Maintenance Agreement (PMA) for units containing research or pharmaceutical materials.

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.
Surge protectors are your best defense against power outage or surges that may cause damage to your unit.
Clean unit filters every 6 months and clean condenser 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. Coordinate with your U Facilities and EHS representatives to address any potential concerns (i.e. adequate room ventilation, signage, storage, electrical loads, etc.)

Updated 8/23/2024