Developing a Disaster Plan for Molecular Collections

7/31/2019 Developing a Disaster Plan for Molecular Collections

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DISASTER PLAN FOR NEW COLLECTIONS

Contents

1.-INTRODUCTION2.-PREVENTION2.2.-Evaluation of possible risks2.3.-Reduction of risks

2.3.1.-Routine control and follow-up2.3.2.-Parallel preservation of identical samples using different preservation methods2.3.3.-Preservation of mirror collections in different localities2.3.4.-Obligation for knowledge of possible personal risks and training on protection

3.-PREPARATION 3.1- Collection priorities

3.1.1.- Type specimens3.1.2.- Unique samples3.1.3- Biological hazard

3.2.- Team responsible in case of emergency3.2.1- Trained staff with a clear organization previously established3.2.2- Size, responsibilities and tasks depending on rank

3.3.- Networks of assistance3.3.1- Containers3.3.2.-Transport3.3.3.-Supplies

3.4.-Training3.4.1.-Training of staff in response procedures

4.-RESPONSE4.1.- Level estimation

4.1.1.- Locating the disaster4.1.2.- Protocols and check list4.1.3.- Procedures and stabilization

4.2.- Level estimation4.2.1.- Evaluation4.2.2.- Localization4.2.3.- Emergency procedures

5.- RECOVERY 5.1.- Specimens or samples recovery plan after a disaster

5.1.1.- Recovery process5.1.2.- Staff5.1.3.- Registration and evaluation of the damage (new collections)

Random selection of a significant number of samplesDNA extraction, quality and quantity controlDecision to keep or incinerate damaged samples

5.1.4.- Recovery of materials (not specimens or samples) and equipment5.1.5.- Stabilizing the environment

5.2.- Recovery of optimal conditions for the collections6.- REVIEW6.1.- Plan review

6.2.- Weaknesses6.2.- Strengths

6.2.- Updating of plan and training courses6.3.- Publication7.- APPENDIX7.1.- Case study: Protocols of the Tissues and DNA Collections of MNCN8.- BIBLIOGRAPHY9.- WEBSITES


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1.-INTRODUCTION

We are aware of the fact that the term disaster is normally applied to large andcatastrophic events, but sometimes small alterations or failures can produce importantlosses and this is particularly true when preserving samples for molecular research. Thestaff responsible for the preservation of collections should never assume that a disasterwill occur only as a result of a large and easy to spot event such as a fire. That said, wecan list the general disasters that can affect our collections such as fire, earthquakes,electric failures, plagues, floods, vandalism, robbery, terrorism and others.

Writing a common disaster plan for all traditional collections within a Europeanframework makes no sense where each of the partner museums and organisations havetheir own characteristic levels of organization and management, However it is possible

to do so in the case of new collections and this has an influence at the level ofpreservation, maintenance and curation. New collections such as molecular collectionsand tissue banks are still collections in the traditional sense, but have specifictechnologies that place them apart in many important ways. For this reason, rather thanthe elaboration of a specific disaster plan, we propose a document with procedures thatcan be considered a best practice working document containing general guidelines,,including any peculiarities or specific legal modifications that are characteristic of eachinstitution or country. This will take into account the risks that result from differentcollections management strategies operating in the different institutions.. For example innew collections (DNA or tissues) some can have specialized technical staff assigned, orstaff from a certain laboratory or department, or even volunteer students without any

training in collection management. In this last case, goodwill without proper trainingshould be considered a potential risk kept in mind for a disaster plan. It should beemphasized that a particular feature of molecular collections is that they take up arelatively small amount of space but the loss of just one freezer would be catastrophic asit may contain tens of thousands of specimens. Also whilst some institutions havespecialised centralised facilities for these collections, and this policy should beencouraged, all have a proportion of molecular collections distributed throughout theinstitution, where there are important working links to the traditional collections holdingsimilar taxonomic groups. In spite of the obvious problems incorporating dispersedmolecular collections into an integrated disaster plan their dispersion, they must beincluded wherever possible.

All disaster plans depend firstly and fundamentally on underpinning by everydaycollections management best practice and risk assessment. Reliable regular service andmaintenance of all equipment, not just freezers and other storage units but for detectionequipment, alarms etc., (which can give early warning of problems if not prevent them),but also environmental control (air conditioning: temperature and humidity control) byliaison with estates management is essential.

Also the importance of policies and procedures and their enforcement is emphasisede.g., if there is no respect for back-up freezers for emergencies being kept empty, thenthe risk of a minor failure becoming a major disaster is increased.


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From a logical point of view, the following basic issues need to be considered: What arethe risks that threaten our collections? How can we diminish these risks or avoid themcompletely? How do we prepare for disasters and how do we solve them?

To answer the first question we need to define the different types of collections, thecharacteristics of the elements that make the collection, and the risks that can affecteach of these elements. The second question refers to the regulations and mechanismsthat can alert us to the different risks or mitigate their threat. In the case of potentialdisaster, an up to date knowledge of the technological innovations that can beimplemented for the security of the collections is strongly advised. Finally, regardinghow do we prepare for disasters and how do we solve them, each institution can followtheir own rescue procedures, but the efficiency would be greatly enhanced more quicklyif we could establish a virtual library where, apart from the existing literature on the topic,we could post learning experiences from the participating institutions, as well as any

suggestions or possible solutions that have been successfully applied in emergencysituations.

The members of NA E decided to interpret the following types of material as newcollections (see http://www.bi.ku.dk/synthesys/ ):

Silica dried material DNA in buffers Liquid (e.g., alcohol) preserved (for molecular use) Frozen Tissues (In Nitrogen) Frozen Tissues (In Freezers) EST libraries

Freeze dried material Lyophilised material Dried DNA Genomic libraries

Based on the preservation requirements of the different kinds of collection, it is possibleto organize these new collections into three general types of preservation (Table 1):

Table1: Classification of new collections by type of preservationPreservation method Collection TypeDried material Silica dried material

Freeze dried materialLyophilised materialDried DNA

Liquid preserved Liquid (e.g., alcohol) preserved (formolecular use)DNA in buffers

Frozen Frozen Tissues (In Nitrogen)Frozen Tissues (In Freezers)EST librariesGenomic librariesDried DNA

DNA in buffers


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Following this classification by the type of preservation, we can say that the disasterplans of the traditional collections are perfectly applicable in new collections, namely thetwo first categories (dried material and liquid preserved). On the other hand, we also seethat we have a completely new category, which are the collections that are preservedfrozen.

The amount of written bibliography on the topic of emergency plans is large andgenerally all documents divide the work assignments into three parts: before, during andafter the disaster.

Before is the period where the possible risks are identified and the regulations andworking routines to avoid them are established. It is also mandatory to decide thepriorities and relative importance of the collections for rescuing them in case a disaster

occurs. The specialized teams and the training procedures have to be decided too.

During a disaster, the plan must give responses at all technical and human levels.

After a disaster, the plan must evaluate the effects and specify the procedures torecover everything that has been affected. Additionally in this period the value of thedisaster plan needs to be evaluated.

All this procedure has been summarized in Table 2:

Table 2: S ummery of classification of the working routines and procedures

BEFOREPrevention Analyze possible risks

Reduce risksPreparation Priority collections

Teams responsible in case of disasterNetworks of assistanceTraining

DURINGResponse Response plan to a disaster

AFTER

Recovery Recovery plan after a disasterReview Plan reviewPublication

2.- PREVENTION

2.1.-Analysis of the possible risks

2.1.1.-Risks regardless of the type of collection

When thinking of risks that are independent from the type of collection, we can talkabout natural disasters caused by the weather or the geographic location or about


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industrial or technological disaster with anthropogenic causes. If we focus on thedamage that these disasters can cause, regardless of their origin, we can build a tableas follows (Table 3):

Floods (due to location in floodplains, dam breaches, storms, hurricanes, broken pipes,leaks)Movements (due to earthquakes, land slides, mudflows, land sinking, hurricanes,tornadoes, collapsing of shelves caused by structural failures)Fires (with a chemical or electrical origin, natural or intended)Plagues (insects, other arthropods, fungi, rodents)Leaks or hazardous spilling (dumps, chemical industries, research laboratories)Electric failuresEquipment failures (freezers, coolers, acclimatization systems, security or monitoringsystems)

Human (wars, terrorism, robbery, land, air or sea accidents, poor maintenance andmanagement, lack of experience of the assigned staff or other human errors that canlead to the afore mentioned situations)

2.2.-Risks that are consequence of the environment of the collection

Defective storage systemsHeaping

Causes: Broken specimensBroken containers

Burnt materialEquipment overload causing failure

Security and acclimatizing systemsFire

Causes: Deterioration by waterUnknown chemical interactions between theextinguishing agents and the specimens orpreservatives

AcclimatizingCauses: Freezing of motors

Dehydration (ruptures due to desiccation, staticelectricity)Humidity in excess

Defective illuminationCauses: Non-desired chemical reactions (oxidations)

Types of preservativesAlcohol and other flammable agents

Causes: FireOther chemical products

Causes: Different levels of threat to the health of staff


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2.3.-Reduction of risks

2.3.1.-Routine control and follow-up

We can separate two types of control and follow-up systems: technological (e.g.,smoke detectors, temperature raise, floods, robberies) and human. It is necessary tofulfil a number of periodic monitoring protocols for both systems. It is mandatory to makeregular reviews of the detectors (e.g. where liquid nitrogen systems are in operation, O2detectors: low oxygen levels due to nitrogen escape) to make sure they are functioningcorrectly. On the other hand, any electrical equipment that is used in the new collectionssuch as freezers, coolers or acclimatizing systems, must be monitored daily and theirown security systems checked periodically. These monitors should all be set up so thatthey can remotely alert out of hours staff to problems, which can be then be remediedas soon as possible by pre-planned continually up-dated contingency strategies

(including a list of up to date contacts on call 24 hour a day). Out of hours staff andSecurity (all shifts) should be fully trained to be able to deal with these emergencysituations.

Routine control should be supported by adequate staffing levels, or risk ofdisaster increases.

2.3.2.-Parallel preservation of identical samples using different preservationmethods

In new collections it is strongly advisable to keep the same sample in differentpreserved states (dried, in solution and frozen) to ensure that if one form is

compromised, we can still access another. Ideally duplicate samples should also be heldin different geographical locations (this is only possible if the specimen is large enoughto allow for multiple samples)

2.3.3.-Preservation of mirror collections in different localities

This is a similar situation to the last one, but it implies cooperation between twodifferent institutions to ensure that if a major disaster occurs, a percentage of thecollection can still be kept safe in the other institution (once again this is only possible ifthe specimen is large enough to allow for multiple samples).

2.3.4.-Knowledge of the possible personal risks and training on appropriateprotection is obligatory.

The staff working with the collection must know the risks that can affect the collections,as well as their own health, and report on any incidents they observe.

2.3.5 Sample curation: awareness of new innovations to protect samples longterm from degradation from e.g. oxidation, acidification (transfer from ethanol at -20 and +4 to -80 to liquid nitrogen) and light. This should include the possibilitythat new molecular collections will be used for other purposes in the future, e.g.,measurement of environmental toxins etc.

3.-PREPARATION


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3.1- Collection priorities

3.1.1.- Type specimens

3.1.2.- Unique samples (of extinct species or difficult to collect (endangeredspecies, permit problems, collecting from politically unstable countries, dangerouslocations e.g. deep sea. )

3.1.3.- Biological hazard (e.g. general zoonoses, Ebola in bush meat:recommendation is not to accept known hazardous specimens).

3.2.- Team responsible in case of emergency

3.2.1.- Trained staff with a clear organization previously established

3.2.2.- Size, responsibilities and tasks depending on rank

3.3.-Networks of assistance

A reliable list of addresses and phone numbers from providers is essential so thatdelivery to the institution the following items are guaranteed:

3.3.1.- Containers

When a disaster occurs it is important to know where we can deposit specimensthat may have been affected, such as bags, boxes or plastic containers.

3.3.2.-Transport and deposits

When a disaster occurs it is important to know how we can transport the affectedspecimens to the temporary evacuation holding depots where they will be kept safe untilthe disaster has abated and where the damage can be evaluated. Carts, trucks or vans,and storage rooms (temperature controlled) or freezers at the institution, inside oroutside. Unless existing back up systems at institutions e.g. electrical generators can berelied upon in an emergency, arrangement by payment of a retainer to a company thatcan provide appropriate rapid emergency back up (e.g. by provision of freezer lorries) isstrongly advised.

3.3.3.-Supplies

This should include all types of materials that can be useful in the case of adisaster such as desiccant paper, plastic bags, brooms, mops, water pumps, silica gel,heat sealers, sealing tape, markers, pencils, electric tools and plumbing tools, workclothes and security clothes.

3.4.-Training

3.4.1.-Training of the staff in response procedures


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The protocols following a disaster must be written down and the teams

responsible during a disaster must be fully trained to be familiar with the routines androutes to follow, as well as the order of priorities. The teams responsible need to beorganized in three levels: security, maintenance and collections, each having differentspecific protocols to follow in a coordinated way. The best performance will thereforeonly be achieved if their duties are thoroughly practiced during regular drills throughoutthe year..

For molecular collections emergency procedures will include specific health and safetyissues including low oxygen levels in the case of liquid nitrogen facilities, and the risk ofinfection from thawed samples by zoonoses etc. Specialised training must be given to allsalvage teams to deal with these specific issues. Training of out of hours staff to pass oninformation to subsequent shifts etc, including Security, is essential with specific

instructions to follow e.g., in the event of freezers losing power; an action point andcontacts at each critical temperature step observed.

4.-RESPONSE

4.1.-Level estimation

4.1.1.-Locating the disaster

Locating the disaster physically, with the aid of detection systems, is essential asthe sooner the disaster is located the sooner it can be remedied.

4.1.2.- Protocols and check list

Written protocols (see annex case study)

4.1.3.-Procedures and stabilization

Measurement systems and controlling the speed at which the disaster is takingplace

4.2.- Response procedures based on the level of disaster

4.2.1.-EvacuationEvacuation following a disaster must be as fast and controlled as possible. This

requires appropriate modifications to existing infrastructure and equipment in the earlystage of preparing the disaster plan, e.g. in new collections the freezers should haveracks that will allow many boxes, thus many samples, to be moved at the same time,and widening of door frames and provision of ramps if necessary for efficient evacuationof cold storage units should be put in place first.

4.2.2.- Localization of the samples evacuated

It is essential to have the evacuated samples correctly located in their newlocation to avoid the extra disaster that the loss of the samples would mean


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4.2.3.- Emergency procedures

The emergency procedures must be written down and be unique so they can bedistributed to all the services and staff that are responsible in an emergency. It ismandatory to make sure that all the people involved have the same version of thedocument.

This document must contain instructions ranging from how to work in the initialstages of a disaster through to follow-up, including the procedures that should befollowed during the emergency. Before an evacuation it is necessary to check that theemergency containers, protective clothing and any other security mechanisms that willbe needed are available.

The evacuation procedure must follow the priority procedures set in advance andit must be coordinated and controlled, carefully recording the new locations of the

evacuated samples.

5.- RECOVERY

5.1.- Specimens or samples recovery plan after a disaster

5.1.1.- Recovery process

Once a disaster has occurred such as a major freezer failure, then a triagesystem is needed to decide which specimens are recoverable and which shouldbe disposed of. This will be based on factors such as biohazard rating and value

of specimen.

The following procedures should be followed:

Preparation of the necessary material and workspaceCheck the locations where the evacuated material was deposited after theemergencyProceed with the return of the material after its recovery

5.1.2.- Staff (personnel)

Trained staff with an organization clearly established in advance

5.1.3.- Registration and evaluation of the damage (new collections)

In order to evaluate the possible damage, it is necessary to follow a protocolpreviously established. In the case of new collections there should be proceduressuch as:

Random selection and testing of a significant number of samples(PrediCtoR technology may help here)

DNA extractionQuality and quantity controlDecision to keep or incinerate damaged samples


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5.1.4.- Recovery of materials (not specimens or samples) and equipment

Liaison with security, estates management, technicians and engineers to repairdamaged equipment and check the remaining functional equipment and securitysystems.

5.1.5.- Stabilizing the environment

Routine controls to make sure everything is back to normal

5.2.- Re-establish pre disaster optimal conditions for the collections

Return the evacuated simples to their original locationRandom tests of the location starting from the base

6.- REVIEW

6.1.- Plan review

6.1.- Weaknesses

Where there have been failures or the reaction time has been too long, and whatwere the reasons for this.

6.2.- Strengths

Where there have been improvements compared to the original plan and whatwere the reasons.

6.2.- Updating of plan and training courses

Once lessons learnt have been identified, update current disaster plan, schemes of workand risk assessments and implement in future training courses.

6.3.- Publication

Very often, we will face situations that others have already encountered, so it isrecommended that we make all this information publicly available as soon as possiblefor others to use.


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7.- APPENDIX

7.1.- Case study: Protocols of the Tissues and DNA Collections ofMNCN

7.1.1.- General description7.1.2.- Preservation and maintenance of the ultra freezers7.1.3.- General recommendations for the use of the freezers with collections fromresearchers not belonging to the tissue and DNA collection.7.1.4.- Emergency procedure for freezers and coolers outside the labour schedule7.1.5.- Security systems in ultra freezers

7.1.1.- GENERAL DESCRIPTION

There are two acclimatized rooms with freezers (ultra freezers of -80 and -40,freezers of -20 and coolers of 4 are all generically referred as freezers). The freezerROOM 1 is assigned to the vice direction of research, while the freezer ROOM 2 isassigned to the vice direction of collections. Additionally there is a -20 chamber of largedimension that is also assigned to the vice direction of collections.

Both rooms are acclimatized and the electric supply is connected to anautonomous energy system that continues feeding electricity to the equipments in casethere is a power failure with the origin outside the Museum.

In each room the freezers are numbered starting from 1 (the closest to the door)and these numbers are represented in the remote alarm panel.

The chest freezers of -20 and the coolers are NOT connected to the remotealarm panel and their security systems only give indications by local light indicators.

The ultra freezers, freezers and coolers have lists on the doors containing thephone extensions of the working groups and persons responsible of the materialscontained in each of them.

DURING THE LABOUR SCHEDULE , in case there is a malfunctioning detected,

the working group that is assigned to the freezer must be contacted to check if theincidence is due to an excessive amount of time elapsed with the door open workingwith the samples, or else to another reason. In case it is impossible to contact with aresponsible person of the working group, the security service should be contacted sothey will contact themselves with the necessary responsible persons (maintenanceservice and persons responsible of the freezers).

When manipulating the samples from inside the ultra freezers it is mandatory touse the files and records (in paper sheets) found over the doors for writing down thetime the door remains open and the final temperature reached after the manipulation.The goal of this procedure is to clearly differentiate occasional temperature rises due tonormal manipulations, from real malfunctioning when an alarm activate.


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The Security Service of the Museum has a protocol of procedures to follow incase of emergencies that could occur outside of the labour schedule (annex I).

If any user of the freezers detects any kind of malfunctioning outside the labourschedule, they must inform the Security Service. The Security Service will be trainedwith courses on how to proceed in case of emergency. This training course will be heldat least once a year or every time there are changes in either the protocol of the staff.

7.1.2.-PRESERVATION AND MAINTENANCE OF THE ULTRA FREEZERSThe maintenance and monitoring of the freezer rooms will do in a coordinated waybetween the Maintenance Service of the MNCN and the persons responsible of thecollections deposited in the freezers.

7.1.2.1.-Temperature monitoringThe temperatures will be written down every Monday morning and on Friday at the endof the day, as well as the days before and after holidays or vacations.

During summertime, or due to any other special conditions (e.g., constructions orremodelling of the institution), it could be necessary to take note of the temperaturesmore often.

The temperatures will be registered by the security personnel or by any other personspecifically assigned to this task.

Any incidence, like the periods in which the freezers remain open to manipulatesamples, have to be annotated in the sheets so in case an alarm activates, the securityservice can see if there is a real problem or if the temperature raise is only due to anextended period in which the freezer has remained open.

7.1.2.2.-Defrosting for cleaningIt is convenient to defrost the freezers at least once a year.For this task it will be possible to use the security freezer (Room 2, Freezer 1). If thecapacity of the freezer that is going to be defrosted is larger that the space available inthe security freezer, it will be necessary to request the rest of the users to lend space intheir freezers by informing them in advance.

The defrost operations should always be done in the minimum amount of time possible.Once the freezer has been cleaned and connected again, before returning the samples,it will be kept working to allow to monitor the temperature for a whole night and day tomake sure it reaches its normal parameters.

We should avoid defrosting any freezers on Fridays, on the days before holidays and insummer months.

The day that the defrosting will take place will have to be written down on the paper

sheets over the freezers.

7.1.2.3.-Periodical cleaning of filters and motors


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The filters will be cleaned every two months. This task will be done by the personresponsible of the equipment or by any other person specifically assigned to it.A technical service will be hired every year to do the general cleaning of the motors aswell as to review of the security systems of the freezers.

7.1.2.4.-Forecast of urgencyThe periodic monitoring of the temperatures of the freezers can give indications of animminent failure allowing notification of the technical services in advance. Additionally,this will allow for a preventive evacuation of samples to other freezers in a programmedway within labour schedule.

Within the period of valid guarantee of the ultra freezers, there will be a specializedtechnical service available offered by the company to whom the ultra freezer waspurchased. It is advisable to use these official technical services, and sometimes, they

are the only ones who have the necessary spare parts and refilling gases available.

The large chamber of -20C and the cooler of 5 have their own repairing service, butbefore they are contacted it is necessary to inform the MNCN Maintenance Service tosee if they can repair it themselves, and if this is not possible, then the exterior technicalservice will be contacted.

7.1.2.5.-Periodical review of the freezers security systemsThe security systems are explained in detail in Annex II.There will be periodic reviews by the persons responsible of the equipments of thecylinders containing CO 2 and of the emergency switchboard.

The remote alarms (connection between the freezers and the alarm panel in theswitchboard) will be reviewed by the Maintenance Service at least twice a year.On a yearly basis a special technical service will be hired to review all the securitysystems of the freezers.

7.1.2.6.-Periodical reviews of the acclimatizing systems and gas level control inthe freezer rooms.The acclimatizing systems of the freezer rooms will be clearly identified in both, the fusebox and the motor room. The Maintenance Service and the Security Service of theMNCN must know them perfectly.The Maintenance Service of the MNCN will carry on the periodic revision and filtercleaning of the acclimatizing system.

7.1.2.7.- Periodical reviews of the protocolsOnce a year, or after special situations (e.g., constructions or remodelling of theinstitution), it will be necessary to review of the security protocols to check that they stillare valid.Any changes made to the protocols must be informed to the Security Service, to thepersons responsible of the freezers and to the persons in charge in case of emergency.

7.1.3.- GENERAL RECOMMENDATIONS FOR RESEARCHERS FROM OUTSIDETHE TISSUE AND DNA COLLECTION WITH COLLECTIONS IN THE FREEZERS


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A temperature of -80C can cause cold burns in the skin so the manipulation of themetal containers (rack) and boxes must be done with protection gloves. Never touch theinternal surfaces of the freezers with your hands wet and without any protection.

The ultra freezers should never be used to store white polyurethane boxes, portablecoolers, ice boxes or dry ice (except for a short time in very) to allow to have themaximum space available in case there is an emergency and space is needed to storeevacuated samples from other freezers. It is worth reminding that even though we havean emergency freezer empty, the volume of samples stored is much larger that thespace available, so in case more than one freezer breaks down there would be spaceproblems.

It is convenient to save the maximum amount of space possible inside the ultra freezers,as this system of storage is quite limited and very expensive. Additionally, there is no

space available in the Museum to install any new ultra freezers. This type ofpreservation should be reserved only for long-term conservation. For an everydaymanipulation of samples the models of -20 should be used as these are much cheaperto maintain, fix and substitute. You should also consider that drastic changes oftemperature on a regular basis will ruin DNA quality.

A more efficient use of space is achieved with a correct organization of tubes andsamples inside boxes, with these boxes placed in racks or shelves. It is advisable to usethe boxes for 81 or 100 tubes at full capacity, and avoid keeping half empty boxes forlong periods of time. Making use of these rules will allow for three benefits:- Easy location of the samples. This leads to a drastic reduction of the time the freezer

remains open, thus reduces the effort of the compressors and reduces the accumulationof ice in the internal surfaces.- Reduction of the time of evacuation of samples in case of emergency.- There is more space available for more samples and more users.

It is necessary to have al containers and samples perfectly identified to avoid any loss ofinformation.

7.1.4.- EMERGENCY PROCEDURE FOR FREEZERS AND COOLERS OUTSIDE THELABOUR SCHEDULE

The aim of this document is to establish in a clear and simple way the procedures tofollow by the security service of the MNCN in case there is an emergency with thefreezers.

7.1.4.1. Staff responsible in case of emergencyIf the security service detects an emergency, which requires the presence of the staffresponsible from the MNCN to correct the situation, the following persons should becontacted:

Responsible of maintenance Mr/Ms XXXXXX If there is a general powerfailure or a failure in theacclimatizing systems or in


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the environmental controlsystems of the freezerrooms

Responsible of frozencollections Mr/Ms XXXXXX If the samples areendangered

During holidays, or if the person responsible is not going to be available, the head of thesecurity services must be informed of the substituting person.


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7.1.4.2. Description of the room and the freezers

ROOM 2NUMBER DESCRIPTION USAGE1 Ultra freezer -80 Tissues and DNA collection 2 Ultra freezer -80 Tissues and DNA collection3 Freezer -20 Collections lab4 Freezer -20 Collections lab5 Ultra freezer -80 Tissues and DNA collection6 Cooler 5 Tissues and DNA collection7 Freezer -20 Tissues and DNA collection

Fig. 1 Scheme of the freezer ROOM 2 (storage of Tissues and DNA collection)

ROOM 1NUMBER DESCRIPTION USAGE1 Ultra freezer -80 Mr./Ms.2 Ultra freezer -80 Physiology lab3 Ultra freezer -80 Dr.4 Ultra freezer -80 Dr.5 Ultra freezer -80 Molecular systematics lab6 Ultra freezer -40 Dr.Not numbered Freezer -20 Dr.8 Ultra freezer -40 Mr/Ms.9 Ultra freezer -40 Dr.20 Freezer -20 Department of Biodiversity21 Freezer -20 Department of Biodiversity


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Fig. 2. Scheme of the freezer ROOM 1 (assigned to the vice direction of research). The room

as an L shape, so the back of the room can be seen in detail in figure 3.

Fig. 3. Scheme of the freezer ROOM 1 . Detail of the back of the room

7.1.4.3. Emergency detections

Ultra freezers of -80

ROOM 1 1, 2, 3, 4, 5, 8, 9ROOM 2 1, 2, 5


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These equipments normally work on temperatures ranging from -85 to -70. If an irregular functioning is observed, the procedures will be:

From -70 to -40: If one of the ultra freezers reaches this range of temperatures,

the security personnel will have to monitor every 2 hours the equipment until it isclearly observed if there is a trend to increase, decrease or maintain thetemperature. Systematically take notes of the temperatures observed and the rate atwhich they change.

Over -39 the security personnel will phone the person responsible informing of thetemperature that the ultra freezer has reached and the trend observed. The personresponsible will give further instructions to the security personnel as needed.

In case of an extreme emergency in which the person responsible cannot bereached, the security personnel will proceed to evacuate the samples from thedamaged ultra freezer to another one were there is space available. The transport ofthe samples from one ultra freezer to another must be made in a organized way,

always using protection gloves to avoid cold burns (following the instructionsreceived in the training courses).

Ultra freezers of -40

ROOM 1 6

The normal range of temperature for these equipments goes from -40 to -30. From -15 to -5 . If one of these freezers reaches this range of temperatures, the

security personnel will have to monitor every 2 hours the equipment until it is clearlyobserved if there is a trend to increase, decrease or maintain the temperature.Systematically take notes of the temperatures observed and the rate at which theychange.

Over -5 the security personnel will phone the person responsible informing of thetemperature that the ultra freezer has reached and the trend observed. The personresponsible will give further instructions to the security personnel as needed.

In case of an extreme emergency in which the person responsible cannot bereached, the security personnel will proceed to evacuate the samples from thedamaged ultra freezer to another one were there is space available. The transport ofthe samples from one ultra freezer to another must be made in a organized way,always using protection gloves to avoid cold burns (following the instructions

received in the training courses)

Chest freezers (not connected to the alarm panel of the switchboard)

ROOM 1 Not numbered, 20, 21ROOM 2 3, 4, 7

The normal range of temperature for these equipments goes from -20 to -5.If a failure is detected, or one of the coolers turns of:

The security personnel will have to contact the person responsible immediately by

phone. The person responsible will give further instructions as needed.


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Large chamber of -20 (with the door in outside of the building)

Currently, the normal range of temperature of this chamber ranges from -20 to -18.This is a chamber that is programmed to have two periods with a temperature rise thatavoid the accumulation of ice. During these two periods the temperature raises to 16and maybe causes an alarm to go off in the alarm panel. This alarm is assumed to benormal within these two periods.

By security have 2 motors works alternatively, but when one is broken he otherwork every time.

In the case there is a detection of the temperature rising over -5, or alternativelyan irregular functioning is observed the procedures will be: The security personnel will have to monitor every 2 hours the equipment until it is

clearly observed if there is a trend to increase, decrease or maintain the

temperature. Systematically take notes of the temperatures observed and the rate atwhich they change. If the mal-functioning is confirmed the security personnel will have to phone

immediately responsible of frozen collections as well as the maintenance service,indicating what temperature the chamber has and what the observed trend is. Theperson responsible will give further instructions to the security personnel as needed.

Cooler of 5 (not connected to the alarm panel of the switchboard)

ROOM 2 6

The range of temperatures at which this cooler normally works goes from 5 to8.

If any changes in the temperature outside the normal range are observed, thesecurity personnel will have to monitor every 2 hours the equipment until it is clearlyobserved if there is a trend to increase, decrease or maintain the temperature.Systematically take notes of the temperatures observed and the rate at which theychange. If the temperature raises over 15, the cooler must be disconnected and thefailure will be notified in a report.

Power failure with the origin outside the MuseumWhen there is a power failure, the autonomous energy system starts functioning,

but the air conditioning units (acclimatizing system) remain inactive.The security personnel will have to inform the person responsible when the

power failure has occurred and the duration.Once the power is restored, it is necessary to turn on manually the acclimatizing

systems of the storage rooms, as well as verifying all equipment and writing down all thetemperatures. It will also be necessary to monitor their state for the next few hours.

Power failure in the storage rooms due to an internal breakdownWhen there is a power failure due to an internal breakdown, the autonomous

energy systems do not function, so in this case, neither the air conditioning units nor thefreezers work. If this happens the security personnel must immediately inform themaintenance service or follow the instructions given by them.


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The security personnel will also inform the responsible person the moment thepower failure occurred and the duration it had.

Once the power is restored, it is necessary to turn on manually the acclimatizingsystems of the storage rooms, as well as verifying all equipment and writing down all thetemperatures. It will also be necessary to monitor their state for the next few hours.

Failures of the acclimatizing systems in the freezer rooms

If the air conditionings of the freezer rooms 1 and 2 have any malfunctioning, thesecurity personnel will inform the person responsible in case of emergency. If themalfunctioning has to do with occasional power failures, the time and duration at whichthese occur will have to be written down to inform the responsible person.

Failures of the gas-level control systems in the freezer rooms

When the gas-level control systems (oxygen reduction due to leaks from CO 2cylinders or liquid nitrogen from the freezer rooms 1 and 2) show any malfunctioning, itwill be necessary to inform the person responsible in case of emergencies.

Observations

The persons responsible in case of emergency must be informed of any reportsprepared by the security service containing information concerning the freezers.

7.1.5.-SECURITY SYSTEMS OF THE ULTRA FREEZERS

7.1.5.1.-Autonomous external energy systemThis system only works when there is an external power failure; if the lack of

power is caused by an internal failure, this system does not function.

7.1.5.2.-Light and sound alarms in each ultra freezer.These systems work with an independent battery

7.1.5.3.-Remote alarm system connected to the light and sound alarm panel in theMuseums switchboard

7.1.5.4.-Remote alarm system connected to the emergency telephoneWith an automatic dialling system that gives an alarm message when the

temperature raises over a certain threshold.

7.1.5.5.- CO 2 SystemThe CO 2 systems are prepared to maintain the temperature below -35 during

breakdowns or power failures.These security systems begin releasing CO2 when the temperature of the freezer

rises over -40C (depending on the commercial model and its programme).


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During the process of evacuating samples or during a prolonged period of time

with the doors open, the CO2 cylinders should be sealed to avoid the unnecessarywaste of gas and any potential accidents (anyhow, these CO2 back up temperaturestabilizing systems have a security system of their own that deactivates the release ofgas once the door of the freezer is open). Remember to open the gas cylinders afterfinishing the work.

If the ultra freezer turns off, it is not necessary to keep the doors open.

7.1.5.6.- Ultra freezer of -80An ultra freezer that remains empty to use in case of a failure in one of the other

ultra freezers. It is also used in the process of defrosting and cleaning.

7.1.5.7.- Protocol with emergency procedures for freezers and coolers outside thelabour schedule

8.- BIBLIOGRAPHY

2000. Guidelines for Small Museums for Writing a Disaster Preparedness Plan. A

Heritage Collections Council Projecthttp://www.collectionsaustralia.net/sector_info_item/2

Newey, A., Lepschi B., Croft J.. 2008 A Disaster Recovery Plan for the AustralianNational Herbarium Canberra http://www.anbg.gov.au/cpbr/disaster-plan/

Dorge v., Jones S. L. 1999. Building an Emergency Plan A Guide for Museums andOther Cultural Institutions. The Getty Conservation Institute. Los Angeles.http://www.getty.edu/conservation/publications/pdf_publications/emergency_plan.pdf

9.- WEBSITES

http://www.fema.gov/index.shtm Federal Emergency Management Agencyhttp://cool-palimpsest.stanford.edu/bytopic/disasters/ Conservation OnLine. Resourcesfor Conservation Professionalshttp://www.nps.gov/history/museum/publications/primer/primintro.html Primer onDisaster Preparedness and Response. National Park Servicehttp://library.nyu.edu/preservation/disaster/toc.htm Disaster Plan Workbookhttp://www.carnegiemnh.org/library/disaster_manual.htm

Documents

Developing a Disaster Plan for Molecular Collections