Category: Lab Relocation

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Tips for Safe Lab Equipment Transportation

moving van with boxes of lab equipment for safe transportation

Transporting lab equipment properly is more than just a process of getting your supplies from point A to point B; it’s about getting it where it needs to go safely so everything remains in optimal condition. Here’s how to make that happen!

Equipment Assessment

Before you start packing up your lab equipment, you need to assess the nature of what you’ll be transporting and create an organized plan for how to proceed. First, identify fragile components requiring special attention during transportation, including delicate glassware, sensitive electronic components, and precision instruments. Next, measure the dimensions and weigh each piece to help you select the right packaging and handling methods and materials. 

Lab Equipment Packaging and Protection

Customized packaging is key to ensuring the safety of your lab equipment during transit. Invest in high-quality materials that fit the dimensions you need. Secure it all inside containers that maintain a snug fit. Cushioning materials such as foam or bubble wrap can fill empty spaces and provide shock absorption, reducing the risk of damage from bumps and vibrations.

Transport Logistics—Choosing the Right Carriers and Planning Ahead

It’s vital that you take the time to make sure you’re choosing a reliable carrier to safely handle all of your lab equipment. Conduct a bit of research to be certain they’re experienced in handling delicate scientific instruments. Now it’s time to plan your transportation route and timeline carefully, taking into account factors like traffic, road conditions, and any potential delays that may pop up. Pay attention to the weather and environmental conditions, especially if your equipment is sensitive to temperature or humidity changes.

Regulatory Compliance

Understanding and complying with legal and regulatory requirements is a must whenever you’re moving lab equipment. It’s important to know that different countries and regions may have specific rules governing the transportation of scientific instruments, particularly if they contain hazardous materials. Make sure you’re aware of and follow all relevant regulations. Additionally, it’s essential for you to have all of the required documentation to avoid any legal complications during transit.

Unpacking and Installation

Once your lab equipment reaches its final destination, your job still isn’t over. Now it’s time to carefully unpack each item, inspecting it for any signs of damage or mishandling. If you notice any damages, immediately make a note of them and contact the carrier to report the problem. Once everything’s unpacked, it’s time to tackle installation. Especially if you aren’t completely familiar with all of the equipment, consider enlisting a professional who’ll help ensure it’s all set up correctly so that it’s ready for use without any unexpected hiccups.

Conclusion

Transporting lab equipment requires meticulous planning and attention to detail. Don’t underestimate the importance of these steps in ensuring the longevity and functionality of your scientific instruments.

In the scientific world, precision and accuracy are paramount, and that extends to the proper transportation of lab equipment. Neglecting proper handling and packaging can result in costly damage and wasted downtime. Following the steps outlined here will allow you to safeguard your lab, and maintain its integrity, so you can continue all of your vital research without interruptions.

Contact BaneBio for More Information

Contact us to learn more about transporting lab equipment and discover how BaneBio can assist you and give you expert guidance and support. Your research deserves nothing less.

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5 Signs You Should Consider a Lab Relocation

female scientist enjoying lab relocation

Chances are the laboratory business you launched originally has changed a lot from the company you see today. Even if your core business remains the same, you may be doing a wider scope of work for more clients using new equipment and procedures—all factors that might leave you asking “Are we still in the ideal location?”

But relocating your laboratory isn’t to be taken lightly. Moving materials, equipment, data, samples, and more to a new location requires meticulous planning, coordination, and execution. You’ll need to think about shutting down, packing, shipping, unpacking, installing, and recalibrating the equipment. Moving temperature-sensitive materials and samples is a painstaking process, and data transfer has a zero tolerance for error. If your work involves animals, this opens up an even more complex set of considerations. This level of complexity is why a lab relocation can take 4–6 months of planning before the moving even begins. 

Our best advice is this: Don’t just look at what you need now. We recommend you evaluate your current workspace in light of your projected needs as well as your current concerns—what will you need as your 5–10 year plan begins to come to fruition? 

Let’s review five important factors that influence whether you should consider a laboratory relocation.

Size Matters

Is your laboratory large enough for your team to work safely? Do you have enough storage space for supplies and equipment? Do you have enough room to take on additional business based on your growth projections? Ensuring that your laboratory is large enough for your current and future needs is one of the most important factors when considering a lab relocation.

Safety First

A crowded lab with an inconvenient configuration is not a safe lab. Having enough room between work stations for your team to function efficiently provides safer conditions and a more comfortable layout.

Hindered Access to Resources

Is your lab able to receive materials and ship product efficiently? Moving your lab so it is better positioned to more affordably handle the raw materials you need and ship your products to your end users is one of the most important things you can do to increase your bottom line.

The Convenience Factor

Do your employees travel a lot? How close is your lab to a major airport? Is your current location inconvenient for clients?  Moving your lab to a more accessible location could make a big difference in your ability to attract customers and an appreciated benefit to your team.

Dollars and Sense

Are you paying for building amenities you don’t need? Are there building features that you don’t have now that would help your business operate more efficiently? Compare your expenses for rent, lease, property taxes and insurance with other available properties, and decide if investing in a less expensive option with different features would benefit your bottom line. Could it be time to buy instead of rent? Speak to your business manager or accountant about the possible benefits of a lab relocation into a building that you own vs. one you rent.

The location of your lab is critical to your company’s growth, stability, safety, and overall operations. Ensuring that your lab is located in a convenient, safe place where your team feels comfortable will help morale and productivity, and ultimately affect your lab’s profitability and long term success. 

If all signs point to a necessary relocation, strongly consider finding a partner like BaneBio to assist you. BaneBio has years of experience and a proven track record in helping businesses like yours plan, coordinate and execute a successful laboratory relocation. We’re poised and ready to assist you, so reach out today and start the conversation.

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Phases for Decommissioning a Lab

lab tech decommissioning a lab

Decommissioning is quite an undertaking whether you’re renovating, relocating, or closing a lab. It’s a project that must follow specific guidelines to ensure standards are followed with minimal liability. If you’re wondering how closing a lab works, we have the steps to follow: a lab closure checklist to assist you from beginning to end.

Develop a Plan

Before your team gets started with the phases of decommissioning a lab, you need a plan. Start by checking your equipment and chemical inventory. Once completed, it’s time to begin a full lab audit.

  • Lease obligations – If the parameters concerning moving out and decontaminating your space are vague, it can turn costly. From damage to walls and floors to discovering unanticipated waste or contaminants. It’s best to prepare for the unexpected and gather as much information as possible concerning landlord expectations ahead of time.
  • Seek guidance – Ask colleagues who have been a part of lab decommissioning for their advice concerning what worked well, what did not, and what they would have done differently. 
  • Find the stakeholders – Internally, your researchers, facilities group, the finance department, and environmental health and safety teams should play an integral part. Externally, keeping the property owner informed and part of the process is critical.
  • Dispose of chemicals and equipment – If not storing them, dispose of chemicals properly. If you have lab equipment you’re ready to part with, contact Bane Bio. We are the scientific supermarket and happy to help you sell your inventory.
  • Licenses and permits – Are there some permissions that must be managed to dispose of lab items? Some take a while to secure, like the disposal of radioactive materials. Have all licenses and permits in place before starting the big move. 
  • Decommissioning costs and enlisting partners – Some companies can help you move the process along efficiently. Working with vendors who specialize in this project may be worth the investment.
  • Storage – Are there some items that you plan on keeping? Do they have a place to go? Make sure a storage location and the proper moving help are scheduled early in the process. 
  • Safety and security – If chemical exposure is a risk, or you have high-dollar equipment moving out, safety and security plans must be enacted. 

Assess Decontamination Areas

Areas must be assessed and cleaned wherever chemicals are stored and utilized. Other rooms, like offices and common areas, will have different needs. Create a list of which rooms need decontamination and which require a little spring cleaning. It is your responsibility to clear the lab thoroughly and responsibly.

Areas to decontaminate include: 

  • Work surfaces, tables, drawers, shelves, and cabinets
  • Floors and walls
  • Waste receptacles
  • Chemical storage areas
  • Any spills
  • Cold rooms
  • Animal care areas
  • Fume hoods
  • Plumbing 
  • All lab equipment
  • Wastewater systems
  • Waste pickups

Decontamination Documentation

Note everything that’s been completed and the procedures followed. Keeping accurate records means you have answers if there are questions later on. Your records should include:

  • All assessment data
  • Means and methods of the assessment
  • Cleaning protocols for each area
  • All chemicals and hazards present during the process
  • How levels of risk were mitigated
  • All acceptable levels of risk certified by an industrial hygienist
  • Where hazardous and nonhazardous waste was disposed of
  • Where itemized equipment is now stored 
  • Photos that show the lab before and after decommissioning
  • Contact information for all who were part of the process

BaneBio understands the pressures of closing labs and what to do when you’re ready to rehouse your equipment. Let our team of highly-trained service technicians step in and assist with your gently-used items. Headquartered in Maryland, BaneBio proudly serves scientific communities throughout the world. Get in touch and let us know how we can help!

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Moving and Storage for Lab Equipment

scientist looking through lab equipment

Do you need a bigger lab to account for more equipment and increased operations? Are you finding that it’s time to re-evaluate and streamline your processes? Don’t spend your valuable time worrying about the logistics of moving or storing your precious equipment! Here are a few things to keep in mind when getting ready to move.

Short Term Lab Equipment Storage

If you find yourself in a position where your new laboratory isn’t move-in ready or is too small for all of your equipment, you may want to consider a storage facility. Sure, self-storage units are everywhere, but the fact is your valuable equipment needs more security than the standard roll-up door. Lab equipment should be stored in specialized facilities to properly protect your investment.

When choosing a laboratory equipment storage facility, make sure you find one that:

  • Is climate controlled
  • Provides the packing and transportation
  • Provides a detailed inventory
  • Allows easy access to your equipment
  • Sends reminders about the equipment you have in storage

If you’re downsizing, consider selling the equipment you no longer have use for.

Moving Your Lab Equipment to a New Facility

Whether it’s across town or across the country, moving lab equipment takes more than a call to your local moving company. Your equipment is valuable and delicate. Choose a moving service to make the job easier…and safer for your equipment.

Finding a lab equipment moving service involves finding a company that:

  • Handles the packing and unpacking of the equipment
  • Includes all shipping costs so your budget isn’t presented with “surprise” charges
  • Handles all regulatory concerns 
  • Provides an inventory
  • Uses climate controlled trucks and specially designed crates
  • Remains in contact with you throughout the move

Decommissioning a Laboratory

When you’re moving or closing up shop permanently, you need to find a professional decommissioning service to make sure your lab stays compliant throughout every step.

This service should include a site-specific audit and decommissioning plan that covers:

  • Complete inventory, removal, and disposal of all biological, chemical, or physical hazards
  • Deep cleaning of all surfaces, including storage areas, fume hoods, and counters
  • Proper decontamination, removal, disposal, and remediation of hazards
  • Documentation of all steps taken during the decommissioning process
  • Removal, storage, or selling of used lab equipment
  • A “clean bill of health” documentation for all services rendered during the decommissioning process 
  • Universal waste disposal of items such as light bulbs and batteries
  • EHS verification that the decommissioned laboratory space is ready for re-occupancy 

Moving Lab Equipment? Time to Clean House

Moving and storing lab equipment is the perfect time to get rid of outdated or broken items and take a detailed inventory. Just like packing and moving a house, you don’t want to take anything that has outlived its usefulness or pack anything more than you need to get back up and running in your new facility.

Extra items can be refurbished and resold, and unused supplies can be donated to another facility.

Don’t Make the Move Without Us

BaneBio’s Lab Logistics Teams provide professional and efficient services to make your move easier. Because we move labs just like yours every day, we have the expertise, packing supplies, storage facilities, and moving equipment to move you safely, whether it’s around the corner or across the country. Our attention to detail and knowledge of EHS regulations make us a logical choice for moving and storing your lab equipment. Let us plan the logistics of your move; contact us today.

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Laboratory Pack-up & Relocation, Part 2 | Lab Relocation Timeline

female lab researcher using microscope
When it’s time to relocate your laboratory, careful planning long before the actual move date will make the difference between success and disaster. See last month’s blog for a timeline of exactly what should be done and when, but for a view from 30,000 feet of the process complete with best practices, see below:

Who’s On the Team?

Choose who you want to be involved with the move. Utilize key employees to act as “move captains” but take care to involve all staff in the process. As your timeline emerges, meet regularly with your internal team to keep everyone informed and to address issues as they arise.

Cold Storage Transport

Maintaining the integrity of your research during the move means paying attention to every detail. If you have samples or substances that require storage at exact temperature ranges and requirements, keep appropriate cold-storage transport procedures in place. Be sure to identify a backup freezer in case of emergency and make sure to have dry ice on hand the day of the move.

Hire Specialists

Most laboratory equipment is sensitive and fragile, requiring expensive re-calibrations even when you move them from one bench to the other. It’s falsely economical to trust that equipment to a cut-rate moving company, hoping against hope that they won’t damage it. Spending the money to get a qualified moving company that you can trust to move your sensitive equipment will save you a lot of money and countless staff hours in the long run.

Preserve Chain of Custody

If your lab handles evidence for law enforcement agencies or other items that need chain-of-custody documentation, be particularly careful. While expensive upfront, it may turn out to be more economical and safer in the long term to arrange an escort who can maintain the chain of custody for certain items during relocation.

Hazardous Materials

It’s not unusual for a lab to contain items that have been classified as hazardous materials by the Department of Transportation. Consult authorities to get information about the legal and safety implications of transporting any type of hazardous materials. You will need to take steps to ensure the public’s safety when transporting potentially dangerous items.

Live Animals

Live animals need food and water—a unique consideration when transporting them during a lab relocation. Hanging water bottles is a solution to keep animals hydrated, but they frequently leak during transportation—soaking the animals’ bedding and leading to hypothermia or even death. If the animals in your lab are part of an experiment, they will require chain-of-custody documentation or other provisions to ensure the integrity of scientific research.

Avoid Cross-Contamination

Because cross-contamination can negatively affect the outcome of your research for years into the future, be especially careful to ensure that no items become cross-contaminated during your lab relocation.

Calibration Considerations

Confirm with your contacts at your instrumentation companies to see if your arrangement with them includes post-move calibration, even if they are not involved in packing, moving, and unpacking the instruments. Are you still indemnified even if you use a separate moving company? Ask how that process will affect your warranty.

Plan Your Route

Walk through your intended route with a tape measure and the measurements of everything that will be moved during your lab relocation. Will everything fit through doorways? If not, you will need to map out an alternate route—better to do that in advance than while the clock is ticking on moving day.

Record Specifications

Documenting the weight, dimensions, electrical connections, temperature, and humidity requirements of each item being moved will save you money. For example, you will want to know in advance if your new table is going to hold pieces of heavy new equipment before you move into the new lab. Figuring that out on the day of the move will be an expensive, time-consuming problem you don’t need.

Inform Everyone

Your team of researchers is likely data-driven like most efficient scientists. Be sure you communicate fully with them so they can plan for exactly when their equipment will no longer be available. Make sure you are aware of how long each piece of equipment will take to move and place back in operation. The facilities managers—both in the building you are vacating and the one you’re moving into—also need to be kept up to date. Keep them in the loop so they can oversee utilities connections and disconnections, provide adequate staging areas for packing crates, and make loading docks available when needed.

Understand and Comply.

Is your lab governed by GLP or GMP guidelines? Address if and how you will need to comply with federal and state regulations long before move-in day, so you can obtain needed documentation.

Any lab relocation, no matter how big or small, can be a stressful experience for everyone involved. Taking the time to plan and develop a roadmap in advance will help keep the process on the rails.

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Laboratory Pack-up & Relocation – Everything You Need To Know, Part 1

technician working in lab

When It’s Time to Move Your Lab

There’s no getting around it: moving a laboratory is a complex process that involves meticulous attention to detail, making it a stressful experience for all concerned. The actual move date will likely be preceded by 4–6 months of careful planning, even if you follow most lab managers’ recommendation that you hire an experienced lab relocation specialist. Outsourcing the project to a lab relocation specialist will minimize the move’s impact on your operation’s scientific mission and productivity.

Moving usually signals that new and exciting opportunities are ahead for a company, but it’s still critically important to plan correctly and take into account all aspects of the experience. For example, although it is important to plan out the logistics of the physical move, it is also important to take into account its emotional impact. A relocation is not only disruptive to the physical plant, but the introduction of a lab relocation specialist will change the dynamics of the organization. A good lab relocation manager will take the time to establish trust and respect with your entire team, and foster productive, collaborative relationships between his move team and your technicians, administrative personnel, and lab leads.

Make keeping everyone informed a top priority. So they can plan accordingly, your team will want to know not just the date for the move itself, but also when the equipment they use will no longer be available. Remember to talk to the facilities manager in the building you are vacating and your contact in the building you are moving into as soon as possible. These individuals will oversee everything from the disconnection and connection of your utilities to the availability of packing/unpacking areas and loading docks.

Every lab relocation is different with different priorities and steps needed to ensure a smooth and seamless transition. However, establishing a timeline is will help keep the process on track:

Two to Three Months Before the Move

  • Tour existing and new lab space with your lab transition planner and your architect.
  • Develop equipment binders and review responsibility matrix.
  • Dispose of old files, old chemicals, and old samples.
  • Notify vendors, the mail room, and other relevant parties that the lab has relocated.
  • Secure keys and access to the new space.
  • Identify who will pack the equipment and move it.
  • Set a start date and time-frame.
  • Establish a timeline to shut down certain pieces to prepare for move.
  • Send out RFP for specialist movers (chemical, equipment).

Two to Three Weeks Before the Move

  • Have boxes, tags, and other materials delivered to the lab so that packing can begin
  • Begin labeling each piece of equipment with a separate label that includes the name of the lab, the phase of the move in which it should be handled, and where it should be placed in the new lab.
  • Tour the new space to ensure connections are compatible with incoming equipment.
  • Identify move route for key equipment, checking door and height/weight clearances.

Day of the Move

  • Chemical movers pack up the chemicals in special containers.
  • General movers pack items not already packed.
  • Freezers are placed on the truck last so they can be unpacked first, positioned and plugged in.

Post-Move Follow Up

  • Tour the vacated lab to ensure all items have been moved.
  • Coordinate the calibration of equipment.

We can’t stress enough how important it is to have a lab relocation specialist working with you to ensure a smooth and trouble-free transition and restart. Using spreadsheets, templates, checklists and other tools, a good lab relocation specialist will create a lab transition plan that will make this complex process as clear, straightforward and incident-free as possible.

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Laboratory Relocation Tips For Success

cold storage units and researcher in lab
Whether you’re renovating, consolidating, decommissioning, or expanding your laboratory into a brand new space, use a detailed transition plan to ensure a smooth move and protect your projects. After all, the stakes are high– and missteps have the potential to cause more than temporary inconvenience – so be sure to pay close attention to every detail.

The process can be so complex that some labs hire “transition planners.” Using a set of proprietary templates, checklists, and work plans, these professional planners forecast a timeline for the entire transition, day by day, complete with all the decisions and activities that will need to be made. If you’re anticipating a lab relocation, consider whether or not to hire a transition planner in light of the following points:

Expertise.

Believe it or not, some laboratory transitions take up to six months of planning before a single piece of equipment is moved. With that level of detail to consider, even if you feel you have the resources in-house, you may want to hire an experienced professional planner dedicated to this one task only. This will allow your research staff to continue working on their projects virtually uninterrupted, while your transition planner manages the logistics of the upcoming move.

Experience.

It bears repeating because it’s the most critical thing to account for when managing a laboratory relocation: maintaining the integrity of ongoing research is the most important aspect of any transition. This means your transition planner needs to fully understand the environment your lab is moving into. Where will each piece of equipment be located? Is the proper electrical, mechanical, and plumbing infrastructure in place? If you deal in live specimens, what sort of climate and humidity controls need to be implemented?

The following 10 best practices are highly recommended when transitioning your lab:

Choose Your Internal Team.

It’s likely everyone will play a role, but selecting key people to act as team captains will help keep things on the rails. At your first meeting, identify important dates and a project timeline that you can share with the rest of the staff. Set up regular meetings with your core team so everyone stays informed and any emerging issues can be nipped in the bud before they become problems.

Find a Qualified Equipment Mover.

Don’t rely on regular home or business moving companies to handle your sensitive lab equipment. We don’t have to tell you that these items are delicate and easy to damage. Spend the money and hire someone who specializes in moving lab equipment– the extra investment is well worth it.

Monitor Calibration of Instrumentation.

Talk to your vendors/service contractors to determine under what conditions they will calibrate your equipment after your move. Will they recalibrate or re-certify instrumentation after the move, or does your Agreement with them require that they crate, pack, move and uncrate the equipment in order to maintain your indemnification and guarantee?

Determine Cold Storage Needs.

A regular freezer truck probably isn’t going to do it if you are moving items that require cold storage. Any laboratories contain items, samples, or substances that must be kept in cold storage. Factor in the exact temperature ranges and requirements that the items involved in your research require. Have a back-up freezer on hand the day of the move. Dry ice is also a good idea “just in case.” T

Observe the Chain of Custody.

Do you handle evidence for law-enforcement agencies? Pay particular attention to documenting any chain-of-custody considerations during transport.

Special Permits for Hazardous Materials.

Chances are your lab uses items classified by the Department of Transportation (DOT) as hazardous. Make sure you’re adhering to any legal requirements as well as safety concerns while in transit.

Avoid Cross-Contamination.

Your lab’s reputation is on the line. Take every step to ensure that the outcome of your future research is scientifically valid by being accurate and thorough with every item in your lab. Live animals are a special consideration.

Comply with GMP Requirements.

The need to meet regulatory compliance requirements (especially GLP/GMP guidelines) both before and after relocation– is essential. You will need to fill out and file all the appropriate documentation, which can be extensive– so be sure you do your due diligence very early in the lab relocation process.

Plan Your Route.

You may find that doorways and corridors are not large enough to accommodate bulky lab equipment. Measure equipment and consider your route carefully– find alternatives if you have an issue.

Anticipate Your Needs.

Replacing the benches at your new lab? Make sure they look more than look great. If they won’t bear the weight of tabletop equipment, you’ll have big problems on your hands. How about electric outlets and cord lengths? Again, these issues are easy to address in advance, but very inconvenient the day-of.

The most important thing to remember is that laboratory relocation is never routine. The process is complex and the stakes are high. So whether you hire a transition planner, appoint someone from inside your organization, or take the job on yourself, pay careful attention to the details by using these suggested best practices as your guide!