5 Tips for Managing Your Lab Equipment Move Successfully

Successful move management for lab relocations requires detailed planning and coordination. Here are five essential tips to ensure a smooth transition for your valuable equipment.

1. Inventory Lab Equipment

Gather quantities and other pertinent information (e.g., manufacturer, model, and serial numbers) of equipment to relocate onto an equipment list. The more details, the better! Dimensions and utility connections are important for space programming.

How to Tackle This:

• Create a comprehensive digital inventory: Use a spreadsheet or dedicated asset management software.
• Assign a unique ID to each item: This helps with tracking throughout the move.
• Include current location and proposed new location: This simplifies placement in the new space.

Detailed Inventory Example:

A thorough inventory is the foundation of a successful move. Here is a snippet of what a detailed, client-agnostic inventory entry looks like, ensuring you capture all necessary information for space planning and re-installation:

2. Review the Age of Equipment/Software

While generating the equipment list, take advantage of the time to identify older equipment that could benefit from replacement. Pieces of particular interest would be biosafety cabinets and -80 Freezers.

Review equipment driven by a computer for software upgrades. These upgrades could be driven by the original equipment manufacturer (OEM) or an operating system (OS) upgrade required by IT. Regardless, utilizing any downtime of a move would optimize integration of updates into applicable Standard Operating Procedures (SOPs) and allow for staff training to be up to date.

How to Tackle This:

• Establish a “replace vs. move” criteria: Consider maintenance history, remaining lifespan, and replacement cost.
• Consult with IT early: Discuss OS compatibility and software licensing for all instrument-controlled systems.
• Prioritize critical updates: Focus on software that impacts regulatory compliance or core lab functions.

 Costly Move vs. Replacement:

Moving and re-certifying aging equipment can quickly become more expensive than replacement.

Anecdotal Example: A client had a 15-year-old -80 freezer that, due to its age and proprietary refrigerant, required a specialized, international vendor for its pre-move PM and post-move re-certification. The total cost for the move, PM, re-certification, and the required specialized lift equipment exceeded 85% of the cost of a brand-new, modern, and energy-efficient replacement unit that was immediately compliant and easier to maintain. Establishing a clear cost threshold for replacement early in the planning process avoids these costly surprises.

3. Utilize Stock Chemicals and Consumables

As the team prepares to relocate, the best practice is to utilize as much of the current consumable and chemical inventory as possible. Identify any items that are long lead or not utilized frequently early to allow for planning prior to moving day. Chemicals sometimes require a specialty vendor for execution of relocation. Consumables need to be considered for packing materials.

How to Tackle This:

• Implement a “use-it-up” policy: Encourage staff to prioritize using existing stock in the months leading up to the move.
• Categorize chemicals by hazard level: This helps identify which require specialized handling or disposal.
• Plan for proper disposal of expired or unwanted chemicals: Engage a certified hazardous waste disposal company well in advance.

Hazardous Waste Reduction Success Story:

Hazardous Waste Tip: A large research lab implemented a strict six-month “use-it-up” policy for all non-critical, in-stock reagents. By having lab managers actively track inventory and encourage consumption instead of re-ordering, the lab was able to reduce its total hazardous waste volume for disposal by over 50% leading up to the move. This resulted in significant cost savings on disposal fees and reduced the complexity of the chemical transfer process.

4. Schedule Support with OEM/Calibration Provider

Communicate with OEM/Calibration providers and allot enough time to ensure that pre- and post-move activities are executed. Pre-move activities include performance of preventative maintenance (PM) or end calibration. Post-move activities include start-up and calibration in the new location.

How to Tackle This:

• Contact OEMs months in advance: Lead times for specialized service can be long (often 8–12 weeks).
• Budget for re-calibration and re-qualification: These are often significant costs.
• Obtain certification of decontamination: Many OEMs require this before servicing equipment.

Calibration vs. Validation and the Timeline:

The key concern during a move is Validation/Qualification and Calibration.

• Calibration is the process of adjusting the instrument to a known standard.
• Qualification (IQ/OQ/PQ), often required for regulated environments, proves the equipment performs correctly in its new, installed location.

Why it Matters: Regulatory bodies require proof that your instrument works correctly in its new home before you use it for compliant work. The moving process can jostle sensitive internal components.

The Timeline: The optimal timeline involves:

1. Pre-Move (T-3 weeks): Final PM and end-calibration/decontamination certificate.
2. Move Day (T-0): Controlled transport to the new location.
3. Post-Move (T+1 to T+2 weeks): OEM/Service Provider performs Installation Qualification (IQ), Operational Qualification (OQ), and finally Performance Qualification (PQ) or re-calibration before the lab can resume regulated work.

5. Coordinate with Relocation Partner

Prior to move day, a walkthrough should be executed to plan the route for moving equipment and identify any potential roadblocks. Some roadblocks include narrow doors/corridors and elevators. Schedule move activities to occur once all equipment activities, such as decontamination and calibration, are complete.

How to Tackle This:

• Conduct multiple site visits: Both at the old and new locations, with the relocation partner.
• Measure all access points: Ensure large equipment can pass through doorways, hallways, and elevators.
• Create a detailed move-day schedule: Coordinate equipment disconnection, transport, and re-installation.

The Walkthrough Challenge:

Roadblock Anecdote: During a final walkthrough for a large system placement, the relocation team discovered the freight elevator in the new building was 2 inches too short for the equipment pallet. The immediate solution was to remove the elevator’s decorative ceiling panel and access the sub-frame, gaining the necessary clearance. This critical detail was only caught because of the required, detailed walkthrough, preventing a last-minute crisis on move day.

⋆ BONUS: Cold Chain Risk Mitigation: Protecting High-Value Materials

High-value materials, such as cell lines, bio-banked specimens, or critical reagents, require a dedicated, guaranteed relocation plan to maintain their integrity and viability.

While some clients manage the direct transfer of their most sensitive samples, our asset management team plans and coordinates complex relocations that involve specialized cold chain requirements.

Our Approach to Client Protection:

• Vetted Specialized Partners: We coordinate relocations utilizing reputable, pre-approved partners with a proven track record in handling sensitive materials. The closest example of this expertise is our coordination of animal health-based relocations, which requires similar rigor in maintaining critical environmental conditions.
• Detailed Planning: Every step is planned in conjunction with preferred vendors to ensure the cold chain is maintained throughout the move. This process involves detailed scheduling, contingency plans, and continuous temperature monitoring to execute moves of this nature securely and professionally.

⋆ BONUS: Ensure Location Updates in Systems of Management

If utilizing a system, such as SAP or Maximo (a Computerized Maintenance Management System, or CMMS), for tracking equipment, do due diligence and ensure that equipment is updated, including the removal of disposed equipment and current location.

How to Tackle This:

• Integrate inventory data with asset management systems: Automate updates where possible.
• Conduct a final audit: Verify all equipment locations are accurately recorded in your system post-move.
• Train staff on new location tracking procedures: Ensure consistency moving forward.

CMMS Integration and Why It Matters:

At Genesis, we integrate the client’s management systems, ensuring all documentation is signed off by appropriate personnel. The CMMS is the single source of truth for compliance and maintenance.

CMMS Location Update Example:

Updating the location in a CMMS is important because:

Moving a laboratory is a complex undertaking, but by executing these five steps, you can drastically reduce risk and downtime. At Genesis, we can help you ensure your high-value assets are safe and your facility remains compliant.