Protect Your Research Assets
Know what is in your research freezer:
- Prepare an inventory of the contents of your freezer
- Maintain and date the inventory list of contents regularly
- Store a dated copy of the inventory list in an alternate location
- Determine what components of your research projects are irreplaceable and the best means by which you can protect them
Research data should be backed up and stored in a different location:
- Secure network
- Removable media such as zip disks and CD-ROMS
- External hard drives
- Photocopies of notebooks, worksheets, etc.
- Investigator derived material should be stored in two different locations to avoid losing a one of a kind specimen during a single loss event. Separate in half; one in one location, and the other somewhere else.
Reduce consequences of a loss by considering the following:
- Power and/or temperature alarms
- Alarm notification protocols
- Security
- Facilities Management
- Researcher
- Department Officials/Personnel
- Back-up power supplies
- Back-up systems for critical freezers
- Knowledge of contractors working in vicinity
If a Freezer Loss Should Occur
Claim for reimbursement must be filed with the Insurance Office within 60 days of reported incident to be eligible for reimbursement.
Submit a Property Claim (same procedures apply for freezer losses as other property losses – refer to the Property Insurance page) The Freezer being reported must have a working alarm in order for coverage to apply.
Contents:
- Provide copy of most current dated inventory list (compiled prior to the loss)
- Provide copies of ‘original’ purchasing documentation, invoices, receipts, etc. (to evidence proof Brown University ownership)
If such documentation is not accessible, alternative acceptable methods are:
Controller’s Office can search account numbers and assist you with providing ledger sheets for vendor name(s) and payment(s) - Provide quotes for replacement of contents
Freezer:
- Provide copies of ‘original’ purchasing documentation, invoices, receipts, etc. (to show proof Brown University ownership)
If such documentation is not accessible, alternative acceptable methods are:- Controller’s Office can search account numbers and assist you with providing ledger sheets for vendor name(s) and payment(s)
- Office of Sponsored Projects can provide you with inventory asset tag number and value of the freezer
- Provide copies of maintenance records
- Provide quote for repair or if deemed non-repairable;
- Provide quote for replacement
- All newly purchased -80 degree freezers must have alarm