Know what is in your research freezer:

• Maintain an inventory of the contents of each freezer
• Update 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
• External hard drives
• Photocopies of notebooks, worksheets, etc.
• If possible, 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 (Brown uses the Rees monitoring system; it is highly recommended that all critical freezers be connected to this system.)
• 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

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:
  1. The Controller’s Office can search cost centers and assist you with providing ledger sheets for vendor name(s) and payment(s)
  2. The Controller’s Office can provide you with inventory asset tag number and purchase cost of the freezer if it was over $5,000 when purchased
• Provide copies of maintenance records
• Provide quote for repair or if deemed non-repairable
• Provide quote for replacement
• Alarms for all newly purchased -80 degree freezers is highly recommended