Laboratory Equipment Management

Equipment Management Program

• A dedicated individual should oversee all laboratory equipment.
• Oversight includes: - Assigning responsibilities for all activities, ensuring proper training for all personnel on equipment operation and maintenance, and monitoring management activities.
• Monitoring activities include: - Regularly reviewing equipment records, updating maintenance procedures as needed, and ensuring all procedures are followed.
• Daily maintenance should be the responsibility of the technical operator.
• All equipment users must receive training in calibration and daily maintenance.
• Lab managers should consult with technical experts to choose equipment that best suits the laboratory’s needs.
• If equipment is not meeting the needs of the lab, it should be disposed of in accordance with safety procedures.
• If equipment is replaced, be sure to salvage any useable parts.

Selecting and Acquiring Equipment

• Equipment selection should be based on the laboratory’s needs and services provided.
• Consider factors like: - Performance characteristics (accuracy, reproducibility), facility requirements, cost, reagent availability, ease of operation, language support, local retailer availability, warranty, and safety.
• For major purchases, laboratory managers should provide information that supports equipment selection to ensure the purchase meets the lab’s needs.
• Collaborate with national programs and donors when selecting equipment to ensure its suitability.
• When considering equipment acquisition, weigh the pros and cons of purchasing, renting, or leasing.

Equipment Maintenance Documentation

• Proper equipment documentation is critical to maintain a quality management system.
• Each piece of major equipment should have its own dedicated maintenance document.
• Smaller, commonly used equipment can be managed with a centralized document or manual.
• Equipment maintenance documents should include: - Step-by-step instructions for routine maintenance, function checks, calibration, troubleshooting, manufacturer service and repair, and a list of necessary items for use and maintenance (e.g., spare parts).

Equipment Logbook

• Every piece of equipment requires a dedicated logbook documenting key information.
• The logbook should record: - Preventive maintenance activities and schedules, function checks and calibration results, manufacturer maintenance activities, detailed information about any problems encountered, troubleshooting steps taken, problem resolution information, dates of equipment removal/return to service, and procedure changes resulting from any issues.
• Useful tools for keeping equipment records include: - Charts, logs, checklists, graphs, and service reports.
• The logbook should be readily accessible throughout the equipment’s lifespan.

Centrifuge Safety

• Centrifuge accidents are rare, but often caused by human error.
• Advancing centrifugation technology has integrated enhanced performance, ease of use, and safety features.
• To ensure safety: - Always balance opposing tubes by weight, ensure capped tubes remain capped during centrifugation, use centrifuge-savvy staff, and maintain proper centrifuge maintenance.

Micropipettes

• Micropipettes are available in different sizes, each designed to hold a specific volume range.
• When selecting a pipette, choose one that accommodates the desired volume.
• Follow proper pipetting technique to ensure accurate liquid transfer.
• Use sterile tips to maintain sterility.
• Adjust the volume using the adjustable wheel or plunger to the desired setting.
• Avoid exceeding the volume range of the pipette to prevent contamination and inaccurate results.

Pipetting Technique

• To draw up liquid: - Press the plunger to the first stop, hold the pipette vertically, dip the tip 3-4 mm into the liquid, and slowly release the plunger.
• To dispense liquid: - Hold the tip against the tube side at a 30-40 deg angle or beneath the surface of the liquid, and press the plunger to the second stop to ensure all liquid is dispensed.
• Dispose of tips after each use using the ejector.

Serial Dilution

• Serial dilution is a technique that allows for the quick and accurate dilution of a substance by a specific factor.
• First, determine the final volume and concentration needed.
• Calculate the dilution factor using the equation: Dilution factor = 1 / (final concentration / initial concentration).
• Choose appropriate dilution factors to create a series of dilutions.
• Serial dilution involves transferring a specific volume of the solution to a new tube containing a diluent (typically water).
• Repeat the transfer process with each tube to achieve the desired concentration.