Lab Equipment Maintenance: Best Practices for Reliability & Longevity

Scientists depend on laboratory equipment to produce accurate results, be it gene expression analysis, protein quantification, RNA sequencing, or something else. And every field, whether its chemistry, biology, or biotechnology, is looking to drive innovation and discovery. None of that is possible without properly functioning equipment.

From the little things, like pipettes and scales, to centrifuges, freezers and hoods and the more specialized instruments—mass spectrometers, flow cytometers, etc.—lab equipment supports the key processes in experimentation, and often represents one of a lab’s most significant investments.

Because of the high costs and crucial functions, laboratory equipment maintenance is key to protecting these assets, ensuring accuracy, and enhancing operational efficiency. Properly maintained laboratory equipment not only provides reliable data but also minimizes downtime, reduces repair costs, and extends the lifespan of each instrument.

In this article, we’ll explore maintenance strategies that help lab managers and laboratory staff preserve equipment durability and adhere to industry standards. With consistent, high-quality care, labs can uphold quality control standards, optimize their investment, and foster a safe and efficient research environment.

Lab Equipment Maintenance vs. Management

Laboratory equipment maintenance and management are distinct yet interconnected aspects of lab operations. Lab equipment maintenance focuses on keeping instruments functioning optimally, covering activities like regular calibration, cleaning, lubrication, and inspection. Maintenance tasks are essential to preventing contamination, impurities, and other issues that could compromise equipment and lab results.

Laboratory equipment management, however, encompasses a broader range of responsibilities. Management includes maintaining inventory, coordinating repairs, managing equipment allocation, and ensuring adherence to safety protocols. Lab managers are often responsible for overseeing equipment budgets, scheduling replacements, and tracking maintenance logs. Some labs also utilize Laboratory Information Management Systems (LIMS) to streamline equipment management. A good LIMS automates equipment scheduling, tracks calibration intervals, and reduces the administrative load on laboratory staff.

Both maintenance and management are critical for laboratories to achieve reliable data, maintain compliance with industry standards, and make the most of their equipment investment.

Why Is Maintenance Important?

Regular laboratory equipment maintenance is crucial for multiple reasons, all of which support efficient lab operations and high standards in quality control:

1. Extended Lifespan: Routine maintenance reduces wear and tear, prolonging the lifespan of lab equipment. Preventive care, including cleaning, lubrication, and timely part replacement, keeps instruments running smoothly, reducing the need for costly replacements and repair costs. For labs with high-quality, precision instruments, this is essential to get the best return on investment.
2. Reliable Data and Accurate Results: Lab equipment maintenance ensures accurate results by preventing calibration drift, contamination, and other errors. Routine calibration and proper handling practices help maintain the standard unit of measure, which is critical in fields like biotechnology, where precision is essential for compliance and quality assurance.
3. Enhanced Safety: Proper maintenance also promotes lab safety. For instance, poorly maintained centrifuges may vibrate or leak, posing safety hazards to laboratory staff. Regular inspections help identify issues early, preventing equipment failures and minimizing risks associated with equipment malfunctions.
4. Reduced Downtime: By investing in preventive maintenance, labs can minimize unplanned downtime, keeping critical equipment available and functional when it’s needed most. Labs that regularly calibrate and maintain instruments reduce the likelihood of unexpected repairs and maximize uptime.
5. Compliance with Quality Assurance Standards: Many laboratories are subject to industry regulations, including Good Laboratory Practices (GLP), which require labs to maintain meticulous records of maintenance, calibration, and equipment care. Properly maintained equipment helps labs stay compliant, supporting both internal quality control and external audits.

Routine maintenance, combined with accurate documentation, is essential for the safe and effective operation of laboratory equipment.

Types of Maintenance & Repair

A comprehensive laboratory equipment maintenance program typically includes various maintenance strategies, each with distinct purposes:

1. Preventive Maintenance (PM): Planned and scheduled in advance, preventive maintenance (PM) helps prevent failures and extend the equipment’s useful life. This includes regular calibration, cleaning, lubrication, and inspections, ensuring each piece of equipment stays in optimal condition. Preventive maintenance also involves replacing parts that show wear before they fail, reducing the risk of downtime and costly repairs. For example, cleaning centrifuge rotors and regularly inspecting seals minimizes contamination and enhances safety.
2. Predictive Maintenance (PdM): Predictive maintenance uses data and advanced monitoring technologies to predict equipment failures. Sensors collect data on performance metrics such as temperature, vibration, and noise, enabling laboratory staff to assess when a piece of equipment might need servicing. PdM is particularly valuable for high-use instruments, allowing labs to proactively address issues before they impact productivity.
3. Corrective Maintenance (CM): Corrective maintenance addresses equipment issues as they arise, often due to unexpected malfunctions. It involves troubleshooting, disassembly, adjustment, and replacement of faulty components. While it’s generally more cost-effective to rely on preventive rather than corrective maintenance, some corrective actions are inevitable, especially in high-use labs. However, labs should aim to balance maintenance efforts, focusing 80% on preventive maintenance and 20% on corrective actions.
4. Condition-Based Maintenance (CBM): Condition-based maintenance relies on real-time monitoring to determine when maintenance should be performed based on equipment condition. Unlike scheduled maintenance, CBM addresses maintenance needs as they appear, allowing for more tailored care. For instance, if a sensor detects increased vibration in a freezer, maintenance can be scheduled promptly to prevent further issues.
5. Run-to-Failure Maintenance (RTF): Unlike preventive approaches, run-to-failure maintenance involves using equipment until it breaks down before repairing or replacing it. This approach is reserved for non-critical instruments where failure won’t disrupt operations or pose a safety hazard. However, RTF is generally less desirable for high-stakes equipment due to the potential impact on productivity and safety.

Each maintenance type contributes uniquely to the overall health of laboratory equipment, with preventive and predictive maintenance typically offering the greatest long-term benefits for lab efficiency.

Difference Between Repairs & Maintenance

While repairs and maintenance are both critical to equipment performance, they serve different functions:

• Repairs restore equipment to operational status after a malfunction or breakdown, often requiring the replacement of damaged parts. Repairs address both complete and partial failures, with the extent of work depending on the severity of the breakdown.
• Maintenance is a proactive approach, focusing on preserving equipment functionality and minimizing repair needs. Through regular cleaning, calibration, and inspection, maintenance helps prevent minor issues from becoming major failures. For instance, cleaning impurities and following the manufacturer’s instructions for general care help reduce repair frequency and maintain accuracy.

Regular maintenance can prevent the costly disruptions associated with emergency repairs, making it an essential practice for any lab looking to maintain quality control and reliability.

Maintenance Procedures & Documentation

Effective maintenance requires a set of standardized procedures tailored to each piece of equipment. Following the manufacturer’s instructions and creating a maintenance schedule are critical first steps. Maintenance tasks may include:

• Calibration: Regular calibration of pipettes, scales, and other measurement tools is essential for accurate results.
• Cleaning: In-depth cleaning prevents contamination, especially for equipment exposed to reagents and solvents.
• Inspection: Regular visual inspections help identify wear, corrosion, and potential failures before they escalate.
• Lubrication: Lubrication of mechanical parts reduces wear, particularly in equipment with moving components like centrifuges.

Documentation for each maintenance activity ensures compliance and helps troubleshoot recurring issues. Labs can use different types of documentation, such as:

• Checklists for quick reference on standard maintenance tasks.
• Maintenance Manuals detailing each step for complex equipment, complete with troubleshooting and diagrams.
• Maintenance Logs to track task completion, date, and the individual performing the service.

Maintaining accurate records not only aids quality assurance but also supports warranties by proving the equipment was cared for properly.

Maintenance Schedules

Establishing an equipment maintenance schedule helps labs organize and plan regular servicing. Factors that influence the frequency of maintenance include:

• Usage: Equipment used daily often requires more frequent attention.
• Manufacturer’s Recommendations: Following the original guidelines helps ensure optimal performance.
• Age: Older equipment may need extra care due to increased wear.
• Environmental Conditions: Equipment in harsh or dusty conditions might require more regular cleaning and inspection.

A maintenance schedule should list each task, frequency, and responsible person or team. Lab managers should periodically review schedules to adjust for changes in usage or equipment condition.

Record Keeping

Detailed record-keeping helps labs monitor maintenance history, identify trends, and plan for replacements or upgrades. Maintenance logs should include:

• Calibration Results: Track deviations to assess if recalibration is needed.
• Repair Records: Note all corrective actions to identify common issues.
• Upgrade and Replacement Parts: Documenting parts and upgrades ensures consistency in care and makes troubleshooting easier.

A robust LIMS can support this process, but labs can also use spreadsheets, databases, or physical logs. Clear records provide valuable insights for audits, support warranty claims, and assist in budget planning for future equipment needs.

Protect Your Equipment with Service Coverage

Maintaining your laboratory equipment ensures reliable data and operational safety. However, the need for regular maintenance should not deter you from expanding your lab with new equipment. If budget constraints make service coverage challenging, consider leasing lab equipment through Excedr.

Excedr’s leasing program includes service coverage, reducing the need for separate annual contracts. This includes preventive maintenance and repair coverage, making it easy to follow manufacturer guidelines while staying within budget. By leasing, labs can acquire high-quality instruments without the upfront costs, gaining access to equipment with the latest technology and maintenance included.

FAQs about Maintaining Lab Equipment

1. Why is lab equipment maintenance important?‍

It ensures safety, reliable data, reduced downtime, and longevity, helping labs meet quality control requirements.

2. How often should lab equipment be serviced?‍

At least annually, or as the manufacturer recommends. Heavier use may require more frequent maintenance.

3. How can I ensure proper calibration of lab equipment?‍

Follow a regular calibration schedule based on usage and manufacturer guidelines.

4. How can I keep detailed records of lab equipment maintenance?‍

Use LIMS, spreadsheets, or physical logs to track maintenance history, repairs, and calibration results.

5. What common issues arise with lab equipment?‍

Common issues include calibration errors, mechanical wear, and contamination. Address these through regular maintenance and inspections.