Standard Operating Procedure

Cold Rooms and Walk-in Freezer Operation and Maintenance

Print a copy and keep with your
Chemical Hygiene Plan and/or Lab Safety Resources Binder
Effective Date:

Department: Click here to enter text

Date SOP was approved: Click here to enter a date.
Department/Unit Head:
Click here to enter text.
Environmental Health and
Safety Review: Initials?.

Emergency Contact: Click here to enter text.

Phone: Click here to enter text.

Table 1. Department/Group cold room assignments.

Room Responsible Person Set Temperature (°C)

Type of SOP: X Process ☐Hazardous Chemical ☐Equipment

1. Purpose
This document provides instructions on the use and maintenance of cold rooms and walk-in
freezers in the Click here to enter text building. It serves to ensure that workers recognize and
manage associated hazards and risks involved. It also provides a training document for workers.
2. Procedure/Scope:
1. Contact facilities services to set the temperature, never change the temperature on your
own.

Oregon State University | [Click here to enter text] 1

2. If the room has an alarm, work with the facilities alarm shop to set up a temperature range
for the alarm. Typically, the alarms are not audible, but go to public safety who contacts the
lab user. If public safety calls regarding the alarm, you need to visually check the room
within 48 hrs and contact facilities if needed.
3. Maintain the relative humidity at < 50% if possible. Turn OFF any unnecessary
humidification. Consider installing a fan to increase air circulation in the interior.
4. Do not use volatile or flammable materials in the cold room as the air is usually
recirculated and not vented to the exterior. Fans in cold rooms are generally not explosion
proof. Be aware that gases such as liquid nitrogen are asphyxiants, and minimize evaporation
of such gases while working.
5. Remove any unnecessary sources of water (e.g. containers of water that are not used
anymore). Clean up all spills promptly by following the spill response information in section
6. Report any leaks or water intrusion.
7. Ensure that the door is shut tightly to prevent water condensation inside the cold room.
8. Access to the cold room should be minimized in summer months (e.g. planning work so as
to reduce the number of in/out trips, nominating a single person access where feasible, etc.).
9. For cold rooms that require more frequent access, consider installing a plastic curtain near
the door to reduce air mixing when the door is open.
10. Consider using a refrigerator for frequently used items and restocking when needed.
11. Avoid storing paper, books, cardboard, textiles, or other porous materials inside the cold
room, as mold will grow on these materials over time. Store files in plastic bins.
12. Avoid items from being in contact with the walls (e.g. leave a 1 inch gap). Avoid storing
items directly on the floor.
13. If paper (e.g. kimwipes) must be stored inside the cold room, place it in a re-sealable
plastic container.
14. Avoid using wooden furniture (e.g. shelves) in cold rooms. Use non-porous materials
with a smooth surface (e.g. metal shelves). Also consider the use of wire shelving to promote
air circulation. Plastic shelving units can be scrubbed clean of mold with soap and water but
some plastic shelving units have a pitted design which make it difficult to scrub clean.
15. Routinely wipe down surfaces (e.g. walls, containers, shelving units, equipment, bench
tops, etc.) with soap and water to prevent mold growth. If mold is present, contact the person
responsible for the space (see Table 1). Contact EHS for recommendations on how to clean
up mold.
3. Physical & Chemical Hazards
Cold rooms do not have ventilation systems; therefore, time spent in a cold room should be
limited. Fresh air only enters the room when the door is opened and closed. Therefore,
Oregon State University | [Click here to enter text] 2
 exposure to hazardous materials due to spills or vaporization poses occupants potential health
and safety hazards.
4. Safety Data Sheet (SDS) Location
Online SDS can be accessed at (https://oregonstate.scishield.com/ .
5. Personal Protective Equipment (PPE)
For handling tools and cold/frozen materials, cold-resistant and/or waterproof gloves are
recommended. Eye protection is required when handling chemicals such as liquid nitrogen.
Closed-toed shoes are required at all times.
6. First Aid Procedures
If an accident happens the following documents must be completed:
- Online OSU HR Advocate Public Incident Reporting Form within 24 hours of the
incident
- If the employee’s incident resulted in the need for medical treatment, have the employee
complete the worker section of the SAIF 801 Form and fax to risk management at 541-
737-4855 within 24 hours.

If inhaled
Move to fresh air. If the person is not breathing, give artificial respiration. Avoid mouth to
mouth contact. Call 911 from a phone. Call EHS at 541-737-2273 after emergency services
have been contacted to report the incident.
In case of skin contact
Immediately (within seconds) flush affected area for at least 15 minutes. Remove all
contaminated clothing. Call 911 immediately. Call EH&S at 541-737-2273.
In case of eye contact
Use eye wash to flush eyes for 15 minutes. Call 911. Follow safety instruction for further
assistance: http://ehs.oregonstate.edu/sites/ehs.oregonstate.edu/files/pdf/si/
eyewash_and_safety_shower_si.pdf
If ingested
Do not induce vomiting. Contact 911 and/or poison control center if swallowed: 1(800)222-
1222

OSU Chemical Spill Safety Instruction:

http://ehs.oregonstate.edu/sites/ehs.oregonstate.edu/files/pdf/si/spill_response-
chemicals_si.019.pdf
General Guidelines
For spills less than 1 gallon in size, low hazard chemicals:
Preparation: Ensure employees have adequate Personal Protective Equipment and spill control
materials before attempting to clean up a spill

Oregon State University | [Click here to enter text] 3

1. Assess the magnitude of the spill and the associated hazards (broken glass, toxic fumes, risk of
fire, etc.).
2. If the hazards can be safely mitigated with available personal protective equipment (PPE), do
so. This includes informing co-workers of the spill, removing ignition sources, and moving
equipment that may be damaged by the spilled chemicals. (Note: If the spill is more than 1
gallon of liquid or 1 pound of solid, contact Public Safety at 541-737-7000 and ask them to
notify EH&S.)
3. Once all hazards have been assessed, put on appropriate PPE (respiratory protection, goggles,
body protection, gloves, impervious shoes/boots, etc.).
4. Apply the Pig Pads to the spill and give the pads time to absorb the chemical.
5. Use gloves and cardboard to move the used Pig Pads to a garbage bag.
6. Seal the garbage bag with a zip tie and label the bag with a Hazardous Waste Label.
7. Place the garbage bag in secondary containment (a cardboard box or plastic tote/bin) labeled
“Hazardous Waste.” Place the box in a location in the laboratory where EH&S personnel will
easily find it.
8. Request a Hazardous Waste Pickup (http://oregonstate.edu/ehs/waste).
9. Replenish you spill kit’s contents immediately.
For spills greater than 1 gallon in size, high hazard chemicals:
1. In general, if a chemical spill is greater than 1 gallon in volume or is a particularly hazardous
material (strong acid or base, carcinogen, highly reactive chemical, etc.), call Public Safety (541-
737-7000), and tell them to contact the on-call EH&S personnel to respond to the spill.
2. Provide the following information:
o Your name and contact phone number
o Location of the spill (Building and room number)
o Approximate volume of spilled liquid
o Name of chemical
3. Do not attempt to clean up large and/or hazardous chemical spills.
4. Notify all other workers who could be affected by the spill and vacate the
laboratory/floor/building, particularly if the chemical produces hazardous fumes or poses other
potential health hazards.
5. Wait at the building entrance for EH&S personnel.
6. Serve as a point of contact and provide information about the spill, as requested by EH&S
personnel.

Oregon State University | [Click here to enter text] 4