Balancing Sustainability and Specimen Protection [version 3; peer review: 1 approved, 2 approved with reservations, 1 not approved]

Background Biobanks are critical infrastructures for biomedical research but are energy- and cost-intensive due to reliance on ultra-low temperature (ULT) storage and redundant systems. The challenge is reducing environmental impact without compromising specimen quality or continuity. Service centers are well positioned to address this challenge, operating at scale and providing governance beyond the capacity of individual laboratories. Methods The Johns Hopkins Biobank, a CAP-accredited service-center repository, partnered with the School of Medicine Energy and Sustainability Committee to conduct a freezer audit across 34 departments and two campuses. Inventories were assessed for age, utilization, and efficiency, and policies were implemented to encourage migration of biospecimens into centralized storage. Strategies prioritized vapor-phase liquid nitrogen (LN2) for viable collections and incorporated MVE Variō systems as energy-efficient alternatives for ULT needs. Governance required investigators to evaluate centralized options before acquiring new freezers, reinforced through outreach at faculty meetings and symposia. Results The audit identified nearly 1,300 ULT freezers, with over 70% beyond their median life expectancy of 8.5 years. Consolidation of specimens into a Biobank-managed freezer farm reduced institutional energy demand and improved monitoring. LN2 provided stability for viable specimens, while Variō units offered adjustable storage (–20 °C to –150 °C) with minimal electricity use and no facility cooling load. Governance helped to curb uncontrolled expansion of departmental freezers, while the Biobank functioned as an emergency response resource with at-temperature backup capacity. Adoption of centralized storage has been gradual but continues to expand. Conclusions This case study demonstrates how an academic service center can integrate sustainability, quality, and contingency planning. The Johns Hopkins Biobank illustrates that shared resources, supported by institutional governance, provide a practical framework to reduce environmental impact while ensuring uncompromising specimen protection. As an institutional case study, this report is intended to illustrate operational strategy within a defined governance and infrastructure environment rather than to function as a universally prescriptive implementation model.