Relocating a research lab involves more than just packing equipment and booking movers. It requires protecting years of scientific work, preserving the integrity of biological materials, and maintaining team productivity throughout the transition. Whether the goal is to scale operations or consolidate teams into a single facility, success depends on careful planning and reliable systems.

Genemod has supported numerous biotech and life sciences teams through relocations. Based on these experiences, this guide outlines a structured checklist designed to minimize disruption and ensure a smooth move—backed by the capabilities of modern lab management software.

Common Challenges During Lab Relocation

Several recurring challenges can compromise a lab move if not addressed early:

• Transporting temperature-sensitive samples without impacting viability

• Ensuring continuous access to experimental records and protocols

• Requalifying precision instruments after transit

• Reconnecting infrastructure such as servers, lab devices, and LIMS software

• Tracking every asset to prevent loss or non-compliance

These issues underscore the importance of using centralized LIMS and ELN software to manage lab data and processes during the transition.

Your Lab Relocation Checklist

Each relocation will differ depending on the facility, research focus, and team structure. However, the following steps offer a reliable framework to reduce delays and ensure operational continuity.

1. Early Preparation and Team Coordination

• Designate a relocation coordinator responsible for overseeing the process

• Assemble a core team including lab managers, IT specialists, and safety officers

• Define the scope of the move—identify what will transfer, and what will be retired or archived

• Establish a clear move date and timeline, including buffer periods for unexpected delays

• Conduct risk assessments and review compliance requirements for both the current and future sites

Using LIMS software and ELN software in advance of the move helps centralize data, assign roles, and document responsibilities clearly.

2. Inventory Review and Data Backup

• Perform a complete inventory check: reagents, consumables, instruments, and assets

• Label all items with barcodes or QR codes for easier tracking

• Identify materials that require special packaging, storage, or transit conditions

• Back up all research data—both locally and to secure cloud storage

• Digitize standard operating procedures using ELN software if they are still paper-based

Maintaining real-time visibility through lab management software helps ensure that nothing is misplaced or duplicated during the move.

3. Logistics Planning

• Partner with movers experienced in handling laboratory equipment and hazardous materials

• Plan the layout of the new lab space, including freezer and power outlet placement

• Coordinate with IT to prepare for reinstallation of systems and LIMS software

• Schedule recalibration of equipment after relocation

• Procure necessary packing materials, such as shock-absorbing containers and temperature-controlled transport units

4. Freezer and Sample Relocation

• Rank sample priority based on stability and research timelines

• Arrange for dry shippers or validated cold chain transport

• Set up backup power and temperature monitoring at the new location prior to arrival

• Communicate temporary access limitations to collaborators and regulatory bodies

Best practice is to relocate freezers last and install them first. Using data loggers to monitor temperature fluctuations during the move adds an extra layer of protection.

5. Moving Day Execution

• Assign staff to supervise packing, transit, and receiving activities

• Monitor sample conditions in real time

• Confirm all equipment is placed correctly and powered safely

• Complete initial connectivity checks for databases and LIMS systems

• Begin equipment requalification procedures

6. Post-Move Recovery and Documentation

• Validate functionality of monitoring systems, alarms, and instruments

• Resume experimental activity and data backups without delay

• Cross-check physical inventory against the digital records maintained in the LIMS

• Update documentation and SOPs with the new facility’s information

• Conduct a debrief with the team to gather feedback and identify areas for improvement

Conclusion: Supporting Science Through Seamless Relocation

A well-executed lab move ensures that valuable research continues without interruption. With the right processes in place—and support from dependable lab management software—teams can manage relocations with clarity and confidence. LIMS and ELN software provide the structure needed to maintain compliance, safeguard data, and stay productive from one facility to the next.

Genemod’s platform is purpose-built to support lab moves, digitize inventory, and streamline scientific workflows. For teams preparing to relocate, the right tools make all the difference.