A package left on a loading dock in January, a storage cabinet next to an autoclave in July, a delivery that sat in a van for a long weekend: excursions happen. The labeled condition for bacteriostatic water is 20 to 25 °C with brief excursions to 15 to 30 °C allowed. This guide is what to do when the excursion was outside that.
First, establish what happened
How low or high, and for how long. A data logger in the storage area or a carrier's tracking timeline usually answers it. If it cannot be established, assume the worst plausible case.
Freezing (below 0 °C)
What it does: water expands about 9% on freezing, stressing the stopper seal and the vial. The crimp can lift, the stopper can shift, glass can crack. Even a vial that looks intact after thawing may have lost closure integrity, and there is no bench test that proves it has not. The liquid itself is not chemically changed by freezing.
What to do: treat the affected stock as compromised. Inspect for the obvious (lifted crimps, cracks, ice-displaced stoppers), quarantine everything from the excursion, photograph, record lot numbers, and contact the supplier. For shipping excursions, most suppliers replace on report. Do not use "the ones that look fine". See container closure integrity for why appearance is not proof.
Cold but not frozen (0 to 15 °C)
What it does: nothing to the product. This range is outside the labeled excursion band but does no harm to a sealed aqueous vial; refrigeration is in fact tolerated.
What to do: bring to room temperature, inspect, record the excursion, and release. The only caution is condensation on a cold vial's stopper if it is opened before it has warmed.
Mild heat (30 to 40 °C, days)
What it does: accelerates oxidation of benzyl alcohol somewhat. A few days in this range, as happens in summer shipping, is within what stability programs cover at accelerated conditions (40 °C for months) and is not damaging to a sealed vial.
What to do: inspect, smell an opened vial for an almond odor at first use, record the excursion, release. See how expiration dates are set for what accelerated data show.
Severe or prolonged heat (above 40 °C, or weeks above 30 °C)
What it does: meaningful preservative oxidation, potential pressure stress on closures, possible label and cap damage. A vehicle in summer sun can exceed 60 °C.
What to do: quarantine and contact the supplier with the details. Product exposed to these conditions for extended periods should be replaced. If the supplier has stability data covering the excursion, they may release it; otherwise discard.
Decision table
| Excursion | Sealed vials | Opened vials |
|---|---|---|
| Frozen, any duration | Quarantine; report; replace | Discard |
| 0–15 °C | Warm to room temp; inspect; release | Warm before entry; continue to discard date |
| 30–40 °C, up to a few days | Inspect; release; record | Inspect; smell at next use; continue |
| > 40 °C or weeks above 30 °C | Quarantine; report; usually replace | Discard |
| Unknown | Assume worst plausible case | Discard |
Documenting it
Record the date, the condition and duration, the lots affected, the decision and who made it, in the inventory log or a deviation record. Laboratories with quality systems will need this later; everyone benefits from knowing which lots to watch. See lot traceability.
Preventing the next one
Data logger in the storage zone; staffed delivery address; deliveries early in the week in winter; product moved indoors on arrival; storage away from windows, heaters and equipment. The full storage guidance is in how to store bacteriostatic water and refrigeration guidance.
All BAC Water Supply products are supplied for laboratory research use only and are not for human or veterinary use.