Using a Digital Data Logger North Carolina Immunization Program (NCIP)

WHY A DIGITAL DATA LOGGER? Provides accurate temperature history Reflects actual vaccine temperatures Provides an indication of length of time a unit has been operating outside recommended storage temperature Less expensive than replacing vaccines wasted due to inaccurate temperature readings - There are a variety of devices available 2

CDC RECOMMENDATIONS (REQUIRED OF ALL NEW PURCHASES AND FOR ALL PROVIDERS AS OF JANUARY 1, 2018) Digital display on outside of storage unit Detachable probe in a bottle filled with a thermal buffer, like glycol Continuous monitoring and recording capabilities Display of current, as well as minimum and maximum temperatures. 3

BEFORE YOU GET STARTED 4 Models are available in a single or double probe arrangement -How many units do you have and how close together are they? All models require a dedicated outlet without a ground-fault-interrupter and without the use of a surge protector With double units, determine which unit is “Probe 1” and which unit is “Probe 2”

ITEMS SUPPLIED 5 Traceable Excursion-Trac™ Thermometer (“Data Logger”) A/C Adapter (primary source of power)

ITEMS SUPPLIED 6 AAA Batteries installed, pull tab to activate batteries NOT YET! Glycol bottle with probe cable P1 (single bottle) – Two bottle probe includes P1 and P2 cable/bottle

ITEMS SUPPLIED 7 Instructions Certificate of Calibration DO NOT LOSE! Static Suppressor for probes Velcro and Magnets DO NOT USE WITH PROBE

STEP #1: PLACE THE PROBE 8

STEP #2: POWER SUPPLY 9 Thermometer must be powered at all times with supplied AC adapter Insert AC adapter plug into the unit, and plug the AC adapter directly into a wall socket (do not plug into a surge protector) Backup AAA batteries will power thermometer for one week in the event of a power failure - Pull tab to activate batteries on back of unit

STEP #3: STATIC SUPPRESSOR 10 The static suppressor is installed to eliminate interference due to radio frequency. Static within the cable can cause the unit to malfunction.

STEP #4: SET ALARM LIMITS 11

SETTING REFRIGERATOR ALARM LIMITS 12 Refrigerator settings in Celsius Low alarm 2°C High alarm 8°C Refrigerator settings in Fahrenheit Low alarm 35°F High alarm 46°F Current room temperature while setting alarm

SETTING FREEZER ALARM LIMITS 13 Freezer settings in Celsius Low alarm -50°C High alarm -15°C Freezer settings in Fahrenheit Low alarm -58°F High alarm 5°F Current room temperature while setting alarm

STEP #5: SET THE DATE & TIME 14 Setting the year, day, month and time is an important step to ensure the Excursion-Trac™ properly records the actual time and date of temperature readings Slide the DISPLAY switch to the DATE/TIME position Press the SELECT button to enter the setting mode Press the ADVANCE button to increase the selected date or time

STEP #6: SET THE LOGGING INTERVAL 15 Set the unit to record at intervals of 30 minutes To increase the logging interval to read at 30 minute intervals, press the ADVANCE button until 0:30 is displayed Slide the MEM VIEW switch to the OFF position to complete/close the setting Use the CLEAR button to erase the memory of the data logger the first time it is put in use.

STEP #7: ENABLE ALARMS 16 ENABLING/DISABLING ALARMS Wait for probe to cool down to an in-range temperature Slide the ALARM switch to the ON or OFF position to enable or disable the alarms Do not disable alarms

STEP #8: PLACE THE DATA LOGGER 17 Guide wires to ensure that staff do not accidentally pull the probe out of place or unplug the wires Packing tape may be used to hold wires in place

REGULAR USE OF YOUR DATA LOGGER 18

VIEWING MINIMUM/MAXIMUM MEMORY 19 The minimum or maximum temperature stored since the last clear of min/max memory Slide PROBE SWITCH to the desired P1 or P2 Slide the DISPLAY switch to the MIN/MAX position Thermometer will display the current, minimum, and maximum temperatures for the probe

RECORDING TEMPERATURE 20 PROVIDERS MUST MANUALLY RECORD ALL OF THE DATA BELOW EVERY DAY THAT YOUR CLINIC IS OPEN! Opening (or morning) temperature with date, time, and recorder’s initials Minimum and maximum temperatures (morning only). Press the CLEAR button once recording min/max temperatures Closing (or afternoon) temperatures with date, time, and recorder’s initials PLEASE VISIT IMMUNIZE.NC.GOV TO PRINT NEW LOGS

DOWNLOADING STORED DATA 21 Insert a formatted USB flash drive into the logger P1 and P2 light will come on Leave the USB flash drive in the logger until the light goes off File automatically creates a.csv file on the USB drive Once the light is off, remove the USB flash drive

REVIEWING STORED DATA 22 Plug your USB drive into a computer Open the CSV file created by the data logger Review all temperatures to ensure that all readings are in-range Data review should be completed by a different staff member than the staff who manually records temperatures Save file for 3 years

WHAT IF I FIND AN OUT-OF- RANGE TEMPERATURE? 23 Thermometer buzzer will sound when an out- of-range temperature occurs LED for the alarming temperature channel will flash (P1 or P2) Active alarm may be cleared by pressing the CLEAR SILENCE ALM button or disabling the alarm by sliding the ALARM switch to OFF position CALL THE NCIP STORAGE AND HANDLING PHONE LINE IMMEDIATELY UPON DISCOVERY OF AN OUT-OF-RANGE TEMPERATURE REGARDLESS OF HOW FAR OUT OF RANGE OR HOW LONG IT WAS OUT OF RANGE!

Instructional videos on how to set up the unit may be found at CyU8s-4px3DGg3AlmqpghQQ CyU8s-4px3DGg3AlmqpghQQ NCIP Storage and Handling phone line at NCIP Regional Staff ADDITIONAL RESOURCES