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Occupancy Matrix
Non-Electronic Spatial Intelligence for Deep Freezer Storage
🔍 Find Available Space
Instantly locate empty compartments for new samples.
📚 How the Occupancy Matrix Works
The Freezer Hierarchy
Freezer → 5 Shelves → 4 Racks → 4 Drawers → 5 Boxes → 81 Compartments (9×9)Total: 400 Boxes · 32,400 Compartments. Each compartment has a unique coordinate: S1R2D3B4-E7 = Shelf 1, Rack 2, Drawer 3, Box 4, Row E Column 7.
Closure Lock™ Workflow
PLACE → DOT → CLOSE1. Place or remove sample from the physical freezer compartment.
2. Mark or erase the corresponding cell — dot = occupied, blank = available.
3. Close the freezer. No dot = treated as empty.
Color Code
Green = Available — compartment is empty and ready for a new sample.Red = Occupied — compartment contains a sample.
Physical Board Options
Option 1: Single Door Board — box-level overview (400 cells on freezer door).Option 2: Two-Layer System — door board + wall-mounted flip binder (80 drawer cards).
Option 3: 5-Board Filing System — one board per shelf, stacked in a wall-mounted frame.
This digital tool serves as the planning companion and master record alongside any physical board option.
⚠️ Best Practices
1️⃣
Update immediately. Mark cells right after placing or removing a sample. Delayed updates cause phantom occupancy.
2️⃣
Fill boxes sequentially. Start from A1, fill across each row. This makes tracking predictable.
3️⃣
Don't skip compartments. Gaps create confusion. If a sample is removed mid-box, mark it available immediately.
4️⃣
Use the same coordinate system everywhere. Lab notebook, LIMS, physical board, and this tool must all reference S#R#D#B#-RowCol.
5️⃣
Audit monthly. Reconcile physical freezer contents against the matrix once per month. Fix discrepancies immediately.
📤 Export & Share
📊
Download CSV
Full occupancy data for Excel/LIMS
📋
Copy Summary
Text summary to clipboard
📧
Email Report
Open in email client
🖨️
Print Report
Print-ready layout