Precision without disruption: Maintaining the University of York’s 400 business-critical laboratory balances

The University of York – celebrated for academic excellence and world-leading research – relies on 400 laboratory balances essential to teaching and research across multiple locations. Ensuring these balances remain accurate, compliant, and fully operational is business critical.

Following a competitive tender in 2024, the University appointed Northern Balance to deliver a comprehensive programme of laboratory balance calibration, repair, and maintenance services, under a multi-year contract to safeguard its entire balance fleet.

Complexities behind university-wide precision

Maintaining a precise and reliable fleet of laboratory balances across departments, faculties, and buildings requires a partner capable of delivering specialist balance calibration and scientific equipment servicing at scale. This was a significant logistical undertaking that required:

  • Expert engineering support: UKAS ISO 17025 accredited support to manage the calibration, repair, and maintenance of a wide and varied range of laboratory balances.
  • Minimal disruption: Summer-only scheduling to avoid impact on term-time teaching and research.
  • Fast issue resolution: Expedited repair services and proactive communication to maximise uptime.
  • Streamlined data and compliance: An accessible and straightforward documentation system to track completed work and manage calibration certificates.

Collaborative planning with seamless execution

Before the contract began, Paul Moran (Managing Director and Account Lead) and Tony Sloan (Technical Manager) collaborated closely with the University’s Operations team to establish detailed requirements and expectations. This collaborative approach was key to developing a tailored balance calibration, repair and maintenance solution and has continued with routine review meetings and check-ins preceding and following each visit.

Since the start of the contract, the University’s requirements have been met via the following deliverables:

Summer-only engineering visits
Meeting the University’s primary requirement, on-site laboratory balance calibrations and servicing are tightly scheduled during the summer months. This ensures teaching and research activities remain uninterrupted, while students and researchers continue to have access to accurate and functional balances during term time.

Expedited uptime support
Skilfully trained to perform both traceable and UKAS ISO 17025 calibrations, as well as balance repair and maintenance services for all models, engineers meticulously follow site and laboratory-specific protocols to service the entire fleet.

While minor faults are immediately fixed on site, balances requiring more complex repairs are transported to the Northern Balance Service Centre for the fastest fixes. To further expedite uptime and quick decision making, clear and timely communication, along with transparent quotes, are provided detailing repair needs and costs.

Streamlined documentation management
Access to Northern Balance’s online, on-demand calibration portal enables the Operations team to instantly download balance calibration certificates. This provides full oversight of the entire balance fleet while significantly reducing administration for auditing and compliance.

Proven results for university operations

As the contract progresses, the University is experiencing significant benefits:

  • Reliable equipment: Laboratory balances remain accurate and dependable, supporting uninterrupted teaching and research.
  • Expert service: Engineers are consistently praised during calibration and maintenance visits for delivering high-quality service with great attention to detail.
  • Reduced administration: The online portal simplifies record-keeping and compliance management reducing administrative overhead.
  • Clear communication: Open and timely communication help the University plan and respond effectively particularly around repairs and maintenance schedules.

What the University says:
James Fox, Deputy Operations Manager at the University of York, highlights:

“Northern Balance spent a lot of time understanding our needs and establishing the requirements before the contract began and continue to check in before and after each annual visit.”

“Their engineers are helpful, professional, and friendly and do a fantastic job locating, dutifully cleaning, checking, and calibrating all 400 balances. Small issues are fixed on site, and major repairs are handled quickly with clear communication and transparent quotes detailing issues and costs to repair or replace.”

“Access to documentation and support has been effortless. The online balance calibration report portal is very user-friendly. Certificates are easy to download or email to users, streamlining management of the service contract for the University. Northern Balance is always easy and quick to communicate with.”

“Overall, Northern Balance maintains our balances in working and accurate condition, ensuring they’re ready, available, and reliable for our research and teaching activities that rely upon them.”

Impact that drives learning and discovery

Northern Balance plays a crucial role in maintaining the University of York’s extensive fleet of laboratory balances. Through proactive planning, expert engineering support and responsive communication, the University is enabled to achieve its goal of precision without disruption, empowering it to continue delivering exceptional teaching and world-class research every day.

Experience the precision and reliability trusted by top institutions

Looking for specialist balance and scale calibrations, repair and maintenance support to safeguard your critical weighing equipment? Talk to our experts to explore tailored solutions for your laboratory or institution.

Image credits: University of York