If you work in a lab, you understand the importance of keeping a good lab notebook. The lab notebook is where you keep track of the procedures you carry out, the reagents you use, and the observations you make. A well-kept notebook should make it possible for other scientists to reproduce your experiments and attain the same results. This is important because it can (1) help your labmates build onto your research once you’re gone and (2) protect you against accusations of data fraud.

In the past, lab notebooks were written out on paper, and protocols and data were transcribed or taped in. But with the advent of digital technology, new electronic options are surfacing that make it quicker and easier to record and access your data. To learn more about these electronic laboratory notebooks, we spoke with four experts: Lauren Shields, Ph.D., head of customer success at Benchling; Sophie Daudenarde, senior product and design manager, BrightLab™ Software at MilliporeSigma; Guru Singh, head of growth at LabTwin; and Tea Pavlek, VP of marketing at SciNote.

BC: What benefits do ELNs have over paper lab notebooks?

Shields: Worn-out, yellowed notebooks—overstuffed with taped-in readouts and protocols—can be found in life science labs all around the world. Traditionally, scientists have had to record their data on paper, duplicate that data into a spreadsheet for further analysis, re-enter the data into an electronic file to share it, and even re-enter it into their lab’s lab management software.

All of this manual data entry is time-consuming and takes scientists and managers away from the science itself. What’s more, each step of manual data entry introduces another opportunity for manual error. And after all of that effort, paper notebooks still run the risk of being damaged or lost.

ELNs are the natural solution to these problems. They provide a reliable, digital record of what happens in any given experiment and can incorporate graphs, tables, images, figures, etc. Data is captured, manipulated, and analyzed in one central location, reducing the chance for human error, the time required for analysis, and the busywork that takes scientists away from actually doing science.

For tips on notetaking, graph and table incorporation, data sharing, etc. using Benchling’s ELN, click here.

Daudenarde: ELNs provide researchers with easier access to accurate data. Relying on illegible, unorganized notes strewn across multiple paper binders is a time-consuming, inefficient way to corroborate data and reproduce studies. With an ELN, all users have the visibility they need into what experiments are in progress, when a study is marked complete, and where the data is stored. Plus, unlike traditional lab notebooks, ELNs allow lab managers to assign user permissions, clone project templates, and track all experiment activity in a digital audit trail that helps with compliance and IP protection.

Singh: ELNs and digital lab assistants simplify record keeping. Scientists can quickly and easily search, integrate, organize, store, and share digital data. This just isn’t possible with paper lab notebooks. Newer generation digital tools, such as voice-activated digital assistants, can integrate with lab instruments and streamline data collection, thus minimizing data entry time and errors. Digital tools also improve data security by encrypting data, controlling access, and tracking all data entry and edits with time stamps and electronic signatures. This provides a full audit trail for intellectual property protection and regulatory compliance.

Pavlek: Digitalization of lab processes is a logical step for most laboratories today. Paper-based systems are struggling to support team collaboration needs, to cope with growing amounts of digital data, and to guarantee seamless traceability of data as is necessary in today’s laboratories. Electronic lab notebooks are stepping in as data, team, project, and inventory management platforms that consolidate all data in one place.

The first important benefit of ELNs is significant timesaving. Labs go digital to save time spent searching through paper notebooks, formatting files to be printed and saved in a paper format, and communicating information to different members of the lab. One of our smaller studies showed that SciNote users save up to 9 hours per week after implementing the ELN.

A second important benefit is avoiding data loss. Many labs relate to the fact that when an employee leaves, it can become impossible to continue their work or to find information about their work after a certain time period. Data is often scattered among paper notebooks, hand-written notes, printed sheets, folders on computers, and files shared with colleagues. Recent news showed that even the most renowned laboratories sometimes face serious issues—even retractions of their publications—due to lost data. Having data organized within the ELN makes it searchable, retrievable, and traceable in the long run.

A third benefit is meeting regulatory compliance requirements. Labs that need to comply with CFR 21 part 11, for example, need functionalities such as electronic signatures and audit trails. For them, paper-based recordkeeping is not a viable option. Having all data time-stamped, organized, and traceable is a must. Also, automated records of all activities performed in the lab, hierarchies of users’ roles and permissions, and automated reporting add to the obvious benefits of lab digitalization.

BC: What factors should one consider before choosing an ELN?

Shields: There are various important questions to consider when choosing an ELN:

  • Is this ELN enjoyable to use?
  • Can this ELN integrate with other software solutions?
  • Is this ELN a standalone piece of software, or is it part of a larger software platform?
  • Is this ELN truly built for modern life science workflows, or is it built for a past generation of science? Is it merely a generic “paper on glass” alternative?
  • Is this ELN flexible such that it can be quickly and easily adapted for new research projects?
  • Beyond just being a place to keep notes, what features does this ELN offer that will streamline my record-keeping processes and accelerate the pace of my research?
  • How easy is it to collaborate on projects and share data with colleagues?
  • What is the implementation process like?
  • Once I have purchased this ELN, how is the customer support experience?
  • Is the ELN provider committed to innovation and can I expect them to continue to develop relevant products that add value to my day-to-day work?

For further information on choosing an ELN, you can check out Benchling's eBook on the topic.

Daudenarde: Since research lives and dies by data, the most important thing to consider is how you want to handle your data. Every lab is unique in this regard, so take a close look at what file types are supported, how much storage is offered, and how easy it is to access your data in an ELN. Beyond that, you should take into account your team dynamics, your communication and sharing preferences, and the flexibility you will require from your ELN. There are countless additional factors that may influence your decision to adopt an ELN, which is why we always recommend talking with one of our consultants to determine the best solution for your lab.

Singh: Ease of use is one of the most important factors when choosing an ELN. It is important for scientists to trial any ELN or digital tool and ask themselves these questions:

  • Is the ELN simple and intuitive for all team members to use?
  • Does the ELN make it easy to collect, integrate, and share data?
  • Can I input or receive data by voice or audio cues as well as manually?
  • Does the software connect with databases and lab instruments to collect data without the need for manual input?
  • Is the digital tool saving me time?
  • Is it lowering error rates and improving productivity and efficiency?

Pavlek: It all starts with defining the requirements of the laboratory. Capabilities of today’s ELNs extend beyond note taking and recordkeeping. They provide scope for team collaboration, data, inventory, and project management.

The important factors to consider are summarized in a recent article. To sum it up, the process starts with defining the lab’s needs. Which parts of the existing process in the lab need to be optimized? Most labs would start by analyzing their current processes and identifying the needed improvements—from repetitive and redundant activities to team collaboration, data management, or regulatory compliance needs such as the FDA’s CFR 21 Part 11—to guarantee data integrity. It all results in a well-defined set of requirements.

It is also important to note that besides the functionalities of the ELN software itself, crucial factors for successful ELN adoption in the lab are user interface of the ELN as well as collaboration between the lab and the vendor’s support team. Because addressing the user adoption challenge is a big hurdle to overcome, it is crucial that the lab team can collaborate well with the software implementation specialists. Another important factor to point out is whether the ELN can support the growth of the laboratory. If the vendor regularly updates the software, takes into account the feedback from laboratories, and implements changes, it is a good sign that they will be agile and flexible enough in the future to support the lab's growth.

Needs and benefits differ from lab to lab and researcher to researcher, but we can still sum up that a good electronic lab notebook can make sure all data in the lab will be organized, searchable, and annotated once successfully implemented by lab members.

Stay tuned

Watch for “Why You Need an ELN: Part 2,” which will be published shortly. In this follow-up article, our panel will go into detail on the special features currently available in their ELNs, as well as the capabilities that are still under development. Stay tuned to learn more about what ELNs can be capable of and what is necessary for them to be universally adopted.