Electronic lab notebooks (ELNs) benefit both industrial and academic labs. The ability to quickly query all your laboratory activities to identify new avenues for discovery or to troubleshoot an ongoing issue is a massive advantage over traditional paper notebooks. 

However, setting up and maintaining an ELN so that all the benefits of going digital are available is not trivial. 

This is where an ELN consultant (such as Rebecca De Souza) can help set you and your lab up for success! In the blog below, we'll discuss what an ELN consultant is and the top 6 ways I've seen ELN consultants help laboratory teams achieve digitalization zen.

What is an ELN Consultant?

An ELN consultant is a laboratory professional who provides guidance and expertise in choosing, implementing, customizing, and optimizing an ELN for a laboratory. ELN consultants are crucial in helping research organizations effectively leverage digital tools, enhance collaboration, and ensure compliance with industry standards and regulations.

6 Ways an ELN Consultant Can Benefit Your Lab

#1: Take the setup burden off of your laboratory staff

Selecting and setting up an ELN often falls on the shoulders of laboratory personnel, who must balance ELN implementation with their usual lab responsibilities. This makes sense, given that they will be the primary users of an ELN. 

However, it does take away valuable time spent conducting research or other laboratory tasks. In addition, given the newness of ELNs, many lab workers don't have experience using an ELN, much less know the best path to selecting and setting one up. 

An ELN consultant works with lab professionals tasked with ELN selection and setup, providing valuable knowledge through experience. They can help your team establish your lab's needs, show how different ELNs compare when meeting these needs, create a plan for ELN rollout, identify common setup pitfalls and how to avoid them and assist with the training staff. While laboratory staff involvement is a critical component of ELN setup success, having an ELN consultant to help ensures that the laboratory team can focus more on their everyday responsibilities while still staying involved in the ELN selection and implementation process.

#2: Navigate the needs of stakeholders

Three primary stakeholders are invested in the success of an ELN:

1. The corporation or principal investigator (PI) / lab head
2. Legal and IP teams
3. Laboratory staff

Each of these entities has a vested interest in ensuring that lab data is recorded, searchable, and auditable. 

However, each party's expectations may differ or be in direct conflict. For example, the corporation or PI and legal and IP stakeholders may expect overly detailed ELN record keeping but not consider the time investment or practicality of keeping records up to date. Discordance between these three groups can result in low ELN compliance and confusion about the expectations or purpose of the ELN, which can ultimately lead to the abandonment of an ELN. 

Having navigated this trifecta of needs before, an ELN consultant can help those tasked with selecting and setting up an ELN. The consultant can directly interface with all three stakeholders or assist those in charge of the ELN implementation and maintenance with these interactions. Keeping this trifecta of stakeholders in balance will ultimately lead to the long-term success of your lab's ELN.

#3: ELN organization

While the name ELN suggests that it is a simple replacement for a traditional paper notebook, it's more akin to a filing cabinet than a notebook. As this analogy suggests, an ELN (depending on which one you're using) is more like an organizational system allowing data input and storage. 

Most ELNs have a built-in organizational structure. For example, the eLabNext Digital Lab Platform has the Project>Study>Experiment structure, with additional options to create project groups as an extra layer of organization. 

It can be tempting to allow each individual or team in your lab to determine how to use the built-in organizational tools; however, this can lead to confusion when searching for specific data. How a corporation or lab decides how to structure its ELN organization will depend on their individual needs, and an ELN consultant can use their experience to help guide that decision and harmonize the organization structure across team members. If you already have an ELN and need to restructure and re-organize, an ELN consultant can also help with this!

#4: Generating workarounds and increased efficiency

If carefully selected, the ELN you choose should be capable of fulfilling most of your lab's needs — emphasis on the "most," as there are often lab-specific scenarios that no software developer could preconceive. ELN consultants can help devise workarounds to cover these unforeseen situations, whether they are suggesting alternative approaches or working with a software developer on your behalf to create a solution. They can also assist by using their experiences working in a lab with an ELN to assess the impact of required ELN tasks on day-to-day laboratory workflows and where streamlining can be applied to increase efficiency.

#5: Better training and documentation

After selecting an ELN, deciding on its organizational structure, and setting it up, it must be rolled out to the larger team or organization. This involves creating an ELN handbook or usage policies and providing training. 

An ELN consultant can assist by directly creating these documents and training sessions/videos. They can also work with your designated laboratory, "Super Users," to help train current and new staff or with additional training when new ELN features become available. This can reduce your staff's training burden so they can focus on their other research-focused objectives.

#6: ELN compliance

An ELN is only as useful as the data recorded in it. As such, ELN compliance is vital for success. Many of the topics discussed above can impact ELN compliance, and an ELN consultant can assist with avoiding common compliance pitfalls. 

Suppose your organization or lab has known non-compliance issues or needs help identifying compliance issues. An ELN consultant can assist you with assessing the current degree of compliance, identifying barriers to compliance, and creating strategies for increasing compliance.

Experience the Benefits of an ELN Consultant

An ELN consultant can provide valuable assistance as your organization or lab navigates the ELN landscape. They can reduce the burden of setting up and maintaining an ELN, allowing your team to return to what matters most: their next discovery! 

If you need an ELN consultant, contact me at rebecca.a.g.desouza@gmail.com or connect with me on LinkedIn.

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What is a Health Check?

A health check is a checkup on the health of the lab's digital operations and progress using impact-driven metrics.

• The Purpose: Constant productivity improvement – on all fronts!  
• Impact-driven metric examples:
  • % of samples digitized within a period of time (e.g., two freezers by Q2)
  • % of SOPs digitized within a period of time (e.g., 20 legacy SOPs)
  • % of Electronic Lab Notebook entries and reports digitized within a period (e.g., 30% of ELN entries and reports digitized by the end of the year)

The Importance of Healthchecks at eLabNext

If we at eLabNext do not know how our customers are using the system, what features they are underutilizing, which features they wish they had, how effective system deployment has been, and how implementation has impacted the internal lab culture, we are not doing our job! 

The reality is that customers define many of the new features we develop, and we take pride in understanding their needs through conversations and having an actual methodical approach to building our community of innovative and creative users and proactively seeking their opinions. In the world of Customer Success, this process is called a "Health Check." At the same time, we cannot ensure our customer's success if we do not establish responsibility and accountability to implement the system sustainably.

Health checks are similar to going to your Primary Care Physician for a physical or taking your car for an oil change. In the tech world, a health check is a periodic check that examines your lab's/business' technological and usability health. Depending on the nature of the company and the industry, these technical health checks can cover a wide range of assets, applications, policies, technology, people, or business operations.

When we talk about a Customer Success Health Check at eLabNext, we refer to a comprehensive assessment of your Technical and Usability Health. This allows us to better facilitate successful usage, implementation, and customer satisfaction.

Impact Goals Assessments

Upon contract signature with eLabNext, our Customer Success and Lab Digitization Specialists will meet with key stakeholders to understand the lab's short- and long-term goals. Specifically, they focus on:

1. Digital Lab Strategy: What is the organization's Digital Lab Strategy, and what are the short—and long-term goals?
   • How will you assess your success, and what are your internal key performance indicators (KPIs)?
   • What are your one-month, three-month, six-month, nine-month, and twelve-month goals? What percentage of your lab's operations and physical items would you like to have digitized or automated?
2. Lab Assets: How many storage units, equipment, and supplies should be tracked within eLabNext's Digital Lab Platform (DLP)?
3. Sample Migration and Strategy: How many legacy samples should be digitized immediately, and what is the lab's long-term Sample Strategy?
4. Sample Automation: How automated should sample management workflows be, and what does your data structure and standardization look like?
5. SOP Management: How many and which SOPs need to be digitized, edited, and used with version control in the short- and long-term?
6. Project and Report Management:
   • How many projects/programs do you need to track currently?
   • What is the structure and cadence of your Lab Reports?
   • How will the results be tracked and accessed?
7. Automation, Integration, and Customization: What is your digital tool development strategy, what integrations would you like to have, and are there any specific workflows for which you'd like to create customizations?

Having answered these questions, our team helps the customer define a series of impact goals to achieve their lab's digitization vision. This approach creates an objective framework for measuring the success of the customer's digitization efforts and identifying underutilized areas of the platform from which the customer can achieve greater value. With each health check call, Customer Success looks at the progression of these goals across three timeframes:

PAST

• What pain points was the customer's team previously experiencing?
• What digitization impact goals were previously set to address these pain points?
• Were any additional steps or calls scheduled with the eLabNext team to support these goals:
  • Key user training sessions with Digital Lab Consultant
  • New feature releases/demos
  • Activation of add-ons from the Marketplace
  • Workflow implementation walkthroughs with Customer Success
  • Import templates to migrate Inventory data into the platform

PRESENT

• How well does the customer feel those goals were met:
  • Subjectively: How satisfied are users with their Digital Lab Experience compared to before the last health check call? Have they received new value from the system? Are workflows more streamlined than before?
  • Objectively: How frequently are users logging in to engage with the platform? Are they creating more samples, protocols, or experiments in the system than before? How many experiments have been signed off and completed?
• Are the impact goals still as relevant today as they were when they were set?
• Are there new pain points that need to be addressed?

FUTURE

• What new impact goals does the customer want to pursue going forward? What existing goals still need to be achieved?
• How will the customer prioritize their revised impact goal statement?

It helps to think of your lab in this context: If you take your lab to the doctor, would they say it is healthy or notice symptoms that need to be addressed?

Tools and technologies are great, but they're only as good as their implementation and the desired success they generate. Leveraging eLabNext's health check framework, we plan to ensure our customers' success. To align, reach out to your Lab Digitization Specialist and/or Customer Success Specialist.

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In the lab software space, the smoke is starting to clear.

And what I've seen isn't pretty; it's the aftermath of failed implementation of electronic lab notebooks (ELN) or laboratory information management systems (LIMS) that don't fit the needs of Biotech and BioPharma laboratories.

On one extreme, I see classic Silicon Valley tech software organizations focused more on pretty user interfaces (UI) than truly valuable lab workflow management. Conversely, I see function-heavy, extremely technical, but non-user-friendly software, limiting adoption and use. The rise of AI/ML in drug discovery has further complicated the landscape, with scientists' attention diversifying, adding additional difficulties in the decision-making process of which laboratory software platform to use.

Overall, these problems are related to a common issue: the lack of a holistic approach to a lab's core challenges.

The Solution: A Sample and Digital Strategy

We at eLabNext are prepared with a solution, a new concept and approach called "Sample and Digital Strategy."

A sample is the focal point of any lab, whether cell lines, antibodies, plasmids, blood, DNA, RNA, protein, or a mouse colony. Everything starts with a sample! This sample has metadata attached to it and file outputs from your instruments, all of which can amount to millions of datasets, also known as a deep data lake.

If you do not have a strategy for efficiently managing this data and making it accessible to all of your departments, you are at risk of data loss and potential loss of IP, a victim of poor business strategy decisions. In other words, Sample and Digital Strategy is foundational in defining the lab's business strategy and ultimately picking the right software to fit your lab's needs.

5 Easy Steps to Implementing a Sample and Digital Strategy

If all of this sounds a little too familiar, it's likely time to transition away from your current software solution and one that allows the implementation of a Sample and Digital Strategy. Here's a step-by-step process for identifying a better solution for you.

Step #1: Define your Sample Strategy

Get your Sample Strategy in order. That means:

• Consolidate your freezers and samples and use this time as an opportunity for spring cleaning, both physically and digitally. You probably have random unlabeled samples lying around; claim or toss them.
• Clean up your Excel sheets!
• Export the data out of old-school software or the currently problematic ones! Organize it, make your data structured, and prep it for import into a new system!
• Consider following the guidelines provided by our #Sample360 initiative!

Step #2: Define your Digital Lab Strategy

We talk about Business Strategy. We discuss Research and IP strategy. But we hardly discuss Digital Strategy.

These days, you cannot have sustainable operations and a sustainable lab workflow if there isn't a robust digital strategy defined right from the beginning for the lab. Within the next five years, AI and ML will completely revolutionize how we analyze our data, and if you do not start structuring your data now, you'll fall behind. We can help you with defined steps on how to centralize your data and develop naming conventions, search, and accessibility prompts to structure your data and grow into your workflow rather than outgrow it as soon as the number of samples increases.

Find out more about how Bayer is doing this now with eLabNext!

Step #3: Prepare for Technical Transition

Prepping technically means not just diving in and releasing new software on your staff. Take a logical and strategic approach:

First, identify the tech-savvy champions on your team that will lead this project.

1. First, identify the tech-savvy champions on your team that will lead this project.
2. Prepare and organize the list of your storage units (e.g., freezers, shelves, racks, etc.) and equipment (e.g., balances, HPLCs, mass specs, etc.).
3. Prepare a list of all your samples and supplies.
4. Make sure your Excel files are standardized and clean.
5. Define a project/program and experiment naming convention if you haven't already. 
6. Identify all other software currently used in the lab for potential integrations.

Step #4: Prepare for Training

Prepare your team for Digital Strategy Training. That means doing the following:

• Assess the existing skillset and identify the folks that have expertise in implementing new technology, and most importantly, those that are resistant to change.
• Develop a training plan.
• Choose the right trainers and make sure that your Digital Lab Consultant (if you've hired one) is someone you enjoy working with!
• Provide hands-on experience and lead by example! You can't promote lab digitization if you aren't digitized yourself.
• Foster a culture of continuous learning. Once the training is done, learning doesn't end. With software and digital solution implementations, there are constantly new updates, new features, and creative ways to optimize your physical lab workflows. Find out more about efficient implementation here.
• Measure your lab's progress and outcomes.

Step #5: Set Deadlines for Implementation and Transition

Set deadlines, or else it'll be a never-ending project. Digital and Sample Strategies need a strong foundation, but it also needs to be cultivated constantly. For the initial kickoff of implementing new ways of doing science, it is necessary to set expectations for the whole lab and the company, communicate them effectively, and execute professionally. This will help ensure adoption success.

Spring has Sprung: A Spring Cleaning Announcement

We are currently offering a special Spring Cleaning discount for anyone who wants to transition from their problematic ELN/LIMS. This special includes:

• 1,000 sample free Import
• Free Import of all Equipment
• Free Import of all Supplies
• Free Digital and Sample Strategy consultation and training
• Start-up discount for labs that have less than ten people

If you're interested, contact us here.

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As technology continues to evolve, it's crucial for researchers and institutions to stay adaptable. With the rise of digitization in the business world, the debate over paper documents versus digital or electronic lab notebooks persists.

So, let's take a deeper look at both approaches to understand the value each could bring to your research. The integration of ELNs represents a step toward a more interconnected, efficient, and collaborative future in scientific exploration. The use of electronic laboratory notebooks in laboratories is growing as laboratories strive for higher quality due to the volume, complexity, accessibility, and security requirements.

Whether recorded on paper or in pixels, the pursuit of knowledge remains at the forefront, driving laboratories to innovate in their record-keeping practices.

Let's delve into the common reasons behind the continued use of paper notebooks and explore why many laboratories are making the shift to electronic solutions in the modern era.

The Charm of Paper

Simplicity and Tangibility

There's a perceived satisfaction in flipping through pages and jotting down notes with a pen. Paper notebooks offer a straightforward and tangible way to record experimental details.

Minimal Learning Curve

Researchers, especially those accustomed to traditional methods, may find it easier to stick with paper due to its minimal learning curve — no need to adapt to digital interfaces.

Security Concerns

Some scientists express reservations about the security of digital data. Paper notebooks are perceived as less susceptible to cyber threats, providing a sense of control over sensitive information.

Universal Accessibility

A paper notebook doesn't rely on electricity or devices. It's universally accessible, which can be advantageous when technology is not readily available.

Efficient Organisation and Searchability

ELNs are based on FAIR Principles (Findable, Accessible, Interoperable, Reusable), which are recognized by the research community. It empowers researchers with tools for efficient data organization and searchability. Finding specific experiments or data becomes a breeze, saving valuable time in the research process.

Collaboration and Sharing

Digital notebooks facilitate seamless collaboration. Researchers can share data in real-time, transcending physical boundaries. This interconnectedness enhances teamwork and accelerates the pace of scientific discovery.

An ELN facilitates global collaboration; this is especially true where outsourcing agreements have been set up so that different laboratory capabilities can be made use of. Integrating ELNs with a multivendor informatics architecture will streamline data capture and analysis workflows, thus enhancing the efficiency and accuracy of data management. An ELN enables real-time collaboration in research projects because it draws on the different expertise of laboratories and scientists. It sets clear and standardized communication parameters - usually through a real-time platform. This ensures all communications regarding an experiment are kept in context and are always linked to their source. Because it allows you to connect all interactions and notes to their relevant data, an ELN contains the 'story' behind the information and protects it for easy retrieval in the future.

Integration with other research applications

ELNs can be integrated with secure cloud-based communal repositories like Mendeley, eLabNext AI Protocol Generator, and other applications, making publishing, information accessibility, and the research process easier.

This integration streamlines data capture and analysis workflows.

Workflow automation

Workflow automation makes it convenient for scientists to stay on top of their assignments, automating, securing, and linking critical files to an experiment. In addition to pre-populated standard operating procedures (SOPs) templates, users can create complete experiment templates to save time starting from scratch.

Our LIMS capabilities helps you to store data using inventory tracking systems. It can also be used to automate tasks related to inventory control, such as logistics, ordering, and shipping so that labs can stay on top of material usage during their many experiments or production processes. These features enhance the efficiency of ELNs and help reduce costs.

Version control and data integrity

ELNs often come equipped with version control features, ensuring that every iteration of an experiment is documented. This helps maintain data integrity and provides a clear audit trail for all research activities.

Digital documents don't get damaged and lost

Unlike paper documents, electronic lab notebooks do not wear or fade with time; you can actually read the text and are not reliant on expert handwriting analysis. Most importantly, ELNs do not occupy physical space and cannot get easily misplaced or somehow 'lost in transit' between two points or between individuals.

Better record-keeping and compliance

ELNs automatically record each entry's user name, date and time, providing an audit trail of project progress and enabling compliance with regulatory requirements. Removes insecure transmissions

Rather than sending documents via email with the associated risk of security breaches, the ELN offers an online portal storing documents on a secure website.

Environmental Considerations

In an era where sustainability is a priority, opting for electronic solutions reduces paper and cardboard usage. This aligns with broader efforts within the scientific community to adopt eco-friendly practices. Although there is an initial investment in implementing ELN software, it leads to long-term cost savings by reducing the need for paper, ink, printers, storage space, and administrative resources associated with paper-based notebooks.

Striking the Balance

In the end, the choice between paper and electronic lab notebooks isn't a one-size-fits-all decision. Laboratories must strike a balance that aligns with their specific needs and the preferences of their researchers. While some may hold onto the nostalgic charm of paper for a little longer, others recognize the undeniable advantages that digital solutions bring to the modern laboratory.

Ultimately, the decision between a paper and electronic lab notebook depends on the specific needs and preferences of the research team, as well as considerations such as budget, security requirements, and institutional policies. Many modern research institutions are increasingly adopting electronic solutions due to their enhanced collaboration capabilities and integration with other digital tools.

Overall, electronic lab notebooks offer a modern, efficient, integrated, documented, and secure solution for managing research data, fostering collaboration, and advancing scientific discovery in various fields.

Find out how the eLabNext Digital Lab Platform can benefit your lab by scheduling a free demo today!

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Barcoding biological samples and integrating this information with laboratory sample management software offers a more efficient means for tracking a wide range of biospecimens. The blog below discusses sample barcoding and its advantages over traditional sample tracking methods.

What is Sample Barcoding?

Biological sample barcoding assigns a unique identifier to an individual biospecimen, analogous to barcodes used on consumer products. Barcodes provide a reliable means of cataloging and tracking the location and application of samples used in a laboratory, particularly when integrated with sample management software. 

Before Barcoding: Relying on Manual Methods for Sample Management

Before barcoding was applied in laboratories, researchers employed various traditional methods to track biological samples, often relying on manual and time-consuming processes. One method still used by many labs is documentation in a lab notebook, where detailed records, handwritten notes, and labels are meticulously maintained. This method, however, is prone to human error and could lead to misinterpretation or loss of crucial information. Even when spreadsheets are used to manage and track sample inventories, there is still room for human error and mistakes. 

Physical tagging systems, such as numbered or color-coded labels, are often implemented to distinguish samples. While these methods are better than relying solely on written records, they still have limitations, especially when dealing with large-scale studies or when long-term storage is required. The absence of a standardized and universally applicable system makes data sharing and collaboration challenging. 

The Benefits of Barcoding

Sample barcoding helps provide solutions for these challenges. While not all scientists transitioned from paper records or disjointed software solutions, there are some key reasons for the growing interest in sample barcoding and its integration with comprehensive lab information software.

Sample Identification and Tracking

Barcoding provides a unique identifier for each biological sample, reducing the chances of errors in sample identification. Integration with laboratory sample management software enables real-time tracking of sample locations, movements, and usage history. This metadata provides a more comprehensive view of a sample collection compared to manual sample management methods.

Efficient Data Management

Combining barcodes with sample management software allows for efficient and accurate data entry. Researchers can quickly scan barcodes instead of manually entering sample information, reducing the risk of transcription errors. It streamlines data management by providing a centralized platform for storing and retrieving sample-related information.

Automation and High Throughput

Barcoding facilitates automation in sample-handling processes. Automated systems can scan and process samples more quickly and accurately than manual methods. This is particularly important in high-throughput laboratories where large numbers of samples need to be processed efficiently.

Sample Integrity and Reproducibility

Barcoding helps maintain the integrity of samples by reducing the likelihood of mix-ups or contamination. By integrating with sample management software, researchers can ensure the reproducibility of experiments by accurately documenting and tracking sample conditions and parameters.

Compliance and Quality Control

Barcoding and software integration help laboratories adhere to regulatory and quality control standards. They also enhance traceability and auditability, which is crucial for compliance with various industry and research regulations.

Time and Cost Savings

Streamlining sample management processes through barcoding and software integration can save time and reduce operational costs. Automation and efficient data handling contribute to overall workflow optimization, allowing researchers to focus more on the scientific aspects of their work.

Data Integration and Analysis

Integration with sample management software enables seamless integration with other laboratory systems, facilitating comprehensive data analysis. Researchers can correlate sample information with experimental results, helping them draw meaningful conclusions from their data.

Collaboration and Data Sharing

Barcoding and sample management software facilitate collaboration by providing a standardized and easily shareable format for sample information. Researchers from different labs or institutions can more effectively share data, fostering collaborative efforts and accelerating scientific progress.

Conclusion

Combining barcoding and laboratory sample management software improves the efficiency, accuracy, and overall management of biological samples in research lab settings. 

If you’re considering the eLabNext platform or are a current eLabNext customer who hasn’t taken advantage of sample barcoding yet, explore the Biobanking section of the Marketplace or check the ZPL Printer add-on or FLUICS PRINT add-on. eLabNext can also provide a list of printers and scanners supporting sample barcoding. If you are a ZPL, Brady, or FLUICS customer looking to make your next steps on your digital journey and want to be the with the ‘Easiest to Use’ and ‘Best Value’ ELN provider, then request a demo or jump straight to your free 30-day trial of eLabNext.

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There was a time not too long ago when the only biotech incubators out there were LabCentral and BioLabs.

But a lot has changed. The life science industry, including big pharma, has become more flexible, allowing young, ambitious, and innovative companies to flourish and grow. Incubators have been pivotal in creating this thriving ecosystem, and there are hundreds of facilities and coworking spaces that cater to the unique needs of biotech startups, including  SmartLabs, CIC, Alexandria LaunchLabs, Harvard Innovations Lab, Greentown Labs to InnoLabs, Cure Innovations Lab, MBI, and more. Large pharma has done the same with Bayer’s Co.Lab, BMS’s Thomas O. Daniel research incubator and collaboration center, and J&J’s JLABS.

With so many players in the biotech incubation scene, it can be challenging for newcomers to distinguish themselves. That said, one incubator that spun out of MIT, The Engine, has experienced significant success by focusing its efforts on companies in the “Tough Tech” industry. In this area, cutting-edge science is deployed to solve the world’s most significant problems. This niche concentration has enabled The Engine to attract and nurture some of the most fascinating disruptors in the industry, all under a single roof.

To get a glimpse “under the hood” of The Engine, I sat down with their Business Development Manager and hardcore Boston Celtics fan, Hayden McFarlane, to learn more about what makes them unique and how they foster the next generation of Tough Tech disruptors. 

Q: What is the difference between a traditional biotech coworking space and The Engine accelerator? What makes The Engine special and unique?

A: At The Engine Accelerator, we focus on being the home of  “Tough Tech”. This is reflected in how we’ve structured our spaces, where we have 3D printing labs, electronics labs, machine shops, dry lab spaces, as well as BSL-2 biology and chemistry labs.

What makes us different is that we sit at the convergence of Science and Engineering. This means that teams could be in the labs pipetting in the morning, then in our fabrication space doing 3D printing over lunch, and by afternoon, they’re fabricating prototypes with our Super Mini Mill.

The machine room is a shared space with 3D printers, allowing companies to reserve equipment time for creating necessary pieces without outsourcing or investing in rarely used equipment.

The Engine comprises biology and chemistry labs, along with a range of shared lab spaces and lab suites available for rent. These facilities are equipped with diverse equipment to meet the research needs of various companies.

Q: Why would a young start-up want to be part of an incubator instead of getting their own lab/office space?

A: It boils down to making the most of your money early in your Tough Tech journey. As a true accelerator, we provide equipment, permitting, utilities, facilities, etc. This makes it easier for the startup to concentrate on de-risking their science or tech as quickly as possible.

Q: Is there a limit to how long a company can remain at The Engine or how big their group can get?

A: We built the space with the growth of our residents in mind. Teams can lease a single wet lab bench and grow into a private 60-bench lab over their growth cycle. Because of this, we do not impose time limits. Part of the rationale behind that is that we are operating in the Tough Tech world, where teams are tackling the toughest challenges in the world. It’s impossible to put a time limit on when a company will solve something like that.

Q: How did the pandemic shape the incubator business model generally and The Engine’s culture specifically?

A: Teams are now more interested in the hybrid model and letting staff work from home when they can. Obviously, that's impossible for lab workers, and with that in mind, we structured our building to be 66% lab space so if another pandemic were to hit, our most usable space would still be in play.

Q: What are the top 5 industries or sciences represented at The Engine, and is there a particular type of resident you’re looking for?

A: Climate change, human health, and advanced systems and infrastructure are the primary 3 industries our residents work in. We have some residents who work in food or agri-tech, but they have some overlap with climate change and human health. We typically search for founders whose breakthroughs will make impactful changes in society and those who may disrupt their industry over the next 30-plus years.

Q: So you are looking for industry disruptors! What defines a disruptor, and how does The Engine ecosystem promote or support this?

A: A disruptor is typically the founder with industry-changing ideas. It's easy to focus on the tech, but the person driving the tech and the team behind it is the disruptor. We find the disruptors through various onsite programming, including our Blueprint Program aimed at postdocs and research scientists who have developed great ideas. We have created a massive ecosystem over the last 7 years that tends to attract these types of founders. The Engine Accelerator’s infrastructure, programs, and network uniquely help disruptive founders bridge the gap from their breakthrough to commercial viability and scale.

Q: What is Tough Tech? How does it differ from biotech, and how will it transform the industry and the world?

A: Tough Tech is a transformational technology that will change the world for the better but requires time and complex solutions to reach commercial viability, potentially spanning the course of years or even decades. Things like fusion energy, carbon capture, battery tech, cell therapies, quantum computing, and so much more. All of these things will help slow down some of the global issues, such as climate change, we are collectively dealing with.

Q: What are the challenges in running The Engine?

A: I think one of the biggest challenges is raising awareness about what The Engine offers. Many people mistakenly think you have to come from MIT or be invested in by The Engine Ventures to be part of it. However, 750 Main St is a home for ALL tough tech founders. Additionally, teams need to move quickly but with precision. Often, the infrastructure needs they had when they moved in have changed. We work with teams to ensure they can effectively scale their operations without losing time or capital.

Q: What is the screening process for new residents like?

A: We have a process for evaluating if a team is truly a “Tough Tech” project, and from there, it's a relatively streamlined process of EHS forms, etc. The process starts with filling out our Space Inquiry Form and can take 2 -6 weeks for our team to review and get the company into the space, depending on the team's infrastructure needs.

Q: In 3 words, how would you describe The Engine?

A: Three words is an injustice for a place that houses 90+ teams working on world-changing technologies! But I would say - Inspiring, Dynamic, & Transformative.

Q: How should people get in touch with The Engine if they want to take space here?

A: They can apply on the website www.engine.xyz or email me at hayden@engine.xyz.

The Factors that Keep The Engine Running

I’ve spent countless hours at The Engine for panel discussions, fun events, informative demonstrations, training, or pitching, and 3 unique threads make it such a special place!

First, the infrastructure, interior design, and architecture perfectly balance privacy and collaboration. You can isolate yourself, concentrate and power through complex projects, and at the same time, find a moment to brainstorm with colleagues and other companies to extract a deeper understanding of your tasks.

Second, the ecosystem is genuinely inspiring due to the extremely high application standards, which attract some of the most fascinating companies and talents into the space. See what it means to “Turn tough tech breakthroughs into Tough Tech startups” here.

Finally, the access to instruments and digital technologies and support from the staff make The Engine a valuable place for startups. The Engine stands out in the bustling world of biotech incubators by embracing 'Tough Tech' and providing a dynamic space where disruptive ideas and groundbreaking science collide, all in an inspiring, dynamic, and transformative ecosystem.

eLabNext is proud to partner with The Engine. Our collaboration underscores our commitment to supporting innovative startups as they navigate the challenges of launching their ventures. Together, we've worked closely to ensure that startups have access to the tools, resources, and expertise they need to succeed, fostering an environment where ambitious entrepreneurs can thrive.

To learn more, visit engine.xyz.

AOByte recently started a new partnership with eLabNext, an all-in-one lab management software. eLabNext solutions help to improve the quality of the research by providing all-around tools for any lab. Due to its rapid expansion, eLabNext has decided to release an SDK, allowing developers to create new add-ons that other users can install on the eLabNext dashboard. Add-ons allow users to integrate 3rd party software into dashboards, software such as Dropbox, Google Drive, etc. Add-ons also enable users to add functionality to their dashboard without waiting for their desired functionality to be released by eLabNext.

Our company is proud to accompany eLabNext on its journey. Seeing a growing demand, we’ve decided to share part of our journey of creating custom add-ons. This article is a good place to start if you’re interested in eLabNext add-on development.

Starting Add-on Development

To start add-on development, you must first turn on Developer mode from settings. Navigate to Account Settings > Developer. Developer mode is turned on by simply toggling the switch. In turned-on Developer mode, the SDK will attempt to inject an add-on JavaScript file from the “Add-on script URL” on the page load. A single JavaScript file will be loaded at runtime on page load each time you browse the eLabNext dashboard.

Now, let’s try to create a simple add-on. Before jumping into coding, here are two valuable resources: eLabNext SDK documentation and eLabNext REST API documentation.

Use the Download Template from the Developer settings page to create an empty add-on. This is a working sample add-on, which can be fed to the SDK via an HTTP server of your choice. Our team is using a NodeJS-based http-server for development purposes. The add-on below achieves a simple task of displaying the tasks table in the dashboard. It also allows users to create and delete tasks.

/*

@rootVar: SAMPLE_ADDON

@name: Sample

@description: Sample addon

@author: Stepan Smbatyan

@version: 1.0.0

*/

var SAMPLE_ADDON = {};



((context) => {

context.init = (config) => {

$(() => {

context.SampleAddon = new context.SampleAddon(config);

});

};



context.SampleAddon = new Class({

Implements: [Options, Events],

Extends: eLabSDK.Base,

options: {},

initialize: function (config) {

// Store a reference to the function's context

var self = this;

// Set the options for the application using the provided configuration

self.setOptions(config);



$(document).ready(() => {

const currentPage = Helper.History.get('pageID');



const pageID = currentPage || new URLSearchParams(window.location.search).get('pageID');



renderTaskPage();



if (pageID === 'tasks') {

getTasks().then(({ data }) => {

renderTaskTable(data);



addDeleteBtnListener();

});

}

});

},

});



// #TODO: remove context.init() when upload as add-on to marketplace

context.init();

})(SAMPLE_ADDON);



// ======================================= DOM =======================================



/**

* Renders the task list UI by updating the browser history, creating a button and table,

* filling the table with task data, and updating the main content section with the table container.

* @param {Event} e - Optional event object. If provided, prevents the default action.

*/

const renderTaskTable = (data) => {

const button = createAddTaskButton();

$('#main-content')

.html('<section id="tableContainer"></section>')

.prepend(button.render());



const table = createTaskTable();

table.data = data;

table._renderHTML();

};



/**

* Creates a custom page for tasks using eLabSDK.

* This function initializes a new CustomPage object with specified configurations.

* @returns {CustomPage} A CustomPage object representing the task page.

*/

const renderTaskPage = () => {

return new eLabSDK.CustomPage({

rootVar: '.nav-main-level',

pageID: 'tasks',

mainMenu: 'Tasks',

subMenu: 'Task list',

});

};



/**

* Creates a button element using the eLabSDK.GUI.Button constructor.

* The button is configured with a label, CSS class,

* and an action to show a dialog for updating tasks.

* @returns {eLabSDK.GUI.Button} - A button element configured to add a new task when clicked.

*/

const createAddTaskButton = () => {

return new eLabSDK.GUI.Button({

label: 'Add New Task',

class: 'addNewTaskBtn',

action: () => showDialog(DIALOG_CONFIGS.CREATE, createTaskAction),

});

};



const addDeleteBtnListener = () => {

$('.deleteBtn').on('click', (e) => {

const id = e.currentTarget.getAttribute('_dataId');



showDialog(DIALOG_CONFIGS.DELETE, () => deleteTaskAction(id));

});

};



/**

* Creates a table element using the Helper.Table.create method.

* The table is configured with specified target container, data

* and columns for displaying task information.

* @returns {HTMLElement} - A table element configured to display task information.

*/

const createTaskTable = () => {

return Helper.Table.create({

target: 'tableContainer',

caption: null,

data: {},

columns: [

{

name: 'Full Name',

key: 'fullName',

width: '20%',

cellRender: ({ creator }) => `<b>${creator.fullName}</b>`,

},

{

name: 'Title',

key: 'title',

width: '20%',

cellRender: ({ title }) => `<span>${title || '-'}</span>`,

},

{

name: 'Description',

key: 'contents',

width: '45%',

cellRender: ({ contents }) => `<span>${contents || '-'}</span>`,

},

{

name: 'Created',

key: 'created',

width: '10%',

cellRender: ({ created }) => `<span>${created.split('T')[0]}</span>`,

},

{

name: 'Action',

key: 'actions',

width: '5%',

cellRender: ({ taskID }) => `

<p class='deleteTranslationIcon deleteBtn' _dataId="${taskID}">

<i class='fa fa-trash-alt _actionIcon' title='Delete translation'></i>

</p>

`,

},

],

});

};



// ======================================= MODAL =======================================



/**

* Initiates the deletion of a task identified by its taskId asynchronously.

* Upon successful deletion, closes any open dialogs, reloads the page to reflect the changes.

* @param {string} taskId - The ID of the task to be deleted.

* @returns {Promise<void>} - A Promise that resolves after the task deletion and page reload.

*/

const deleteTaskAction = async (taskId) => {

await deleteTask(taskId);

Dialog.closeWait();

window.location.reload();

};



/**

* Adding a new task with the provided title and description,

* closing the dialog window, and reloading the current page.

* @returns {Promise<void>} A promise that resolves once the actions are updated.

*/

const createTaskAction = async () => {

const title = $('#title').val();

const description = $('#description').val();



await addTask({ title, description });

Dialog.closeWait();

window.location.reload();

};



/**

* Displays a dialog window with specified configuration options and a custom button,

* calling the provided callback function when the custom button is clicked.

*

* @param {Object} config - The configuration object for the dialog window.

* @param {string} config.title - The title of the dialog window.

* @param {number} config.width - The width of the dialog window.

* @param {string} config.btnOk - The label for the OK button.

* @param {string} config.btnCancelLabel - The label for the Cancel button.

* @param {string} config.content - The content to be displayed in the dialog window.

* @param {string} config.customButtonLabel - The label for the custom button.

* @param {string} config.customButtonStyle - The style for the custom button.

* @param {Function} callback - The callback function to be called when the custom button is clicked.

* @returns {void}

*/

const showDialog = (config, callback) => {

const {

title,

width,

btnOk,

btnCancelLabel,

content,

customButtonLabel,

customButtonStyle,

} = config;



Dialog.show({

title,

width,

btnOk,

btnCancelLabel,

content,

customButtons: [

{

label: customButtonLabel,

style: customButtonStyle,

fn: callback,

},

],

});

};



// ======================================= CONSTANTS =======================================



const DIALOG_CONFIGS = {

DELETE: {

title: 'Delete Task',

width: '550',

btnOk: false,

btnCancelLabel: 'Close',

content: '<p>Are you sure you want to delete this task?</p>',

customButtonLabel: 'Delete Task',

customButtonStyle: 'background:#fe810',

},

CREATE: {

title: 'Add New Task',

width: '550',

btnOk: false,

btnCancelLabel: 'Close',

content: `

<section>

<input id="title" type="text" placeholder="Title" />

<textarea id="description" placeholder="Description" style="padding-top: 8px;"/>

</section>

`,

customButtonLabel: 'Add Task',

customButtonStyle: 'background:#fe810',

},

};





// ======================================= API =======================================



/**

* Retrieves tasks by making a GET request to eLabSDK.

*

* @returns {Promise<Array>} A promise that resolves with an array of tasks upon successful retrieval, or rejects with an error response.

*/

const getTasks = () => new Promise((resolve, reject) => {

new eLabSDK.API.Call({

method: 'GET',

path: 'tasks',

onSuccess: (xhr, status, response) => {

resolve(response);

},

onError: (xhr, status, response) => {

reject(response);

},

}).execute();

});



/**

* Adds a new task with the provided title and description by making a POST request to eLabSDK.

*

* @param {Object} task - An object containing the title and description of the task.

* @param {string} task.title - The title of the task.

* @param {string} task.description - The description of the task.

* @returns {Promise<Object>} A promise that resolves with an array of tasks upon successful retrieval, or rejects with an error response.

*/

const addTask = ({ title, description }) => new Promise((resolve, reject) => {

const data = {

assigneeID: 0,

title,

contents: description,

};



new eLabSDK.API.Call({

method: 'POST',

path: 'tasks',

pathParams: {},

onSuccess: (xhr, status, response) => {

resolve(response);

},

onError: (xhr, status, response) => {

reject(response);

},

}).execute(data);

});



/**

* Deletes a task with the specified ID by making a DELETE request to eLabSDK.

*

* @param {string} id - The ID of the task to be deleted.

* @returns {Promise<Object>} A promise that resolves with an array of tasks upon successful retrieval, or rejects with an error response.

*/

const deleteTask = (id) => new Promise((resolve, reject) => {

new eLabSDK.API.Call({

method: 'DELETE',

path: `tasks/${id}`,

onSuccess: (xhr, status, response) => {

resolve(response);

},

onError: (xhr, status, response) => {

reject(response);

},

}).execute();

});

One of the crucial things to remember while creating an add-on is prioritizing using SDK and API methods over custom code. A good example will be rendering buttons or making HTTP requests. By using the methods provided by SDK, you can be assured, e.g. buttons will have correct styling, or all the necessary headers will be appended to your HTTP request.

More Complex Add-on Development

Obviously, most of the add-ons that will be created will be more complicated than this example. Naturally, while delivering more complex features, developers would like to use the power of breaking code into modules, minimizing code for production, writing test cases for their code, and using all the other advantages of modern web development. While working on the add-ons, we’ve created a boilerplate add-on, allowing users to achieve a project structure, packaging, testing, etc. The project can be found on GitHub.

Remember that the eLabNext SDK is gaining momentum; thus, the documentation needs to be completed. Please contact our team if you find yourself in a situation where help might be required. Our team will continue writing about the eLabNext add-on development process. We will cover topics like submissions of add-ons to eLab Marketplace, tips and tricks of eLabNext add-on development, talking about more complicated features development, and so on.

In June 2013, a Canadian medical lab, Lifelabs, lost patient files and personal information of more than 16,000 patients. A computer sent for servicing was returned without its hard drive, containing valuable ECG results gathered at three local facilities between 2007 and 2013. Its lab data management failed due to its enormous cost.

More recently, in April 2023, a ransomware attack at a medical testing lab, Enzo Clinical Labs, based in New York, caused a serious data breach, exposing more than 2.5 million customers. Personal data, medical files and lab results were compromised.

Theft and destruction: Today, holding critical data on hard drives is risk-prone and not considered best practice. They’re a single point of failure, and this centralised storage is vulnerable to destruction, theft and corrupt data. While no system is impervious to being attacked, measures around the privacy of your customers, lab research and confidential information must be taken seriously.

The Investigator pointed out that “healthcare providers are prime targets for ransomware attackers. They sometimes have less robust IT systems and have a high incentive to pay the ransom to regain control of systems and protect patient data.”

Old data: Another serious issue is data loss due to the unsuccessful transfer of physical medical files and data to electronic versions. Today, data is lost at a rate of 17% annually, and 80% of datasets older than 20 years are no longer available.

• How robust are the privacy measures around your lab’s research data?

• Are you confident that your files are secure?

• Are your old and historical data archived properly?

Find out how eLabNext can provide a solution for your lab requirements.

In this blog, you will find:

1. What is Lab Data Management (LDM)?
2. What digital platforms does your lab need?
3. What happens when your LDM fails?
4. What are the priorities of lab data management?
5. A checklist of a proper lab data management system
6. How did you rate?
7. An elegant, all-in-one lab data management solution

Let's begin!

What is Lab Data Management?

Lab Data Management (LDM) is the systematic organisation, storage, retrieval and analysis of data generated in a laboratory environment. This encompasses samples, inventory, experiments, findings, instruments, photos and more. It is crucial and central to many industries and disciplines, including biology, chemistry, physics and environmental sciences. 

The primary goal of lab data management is to ensure that data is: 

• Accurately recorded
• Securely stored
• Easily accessible for analysis and reporting

It’s imperative to assess the scalability and flexibility of the system to accommodate future growth and changes in research teams. Beyond that, its users are human beings with a mix of IT savviness, so user-friendly interfaces and ease of integration with existing laboratory instruments and systems are pivotal in decreasing human input error and accidental data removal.

A good LDM system will factor in the following:

• The size of the laboratory
• The complexity of experiments
• Data security requirements
• Regulatory compliance needs
• Budget constraints

A successfully implemented LDM mitigates theft, loss of data and human error.

What digital platform does your lab need?

It’s important to understand the differences in labels and offerings out there so that your lab has the best digital platform for its needs, objectives and flow. Broadly speaking, there are LIS platforms and ELN platforms.

LIS has increasingly (and confusingly) come to mean a few different things: Lab Information Systems and Lab Inventory Systems. 

ELN is an electronic lab notebook platform. It is meant to replace physical notebooks found in labs. 

Very few LIS or ELN platforms today offer a complete lab solutions platform for inventory, protocol and journaling that all labs need. Most are complicated, require third-party software that forces disparate software to work as one and are not as versatile with cross platforms.

Do you know which platform is best suited to your needs? Why?

Make sure you check out our next blog, where we deep dive into these different platforms and compare elements to aid you in ensuring the platform you use for your lab is best suited to your needs.

Information integrity today: when a LDM fails

Today, information is money. Medical facilities and research labs come under attack because of the rich content of personal information, including addresses, passwords, contact details, health vulnerabilities, patent information, corporate secrets and research findings. They are targeted in various ways, including:

• Ransomware Attacks Cybercriminals may deploy ransomware to maliciously encrypt critical medical and research data, demanding a ransom for its release. 
• Data Breaches Attackers may aim to steal sensitive patient information, research data, or intellectual property. Stolen healthcare records can be valuable on the dark web for identity theft, insurance fraud or other malicious activities.
• Phishing Attacks Phishing emails, which attempt to trick individuals into divulging sensitive information, are a prevalent threat. In healthcare and research settings, attackers may use fake emails to access login credentials, financial information or sensitive research data.
• Supply Chain Attacks Cybercriminals may target the supply chain of medical facilities or research labs. Compromising the security of vendors, suppliers, or partners can provide attackers with a pathway to infiltrate the primary target.
• Advanced Persistent Threats (APTs): APTs involve highly sophisticated, targeted attacks often carried out by well-funded and organised groups. These attacks aim to gain persistent access to networks, often for espionage purposes and can be particularly challenging to detect.
• Disruption of Healthcare Services Cyberattacks may be aimed at disrupting critical healthcare services, such as patient care systems, medical devices or communication infrastructure. This has severe consequences for patient safety and overall healthcare operations.
• Intellectual Property Theft Research labs are often targeted for intellectual property theft, including valuable scientific discoveries, experimental data or proprietary information.
• Internet of Things (IoT) Vulnerabilities Many medical devices and laboratory equipment leverage the Internet of Things If IoT devices are not properly secured and managed. Security vulnerabilities in these devices can be exploited to gain unauthorised access, disrupt operations, or steal sensitive information if IoT devices are not properly secured and managed.

In May 2019, an American Medical Collection Agency (AMCA) data breach impacted the privacy of more than 22 million patients. It costs €361,000 to involve IT professionals and consultants from three different firms to identify the source of the breach, diagnose its cause and implement appropriate solutions. Furthermore, 

more than €3.5 million was spent meeting legal requirements and regulatory obligations. AMCA was forced to reduce its workforce from 113 to 25 employees to cope with its sudden financial repercussions.

• How savvy is your lab data management system?

The priorities of Lab Data Management

Where do issues arise when choosing an LDM? What do you need to consider before making the choice? Does your LDM provider cover the following?

Data Quality Assurance

Data Quality Assurance in Lab Data Management refers to the systematic process of ensuring the accuracy, completeness and reliability of laboratory data. It involves validating data at various stages, implementing quality control measures and adhering to standardised protocols. This ensures that research findings and clinical results derived from the data are trustworthy and meet regulatory requirements. 

If this is compromised or fails, it can lead to inaccurate research outcomes, compromised patient care decisions, and regulatory non-compliance. Inaccurate data may result in flawed analyses, misinterpretations, and erroneous conclusions, impacting the integrity of scientific research or diagnostic procedures. 

What is lost if your lab’s data quality assurance is weak? It’s the trust your customers place in laboratory results that can hinder further collaboration. It poses serious ethical and legal consequences in the fields of healthcare and scientific research.

Have you heard of Samplecheck5000? It may sound particularly attractive to labs, but it is actually malware developed to specifically target labs for its sensitive data!

Data security and confidentiality

The data your lab collects is confidential for your customers and your proprietary research and findings. Protecting your data’s confidentiality and security involves implementing measures to safeguard sensitive information generated or stored in laboratories. This includes protecting patient records, research findings and proprietary data from unauthorised access, disclosure or alteration. Security measures may include encryption (in transit and at rest), access controls and secure storage protocols.

Inadequate measures to protect your data can destroy the integrity of your business and cause massive financial debts to fix and compensate for damages. In today's IoT era, it is easy to gain unauthorised access to sensitive patient information, intellectual property theft or regulatory violations. Patient privacy may be jeopardised, leading to legal consequences and damaging an institution's reputation. Research findings may be at risk of theft or manipulation, impacting the validity and trustworthiness of scientific outcomes. 

ISO 27001 The ISO 27001 is an international standard published jointly by the International Organization for Standardization and the International Electrotechnical Commission in 2005. It provides benchmarks for managing information security, and the latest standards were updated in 2022. When an organisation is aligned and certified by ISO 27001, it becomes a tool for risk management, cyber-resilience and operational excellence.

• Is your LDM ISO 27001 certified?

Data storage and retrieval

Data storage and retrieval in Lab Data Management refer to the systematic organisation, storage and efficient retrieval of laboratory data. Today, scalable solutions are vital to cope with the evolving growth of samples or customers needed. Hard drives or even servers have limited capacity for storage—Cloud-based solutions offer flexibility and are engineered to remove single points of failure. 

It is imperative that your lab data management involves establishing secure and accessible repositories for diverse types of data, such as experimental results, patient records and research findings. Effective storage systems ensure data integrity, accessibility and long-term preservation. 

If compromised, data storage and retrieval issues can lead to data loss, corruption or delays in accessing critical information. Lab researchers can run into issues hindering scientific progress and decision-making. In a healthcare setting, patient care is impacted when there are delays in accessing vital medical records—or even worse, when data is lost. 

Old and historical data, particularly within a medical environment, is still relevant when treating a patient—if those files and folders succumb to fire, flooding, accidental destruction or chemical damage, the valuable information is irretrievably lost. Not to mention printing inks that might fade over time or suffer insect attacks, such as silverfish. Proper archiving is essential to prevent further loss.

Data integration

Data comes from all sources, particularly if we include historical and archived data—which can be important to derive valuable patterns and trends for lab and research use.

Data integration in Lab Data Management involves consolidating diverse data sets from different sources within a laboratory or across multiple laboratories. It aims to provide a unified and coherent view of data, facilitating comprehensive analyses and informed decision-making. Effective data integration enhances collaboration, accelerates research and enables a holistic understanding of complex scientific phenomena. 

If compromised, incomplete or inaccurate datasets can hinder researchers' ability to derive meaningful insights. Inconsistencies in integrated data may lead to erroneous conclusions and impact the reliability of research outcomes. Additionally, failed data integration can impede interdisciplinary collaborations, slow down research progress and introduce inefficiencies in laboratory workflows. 

Data governance

Data governance in Lab Data Management refers to the establishment and enforcement of policies, procedures and standards to ensure the quality, integrity and security of laboratory data throughout its lifecycle. It involves defining roles, responsibilities, and guidelines for data management, access, and usage. 

Effective data governance promotes accountability of data streams, data consistency, transparency and compliance with regulatory requirements. 

Data governance issues can lead to data inconsistencies, unauthorised access and regulatory non-compliance. Lack of clear policies and oversight may result in data mismanagement, compromising the reliability and trustworthiness of research outcomes. 

Data backups

Backups are essential in the lab environment. It involves creating duplicate copies of critical data to safeguard against loss or corruption. This process ensures the availability of data in the event of accidental deletion, hardware failure or other unforeseen issues—and can help protect against ransomware. Regular backups contribute to data resilience and are crucial for maintaining the integrity of research findings and patient records. 

Cloud-based Lab Data Management (LDM) solutions offer benefits such as automated backups, scalability, and accessibility. With cloud-based LDM, data is stored off-site, reducing the risk of data loss due to on-site disasters. A good SAAS-delivered LDM platform will ensure your data should be encrypted in transit and at rest.

The consequences of not backing up data or not being rigorous in choices, levels of security and frequency can be severe. Loss of critical data may impede ongoing research, disrupt laboratory workflows and compromise the continuity of patient care. Without reliable backups, recovery from data loss becomes challenging, potentially resulting in permanent loss of valuable information, setbacks in research projects and compromised scientific integrity. 

Data traceability

Increasingly, data provenance is highly sought—as it allows the data to be traced to its source, its human owner and inputter and creates accountability and integrity.

The ability to track and document the origin, processing steps and modifications of laboratory data throughout its lifecycle is essential to publishing research, accessing research grants and moving the needle forward to creating a successful solution/product. It involves maintaining a comprehensive audit trail that ensures transparency, accountability and compliance with regulatory standards. 

With data traceability, researchers can validate and reproduce results, verify the quality of data, and adhere to stringent documentation requirements. Cloud-based LDM solutions enhance data traceability by providing de-centralised storage, automated version control and access logs. This facilitates collaboration, reduces the risk of errors and ensures that data can be reliably traced back to its source.

Compliance

Maintaining compliance in a lab environment, particularly in environments governed by Good Laboratory Practice (GLP) guidelines, is critical. The GLP is a set of principles and standards established 

by various national and international regulatory agencies. One of the key organisations involved in developing and promoting GLP principles at the global level is the Organisation for Economic Co-operation and Development (OECD). In the European Union, GLP regulations are outlined in Directive 2004/10/EC, which was later incorporated into the Good Laboratory Practice Regulation (EU) No 2017/160.

The primary objective of GLP is to facilitate the generation of high-quality and credible data, particularly in industries such as pharmaceuticals, chemicals and biotechnology. Regulatory bodies rely on the data generated in non-clinical studies to make decisions about the safety and efficacy of products before they reach the market. Adherence to GLP helps ensure that the data produced is of the highest quality, minimising the risk of errors, fraud and misinterpretation.

Compliance encompasses data collection, storage, retrieval, and documentation processes to meet regulatory requirements and maintain the quality of research outcomes.

A cloud-based LDM system provides several benefits, such as de-centralised and secure storage, automated audit trails, and version control mechanisms that facilitate traceability, allowing organisations to demonstrate compliance during regulatory inspections within their supply chain. Cloud-based solutions also enable scalability, accommodating the growing volume of data generated in research labs and ensuring efficient and cost-effective management.

The consequences of non-compliance can be severe, especially when failing to meet GLP guidelines. Regulatory penalties, data rejection by authorities and damage to the institution's reputation are potential outcomes. 

🡪 What can happen at a legal level if your lab is not digitised? Read our whitepaper. 

Version control

Systematic management and tracking of changes made to datasets, software and analysis tools over time ensures version control for a successful Lab Data Management (LDM). With effective version control, researchers can identify, compare and revert to previous versions of data or software, maintaining data integrity and reproducibility. 

Failure to have effective version control results in challenging management of multiple versions of datasets. The reliability and efficacy of data sets weaken, leading to confusion, errors and difficulties in reproducing or validating research results. 

Data ownership and intellectual property

Data ownership and intellectual property (IP) involve defining and protecting the rights and responsibilities associated with generated data and intellectual contributions. In the context of a research lab, IP encompasses the creations, innovations and discoveries conducted within the laboratory. It often includes:

• Patents
• Copyrights (software code, scientific publications)
• Trademarks (lab names, logos or brand names)
• Trade secrets like methods, techniques or procedures, recipes (e.g., in perfumery, food & drink production)
• Databases/sets
• Innovations (e.g., if a lab or organisation designs their own novel equipment or devices.)

Researchers, institutions and collaborators need clear agreements on data ownership, authorship and intellectual property rights to avoid disputes and ensure ethical use. De-centralised LDM systems can facilitate these aspects by providing transparent access controls, audit trails and collaborative platforms. Permissions can be fine-tuned, ensuring that only authorised individuals can access, modify or share specific datasets, safeguarding sensitive information and adhering to legal and ethical standards.

This is an extremely important facet of your Lab Data Management. If this is compromised, costly disputes may arise over authorship, data usage or intellectual property rights.  Inadequate protection may discourage innovation, collaboration and the secure exchange of data, hindering scientific progress. 

Training and documentation

At the end of the day, any Lab Data Management system is only as good as the ability of the user to comply. It is no good if the user insists on sticking with notebooks, pens and pencils! Training and education on proper data management practices and maintaining comprehensive records outlining data handling procedures are vital for lab users. While the software may be intuitive, it still needs humans to be properly initiated into its usage.

Training ensures that individuals understand the importance of data integrity, security and compliance with relevant regulations. Clear documentation provides guidelines and standard operating procedures (SOPs) for data collection, storage, analysis and sharing.

Documentation is also crucial: Cloud platforms facilitate real-time updates, ensuring all users can access the latest information. Training modules can be delivered remotely, fostering efficient onboarding and continuous education for lab personnel.

Data reporting

Efficient data reporting is crucial for communication, decision-making and meeting regulatory requirements. 

Data reporting is the systematic and accurate presentation of research findings, experimental results and analytical outcomes. This process includes creating comprehensive reports, summarising key insights and ensuring that the data presented is clear, transparent and adheres to relevant standards. Cloud-based solutions enhance data traceability, ensuring that the reported information can be linked back to its source and supporting reproducibility.

Without high-level data reporting, the dissemination of inaccurate or incomplete information results in flawed interpretations hinders collaboration and impacts the credibility of research outcomes. Inadequate reporting practices can also lead to regulatory non-compliance, especially in industries where adherence to standards is essential. 

Electronic Lab Notebooks (ELN) integration

Electronic Lab Notebooks (ELN) are digital versions of traditional paper lab notebooks. They enable researchers to record, organise and share experimental data electronically, improving collaboration, data accessibility and traceability in laboratory settings. There are many ELN software in the market but few integrate seamlessly with inventory systems, LIMS and LIS software too—particularly one within its own ecosystems.

Does your Electronic Lab Notebooks (ELN) integrate seamlessly with the other systems in your Lab Data Management (LDM) or is it disparate and glitchy? The benefits of ELN integration include being able to access their electronic notebooks securely from anywhere, facilitating remote collaboration; while real-time synchronisation ensures that the latest data entries are instantly available to the entire team. 

Data silos are a very real problem when integration fails, causing data to be scattered across various platforms, hindering collaboration and traceability. Incomplete integration may result in data duplication or loss, affecting the accuracy and completeness of experimental records. Security vulnerabilities in the ELN integration can expose sensitive information to unauthorised access, risking data integrity and confidentiality.

Resource constraints

Every lab has to work within set budgets, personnel and IT support. Integrating considerations regarding implementing and maintaining advanced data management systems into decision-making within a laboratory setting is vital. Laboratories often face challenges in allocating funds and dedicated personnel for robust data management infrastructure.

Select Cloud-based LDM solutions that eliminate the need for extensive in-house IT infrastructure, reducing upfront costs and providing scalable and secure solutions. Cloud-based LDM also allows labs to benefit from regular updates and improvements without the need for costly in-house IT support.

Without adequate financial investment, labs might resort to suboptimal data management practices, potentially leading to data loss, inconsistency and reduced data quality. 

Collaboration

By definition, research within the lab environment often sits in collaboration with teams, not only within the physical confines of the lab but with partners and other teams around the world. The science world is a highly social world, with the need to collaborate with other teams in moving the process forward for their innovation, be it chemical, medical or aeronautical.

Is your Lab Data Management system able to work with other platforms seamlessly? Does it recognise other platforms?

Collaboration in Lab Data Management (LDM) involves the seamless sharing, integration and coordination of research data among team members—in- and out-of-house—and across different projects. Effective collaboration is essential for enhancing research outcomes, accelerating discoveries and fostering interdisciplinary cooperation within laboratories.

Cloud-based LDM systems allow researchers to work on the same datasets in real-time, irrespective of geographical location. These platforms also support standardised collaboration tools, ensuring uniformity in data management practices and enhancing interoperability.

Inconsistencies lead to errors, misinterpretations and delays in research projects. Inventory can be mixed up, ELN entries can be confusing, leading to data silos, hindering efficient information exchange and collaborative decision-making. Progress of research is impeded, which undermines the quality of scientific outcomes.

A checklist of a proper Lab Data Management system

Is your Lab Data Management system up to scratch? Will it pass muster today? Does it include the following?

• Data quality assurance.

• ISO27001 level security for my data so that confidentiality is maintained.

• Data is stored following modern best practices so that theft, destruction, misplaced hard drives, and computers can easily be avoided.

• My data storage flexes and scales with the needs of my team and research.

• I can easily and reliably access and retrieve my data, no matter how old it is.

• My LDM facilitates easy data integration with multiple platforms and diverse data sets.

• My data is governed by the proper establishment and enforcement of policies, procedures and standards to abide by regulatory requirements.

• My LDM ensures proper backups to secure ISO 27001-certified solutions.

• I have the ability to track and document the origin, processing steps and modifications of my laboratory data throughout its lifecycle.

• My LDM provides a high level of GLP-compliant checks to ensure my data is credible so that I can rest easy, knowing that my innovation/product is both safe and efficacious.

• My LDM systematically manages and tracks changes made to datasets, allowing me to identify, compare and revert to previous versions of data if I need to.

• My LDM provides transparent access controls, audit trails and collaborative platforms, negating issues of data ownership and compromised intellectual property.

• My LDM provider ensures that my team and I are adequately trained to use the software and have proper documentation to refer to for help.

• My LDM generates reporting for systematic and accurate presentation of research findings, experimental results and analytical outcomes.

• My LDM seamlessly integrates my ELN with our inventory systems, LIMS and LIS software.

• My LDM comfortably fits within our lab’s allotted budgets, personnel and IT support.

• My LDM allows me to collaborate with my team effortlessly—and even others within the ecosystem of my study.

How did you rate?

Data is increasingly valuable—which also means it is increasingly vulnerable. Labs spend tens of thousands to ensure the integrity, security, integration and strength of their lab data management. And yet, many don’t work seamlessly and are stapled together piecemeal, often using a workaround.

🡪 What other lab data management considerations are there? Read our other whitepapers.

A simple solution

eLabNext’s Lab Data Management is simple. We don’t like complicated. Our ecosystem of software comes in three separate modules, but all designed to work as one. What’s more, our entire ecosystem is certified ISO27001, not just the separate modules.

eLabJournal is our all-in-one electronic lab notebook (ELN). It has been designed to work seamlessly with our eLabInventory and eLabProtocol modules, providing the complete software solution for labs all over the world. We offer secure hosting plans as well as our expertise across Cloud-based hosting solutions, such as AWS, which is often considered the gold standard.

🡪Have a read about our take on what to consider when choosing the right ELN for your lab.

To securely manage your data, a decentralised, Cloud-based solution is ideal. It offers the following four main benefits:

Scalability

Because Cloud-based data solutions do not rely on you having a physical disk under your desk or in a cabinet in your building, it can expand and contract with your user pool and needs. It is also able to maintain acceptable performance as demand increases. The Cloud has "infinite" scalability as long as the applications and systems are architected optimally.

eLabNext is a Software as a Service (SaaS) solution—this means scalability is built into its strength and flexibility.

🡪 Read how easy it is to digitise your sample collection, organisation, labelling and more.

Security

Under the hood, Cloud-based data storage is designed to be decentralised, with encrypted parts of the data separated across physical disks and physical cabinets in a data centre, ideally across geographical locations. This allows the data to remain whole even if one physical cabinet fails—the Cloud can intelligently fill in the gaps. 

eLabNext allows you to control and govern your applications and data through user authentication and authorisation. We have systems in place to prevent and detect security events; our Cloud-based solution is more secure because you have a greater ability to manage security settings, which include greater logging and monitoring and the ability to take automatic actions. 

Reliability

Labs need their data and databases to be reliably delivered at any moment. Unreliable systems can mean the loss of important research results and data. Cloud-based lab data management reduces anxiety because it is a system that can serve traffic with minimal/no downtime. Additionally, the Cloud can be more secure because everything is engineered for high availability—after all, it has no single point of failure.

Equally important is eLabNext’s software ecosystem, which allows reliable integration between eLabJournal, eLabInventory, and eLabProtocol. This means no integration issues can disrupt the reliable storage, saving and cataloguing of lab data.

Resiliency

Decentralised storage systems better withstand failures and disruption by design. It can continue to serve traffic while maintaining integrity of security because redundancies are built in. Recovery can also be automated to self-heal.

eLabNext’s ISO 27001 certification includes our expertise in creating environments for your data that protect your valuable findings, patient/sample info, publications and ability to move your product to market.

ISO 27001 The ISO 27001 is an international standard published jointly by the International Organisation for Standardization and the International Electrotechnical Commission in 2005. It provides benchmarks for managing information security; the latest standards were updated in 2022. When an organisation is aligned and certified by ISO 27001, it becomes a tool for risk management, cyber-resilience and operational excellence.

Find out more

Do you want to know more about a lab data management system that ticks all the boxes in our checklist? Our team members are experts in tech and software and have backgrounds in science and lab environments. Speak to an insider about selecting the best lab data management system that is designed from the core for your needs.

We also welcome you to sign up for a trial.

Who is eLabNext?

Please peruse our easy-to-navigate website to find out more about eLabNext. It is our mission to elevate life science research with tools that are elegantly designed from the code-up. Our eLabNext platform is powerful enough to fit the needs of 10 or 5,000 lab research teams—but remains pared down in bulk and unnecessary elements that make software bloat and become clunky over time.

We’re a Dutch-born-and-based software endeavour founded by research scientists in 2010. Erwin Seinen and Wouter de Jong developed eLabNext because they were frustrated with their paper notebooks and how software systems out there were not seamless and did not integrate with each other, including equipment, security, inventory, and sample tools. 

Today, we have offices in the Netherlands, UK, USA and Australia, servicing labs all over the world. We help future-proof their digital platforms so that they can keep doing what they do to help better the human experience and our planet.

The National Institutes of Health (NIH) has recently implemented new data management and sharing (DMS) requirements for grant applicants and recipients. For all researchers seeking or currently funded by NIH grants, a data management and sharing plan must be submitted detailing how they will make their data available to other scientists and the public. 

Ultimately, this change benefits science, scientists, and society as a whole: “Sharing scientific data accelerates biomedical research discovery, in part, by enabling validation of research results, providing accessibility to high-value datasets, and promoting data reuse for future research studies,” states the NIH on its website. 

However, realising these benefits and implementing a DMS plan may take a lot of work. Some labs lack the infrastructure and data recording practices for effective data management and sharing. To rectify this problem, labs will have to rid themselves of outdated lab recordkeeping practices – such as paper lab notebooks and rudimentary databases that act as black holes (data goes in, never to be seen again) – which are no longer viable solutions. 

Therefore, winning an NIH grant is now tied to modern digital laboratory platforms, which are more effective data management and sharing tools. Labs lagging on digitisation are facing new financial motivations to implement changes. 

Meeting New DMS Requirements with eLabJournal

To facilitate data sharing through digitalisation, researchers can use eLabJournal, a secure, user-friendly, cloud-based lab notebook and data management platform. eLabJournal makes it easy for researchers to enter, store, and share their data with other scientists and the public while ensuring that sensitive information is protected and data privacy laws are complied with.

Here are a few ways researchers can benefit from using eLabJournal and comply with the NIH’s new DMS requirements.

Store data in a secure and accessible manner

eLabJournal has access control options to ensure that only authorised users can view or modify their data. The platform is built on a Roles & Permissions authentication model to ensure data security within the organisation. Customisable password policies, two-factor authentication, IP range restrictions, and VPN tunnelling all support data security from external threats. All of this is obtained through a web browser interface, meaning the security you put in place will not stand in the way of you accessing your data from wherever you happen to be working that day.

Share data with other scientists and the public

The eLabJournal platform has a customisable data-sharing plan that can be included in a grant application. Through the intuitive interface, users can generate simple, customised exports of sample or experimental records. eLabJournal’s open development architecture supports even more powerful data sharing and manipulation through our extensive library of API calls. 

Ensure compliance with data privacy laws

eLabJournal uses industry-standard security protocols to protect sensitive information, including 21 CFR part 11, GDPR, GxP, and HIPAA compliance. 

Integrate DMS plans into your digital lab platform

eLabJournal can incorporate many add-ons in the eLabMarketplace, enabling customisation and expanded functionality. One of eLabJournal’s add-ons, DMPTool, presents plan summaries within eLabNext, along with a link to download complete plans. This tool enables researchers to maintain compliance and manage DMS plans from the grant drafting process through the post-award period.

Digitalisation, at no extra cost

The new NIH requirements mean you can build the cost of eLabJournal into your grant itself. The NIH has clarified its instructions: Costs associated with a data management plan, including software subscription fees, may be included in the budget for the related project. 

Data Sharing Requirements and Digitalisation go Hand-in-Hand

In conclusion, the new data-sharing requirements for NIH grants represent a significant change in how research is conducted and how data is shared. Using eLabJournal, researchers can easily meet these requirements, promote collaboration, increase transparency, and improve public access to research data. Furthermore, many old excuses preventing labs from enacting data management modernisation are now moot: If you are applying for NIH funding, digitalisation is necessary.

If you want to see how eLabJournal can help your lab effectively manage and share data, schedule a free demo today!

Scientific research is rapidly evolving. The traditional approaches to documenting seed and plant storage face inherent challenges that hinder efficiency and progress. This has sparked a transformative shift towards digital technologies that address these challenges and provide solutions.

Opting for an electronic storage system represents a strategic decision to streamline operations while enhancing the accuracy, accessibility, and longevity of valuable genetic resources.

In this blog, we'll delve into the impact of electronic technology, such as specimen management inventories, in revolutionising the entire process of managing critical data.

Meticulous Documentation is the Key to Success

Before transitioning into the digital realm, it's crucial to recognise the paramount importance of appropriate sample storage and management.

• Seeds and plants represent the foundation of agricultural and ecological studies, acting as reservoirs of genetic diversity.
• A precise record-keeping system ensures the preservation of this diversity for ground-breaking research, innovative breeding programs, and impactful conservation initiatives.

Essential Features of A Digital Seed and Plant Storage System

Exploring how a virtual documentation platform can revolutionise the research experience:

Electronic Databases: Your Gateway to Intelligent Sample Management

• An online inventory provides a seamlessly organised system on a centralised platform.
• Researchers can experience efficient input, management, and retrieval of specimen data. Everything from species characteristics to geographic origins and genetic information.
• Examples like GRIN and Genesys showcase the power of electronic databases in transforming the storage and accessibility of crucial data.

Barcode Technology: Precision In Every Scan

• Say goodbye to the tedious process of data entry and minimise the risk of manual errors with an efficient barcoding system.
• Every specimen is assigned a unique identity. This ensures quick and accurate identification, tracking, and management.

Climate-Controlled Storage with Sensor Integration: Preserving Nature’s Blueprint

• An electronic platform safeguards each specimen with climate-controlled conditions to ensure an optimal storage environment for seed integrity and viability.
• Real-time monitoring and integrated sensors provide an alert mechanism to promptly detect any deviations.

Mobile Applications: Empowering Researchers On The Go

• Transform your field research experience with cutting-edge mobile applications for on-the-go data capture.
• Information such as storage location, images, and associated notes can be recorded in the app and seamlessly synchronised with a centralised database.

Advantages of Digital Documentation

Efficiency and Time Savings

• An online system transforms time-consuming tasks such as manual record-keeping and data entry into an automated process.
• Researchers can focus on analysis and experimentation, which significantly boosts overall productivity.

Data Accuracy and Integrity

• Eliminate the risk of illegible handwriting and transcription errors with a paperless solution.
• A digital platform ensures the data linked to every plant and seed is accurate and reliable, which ensures the integrity of research outcomes.

Global Collaboration

• Overcome geographical barriers with the power of a system platform, enabling researchers to collaborate globally with ease.
• If appropriate, access to a centralised database could facilitate information exchange, fostering shared germplasm contribution to the global genetic resource pool.

Adaptability to Changing Technologies

• In the fast-paced world of scientific research, a digital documentation system can be easily updated and integrated with the latest tools and applications.
• This adaptability ensures that seed and plant storage practices remain at the forefront of scientific advancements.

Conclusion

The digital management of seed and plant storage represents a paradigm shift in scientific research practices. By embracing technological solutions, researchers and scientists can enhance work productivity and contribute to the global effort of preserving biodiversity and advancing agricultural and ecological knowledge.

As we continue to navigate the complexities of our ever-changing world, the virtual landscape offers a promising path for the sustainable management of genetic resources.

Elevate your research potential with an advanced electronic sample management platform. Embark on a new era of efficiency in the digital world today.

Congratulations, you’ve adopted an Electronic Lab Notebook (ELN) and taken a significant step forward in streamlining your laboratory research! With your data organised and accessible in a digital format, you’re on your way to more efficient and collaborative scientific endeavours. However, having an ELN is just the beginning.

Previously, we’ve discussed the step-by-step process of implementing an ELN in a new or existing lab. In this blog, we’ll explore what comes next and how to make the most of this powerful digital tool.

Master the Basics

Before diving into the more advanced features, take the time to familiarise yourself with the basic functionalities of your ELN. Learn how to create and edit entries, organise folders, and attach files and images. Becoming proficient in these fundamental operations will lay a strong foundation for your ELN journey.

Explore Collaboration Tools

ELNs are designed to foster collaboration among researchers. Explore the collaboration features of your ELN, such as shared notebooks, comments, and version history. Collaborators can provide valuable feedback, contribute to experiments, or even take over when you’re away, ensuring continuity in your research.

Take Advantage of Integrations and Add-Ons

Taking advantage of ELN integrations and developed add-ons opens up a world of possibilities for researchers. Integrations with data analysis tools streamline data processing and enable real-time visualisation, empowering researchers to draw meaningful conclusions from their experiments. Additionally, utilising add-ons developed by the ELN provider can extend the platform’s capabilities, providing customised solutions for specific research needs, such as equipment scheduling, electronic signatures for compliance, or sample tracking tools. Embracing these integrations and add-ons maximises the potential of your ELN, making research more efficient, collaborative, and productive.

Set Up Custom Templates

Standardise, standardise, standardise! Tailor your ELN to suit your specific research needs by creating custom templates. Templates can simplify data entry and ensure consistent and standardised formatting across experiments. Consider templates for experimental protocols, project overviews, or data analysis sheets. Investing time in creating templates will save you time in the long run.

Stay Organised

With the ability to generate a vast amount of digital data, staying organised is crucial. Create a clear and intuitive folder structure for your experiments and data. Use tags and metadata to label and categorise entries efficiently. A well-organised ELN will make data retrieval and analysis a breeze.

Backup Regularly

Data is the lifeblood of scientific research, and losing it could be devastating. Always have a robust backup system for your ELN data to “future-proof” your research. Cloud-based solutions or server backups can protect your research from accidental deletions or hardware failures. Most cloud-based ELNs have reliable backup redundancy strategies to ensure your data is safe and secure.

Secure Your Data

As with any digital platform, data security is of utmost importance. Protect your ELN with strong passwords and multi-factor authentication. Ensure your ELN platform complies with relevant data protection regulations to safeguard sensitive research information.

Regularly Review and Revise

Periodically review your ELN entries and make necessary revisions. Keeping your ELN up-to-date and error-free will enhance the reliability of your research and prevent potential issues down the line.

Conclusion

As you navigate this new digital terrain, remember to master the basics, customise your ELN to suit your needs, embrace collaboration, stay organised, and prioritise data security. With the right approach, your ELN will become an invaluable companion in your scientific journey, accelerating your research and promoting collaboration within your team. Happy experimenting!

If you need resources to help you navigate these next steps, contact us today!

At eLabNext, everyone on our team truly loves interacting with our customers. We’re not saying this to be cheesy, we simply “do what we do” to help your lab and organisation succeed, whether you are at the beginning of your digitalisation journey or have been using eLabNext for the past decade. 

That’s why, when one of our customers, Ramzi Abbassi, Ph.D., joined the eLabNext team as a Lab Digitalisation Specialist, we were thrilled. Not only do we get to benefit from his scientific and digitalisation expertise, but we also get an in-depth understanding of what it was like to be a customer, which ultimately makes us better at supporting their needs.

“I’ve spent time in medical, life science, and engineering laboratories at the University of Sydney, University of New South Wales, and University of Oxford,” explains Ramzi. “As a member of the research support team at the Children’s Cancer Institute Australia (CCIA), I worked on ensuring institute-wide safety and compliance. These experiences have unveiled shared challenges that resonate within all of these distinct research communities.”

They also introduced him to the power of digitalisation, digital lab platforms, and, ultimately, eLabNext.

This week, we interviewed Ramzi to learn more about his background, insight into labs’ shared challenges with digitalisation, experience with eLabNext, and view on the future of lab digitalisation looks like. 

Common Lab Challenges 101

Ramzi’s academic journey led him to the quirks and inefficiencies of using non-digital, legacy systems in the modern research world. Later in his career, during Ramzi’s work at the CCIA, he was tasked with identifying a solution to some deeply ingrained institute-wide challenges. 

“The institute wanted to overcome some of the internal challenges with tracking compliance, mitigating risk with paper lab notebooks, and improving inventory and cold storage management,” explains Ramzi.

CCIA wasn’t the only organisation that Ramzi had seen experience these problems. Over the course of his Bachelor’s, Ph.D., and involvement with teaching and managing research operations, Ramzi has seen challenges fall into five distinct buckets.

Insufficient Data Infrastructure and Facilities

Ramzi saw lab managers and supervisors dedicate considerable efforts to ensure appropriate access to data, equipment, and inventories. However, a streamlined digital approach to managing access control remains a relatively untapped opportunity.

Difficulties Managing Compliance

Navigating the intricate landscape of research regulations and ethics committees’ requirements is a common challenge. Despite modern labs boasting cutting-edge instruments and technology, the absence of widely used digital platforms for managing safety protocols poses a collective hurdle. 

The lack of secure and accessible audit trails, coupled with the inability to generate custom reports, particularly concerning chemical and biological hazards, leads to manual and error-prone management, resulting in potentially unsafe laboratories or practices,” says Ramzi.

Documentation Challenges

Ramzi experienced the difficulties of mixed paper and digital record-keeping systems. Coexisting paper lab books and internal servers introduce inefficiencies and risks, with security concerns over non-digital records. Siloed electronic lab notebook systems compound the problem due to a lack of interoperability with research equipment, samples and limited customisation.

Non-standardised Protocols

Ramzi also saw the absence of standardised protocols contributed to experimental inconsistencies and wastage. Ensuring that researchers consistently work with the latest approved versions of protocols is challenging due to the lack of a digital approval process.

Resource Waste

For many labs, data loss, double ordering, and difficulty tracking samples in freezers (which can lead to reduced freezer longevity and increased energy expenditure due to door-open times) are all common problems. 

“This resource wastage is a recurring issue exacerbated by the lack of transparency and inefficient non-digitised processes,” comments Ramzi.

Finding Digital Solutions

As mentioned above, many of these problems have digital solutions. While Ramzi was working at the CCIA, he conducted a thorough exploration of various digital lab platforms and identified eLabNext as a solution that ultimately made laboratory operations more streamlined and efficient.

“eLabNext’s responsiveness, often within six hours despite the time zone difference between Australia and the EU/US, demonstrated a commitment to support,” Ramzi recalls. “The team facilitated online calls, guiding us through implementation, testing, and rollout, and remained receptive to incorporating changes we deemed necessary.”

A lot more factors also went into CCIA’s decision to choose eLabNext. For one, the platform offered a comprehensive suite, including eLabJournal, eLabInventory, and eLabProtocols, ensuring a holistic solution to CCIA’s diverse laboratory needs.

“eLabNext emerged as the optimal choice due to its strong cybersecurity measures, cost-effectiveness, responsive customer support, robust product roadmap, and commitment to interoperability,” adds Ramzi. “Its adherence to ISO 27001 standards, support for GxP compliance, focus on research integrity, and custom legal agreements were key factors that aligned perfectly with the institute’s requirements.”

Making Digitalisation a Reality

Once eLabNext’s full suite of tools (eLabJournal, which includes both eLabInventory and eLabProtocols) was implemented at CCIA, eLabJournal enabled the improvement of data organisation and accessibility, compliance, collaboration and efficiency. 

“Over time, the perception of the product only improved as its long-term benefits were realised, including enhanced research integrity, interoperability, and future connectivity with research hardware using Internet of Things (IoT) protocols,” explains Ramzi.

The seamless integration of eLabJournal with eLabInventory and the possibilities presented by eLabMarketplace were particularly impactful. The implementation challenges were effectively addressed with eLabNext’s support, including the advice for a phased rollout and easy setup and installation of a dedicated private cloud.

The Jump Onto eLabNext’s team

Ramzi’s transition from being a client of eLabNext to joining the eLabNext team happened when the CCIA requested an eLabNext support team member to be present in their geographical location. This request aligned with eLabNext’s strategy: To provide customer support in clients’ local time zones. 

Ramzi ended up being the perfect fit for such a position. 

“Being part of both sides of the equation has allowed me to connect with everyone I’ve encountered in my research career, from researchers to biotech founders in Australia,” Ramzi describes. “It’s been a fantastic opportunity to collaborate with those addressing real-world problems and to leverage my unique perspective to help eLabNext’s clients in Australia, New Zealand, and the greater Asia Pacific.”

The Future of Lab Digitalisation

As Ramzi continues to support eLabNext users with his digital and scientific expertise, he, along with the entire eLabNext team, is looking toward the future of lab digitalisation. 

“In the short term, I envision lab digitalisation becoming increasingly integrated with AI and machine learning, enabling smarter data analysis and automation of routine tasks,” speculates Ramzi. “Innovations like eLabNext’s add-ons – Pipsqueak Pro, AI Protocol Generator, Immunomind, and mpVision, are already paving the way for more intelligent and efficient lab operations.” Further out, Ramzi thinks that lab digitalisation may evolve to encompass virtual labs and immersive technologies, transforming the way we conduct experiments and collaborate globally.

Eppendorf and eLabNext’s strategic vision to deepen their integration into the Eppendorf ecosystem heralds an epoch of synchronised research excellence, propelling laboratories towards heightened efficiency, collaboration, and a sustainable digital future of scientific exploration and innovation.

To learn more about lab digitalisation in Life Science and Biotech Research, check out this Eppendorf Lab Channel webinar, “Digitalisation in Life Science and Biotech Research.”

As an academic or industry scientist, no matter how large or small your research group is, the legal implications of your everyday work may be one of the furthest things from your mind. In the short term, you’ve got experiments to plan, funding to apply for, budgets to manage, and data to analyse.

But, while you’re focused on your “to-do” list for the week, there are long-term legal repercussions for everything you do. For instance, the experimental results and analyses you perform and record today can have far-reaching implications for intellectual property (IP) protection and future patent disputes over the timing of discovery. With the most recent events of former Harvard President Claudine Gay's resignation around allegations of plagiarism, it is imperative to discuss the legal expectations in the scientific world, whether it is in R&D, clinical trials, or drug discovery. 

Digitalising lab operations and implementing a defined Digital Lab Strategy has become a key step in “future-proofing” labs against legal complications, data loss, accidental or purposeful plagiarism, and procedural inefficiencies. While operating without digitalisation in a laboratory may not intrinsically lead to legal problems, there are several potential challenges and risks that can arise. These difficulties aren’t limited to paper-based record keeping but include inflexible digital platforms that aren’t tailored to the lab environment.

Data Security and Privacy Concerns

Paper-based records are more vulnerable to physical theft or unauthorised access than digital data. Failure to adequately protect sensitive information can result in legal consequences, especially if there are ISO or other regulations in place, such as GDPR or HIPAA, that mandate the protection of personal or sensitive data.

Alternatively, some labs may use a combination of digital tools that aren’t tailored to the laboratory environment. While these can be useful, some may not offer the security to keep sensitive data safe or protect against cyberattacks. Unpredictable events, such as natural disasters, may lead to data loss if data is stored in a paper format or digitally on a local network.

Documentation and Record Keeping

Inaccurate or incomplete manual records may lead to regulatory compliance issues. Audits and inspections by regulatory bodies are common in highly regulated environments and may be more challenging without organised and easily accessible digital records. Paper lab notebooks are not fully traceable and present challenges with linking data to specific instruments or equipment. Even digital platforms that some researchers use to record lab operations, such as OneNote, may not comply with 21 CFR Part 11 regulations, which lay out criteria for electronic records and signatures.  

Data Management

Paper-based record-keeping can create problems with retrieving, analysing, and interpreting data. Digital tools not tailored to the laboratory environment can make managing data, from creation to archival, slower and more error-prone. Without digital tools that are made for the data-heavy lab environment, research groups cannot demonstrate data integrity and traceability, which could pose compliance issues.

Reporting and Compliance

The regulatory environment is constantly changing. When using paper or piecemeal software tools, it can be difficult to generate timely and accurate reports required for compliance or to keep up with the ever-changing regulatory requirements. Flexible, customisable, and searchable digital lab platforms can help with this, particularly if bulk changes need to be made across multiple reports or notebook entries. 

Collaboration and Communication

Establishing and maintaining collaborations using paper-based notebook entries requires manual, time-consuming, and inefficient tasks. First, paper notebooks aren’t easily searchable, making finding specific entries or data difficult. Once found, entries must be scanned or copied to transmit electronically to a collaborator. Lack of efficient communication channels can lead to misunderstandings or delays in decision-making. With digital lab platforms, sharing and controlling entry permissions is as easy as a Google Doc. 

Intellectual Property Protection

Using paper lab notebooks can lead to IP problems due to the inherent risks of loss, damage, or unauthorised access. Paper records may be easily misplaced or damaged, resulting in the permanent loss of crucial experimental data, which can impact the claims made in patent applications or scientific publications. 

Additionally, the lack of version control in paper notebooks may make establishing the timeline of discoveries challenging, potentially leading to disputes over priority and ownership of intellectual property. Embracing electronic lab notebooks with secure access controls and data backup features can mitigate these risks and provide a more robust framework for protecting valuable intellectual property.

Conclusion

Laboratories need to assess their specific needs and regulatory requirements and determine how much digitalisation can address the legal challenges discussed above. Implementing an appropriate digital lab platform can help mitigate risks and enhance overall efficiency and compliance in laboratory operations.

To learn more about eLabNext and how our digital lab platform can help protect you from future legal trouble, read our report, “The Legal Implications of an Un-Digitized Lab,” or book a personal demo today.

Signature Workflows Add-on

The new Signature Workflow add-on allows you to set up an experiment signing workflow with multiple witnesses who must give their approval signatures. There is no limit to the number of approval steps.

Depending on your settings, every approval step will have to be performed by any of the collaborators of an experiment, a specific user or someone with a specific user role. Only after completing all approval steps will the experiment be marked as completed. Signature Workflows are assigned on the project level. This is a paid add-on, but you can sign up for a free 30-day trial.

AI Protocol Generation Add-on

Are you tired of manually creating lab protocols? Try our AI Protocol Generation add-on! Simply enter a few words describing your experiment and let AI do the rest.

Reports

From within the system admin panel, it is now possible to create a wide variety of reports, allowing you to gain insights into object creation, usage, and activity within your system. To access these report options, go to the system admin panel and access the reports section via the system dropdown menu.

Multi-select Compartments

Bulk selection of compartments is now available in the Inventory V2 Beta. This way, batch actions can be performed on the selected compartments, such as moving, deleting and printing ZPL labels if using V2.0.01 of the ZPL print add-on.

Select Multiple Samples in Experiments

Inventory V2 Beta has now been linked with the Journal. Browsing for samples via a used- or generated sample section within your experiment can now be done with the renewed Inventory. One great feature that has been added is the ability to select samples from multiple compartments. All selected samples are shown via the ‘Selected’ tab.

Archiving Reason for Samples

Another highly requested feature that has been implemented in the Inventory V2 Beta is the feature of adding an archive reason for deleted samples. By default, this is optional, but with the newly added group policy, entering an archiving reason can be enforced on group level.

If you have any questions or feedback, please don't hesitate to contact us.

I’m going to tell you a secret that will revolutionize the way you go about your day-to-day laboratory activities. As you may have guessed from the title, improving organization and increasing efficiency in the lab can be achieved by leveraging the Lean Sigma 5S program and robust inventory management software. Now, you’re probably asking yourself, “What the heck is 5S, and how does it relate to inventory management software?” In the following blog, you’ll find all the answers you need!

What is the 5S Program?
Working in a cluttered, disorganized lab setting can be frustrating. On top of making operations difficult, it can have far-reaching impacts on productivity and finances! I’ve learned that working in a disjointed environment produces low-quality work and wasted time, which has adverse emotional effects. The 5S program is a fundamental element of Lean Sigma, a methodology that seeks to eliminate waste and improve organizational efficiency. The 5S program involves five steps to help organizations create and maintain a clean, organized workplace.

The five steps are:

1. Sort: The first step is to sort through all the items in the workplace and determine which are necessary and which are not. Unnecessary items should be removed, freeing up space and reducing clutter.
2. Set in Order: The second step is logically arranging the remaining items. This involves identifying the most efficient location for each item and labeling or marking storage spaces to make it easy for employees to find what they need.
3. Shine: The third step is to clean the workplace thoroughly. This involves removing all dirt and grime and ensuring that equipment is maintained properly and in good working condition.
4. Standardize: The fourth step is establishing clear standards for how the workplace should be organized and maintained. This involves creating guidelines and checklists for employees to follow.
5. Sustain: The fifth and final step is to make the 5S program an ongoing process integrated into the organization’s culture. This involves training employees, monitoring progress, and continually improving the program.

Overall, the 5S program is a simple yet effective way to improve workplace efficiency and productivity by creating a clean and organized environment.

How Does Using 5S Improve Inventory Management?
The 5S program can be applied to inventory management in many lab settings to improve efficiency, reduce waste, and increase accuracy. Here are some ways to use the 5S program to improve inventory management:

1. Sort: In inventory management, sorting involves identifying slow-moving or obsolete items and removing them from the inventory, freeing up valuable storage space and reducing inventory costs.
2. Set in Order: The remaining inventory should be arranged logically once unnecessary items have been removed. This can involve grouping items by type, size, or frequency of use. Labeling or marking storage locations can also help employees quickly locate needed items.
3. Shine: Regular cleaning and maintenance of the inventory storage area can prevent damage to items and reduce the risk of lost or misplaced inventory. Cleaning can also help identify items that are damaged or no longer needed.
4. Standardize: Developing standard operating procedures (SOPs) for inventory management can help ensure that inventory is consistently stored, labeled, and tracked. SOPs can also help identify any issues or areas for improvement.
5. Sustain: Regular training and monitoring can help ensure that the 5S program is consistently followed for inventory management. This can also provide opportunities for continuous improvement by identifying and addressing any issues that arise.

How to Leverage the 5S Program with Inventory Management Software
Incorporating the 5S Lean Sigma program with inventory management software can help organizations further streamline their inventory management processes. Here are some ways to incorporate the 5S program with inventory management software:

1. Sort: An inventory management software can help easily identify lesser-used inventory items. By analyzing data such as sales history and inventory turnover rates, the software can generate reports to help determine which items should be removed from the inventory.
2. Set in Order: Inventory management software allows customizable fields to be set up to track items by type, size, or frequency of use. It can also provide features for automatic labeling or marking of inventory items.
3. Shine: An inventory management software can assist with regular cleaning and maintenance of the inventory storage area. The software can generate reports to identify items that are damaged or no longer needed. It can also be used to track maintenance and cleaning schedules.
4. Standardize: An inventory management software can establish SOPs for inventory management. These procedures can include guidelines for storing, labeling, and tracking inventory items. The software can also be used to enforce these procedures and ensure that they are being followed.
5. Sustain: An inventory management software can provide regular training and monitoring to ensure the 5S program is consistently followed. The software can generate reports that track adherence to the 5S program and identify areas for improvement.

By incorporating the 5S program with inventory management software, your lab can streamline and automate many of the tasks involved in the 5S program, making it easier to maintain a clean, organized, and efficient inventory storage area.

Conclusion
Organizational techniques and tools like the 5S program and inventory management software are essential to maintaining a clean and efficient lab environment. The 5S program, with its five fundamental steps, offers a straightforward yet highly effective approach to cultivating a clean and organized workplace. These principles can be seamlessly applied to inventory management, reducing waste, enhancing accuracy, and saving your organization valuable resources. I can tell you firsthand that these tools are life-changing and will make all the difference in operating your business. If you want to learn how eLabNext can transform your lab’s operations, contact us!

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