Electronic Laboratory Notebooks: Making it Happen

Transcription

1 Electronic Laboratory Notebooks: Making it Happen Dr Marie Dziadek Chief Scientific Officer Garvan Institute of Medical Research Garvan Institute of Medical Research, 384 Victoria Street, Darlinghurst NSW 2010, Australia COMMUNICATIONS

2 Electronic Laboratory Notebooks web-based live repository for data and files Most data is in digital format or can be scanned

3 Garvan Institute of Medical Research Currently transitioning to electronic processes for many systems and processes: Faster processing of approvals Easier record-keeping Easier auditing and compliance checking Decided to mandate the implementation of Electronic Lab Notebooks (ELNs): Institute-wide adoption maximises benefits

4 Benefits of Electronic Lab Notebooks Improved organisation of research data and related records - in one place, adding new data and comments, or electronically linking ancillary documents and data any time; Searchable by keyword or tag; Promotes collaboration by easy sharing of data and records; Accessible from almost any electronic device, any time and location; Secure, password-protected storage - safeguarded against loss or fraud; Easy duplication of research data and records when staff relocate; Protection of IP by time, date and versions (any edits); electronic audit trail; Straightforward recording/storage processes for compliance with the Management of Research Data and Materials Policy.

5 January 2015 June 2015 Established working group Identified ELN options (including in-house development) Utilised experience from University of Sydney Evaluated options against specific criteria Consulted with all staff and students Made executive decision Site license agreement signed in June 2015

6 Evaluation Criteria Proven solution in other institutions (USyd, Monash, USA institutions) Ease of set-up and use by individual researchers and Lab heads Type of file formats for data input and output Security access, audit trail, version retention, IP compliance Saving changes and frequency/process for backup Longevity future-proofing access and usability (ESCROW agreement) Installation local server vs Cloud (Australian), storage capacity Applications supported searching, ing, webforms, widgets Accessibility to external collaborators Options for integration with lab inventories Costs license, storage, support, development IT support required/available internal, ELN provider

7 Advanced search option Time and date stamp Real-time Office doc editing Folder layout Add tags for searching Link to other data

8 Revisions and Versioning Nothing is deleted! Every entry is securely time/date stamped: Can revert to any previous version of an entry or a page

9 Support during Rollout Garvan IT staff trained (two people) Garvan intranet site developed for LabArchives Local LabArchives rep Tim Shea LabArchive Helpdesk 24/7 (USA) LabArchives Webinars LabArchives newsletters, tips University of Sydney users

10 LabArchives intranet page

11 Training and Ongoing Support LabArchives face-to-face/webinar training for labs/groups 1. Initially relied on US LabArchives staff, local rep (Tim Shea): Difficult to organise training schedule Difficult to custom-design training according to needs 2. Set up internal training program: Required dedicated IT staff (~1 day week) and dedicated Project Officer (2 days/week) Required advertising of training programs, personal interaction with researchers

12 LabArchives Hierarchy LAB HEAD Owner: can transfer ownership of NBs Post-Doc or senior RA Administrator: can enable sharing Administrator: can enable sharing user user user user user user RAs, technicians, students

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14 Percent trained (%) Percent Garvan staff and students trained in LabArchives November Groups - with at least one person trained Group Leaders / Lab Heads Research Staff Students 10 0 Bone Cancer Diabetes Genomics Immunology Neuroscience Average Research Division

15 Comments on implementation Need a lot of hand-holding for training and uptake to be effective Postdocs and students are extremely receptive and engaged (they love it) Lab heads are more difficult to engage (but this doesn t matter to get set up) Uptake becomes easier the more individuals are using it across the Institute (cultural shift) Not all the benefits need to be realised initially better organisation of data and records, and search capability are sufficient to promote usage When to transition from hard lab books is an issue

16 Additional Comments LabArchives are developing the ELN to meet user demands (eg handling large datasets) Once rolled out across the Institute the internal support required will be minimal University of Sydney is using the Classroom Edition for undergraduate teaching Honours students will be used to LabArchives and will expect to use it for their PhD work