Digital Scholar Webinar

January 10, 2018

Hosted by the Southern California Clinical and Translational Science Institute (SC CTSI)University of Southern California (USC) and Children’s Hospital Los Angeles (CHLA)

Katja Reuter, PhD,

Director of the Digital

Scholar Program

About Today’s Session

Project management

Team management

Electronic Laboratory Notebooks (eLNs)

Today’s Learning Objectives

Describe the potential and strengths of using electronic Laboratory

Notebook (eLN) solutions

Identify different types of eLNs

Describe basic features of eLN and how they are used

Describe potential weaknesses of using eLNs and how to address them

Ulrich Dirnagl, MD

Today’s Speaker

Topic: Using electronic Laboratory Notebooks in the

academic life sciences: a group leader's experience on

how they can make research teams more efficient

Speaker: Ulrich Dirnagl, MD, Director, Department of

Experimental Neurology, Charité Universitätsmedizin

Berlin, Germany, and Founding Director, QUEST, BIH

Center for Transforming Biomedical Research, Berlin

Institute of Health, Germany

Questions: Please use the Q&A Feature

1. Click on the tab here to

access Q&A

2. Ask and post question here

1

2

USING ELECTRONIC LABORATORY NOTEBOOKS IN THE ACADEMIC LIFE SCIENCES: A GROUP LEADER'S EXPERIENCE ON HOW THEY CAN MAKE RESEARCH TEAMS

MORE EFFICIENT

Ulrich DirnaglUniversity of Southern California 1/10/2018

I strongly believe that paper laboratory notebooks are no longer state of the art.

There are a number of competitors offering high quality ELNs (Benchhive, LabCollector, SciNote, Labfolder …. For an extensive but still incomplete list seehttps://www.labsexplorer.com/c/2017-review-of-best-electronic-laboratory-notebooks_6 )

Labfolder is a startup founded by scientists in the Berlin area.I do not own any shares or do not receive any royalties or benefits from Labfolder. I just happen to have extensive experience with it.

Disclaimer / Conflict of interest statement

Reproducibility crisis?

“85% of health research is wasted.”Perrin S (2014) Nature 407:423-425

Mid 19th century 2015

A paper laboratory notebook is an atavism!

Electronic laboratory notebooks – a pocket guide

https://f1000research.com/articles/5-2/v1

Surveys

Score

1 =

least

rele

vant

5 =

most

rele

vant

4,75 - 5,00

4,50 - 4,75

4,25 - 4,50

4,00 - 4,25

3,75 - 4,00

3,50 - 3,75

3,25 - 3,50

3,00 - 3,25

2,75 - 3,00

2,50 - 2,75

2,25 - 2,50

2,00 - 2,50

1,75 - 2,00

1,50 - 1,75

1,25 - 1,50

1,00 - 1,25

Gro

up

Lead

er

Lab

man

ag

er

Po

std

oc

Ph

D S

tud

en

t

Tech

nic

al

pers

on

nel

Un

derg

rad

uate

ELN naive (n) 4 1 12 13 10 10

ELN user (n) 2 4 5 3 7 1

Sharing notes and data (naive)

Sharing notes and data (before test)

Sharing notes and data (after test)

Following progress (naive)

Following progress (before test)

Following progress (after test)

Intuitive interface (naive)

Intuitive interface (before test)

Intuitive interface (after test)

Use of mobile devices (naive)

Use of mobile devices (before test)

Use of mobile devices (after test)

Use of templates (naive)

Use of templates (before test)

Use of templates (after test)

Personal support (naive)

Personal support (before test)

Personal support (after test)

Saving time (naive)

Saving time (before test)

Saving time (after test)

Better structuring (naive)

Better structuring (before test)

Better structuring (after test)

Integration of digital content (naive)

Integration of digital content (before test)

Integration of digital content (after test)

Annotation and freehand drawing (naive)

Annotation and freehand drawing (before test)

Annotation and freehand drawing (after test)

Gro

up

Le

ad

er

La

bm

an

ag

er

Po

std

oc

Ph

D s

tud

en

ten

t

un

de

rgra

du

ate

stu

de

nt

Te

ch

nic

al

As

sis

tan

t

n naive 22 9 39 47 8 34

n ELN user 3 8 16 7 2 6

share notes and data (naive)

share notes and data (ELN user)

follow progress (naive)

follow progress (ELN user)

intuitive interface (naive)

intuitive interface (ELN user)

mobile devices (naive)

mobile devices (ELN user)

templates (naive)

templates (ELN user)

personal support (naive)

personal support (ELN user)

save time (naive)

save time (ELN user)

better structuring (naive)

better structuring (ELN user)

integration of digital content (naive)

integration of digital content (ELN user)

annotation and freehand drawing (naive)

annotation and freehand drawing (ELN user)

Rank

1

2

3

4

5

6

7

8

9

10

https://f1000research.com/articles/5-2/v1

* Minimum requirement for a state of the art eLN

Feature Paper LN Generic,electronic documentation system (Word,EverNote, …)

ELNs, (iLabber,Labfolder, eCat…)

High-End ELNs (LIMS)

Digital documentation (Text, graphics)* -

Digital documentaion (Free hand drawing)* - ()

Text search* -

Searching projects* -

Exchange of data* -

Management of users, logging of entries, time stamp, audit trail*

() manually -

21CFR11 Compliance* - -

Management of inventories (e.g. probes, chemicals) - - ()

Workflows (tasks, experiments) - - ()

Device integration (e.g. scales, readers, microscopes) - - ()

Analysis of raw data - -

Cost low low Intermed. high

Horses for courses – different types of LNs

Electronic laboratory notebook

90 sec tour

Get a quick overview of

the basic features.

Teamwork

See how teams can

discuss data and share

knowledge.

Word and Excel

import

See how we support

the most generic

formats used in

research.

Manage a team

Watch the team

management and

organization tool in

action.

Watch more of videos on Labfolder’s YouTube channel.

Video tours

All data in one place

All data in one place

Tag data, search data, projects, people….

Use of templates

Use of templates

23

History of each entry

24

Export, sign, witness, history, hide…..

Work together in teams

Work together in teams: Comment

Admins, rights, permissions….

Dashboard: Messages, tasks, comment, to do lists…

Use of apps to share data beyond the ELN, export to XHTML…

Manage materials

Communication &

Teamwork

Tasks & notifications for

working together better.

QM & Compliance

Integrated features for

simplified compliance in ISO,

GxP and others.

Backups & Archiving

central server for central

management.Roles & Access

Rights & roles and access

integrated.

Document management

Popular formats and digital

signatures are supported.

Inventory & Samples

Integrated materials

management.

Many solutions in one platform

Implementation support

● Onboarding of group

leaders and

scientists.

● Continuous training

of (new) scientists

and students.

Installation

& update support

● Supported

installation and

regular updates.

● Technical IT support

above the operating

system.

Integration

support

● Supported API

integration of in-

house solutions for

linking, long-term

archiving,

publication, etc.

User

support

● In-tool ticket system.

● Telephone and email

support for

scientists.

Company support

GLP

(OECD Guidelines on good laboratory practice)

GLP

requirement

Labfolder

Feature

Compliance

Access control Login, project access

rights

Full audit trail History function

Digital

signatures

Signing and witnessing

Daily backups Provided by labfolder

Data center

protected

Provided by data center

✔

✔

✔

✔

✔

CFR 21 Part 11

(FDA guidelines for digital signatures)

Requirement Labfolder

Feature

Compliance

Signature

(biometric /

credentials)

Signing and witnessing

Document

integrity

Audit Trail, Controlled

deletion, Hash sum

Access

management

Login, author control,

access rights

management

✔

✔

✔

Compliant to regulated environments

EXTENDED EDITION (PREMIUM)

Groups > 3 and additional group features

Industry Academia

Cloud 39€ /user/ month 15€ /user/ month

Server

39€ /user/ month

+ 5.000€ one-off

installation fee

15€ /user/ month

+ 2.500€ one-off

installation feeFREE TRIAL

Teams with up

to 3 members.

EXTENDED EDITION FOR LARGE ACCOUNTS /

CAMPUSES

For organizations with >500 users

✔ One solution for the entire organization.

✔ No user limit, billing for active users only.

✔ Individual account management and

support.

INTEGRATE

Partner with

labfolder to

develop and

monetize new

features or

connect own

solutions.

Pricing models (example)

Horses for courses – different types of LNs

Feature Paper LN Generic,electronic documentation system (Word,EverNote, …)

ELNs, (iLabber,Labfolder, eCat…)

High-End ELNs (LIMS)

Digital documentation (Text, graphics)* -

Digital documentaion (Free hand drawing)* - ()

Text search* -

Searching projects* -

Exchange of data* -

Management of users, logging of entries, time stamp, audit trail*

() manually -

21CFR11 Compliance* - -

Management of inventories (e.g. probes, chemicals) - - ()

Workflows (tasks, experiments) - - ()

Linking instruments (e.g. scales, readers, microscopes) - - ()

Analysis of raw data - -

Cost low low Intermed. high

Do not meet minimum requirements

(time stamping, copy/deletion protection, user management, 21 CFR

11, etc.)

Too expensive, too many features, too complex, not user

friendly

Challenges

• More expensive than paper LN

• Integration within institutional IT

• Administration, user support day to day

• Local (group) vs institutional solution

• Cloud vs institutional server

• Device integration

• Regulatory issues (GSP, Unions)

• Parallel solutions (paper + eLN)

The future (?)

• eLN fully integrated into data collection, collaboration, data dissemination

• Integration with open data [transparency]

• Publication from within eLN [data journals]

• Integration into structured QM Systems

• Auditing (internal/external) [trust]

Take home

• After an initial training phase users are very happy and don‘t want to change back to paper

• Most popular novel features: Collaboration, data storage, templates, accessibility from any computer, Pis: oversight, record keeping, GSP

• Start with pilot, select group that is motivated

• Try to implement solution from one provider

• Take concerns of potential users seriously (data security, sharing of data…) - do not enforce implementation

• Secure support of institutional IT

• Provide good support (in particular onboarding)

Q u e s t i o n s

Program director: Katja Reuter, PhD

Email: katja.reuter@usc.edu

Twitter: @dmsci

Next Digital Scholar Webinar

I n f o r m a t i o n a b o u t

t h e p r o g r a m

http://sc-ctsi.org/digital-scholar/

Date & Time: Feb 7, 2018 | 12-1PM PST

Topic: Using alternative scholarly metrics to showcase the impact

of your research: An introduction for researchers

Speaker: Caroline Muglia, MS, Co-Associate Dean for Collections

and Technical Services at University of Southern California

Register at: http://bit.ly/2CLAx5C