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Determining Requirements for an Electronic Laboratory Notebook

In order to select an appropriate digital notebook or Electronic Laboratory Notebook (ELN) for your group or organisation, it is important to have a good understanding of your requirements. This can be harder when choosing a notebook for an organisation that needs to support different disciplines because there may be conflicting requirements. If discipline-specific functionality is desired, it can be difficult to find features that work for everyone. Use the sections in this topic to understand the specific needs and goals of your organisation.

Benefits and desired features​

If you are considering implementing a digital notebook or ELN system that you have some ideas in mind about what the benefits of these may be for yourself or your organisation. It can be useful to write down the particular benefits or desirable features that you think will provide value to you or your organisation. If you do not need the extended functionality of an ELN, then choosing between different digital notebook options may be sufficient. It is important to identify those features that may be of most use, for example, if is it important to be able to capture handwritten notes or drawings, then a tablet-based app may be more appropriate than a notebook that runs on the desktop. If the work is primarily in silico and involves the use of code, then a Jupyter notebook may be most appropriate. Other choices such as Notion and OneNote are better for collaboration and knowledge management.

For more information about the benefits of digital notebooks and ELNs, see Benefits of Digital Notebooks.

Intended audience and user needs​

It is important to consider who will be using the digital notebook or ELN system in terms of how much they will be using it, for what purposes and what are their skill levels likely to be. The needs of students learning practical skills in the laboratory, will be very different to those of doctoral and post-doctoral researchers who may have more specific requirements, but also who may be more reluctant to change their working practices. Other user roles, such as educators, supervisors, collaborators, lab managers, safety staff, and technical support staff may also have specific function requestions, for example the ability to sign-off health and safety plans or configure shared notebooks for collaborative work.

It is also important to consider whether any functions of an ELN may have negative consequences for a particular audience. For example, ELNs can include functions such as automatic inclusion of health and safety data or calculating molecular weights. Although these can be efficient for experienced researchers, they could have a negative effect on students where it would be better for them to look up the information and learn the skills themselves rather than rely on the software. For academic organisations, you could consider having split strategy for different audiences, for example simple digital notebooks for undergraduates and more complex ELNs for postgraduates, or different tools for different disciplines if they have significantly different needs.

You should also consider the accessibility and usability of the software for different kinds of users. For example, do your users need to be provided with interfaces or documentation in different language, do they use keyboards with region-specific layouts, symbols, punctuation marks, and shortcuts, and do notebook candidates provide timestamps in the correct format for those users? Does the notebook need to work with assistive technologies, for example with a screen reader or does it need to allow alternative methods of input such as keyboard short-cuts or voice control?

Assess current practices​

It is important to understand the strengths and weaknesses of the current system. If the proposed notebook replacement does not meet the capabilities or strengths of the current system, it is unlikely to be successfully adopted by the organisation, even if there are significant advantages to the new system. If there are clear weaknesses in the current system that can be addressed and improved by the proposed notebook or ELN, it is much more likely that a business case for change can be constructed, and for users to be more willing to use it.

It is important to engage with the researchers and others who will be using the proposed ELN as part of this process. Examples of questions that could be asked to evaluate the current process are:

  • How do you currently record your notes / experiments / research?
  • How do you share, validate, or get your worked signed off?
  • What works well in the current system?
  • What is essential in the current process?
  • What is less important?
  • What are the problems with the current system?
  • What would you like to be able to do that you currently can't?
  • Would being able to do things in a different way improve your productivity / safety / collaboration?
  • What are your priorities, for example, discipline-specific functions, data security, interoperability, and collaboration?
  • Have you previously used a digital notebook or ELN, if so what did you like, not like, and why?
  • How would you prefer to interact with a digital notebook or ELN?
  • What hardware and software do you currently use?
  • What file and data formats do you use, for example raw data produced by instruments, processed data from analytical tools, and others such as image and report formats?
  • Where do you use your current notebook and why?
  • How do you feel about changing the current system and why? What would help you feel more comfortable with the change?

It is also important to remember that others are involved in the implementation and deployment of digital notebooks and ELNs in particular, and seeking the concerns, needs, and experiences of these roles is equally important:

  • Laboratory managers and technical specialists
  • IT Support staff and administrators
  • Supervisors
  • Educators
  • Management
  • Purchasing staff
  • Data stewards and data managers
  • Library and research services
  • Digital notebook and ELN vendors (at a later stage)

Engaging with the future users of the notebooks, and those who support them, helps to identify the key features of the system, for example:

  • Note-taking capabilities
  • Ways to input information into the system, such as the kind of information (notes, images, data, etc.) and input methods, keyboard, stylus, voice, camera, and so on.
  • Data sharing and collaboration functionality
  • Compliance requirements such as adherence to standards or applicable regulations
  • Health & safety, intellectual property, and sign-off requirements
  • Security needs
  • Integration with existing or desired tools
  • Discipline-specific functionalities or differences
  • Training needs
  • Technical requirements: infrastructure and software needs, scalability, data storage, and so on.
  • Budgetary considerations
  • User attitudes and leadership support

Institutional and regulatory requirements​

There may be laboratory, institutional, or regulatory requirements that you need to meet, for example:

Features such as comprehensive audit trails and traceability of data and samples may be desirable to ensure accountability and reproducibility. Some ELNs have capabilities or certifications to help meet particular regulatory requirements or adhere to certain standards that may make them more appropriate for your organisation to use. Making sure that you know the different standards or regulations that are applicable to your organisation can help you choose the most appropriate notebook software and vendor combination.

Scalability​

It is important to have a clear idea about how many users you can expect to have, because this will have a significant impact on other requirements and also the costs involved in implementation. It is also important to consider future scalability. Trialling with a small number of users first can be a good idea, but you still need to consider the requirements increased workloads, additional teams, and new functionalities.

Security and data integrity​

There are various security and data integrity requirements to consider, even in open science settings where digital notebooks are fully accessible for reading. It is essential to implement controls to ensure that only authorized users can add or modify content. Role-based permissions are often employed to manage access, limiting who can view or edit the data. Additional considerations include identifying appropriate roles and determining the necessary security measures for the notebook software. For instance, is two-factor authentication required? Should the data be encrypted? Must access be restricted by location or network address?

If your users handle sensitive data, it is essential to evaluate where and how it is stored to safeguard it from unauthorized access or tampering. Cloud hosting might not always be appropriate, and local storage could be a more secure option. To comply with GDPR, the data may need to reside in the UK, the EU, or another jurisdiction with adequate data protection standards.

Interoperability​

From talking with researchers and other user roles in the department, it should be clear what other software and systems are being used and with which it may be desirable for the digital notebooks and ELNs to interact with. ELNs often offer integration with other laboratory software, such as Laboratory Information Systems (LIMS), inventory, sample, and instrument management systems, and data analysis tools. This may be through the ability to import and export files in standard open formats, or in a range of proprietary formats that are relevant to the tools you use now and are likely to use in the future.

It can also be useful to consider updating existing instruments and software used in the laboratory to increase the value of the notebook software. For example, a new LIMS system may support a desirable ELN or a more modern instrument may facilitate the automatic capture of data into the notebook increasing efficiency and reducing errors.

When choosing an ELN vendor, it is essential to think about how your data will be managed over the long term. Do not assume that the ELN you select will always be available or the best fit for your needs. Consider your requirements for keeping your data accessible and ensuring it can be migrated to new systems or software if necessary. Opting for ELNs that support standardized data formats can increase the likelihood that your data remains usable and portable in the future. Although many digital notebooks enable output in human-readable PDF format, this this is not a suitable format for retaining the integrity and accessibility of the data.

Domain specific features and extendibility​

The capabilities of digital notebooks and ELNs are diverse, and many provide functions that are very specific to particular domain areas, whilst others are applicable to more fields. Additional functionality that can make the notebook more applicable to a wider audience, whilst supporting more discipline-specific features can be accomplished in a variety of ways. For example:

  • Plugins or other extension marketplaces where new functionality can be downloaded, bought, or self-developed
  • Using an Application Programming Interface (API) to develop new functionality in-house or to connect to other services
  • Using an open source solution where changes can be made directly to the code
  • Working directly with a vendor to create new functionality or support a desired integration

Understanding what requirements you have for discipline specific capabilities and desired integrations for software and services is important when choosing from the available options.

Hardware and infrastructure needs​

Hardware and infrastructure requirements go beyond the hardware that the digital notebook or ELN software runs on directly, but what hardware you choose can have an impact on the supporting infrastructure you need. For example, you may decide to run the notebook software for multiple users on a local server, with tablets or laptops for use in the laboratory. In such a scenario hardware costs for servers to run the software, servers for data backups, and tablets or laptops need to be acquired and configured. However, if the laboratories do not already have sufficient networking and Wi-Fi capability then such infrastructure will also need to be costed and installed. If computers or devices are new to the lab then there may be requirements for new wiring for power and ethernet, and thought given to the layout of the lab if there are concerns about separating working areas to avoid contamination or damage to equipment. Devices should be strategically located to ensure easy access for users as they conduct their work to minimise disruption to workflows. They should also be positioned such that they are easy to clean and maintain.

Decisions also need to be made about preferred operating systems and any part of the system should be web-based. Organisations may have preferred operating systems based on their licensing arrangements, or web-based notebooks can be a good choice when a mix of different technologies are in use.

Hardware for entering notes​

Dedicated in-lab hardware is often essential to avoid cross-contamination and maintain a clean and safe working environment. Putting barriers in the way of existing working practices is not a good idea. For example, ensuring hardware remains usable with gloves, so that researchers do not have to remove them each time they want to enter their notes, makes it more likely it that the notebooks will be used and notes will be fully captured. The input method available, for example, keyboard and mouse, or stylus and touch, can make a big difference to what is recorded and how users work. Using a stylus is more natural for many users, but requires the use of touch devices or digital pens. Some users may change behaviour if they are forced to use a keyboard, for example, writing notes on scraps of paper (or not writing anything down at all) and writing more formal and less complete notes in the notebook later.

Notebooks may require synchronisation if you are expecting users to be able to access them from inside and outside the lab, or if they will be using shared machines. If adequate network access cannot be guaranteed in the work locations, then the ability to work offline and sync later may be a requirement.

Staff resources​

There are a variety of ways in which the availability of staff resources can impact on your requirements for an ELN. What are your needs and availability for IT support and administrative staff who can set up hardware and other infrastructure, install and configure notebook software environment, and manage the day to day running, maintenance, backup, and support of the system. The staff time and skills available for an institution are likely to be very different than those available for a research group and this can affect your needs. For example, a cloud-based notebook system reduces the amount of local IT support time that is required, because servers, data backup, and other administrative tasks, such as account management, are more likely to be handled by the vendor. An open source solution hosted locally will require much more IT expertise to install, configure, and maintain the software over the long term. An open source solution can enable greater customisation, but staff with skills such as software engineering are required to make the most of these capabilities.

If the software requires additional extensions that can not be provided by the vendor, then appropriate technical skills will be needed alongside hardware and software for development and testing purposes. Even vendor-hosted platforms may be require skills such as programming or scripting for developing and managing security policies or customising other aspects of the system.

Consideration also needs to be given to training requirements. Ease of use can be an important requirement when time and resource is not available for training on a complex system. Other questions to consider include:

  • How quickly do users need to get set up and running?
  • What training do your support staff need
  • What are the current levels of experience with digital notebooks and ELNs?
  • Will user training be provided in-house or will you need to bring in training from outside?
  • How much external support is needed to get set up with the new software?
  • Are there other departments or collaborators that can help?

If your plan includes running a trial, you also need to consider the staff effort involved in designing and setting up the trial, presenting the findings and making the business case for why or why not the chosen software should be more widely adopted.

Budget constraints​

The costs of digital notebooks and ELNs can vary widely depending on your needs. Even where the purchase and license costs for the software are free, there will be additional costs to consider, such as the hardware, infrastructure, training, support, security, and staff costs already mentioned. These include ongoing costs for staffing, training, running, maintaining, and keeping software and hardware up to date.

What to do next​

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