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<p class="MsoNormal">I’m combining this lengthy response to both Daureen Nesdill and Katherine McNeill to reduce the number of outgoing emails. I appreciate your feedback.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">It’s not so much the space that we’re worried about over time, it’s the crowding of information that can be placed into a single ELN. When will it be enough? Also, generating backup copies can become a nightmare over time if a notebook
is large. <o:p></o:p></p>
<p class="MsoNormal"><u><o:p><span style="text-decoration:none"> </span></o:p></u></p>
<p class="MsoNormal">I was initially asked to assist in developing some best practices, but that faded into the background as everyone began doing their own thing...for now. We were fortunate in that a few of our principal investigators showed a willingness
in assisting others to get on board.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Since the ELN is not geared for the storage of large datasets (as you know you’re limited with Lab Archives in terms of 250 MB for a single file), we still encourage the use of our network storage for many things. We don’t necessarily
want them starting manuscripts there and we do not encourage that they create a repository of collected research articles for their work in the ELN. It’s still their notebook. Instruments are mapped to internal network drives.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">We initially began the process of reviewing notebooks in 2013. The research staff on our Data Management Committee (composed mostly of principal investigators and Computing Services staff) was not too keen on the idea of going electronic
initially, but you can’t really blame them when paper was the standard for so long. The major effort was researcher buy-in, because without it, the effort would be a dead one. In our case, our senior leadership wanted the decision to be one that was either
all in or all out. That type of involvement may be more realistic since we are a smaller institution. Slowly, the seven pilot groups came around and it was determined in late 2014 to move forward in 2015 with the adoption of the ELN.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">In our case, we’re trying to put an administrative spin on a product (Lab Archives) that doesn’t really have an administrative module for account management. I am the appointed person that assists someone in setting up their account using
their employee email to ensure that the appropriate permissions are applied to the said notebook. I make sure the principal investigator has ownership, an ELN Admin (aka me) has administrator access, and that the researcher has the appropriate level of access.
We know this is not foolproof with the product we are using, since users still have the ability to create their own notebooks. I am interested in seeing if anyone else has a similar approach.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">I typically name a notebook “Researcher Last Name Researcher First Name – Principal Investigator Last Name – Year Notebook Created.” (A larger university may need more identifying information. We have a little more than 20 labs using
the ELN.) This is really more for the principal investigator and myself and in my opinion, it’s better than naming a notebook by project when I have more than 160 of them to keep up with in my queue. Also, it’s a good naming convention for historical matters.
The folders within the ELN are typically organized chronologically by month with pages of entries in each or by project names. In some cases, research assistants have folders with the name of a postdoctoral fellow they provide support to and only that postdoc
has access to that folder in the research assistant’s notebook. When I assist someone in setting their ELN up, I also show them an actual researcher’s notebook. One particular principal investigator had given me permission in order to do this with her staff’s
notebooks.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">When researchers leave employment, our exit procedures require that anyone with a notebook sets an appointment up with me, so I can review the account and determine what they do/do not have access to. They can take a copy of the notebook
with them and I will ensure I have appropriate access to generate a backup copy for our historical records that will reside on our internal servers (for the PI and legal matters). At this point, the PI and I still have access to the departing employees’
notebooks via our Lab Archives accounts…I’m not sure if this is a practice that will be feasible over time.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">We’re trying to encourage only one notebook per person if at all possible. Ideally, they will go through me if a new one is needed. At least one group is using one notebook, but it is a service group unrelated to research, so their usage
may not the greatest example from a research lab’s standpoint. I also stress that I can assist in adding researchers to one another’s notebooks for collaborative purposes upon approval from the PI or appointed lab manager/member.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Either way, I’ve heard more positive than negative about the ELN.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">I’m very curious to learn more about the progress goes at your institutions.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:#1F497D">Jennifer Fitzgerald</span></b><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:#1F497D"><br>
Data Curator, Library</span><span style="color:#1F497D"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:7.5pt;font-family:"Verdana",sans-serif;color:#1F497D">The Samuel Roberts Noble Foundation<br>
2510 Sam Noble Parkway<br>
Ardmore, OK 73401<br>
Telephone 580.224.6268 | Fax 580.224.6265<br>
</span><span style="color:#1F497D"><a href="http://www.noble.org/"><span style="font-size:7.5pt;font-family:"Verdana",sans-serif;color:blue">www.noble.org</span></a></span><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b>From:</b> Rdap [mailto:rdap-bounces@asis.org] <b>On Behalf Of
</b>Katherine McNeill<br>
<b>Sent:</b> Thursday, July 23, 2015 11:52 AM<br>
<b>To:</b> Research Data, Access and Preservation<br>
<b>Subject:</b> Re: [Rdap] Electronic Lab Notebooks<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">We are very interested in this as well. Here we (the Libraries) are just now embarking on a partnership with our IT department who have decided to try out an institutional license and accompanying support model.
One issue goal that has come up is to compile recommendations on good practice for using the software and we were planning on reaching out to other universities.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">All that is to say that we’re not in a position at the moment to give any advice but will be keen on exchanging such information going forward.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Sincerely,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Katherine McNeill<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-bottom:12.0pt">___________________________________<br>
<a href="http://cp.mcafee.com/d/k-Kr3x0qdEIczD1RT7SjtPoUQszzhOYeupdzzhOed7bPOr9IsqehNEVu7fc6NNEV76zAQszDbCN5lSkNgzYtfg1kaA3_U02rxkwv_00joVSOa91Z_HYyOCVtN7HTbFILIsCUC-YYNR4kRHFGTuhVkffGhBrwqrhdICQuKAT2zp2BEO8urhdw0PV42bsAfFOIFZW3ubhGX8_WoHq7Off9CUEqIn8lrxrW0HqiFM04SDssqekjobZ8Qg6BI5EqIqnjh0d7_qsqMBoQg1ni1Ew1Bp-gHkHgSO-rjTvd3TzbuuK"><span style="color:blue">Katherine
McNeill</span></a><br>
Program Head, Data Management Services<br>
Massachusetts Institute of Technology<br>
<a href="mailto:mcneillh@mit.edu"><span style="color:blue">mcneillh@mit.edu</span></a> | 617-253-0787<span style="color:#1F497D"><o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Tahoma",sans-serif">From:</span></b><span style="font-size:10.0pt;font-family:"Tahoma",sans-serif"> Rdap [<a href="mailto:rdap-bounces@asis.org">mailto:rdap-bounces@asis.org</a>]
<b>On Behalf Of </b>Daureen Nesdill<br>
<b>Sent:</b> Thursday, July 23, 2015 12:02 PM<br>
<b>To:</b> Research Data, Access and Preservation<br>
<b>Subject:</b> Re: [Rdap] Electronic Lab Notebooks<o:p></o:p></span></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">I have about 7 labs using (setting up to use) LabArchives. The purpose of this little experiment is to determine any issues that need to be addressed before a site license is considered – and your question has
already come up. By late spring 2016, I expect to have at least a draft version of best practices based on the issues that have come up.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Don’t forget notebooks created within LabArchives can be organized by projects, grants, people, instruments, etc.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">One of my research groups was concerned about all the notebooks taking up too much server space. We have discussed that at the end of a research project (how this group is being organized), each notebook can
be downloaded and archived elsewhere (we now have BOX). This includes all the deletions that are never deleted. We also discussed that some of the past research projects will need to be referred to - research builds on research – and they would have to take
that into account. I’ve mentioned to LabArchives that researchers should be able to totally delete deletions at the end of the project and maintain the notebook within the system. This will open up server space. Intuition tells me this would not be an easy
fix.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Please, let us know what you end up doing<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Daureen <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Daureen Nesdill, MS, MLIS<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Research Data Management Librarian<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">The Faculty Center @ the J. W. Marriott Library<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">University of Utah<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">801-585-5975<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><a href="mailto:daureen.nesdill@utah.edu">daureen.nesdill@utah.edu</a>
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">ORCID <a href="http://cp.mcafee.com/d/avndzhJ5xAsUeKU-OrKr76zAsqenxPP9IsqehNEVuujpdzzhOed7bMVVwSed78UQsCzAsVsS8GKOCa4vzFW0axkwv_00jsaA3_U02r7eShh8fLZvAmkTbK8ZuVtdBZzAT4TTDCeEyCJtdmXOfaxVZicHs3jqpJASzRQCUkr8kJ6h3Pq9I07mdF8s01OZXTbTLtALt5dMK_tBUT53lyV2Hsbvg5rile00CQXzzhOyr1vF6y0QJwJ3lziWq81E_Xjzm4H6y0aWgd40cHfO5qBq6SnPvXPU">
http://orcid.org/0000-0003-0126-5038</a> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b>From:</b> Rdap [<a href="mailto:rdap-bounces@asis.org">mailto:rdap-bounces@asis.org</a>]
<b>On Behalf Of </b>Fitzgerald, Jennifer<br>
<b>Sent:</b> Thursday, July 23, 2015 9:01 AM<br>
<b>To:</b> <a href="mailto:rdap@mail.asis.org">rdap@mail.asis.org</a><br>
<b>Subject:</b> [Rdap] Electronic Lab Notebooks<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Hello RDAP Members:<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">I know some of you, but certainly not all of you, are at institutions that have adopted an electronic laboratory notebook. This year has been a transitional year for the Lab Archives ELN at the Noble Foundation. At this point, less than
200 total employees will be using the ELN. (Our total employee body hovers right below 400.)
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">To anyone who can assist, I am curious as to what the guidelines are at your institutions regarding when it is time to create a new notebook. We currently have a committee in place that discusses data management matters and they would
be interested to know what others are doing, as well. Most of the users have their own notebooks that their respective principal investigator maintains ownership of. Obviously, more can be included with the ELN versus a traditional paper notebook. It seems
that over time, even an ELN would get overloaded with information. Since our use is still somewhat in its infancy, I’m curious as to what others are doing.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:#1F497D">Jennifer Fitzgerald</span></b><span style="font-size:10.0pt;font-family:"Verdana",sans-serif;color:#1F497D"><br>
Data Curator, Library</span><span style="color:#1F497D"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:7.5pt;font-family:"Verdana",sans-serif;color:#1F497D">The Samuel Roberts Noble Foundation<br>
2510 Sam Noble Parkway<br>
Ardmore, OK 73401<br>
Telephone 580.224.6268 | Fax 580.224.6265<br>
</span><a href="http://www.noble.org/"><span style="font-size:7.5pt;font-family:"Verdana",sans-serif;color:blue">www.noble.org</span></a><span style="font-size:12.0pt;font-family:"Times New Roman",serif;color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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