Philadelphia University + Thomas Jefferson University

Jefferson Electronic Research Notebook

Jefferson Electronic Research Notebook

Jefferson is excited to announce access to LabArchives, a modern, secure, cloud-based method of organizing their research data.  Jefferson ERN (Electronic Research Notebook) is a robust collaboration and instruction platform to organize, document, store, protect, share,  and collaborate, your research and data.

What is LabArchives?

What is LabArchives?

An “ERN” (electronic research notebook), sometimes referred to as an “ELN” (electronic lab notebook), is a cloud-based tool that simulates the pages of a traditional, paper lab notebook with the benefit of online interactivity and management.

In an ERN, you enter protocols, observations, notes and other data through your computer or mobile device. This service is provided at no cost to faculty, researchers, staff, graduate and undergraduate students for both research activities and coursework.  Jefferson has a contract with LabArchives such that the Jefferson Research Network includes legal and security protection of your research data.

 

Getting Started

To begin, create an account associated with Jefferson. Please use your Campus Key (the Jefferson Single Sign-on) to access the Jefferson ERN interface.

file

Please download the LabArchives' Quick Start Guide for detailed direction. After creating an account, the interface automatically creates a Notebook for you, although you may choose to create as many notebooks as necessary for your different research endeavors. Organize, search, share data and even control user access for your notebooks. In addition to text and attachments, you can add widgets to leverage LabArchives capabilities, as well as create widgets per your specific needs via the Widget Manager.

 

FAQs

Creating an Account/Logging In

To create an account, go to https://mynotebook.labarchives.com/login and select University of Jefferson on the sign in through your institution drop down list. You will be directed to the Jefferson Single Sign-on system, please enter your Campus Key/PW combination.

After this, select Create or Activate a new LabArchives Account and enter the email address that you would like to use.

To login, go to https://mynotebook.labarchives.com/login and select University of Jefferson on the sign in through your institution drop down list. Log in using your Campus Key/Password combination.

Please contact the Jefferson IS&T Solution Center at (215) 503-7975 to reset your password.

In some cases, the browser cache can interfere with users logging into LabArchives. To solve this, clear your browser cache and try again. If you still see an error message, please take a screenshot and contact support@labarchives.com.

You may have logged into the US server. Be sure to login at this URL: https://mynotebook.labarchives.com/login. If someone has shared a notebook with you, but it is not listed in the drop-down menu of the Notebook Navigator, check that they have shared to the correct email address.

Compliance

In most cases, LabArchives will satisfy all requirements for a funding agency or department. For more detailed information please visit their Knowledgebase article LabArchives is Compliant with…. or contact LabArchives Support.

Data Storage

Data of any file type can be stored in LabArchives. There is a maximum individual file size is 5GB.

There is no limit to the total amount of data in your notebook. However, each individual file must be less than 15GB. Note that files larger than 250MB are not indexed for searching. Use tags and the description field to improve findability. These large files are stored in Jefferson’s institutional Box account and will display with a generic Box icon. Folder Monitor has a 250MB per file maximum.

LabArchives servers are kept in a secure, primary data center with a separate, disaster recovery data center.  LabArchives servers are protected by redundant, industry standard firewalls and security devices. Disk storage systems used for customer data utilize block-level “encryption at rest” via LUKS/AES/SHA256 and all backups of customer data reside only in an encrypted form. For more information on the Security of data stored in LabArchives please contact LabArchives Support.

Jefferson Policies

Your name and email address are established via the Jefferson Single Sign-on system and is your campus key/password. These are your credential to access the Jefferson LabArchives product for free.

You can share your notebook with someone outside of Jefferson, however they will not have a Jefferson Campus Key. You may not transfer ownership of this notebook to the external collaborator, and they will not be able to copy this data to another notebook.

For security, public sharing and DOI creation is disabled at Jefferson.

While you may download your notebook to offline HTML, or as a PDF, it is generally recommended that you transfer ownership of your notebook to another Jefferson ERN user. For more information on taking data research with you, please contact Theodore Taraschi, PhD or Jessica Gutierrez at (215) 955-3900.

You may not permanently delete your notebook. You can rename the notebook, or hide the notebook, from the drop-down list in the Notebook Manager.

Please contact the Office of Research Conduct & Compliance for more information and guidance. (215) 955-3900 or send an email to LASupport@jefferson.edu

Best Practices

In most cases, a PI or Lab Manager owns the notebooks and shares the notebook with the members of the lab. You can always transfer ownership of a notebook to another user.

LabArchives is cloud-based, meaning that you may access the Jefferson ERN through most updated browsers for Mac and PC. Users generally have the best experience accessing LabArchives from an updated version of Google Chrome, Safari, or FireFox. You can also access your notebooks using the mobile app for Android and IOS Devices.

You can organize your notebook through a system of folders and subfolders. Many researchers organize their notebooks through project, date, user or grant. In some cases, researchers will make specific notebooks for equipment in the lab. Generally, a consistent naming convention or page structure can make it easier to find a specific piece of data.

LabArchive Tools

You may create a PDF of your notebook or download your notebook as an Offline HTML document. The Offline HTML option is considered to be the high-fidelity version of your notebook and it will contain your attachments. The PDF is designed to be a snapshot of your notebook and it will contain links to download your attachments. To download your notebook, click the triple bar menu on the top right, select Utilities and select Create Offline Notebook or Notebook to PDF.

It is possible to manage an inventory in LabArchives using a Freezer Box or Database Widget. With the Import CSV function, you can import a CSV file to a database or freezer box widget. To learn more about Widgets or the Import CSV function please see the LabArchives Knowledgebase or contact LabArchives support for a widget training.

The Notebook Owner or Administrator can setup custom permissions of Can View, Can Edit and No Access for any part of the notebook. User roles and rights like signing and witnessing can be adjusted in User Management. You can also create Custom Groups to manage multiple users access at once. Learn more about how to add lab members to your notebooks.

Widgets are customized HTML forms that can be made using the Widget Manager. To learn more about Widgets please see the LabArchives Knowledgebase or contact LabArchives support for a widget training.

The Activity Feed is a great way to see all changes made by a specific user or for a specific notebook. To access, select Activity Feed in the triple bar menu. The categories and filters make it easy to review recent changes in the notebook. The Notebook Dashboard and search feature can also be used to manage actions in the notebook.

You can receive notifications within LabArchives for actions such as comments or page signing. To view your notifications, click the triple bar menu on the top right and select Activity Feed. You can also turn on email notifications in User Properties.                                                          

The Advanced Search feature at the top of the page allows you to search through any notebook in your account and the filters make it easy to find any piece of data that you are looking for. You can also search a specific folder or page by right clicking in the Notebook Navigator and clicking Search from here…

You can sign pages to permanently indicate a final version. If you turn on Page Witnessing, another user can approve or reject the signature. Page signing and witnessing must be turned on in Notebook Settings.

Support & Training

The Jefferson Office of Research Conduct and Compliance and the Center for Teaching and Learning are available for training workshops and consultations. You can also send an email to: LASupport@jefferson.edu

 LabArchives Help provides a knowledgebase, tutorials, webinars, and support.

For latest information check out MyJeffHub