On April 8th, 2025, Chris Mills, Product Manager at Instem, and Chris Nichols, Senior Director at Instem, joined a webinar to discuss the role of Electronic Laboratory Notebooks (ELNs) in accelerating preclinical study workflows. As laboratories face mounting pressure to meet regulatory demands, improve efficiency, and streamline collaboration, reliance on outdated paper-based documentation poses serious challenges. In this article, we explore key insights from their discussion, examining the limitations of paper-based systems and how ELNs, like Instem’s Logbook, offer a smarter, more secure path to digital transformation in modern research.
The Limitations of Paper-based Documentation
The modern drug discovery landscape is becoming increasingly competitive, demanding greater regulatory compliance, operational efficiency, and more effective collaboration. One factor driving this shift is the increasing externalization of research, which places additional pressure on organizations to uphold regulatory compliance and maintain high scientific quality standards. However, many laboratories continue to rely on paper-based or paper-on-glass documentation methods. These outdated approaches have numerous drawbacks that can jeopardize study success and lead to regulatory complications. Specifically, the FDA and EMA require robust, auditable documentation trails, which are extremely difficult, if not impossible, to generate using paper-based methods1.
Other limitations of paper-based approaches include:
- Storage: Paper records require significantly more physical space than digital storage, forcing researchers to continually expand their storage infrastructure.
- Security: Paper-based records are susceptible to water damage and natural deterioration over time. Additionally, they are at a much higher risk of theft, particularly when only a single, non-digitized copy exists.
- Error-prone: Manual data entry is prone to human error, which can seriously affect data integrity and the quality of downstream decision-making.
What are ELNs?
An ELN is a digital system for documenting, managing, and sharing laboratory research2. ELNs offer a digital alternative to traditional paper-based documentation, effectively addressing many challenges and risks associated with these approaches.
Most ELNs include a core set of features that distinguish them from paper-based systems, overcoming their limitations and providing advanced tools that streamline data entry and promote collaboration among researchers.
These capabilities include:
- Structured and unstructured data capture – ELNs support standardized data entry and the integration of diverse data types from multiple sources, centralizing information in a single accessible platform.
- Advanced searches – ELNs provide broad and deep search capabilities across file types.
- Audit trails – Comprehensive documentation and secure data storage enable the creation of detailed audit trails, making interactions with regulators more efficient.
- Shared workspaces – ELNs allow staff from different global locations to work simultaneously on the same document and also provide alerts about outstanding tasks.
While adopting ELNs can present challenges, such as resistance to change, these can be mitigated by involving end-users early in the decision-making and planning. Engaging staff from the outset helps ensure that the chosen ELN aligns with existing workflows and includes necessary features, increasing the likelihood of successful adoption and user buy-in.
Why ELNs Are Essential for Modern Research
ELNs offer a range of powerful features that support accuracy, compliance, and collaboration in research environments:
Automation and Version Control:
Automatic error detection ensures data validity by flagging or preventing out-of-range entries, enhancing reproducibility and data integrity. With built-in version control, ELNs allow researchers to work confidently, knowing they’re using the latest documents and information while retaining access to earlier versions for traceability.
Compliance and Security:
ELNs help organizations meet regulatory compliance requirements from agencies like the FDA and EMA by maintaining automated, auditable records. In the event of data loss or hardware failure, disaster recovery features ensure data is safely backed up and restorable. With ELNs, data can be copied and stored in different locations, making it far safer than paper-based approaches. At the same time, robust security and access controls help organizations safeguard sensitive information.
Integration and Customization:
Seamless integration with software and laboratory instruments enables automated, real-time data transfer, supporting quicker and more informed decision-making. Customizable form templates streamline documentation processes, saving time and minimizing the risk of human error.
Collaboration:
ELNs foster global collaboration by supporting shared, real-time access to documents and task tracking, reducing confusion and streamlining workflows across teams.
Introducing Logbook: Instem’s Advanced ELN
Logbook is a powerful ELN designed to centralize and simplify lab data management. It supports structured and unstructured data, consolidates records from multiple sources, and achieves broad file compatibility. With advanced customization tools like a drag-and-drop form designer, Logbook adapts easily to existing workflows and can be tailored to the end user’s needs.
Logbook ensures organizations maintain full regulatory compliance through automated audit trails and secure, role-based access control. It also enables seamless integration with lab instruments, databases, and external systems, providing researchers with real-time access to vital data.
By replacing paper-based processes, Logbook boosts productivity, improves data accuracy, and safeguards sensitive information across research environments.
Conclusion
ELNs like Logbook are reshaping how modern labs manage data, collaborate, and stay compliant. The expert webinar provides direct demonstrations of how Logbook simplifies data entry, enhances transparency, and integrates seamlessly with existing systems. These live examples highlight how Logbook eliminates inefficiencies tied to paper-based methods while supporting faster, more accurate decision-making. For labs embracing digital transformation, Logbook stands out as a vital tool for long-term success and innovation.
Watch the full, free webinar to gain insights from two experts in the field, or book a free demo to learn more about Logbook firsthand!
References
1. Commissioner O of the. Part 11, Electronic Records; Electronic Signatures – Scope and Application. January 10, 2024. Accessed April 11, 2025. https://www.fda.gov/regulatory-information/search-fda-guidance-documents/part-11-electronic-records-electronic-signatures-scope-and-application
2. Machina HK, Wild DJ. Electronic Laboratory Notebooks Progress and Challenges in Implementation. SLAS Technology. 2013;18(4):264-268. doi:10.1177/2211068213484471
