Our lab has a standardized system for allowing the efficient retrieval of data now and in the future. The critical issue is to ensure that our results can be reproduced at any time in the future and that we have traceable records. These guidelines apply to all lab staff, no exceptions. If you are unclear on any of these guidelines, or see examples of properly formatted notebooks, please ask. Everyone in our lab keeps an electronic notebook, stored in the Box. This is true for both wet and dry bench scientists. The simple message is that all work (published and unpublished) can readily be traced to the raw data, code, methods, interpretations, etc. An example conventional format is shown below:
1) A simple chronological record for each experiment should be kept, following UC directed guidelines (see OTM RECOMMENDED PROCEDURES). To facilitate tracing and retrieval of data in the future, all lab members should immediately initiate the following convention for entry of experimental results in lab notebooks and storage of original data:
a) The table of contents should be completed at the same time of entering data in the notebook.
b) Every experiment should be given a separate, sequential identification number identified by the investigator's initials followed by a number. For example MM24 would be Michael McManus’s 24th experiment. His next experiment would be MM25, MM26, etc. A tangible benefit is realized when you label your tubes and reagents, i.e. the MM24 box will contain all materials related to the MM24 expt- which is easily found in the notebook under MM24.this can be similarly used for scripts, either explicitly given or hashed out.
c) For each experiment, give it a SHORT TITLE at the top of the page to identity the nature of the experiment (for example, Cloning the hPGK promotor into pSico-mCherry).
d) Enter the DATE the experiment was started and sign the page. Next give a brief description of the PURPOSE of the experiment (even if it seems implicit from the short title). One or two sentences should be sufficient.
e) Give the MATERIALS used, and outline the METHOD to be used. If it is a standard technique (e.g. FACS staining, SDS-PAGE analysis, agarose gel electrophoresis, etc.), it is only necessary to state the method and condition variables. For example, for restriction mapping a plasmid, it is only necessary to record the reaction components and concentrations, digestion time, and % agarose gel used; a detailed description of the procedures is unnecessary since this is a standard technique in the protocol manual. If the method is new or there is substantial modification to a standard method, these must be described in detail to ensure that another investigator could repeat the experiment.
f) When possible enter the experimental results in the notebook. For example, the photo of an EtBr-stained agarose gel can be taped into the notebook. However, this is impractical for many types of results (e.g. autoradiographs, large numbers of FACS plots, deep sequence data, etc.). In these cases, place all original data in a three ring binder labeled with the matching experiment number. Whenever possible, keep electronic data stored on a CD and associate with the notebook.
g) For each experiment, the RESULTS and CONCLUSION should be stated in the lab notebook. This does not have to be extensive, but should simply summarize whether the experiment was successful and the major finding. For example, in a FACS experiment to screen for new cell lines expressing CD45 in 293 cells, the conclusion might be "7 possible CD45(+) 293 lines were identified" or "no positive cell lines produced."
2) Often you will be working on several experiments in a single day. I have found that it is helpful to always start at the top of a new notebook page for every experiment. For example, in a single day you might be screening cell lines by FACS, restriction mapping a plasmid, and performing a Northern blot. These would be given three different experiment numbers (e.g. MM48, MM49, and MM50) and each would begin on a new notebook page.
3) An table of contents must be kept in a consistent format in the front of every lab notebook. This should be completed at the same time as the notebook experimental entry. This is illustrated in the following example:
Briefly, for notebook entries you should:
- Write in a permanent medium, such as ink
- Use consecutive pages
- Date entries
- Identify the subject matter
- Include sketches, diagrams, etc. and explain them
- Photos, drawings, etc., should be identified and permanently attached
- Avoid erasures
- Do not change entries; make a new entry
- Periodically have someone who understands the subject matter, not a co-worker or joint inventor, review the entries and witness same using a signature and date
- See more at: https://ita.ucsf.edu/about/faq/what-are-standards-keeping-lab-notebooks…
Keep in mind that the lab notebook does not belong to you or even the lab-- it is the property of our institution. It should not be taken off campus without permission. At any time, UCSF legal may confiscate the notebooks to evaulate the validity of our practice or our patent claims. Take your notebook seriously!
