Policy on Research Electronic Laboratory Notebook (ELN)

I. PURPOSE

This policy’s purpose is to establish requirements and standards related to research recordkeeping at New York Medical College (the “Institution”) consistent with regulatory and institutional compliance requirements, the Institution’s security risk posture, data integrity and intellectual property protection.

II. POLICY

Effective December 30, 2025, all Principal Investigators (“PIs”) with active or upcoming research projects were required to begin transitioning from traditional paper-based laboratory notebooks to New York Medical College’s designated digital electronic laboratory notebook (“ELN”). Effective March 30, 2026, paper laboratory notebooks will no longer be permitted for use by New York Medical College researchers.

PIs shall be responsible for ensuring comprehensive documentation and record-keeping within the designated ELN. This responsibility includes, but is not limited to, documenting research planning and protocol descriptions, data manipulation and analytical procedures, essential communications, and all research-related decisions. PIs shall establish and maintain best practices for research record keeping within their laboratory or research group, including procedures for collecting, labeling, annotating, storing, editing, cleaning, auditing, processing, excluding, analyzing, and sharing data. PIs shall ensure that all laboratory or research group members receive appropriate instruction in these practices and that an index of all retrievable data sources associated with individuals and projects is maintained. PIs shall convene regular meetings to review data, evaluate record-keeping practices, and address emerging issues. Additionally, PIs shall determine appropriate methods and timing for data sharing and publication and shall respond in a timely manner to requests for data and research materials.

All New York Medical College researchers are required to use the Institution’s designated ELN system, LabArchives.   Alternative ELN systems are not permitted without the prior written authorization of the Vice President for Research.

III. SCOPE

This policy applies to all active research projects and research personnel at New York Medical College.

IV. PROCEDURES

To ensure consistent, compliant, and secure use of ELNs across all research programs, the following minimum standards shall apply:

1. Access
   • Navigate to LabArchives via TouroOne, or go directly to the LabArchives login page.
   • Select “Login through your institution” and choose New York Medical College from the dropdown list.
   • Ensure your NYMC account is active; contact support@labarchives.com or helpdesk@nymc.edu if you experience login issues.
   • Once logged in, create or join your assigned laboratory notebook(s) as directed by the notebook administrator, who is usually the PI.
   • Review onboarding materials and training resources provided within the platform.
2. Record-Keeping and Research Documentation
   • All research activities conducted by NYMC researchers must be documented within the ELN, including protocols, analyses, communications, and decisions.
   • Attachments, instrument outputs, and code must be stored or linked within the ELN.
   • Each record must identify project, PI, and associated funding source or protocol.
   • Entries must be finalized with digital signatures by responsible personnel.
3. Accessibility and Continuity

• • Use of the ELN ensures that data is retained for at least seven years post-publication or project closeout, unless otherwise required.
  • The Institution will maintain continuity of ELN licensing and data migration support.
  • When PIs depart, data transfer protocols must ensure institutional custody and research continuity. They must transfer the ownership of their notebooks to the individual at NYMC who will be continuing with the project.
  • Departing PIs may request a clone or copy of their NYMC notebook. These requests should be made to the Office of Research Administration (ORA) at ORA@nymc.edu. The request will be reviewed and a decision made by the Office of the VP for Research.

4. Training

1. • All research personnel must complete ELN training before obtaining ELN access credentials. Refresher training will occur periodically or upon major platform or policy changes.

V. EFFECTIVE DATE

This policy is effective immediately.

VI. POLICY MANAGEMENT

Executive Stakeholder: Vice President for Research
Oversight Office: Office of Research Administration