Laboratory Notebook Scanning : challenges and successes

1
Laboratory Notebook Scanning challenges and
successes

• Chris Jones
• UK Archive Operations Manager
• Document Management
• GlaxoSmithKline

2
Agenda

• What is a Laboratory Notebook (LNB)
• Laboratory Notebook lifecycle
• The archived RD LNB collection
• Why scan archived LNBs?
• Which LNBs to scan
• The scanning process from LNB to image
• LNB scanning challenges
• LNB scanning success

3
What is an Laboratory Notebook (LNB)?

• Hardback A4 book
• 50 or 200 pages
• Includes contents pages
• Uniquely numbered
• Used for recording experimental results

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Laboratory Notebook lifecycle
Active use (info being added)
LNB issued to scientist
Archival (65 yr retention)
Completion (recall)
5
The archived RD LNB collection

• Several decades worth of materials from GSK and
  various legacy companies
• Approx 300,000 LNBs globally - located in UK,
  US, Italy, Spain, France and Japan
• Various shapes and sizes

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Why scan archived LNBs?

• Widen access to experimental records
• Support further RD work
• Support legal activities such as patent related
  litigation
• Reduce risk to primary record
• Backup/security of intellectual property (along
  with microfilm)

7
Which LNBs to scan?

• All archived LNBs?
• Impractical with available resources
• 10 of archived records likely to be referenced
  during their retention period
• Which LNBs are scanned
• All newly completed LNBs (on receipt by the
  archive)
• Collections of legacy LNBs based on use or
  proposals from RD departments
• Legacy LNBs relating to ongoing litigation
  activity
• Approx 4-5K LNBs a year scanned in the UK

8
The scanning process from LNB to image
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LNB scanning challenges

• Legibility of content
• Pen colour
• Size of diagrams/graphs
• Handwriting quality
• Inserts size, paper thickness
• Turnaround time (how long can the LNB content be
  unavailable to scientist)
• Change Management how to encourage the move
  from viewing paper to viewing images

10
LNB scanning successes

• 60 reduction in number of LNB loaned to
  scientists
• Reduce risk to primary record
• Effort saved in tracking loans
• Reduced waiting time for RD and Legal staff to
  access LNB content
• Greater willingness of scientists to archive
  completed LNBs in timely fashion
• Better protection of GSK intellectual property
• Improved availability of LNB content
• Increased demand - receiving more requests from
  scientists to have their legacy LNBs scanned

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Thank you for listening any questions?