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Introduction: The digitization of scientific documentation is a key component of modern research data management (RDM). In this context, the open-source electronic lab notebook (ELN) eLabFTW [1] was introduced at University Medicine Halle (UMH) and parts of Martin-Luther-University Halle-Wittenberg (MLU) to promote transparency, traceability, and collaborative research practices. ELNs are digital platforms that replace paper lab notebooks, offering structured, searchable, and secure documentation of research. An eight-month pilot phase involving 15 research laboratories enabled practical testing under real laboratory conditions.

Methods: A structured software selection process using a detailed criteria catalog and the ELN Finder tool (https://eln-finder.ulb.tu-darmstadt.de) led to the decision for eLabFTW. A comprehensive needs assessment followed, including interviews, workshops, and surveys. Based on early feedback, a broader user survey was developed to assess documentation practices, user needs, and concerns. The survey addressed usability, technical integration, acceptance, and concerns regarding data security, time investment, and transparency – highlighting not only technical but also emotional and cultural challenges.

Results: eLabFTW met essential functional and technical requirements and proved adaptable across disciplines. Structured test planning, integrated resource management, and early links to systems such as Confluence were positively received. A planned connection with Apache Superset (https://superset.apache.org) points to further potential for data visualization and secondary data use. In terms of FAIR principles [2], eLabFTW supports persistent identifiers, structured and searchable entries, long-term archiving, and metadata standards, contributing substantially to findability, accessibility, interoperability, and reusability. In contrast, traditional paper-based lab notebooks lack these features and are therefore hardly FAIR-compliant.

Challenges typical of digital transformation also became evident, including diverse usage patterns, integration issues, and varying user acceptance. Concerns about data sovereignty, increased transparency, and added effort were actively addressed through early involvement, open communication, and tailored training. The pilot phase also confirmed the hypothesis that success factors vary over time: while concrete planning and goal orientation are vital early on, aspects such as user trust and adaptability become more relevant during implementation. Our Work shown in this poster focuses on the pilot phase, designed to explore and better understand these dynamic influences for the overall rollout.

Conclusion: Although many foundational aspects of ELN adoption have been addressed in the literature [3], this study presents insights from a pilot phase within a university medical research environment. While previous publications provide comprehensive overviews of general implementation considerations, this report highlights the specific challenges and practical conditions of an initial rollout at a university hospital and affiliated research institutes.

A key finding from this early stage was the importance of remaining responsive to user needs. To stay flexible and collect timely input for planning, a hands-on and adaptive approach to feedback proved essential. A structured questionnaire is currently being developed to assess satisfaction across the user base and guide refinement of support services.

The experience gained in this pilot provides a transferable model for FAIR-compliant and user-centered ELN implementation in complex research environments. Future work will explore its long-term impact on documentation quality, research efficiency, and reproducibility.

The authors declare that they have no competing interests.

The authors declare that an ethics committee vote is not required.

References

[1] CARPi N, Minges A, Piel M. eLabFTW: An open source laboratory notebook for research labs. J Open Source Softw. 2017;2:146. DOI: 10.21105/joss.00146
[2] Wilkinson MD, Dumontier M, Aalbersberg IjJ, Appleton G, Axton M, Baak A, et al. The FAIR Guiding Principles for scientific data management and stewardship. Sci Data. 2016;3:160018. DOI: 10.1038/sdata.2016.18
[3] Higgins SG, Nogiwa-Valdez AA, Stevens MM. Considerations for implementing electronic laboratory notebooks in an academic research environment. Nat Protoc. 2022;17:179–89. DOI: 10.1038/s41596-021-00645-8