Digital transformation in laboratory documentation: Insights from an eLabFTW case study and a survey-informed onboarding framework

Abstract

Purpose This study addresses the implementation of the electronic laboratory notebook (ELN) eLabFTW at the University Medicine Halle (UMH) and collaborating departments at Martin Luther University Halle-Wittenberg. It explores how ELNs can improve research documentation by increasing efficiency, data quality, and alignment with (FAIR) principles, while also navigating institutional and user-specific challenges. Methods A structured, multi-phase approach was followed, including stakeholder engagement, an interdisciplinary pilot phase, and technical integration into institutional infrastructure. Evaluation was conducted via a comprehensive user survey covering documentation practices, system requirements, and acceptance factors. The survey yielded 55 fully analyzable responses (n = 55). Additionally, custom Shiny applications and practical checklists were developed to streamline implementation and onboarding. These tools are published via GitHub and accompany this work as reusable resources for other research institutions. Results Most respondents (78%) reported extensive documentation experience, but frequently cited challenges such as time burden (67%), inefficient organization (63%), and difficulties retrieving information (63%). Traditional tools such as spreadsheets (87%) and paper notebooks (85%) dominate, but 90% emphasized user-friendliness as a key requirement for ELN adoption. Structured training (71%) and ongoing technical support (52%) were also deemed essential for success. During the 22-month institutional rollout period (October 2024 to July 2026), the platform grew to 237 registered users across 32 research teams, with 4,263 active experiments created by the end of the observation period. Conclusion The observed adoption demonstrates that a structured, user-centered implementation strategy can support the integration of an ELN into routine research practice. In addition to empirical insights, this publication provides openly accessible tools including Shiny apps and checklists that facilitate ELN onboarding and can support efficient implementation strategies in other institutional contexts. An important extension of the implementation was the integration of customizable dashboards, developed using Apache Superset and integrated into the institutional Confluence environment. These enable the secondary use of structured documentation data for visualization, quality monitoring, and reporting, providing additional analytical capabilities beyond the primary documentation function of the ELN. ELNs can support transparent, collaborative, and sustainable research data management when combined with structured implementation and institutional support.