July 13, 2012 by Tom Zeliff Categories: Document Scanning

Based on our many decades of collective lab notebook scanning experience with biotechs, pharmaceuticals and other research facilities, these are five things that you should use when thinking about having a partner scan your notebooks:

1. Notebooks Are an IP Property Disaster Waiting to Happen

Patent-related information and other intellectual property stored on paper, even if copied, is a disaster waiting to happen. No one ever thinks that fire, flood, lost notebooks, or nasty audits will happen to them—until it does. Think of lab notebook scanning as your insurance against intellectual property loss, for a lot less than what normal insurance costs and far less than being in violation of insurance industry regulatory guidelines.

2. People Know They Should Scan Notebooks for Disaster Recovery… But Don’t

Why doesn’t everyone scan their notebooks to prevent them from being lost in a disaster? Because it’s yet another thing to do and we all get caught up in the daily grind. You need a partner that, on a scheduled basis, can either scan the notebooks at your facility or pick them up, scan them and either FTP them into your system or host them on a document management system—either in software or in the cloud. We also recommend that you find a partner that can scan partial notebooks and return them for continued use until they are complete.

3. Scanned Notebooks in the Cloud

Where do the scanned lab notebook images go? We recommend uploading them to a cloud document management system so that all authorized personnel and regulators have immediate browser access any time, anywhere—and with zero capital expense to your organization.

4. Book Scanners Beat the Knife

Instead of cutting bindings off (prohibited by law in many cases) and especially when handling fragile paper, you need your notebooks scanned on a flatbed scanner and in either color or grayscale to ensure you’re capturing all the information on every page.

5. More than Just Lab Notebooks

You need a partner that is proficient in scanning all of your critical research information and documents pertinent to your lab as well as your business documents:

  • Scientific Notebooks
  • Log Books
  • Oversized Notebooks
  • Engineering Notebooks
  • HR Files
  • Accounts Payable Files

This is a good start, but there is a lot more to know about best practices for scanning notebooks. Contact us to learn more.