LabArchives at Clemson

What is LabArchives?

• What is LabArchives?

  LabArchives is an online platform that makes it easy to record, organize, analyze, and share experiments and data wherever you are. Your data with all your workflows, methods, and findings live on one secure and accessible software platform.

• Do I have to use LabArchives?

  No. LabArchives is to available faculty, staff and students, but its use is not required. The one exception is when an instructor decides to use LabArchives to manage a lab section, in which case students will be expected to use it as required by the instructor and described in the course syllabus.

• Is my data secure?

  Data is stored in the cloud. It is not stored on Clemson’s campus. LabArchives stores the software and all customer data at Amazon data centers in the United States. The main location is in Virginia, and a backup location is in Oregon. The data always stays within the United States.

  Clemson and LabArchives use many technical and administrative safeguards to protect your data. Details are available from LabArchives and on the Amazon Web Services (AWS) compliance page.

  If you are a PI working on a regulated project (one that has sponsor-imposed security requirements, a TCP in place, etc.), please consult exportcontrol@clemson.edu for guidance.

• Can I enter sensitive data into LabArchives?

  Use of an ELN for projects involving regulated research data—including Controlled Unclassified Information (CUI), export-controlled information, sponsor-restricted information, or information not approved for public release—must align with Clemson University’s Research Security, Export Control, and Regulated Research compliance requirements.

  Researchers working with regulated or restricted research data must consult the appropriate Clemson offices (e.g., Export Control & Research Security, Research Compliance, or Information Security) to determine whether LabArchives is an approved storage and documentation platform for their specific project.

  You can read more about data types and storing sensitive information in Clemson’s ELN policy.

• What are the storage limits and file size limits?

  Individual file size is limited to 16GB and there’s a practical limit of approximately 1 TB per notebook. A user may have as many notebooks as they want.

• Are changes made to a notebook trackable? Are there version controls?

  All content entered into LabArchives is automatically recorded with a precise date and time stamp, along with the identity of the user who performed the action. Timestamps are synchronized with National Institute of Standards and Technology (NIST) standard time to ensure accuracy and consistency. Every action, including additions, edits, and deletions, receives its own unique timestamp, creating a complete audit trail of who did what and when.

  LabArchives maintains every version of each entry and notebook page. You can view the full revision history by selecting Page Tools → View Revisions, which displays all changes made over time. At any point, you may revert to a previous version or restore items that were moved to the notebook’s trash. While entries can be edited or placed in the trash, they cannot be permanently deleted from LabArchives notebooks. This preserves full traceability of research data and supports documentation needs related to intellectual property.

  In addition, LabArchives includes a page signing feature. When a page is signed, that specific version is permanently locked and cannot be modified further, including the data it contains.

• Where is my data stored? How are the notebooks backed up?

  LabArchives stores the software and all customer data at Amazon data centers in the United States. The main location is in Virginia, and a backup location is in Oregon. The data always stays within the United States.

  Clemson and LabArchives use many technical and administrative safeguards to protect your data. Details are available from LabArchives and on the Amazon Web Services (AWS) compliance page.

  Once a research notebook is created in LabArchives, it cannot be deleted. Data saved on LabArchives will be stored using Amazon Web Services.  If desired, individual research groups may create locally stored copies of their LabArchives notebooks by exporting the notebooks in either PDF or HTML formats.

• What kinds of files can I include?

  Files rom programs such as Microsoft Office and Adobe Acrobat, common image formats, and specialized scientific formats like GraphPad Prism, SnapGene and others are supported, with many offering in-browser viewing and editing. Virtuallly any file type can be uploaded as an attachment.

• Who can access my research data from LabArchives?

  The owner of a LabArchives notebook (usually the PI or lab director) can grant, revoke and restrict access to other users, including collaborators outside of Clemson. No one can browse or see your notebook without your permission, with the exception of staff members who may need access in accordance with the funding requirements, sponsor rules, University policies, etc.

   

• Can I get my data out of LabArchives for backup or sharing purposes?

  The Offline Notebook feature in LabArchives allows notebook members to download a complete copy of the notebook—or selected folders—and related attachments for offline viewing. It generates a read-only HTML version of the content, packaged into a ZIP file that includes folders, pages, entries, and attached files. This function is especially valuable for:

  • Archiving research data and protocols
  • Sharing content with collaborators who don’t have access to your notebook
  • Submitting materials for publication or regulatory review
  • Complying with institutional, legal, or funding agency documentation requirements
  • Field Research and accessing your notebook without needing an internet connection (direct access to notebook attachments on your device)

  After extracting the contents, you can open and view the notebook outside of the web browser. The layout closely mirrors the online interface, featuring a familiar Notebook Navigator for easy navigation between folders and pages. Access permissions still apply, which means that notebook members can only download the content that they have been given access to. 

  You can also export your notebook to a PDF file.

• What happens to my LabArchives notebooks when I graduate or leave Clemson?

  When leaving Clemson, you must transfer ownership of your LabArchives notebooks to a designated recipient (like a PI) at the university to ensure data continuity. If you depart without doing this, Clemson administrators will need to assist with ownership transfer. You can also download a copy of your notebook for your personal records.

• Can I share my LabArchives notebooks with external collaborators?

  Yes! You can grant access to all or part of your notebook to anyone who creates a free or paid LabArchives account. Levels of access, from read-only to full editing privileges, can be set for each user.

• Where can I find out more or get training in using LabArchives?

  LabArchives has excellent and extensive training resources. Check out the intro on-demand webinar, onboarding video series, the quick start guide, and the knowledge base.