An electronic laboratory notebook (ELN), also known as an electronic research notebook (ERN), is a digital alternative to the traditional paper lab notebook, offering features such as timestamps, templates, search, and collaboration. ELNs help researchers systematically record and organise essential research information, which is considered part of their research data and must be archived. Using an ELN makes archiving easier and more reliable than relying on handwritten notes.
Most ELNs require paid plans, with free versions often limiting users, storage, or file size. To avoid vendor lock-in, ensure files can be exported in preferred formats, and check for API integrations with other tools. Consider sustainability of the provider, as well as features like drawing capabilities. Always review data security and backup measures, especially for sensitive data, and assess whether your lab’s environment (e.g., lack of internet or interference with equipment) is suitable. Finally, factor in the learning curve, for example, user-friendliness and flexibility are key to supporting diverse lab workflows.
There are many electronic lab notebook (ELN) options with varying costs. OneNote is a free alternative available under NTU’s Microsoft 365 subscription. Although not designed as an ELN, it integrates well with NTU's IT infrastructure and can serve as a practical digital lab notebook.
OneNote allows researchers to organise notes into sections and pages, attach graphs, images, and datasets, and maintain a structured record of experiments and project progress. Its search function makes it easy to locate past work, something that is often time-consuming with paper notebooks.
Researchers can also embed files such as Excel, PowerPoint, or PDFs directly into notes, streamlining workflows and keeping all relevant information in one place. With OneDrive integration, notes are securely stored in the cloud, accessible across devices, and easily shared with collaborators for real-time editing and teamwork.
OneNote’s version history can track edits, but it is less robust than dedicated ELNs when it comes to ensuring data integrity and traceability. For reproducibility and compliance, especially in long-term or regulated research, specialised ELNs offer stronger features such as audit trails and automatic time-stamping. Ensuring data quality, security, and preventing record corruption in OneNote requires discipline and proper training for team members. Using password protection and regularly saving backup copies of notebooks in secure offline folders can help safeguard against data loss.
Despite its limitations, there are several guidance materials on using OneNote as an alternative ELN.
Fig 1. Adaptation of Microsoft OneNote’s hierarchical structure to an ELN workflow from:
Guerrero S, López-Cortés A, García-Cárdenas JM, Saa P, Indacochea A, Armendáriz-Castillo I, et al. (2019) A quick guide for using Microsoft OneNote as an electronic laboratory notebook. PLoS Comput Biol 15(5): e1006918. https://doi.org/10.1371/journal.pcbi.1006918
The Electronic Lab Notebook (ELN) Comparison Matrix, created by the Longwood Medical Area Research Data Management Working Group in 2018, helps Harvard researchers identify suitable ELN tools. Developed from a survey of 26 vendors (later expanded to 33), the matrix lists tools relevant to biomedical research as alternatives to paper lab notebooks, without implying endorsement or evaluating quality. Though designed for Harvard, it has gained international recognition, featured on Twitter, Wikipedia, and in Nature, and is now widely used by librarians and researchers as an educational and decision-making resource.