The best electronic lab notebook (ELN) is the one that fits a lab’s workflow, data types and compliance duties. To choose one, list must-have features, check whether the lab needs FDA 21 CFR Part 11 controls such as time-stamped audit trails, confirm data can be exported in open formats, compare cloud and self-hosted options, and trial two or three systems with real users.
Key Takeaways
- An electronic lab notebook is software that replaces the paper lab notebook, making records searchable, easier to back up and shareable across a team.
- Labs working under FDA rules need an ELN that supports 21 CFR Part 11 controls, including validation, access limits and secure, time-stamped audit trails.
- An ELN documents experiments; a LIMS (laboratory information management system) is built around processing and tracking batches of samples. Many products now combine both.
- Data portability matters: the open .eln archive format, maintained by The ELN Consortium, lets supporting notebooks exchange records.
- Free, open-source ELNs exist, such as eLabFTW, alongside commercial platforms.
An electronic lab notebook, or ELN, is an important tool for today’s research lab. If your organization plans to adopt an ELN, the key questions are which features the lab really needs, whether the system must meet regulatory rules, and how easily its data can be moved out later.
How do you make sure you’re choosing the best electronic lab notebook for your needs? ELNs range from free, open-source notebooks to commercial platforms that combine a notebook with sample tracking and inventory, so a clear checklist makes the comparison easier.
Determine Your Organization’s Needs
Every research lab has different needs. The best electronic lab notebook for you will be the one that meets your lab’s needs, without having a lot of superfluous options. Before you can choose an ELN, you need to have a clear idea of your must-haves and nice-to-haves.
Some labs are content with an application that simply digitizes the functionality of a traditional paper lab notebook.
However, many ELNs add functions beyond the paper notebook, such as protocol templates, direct import of instrument data, inventory links, electronic signatures and search across every experiment. List which of these your lab would actually use.
Look at what functions you’ve already digitized or automated, and what functions are still being done the old-fashioned way. What would you like to automate? What would be more efficient if it was handled via an application?
For instance, if you’ve already adopted an electronic inventory management system, you won’t need your ELN to handle that — but you may want an electronic lab notebook that will easily communicate with your inventory system, so that your researchers can reference where the relevant samples for each experiment are stored.
Another option incorporated into some systems is scientific project management capabilities. This can be incredibly useful for your lab manager, as it keeps them updated on each experiment’s progress as the researchers update their lab notebook. However, if you already have a project management system in place, you may not want to switch over.
Schedule Some Demos
The best way to find the best electronic lab notebook is to “test drive” a few options. See if you can schedule a demo or download a trial version of the software. That will let you explore the interface and see if you enjoy using the application, if it is user-friendly and intuitive, and if all the features you need are present and work as advertised.
If possible, get several members of your team to test the software, to make sure that everyone likes it and feels like it meets their needs.
The Best Electronic Lab Notebook for You
In the end, you can read lots of reviews and customer testimonials, but choosing the best electronic lab notebook comes down to what your lab needs, and what you like in a software application. Because ELNs differ widely in features, hosting and compliance support, a lab should not have to settle for one that misses its must-have requirements.
Do your research and test a few options. Just like buying a new car, you might love the first one you look at, or you might be surprised by what you ultimately decide on. A well-chosen ELN gives a research team searchable records and easier access to its data, provided the rollout includes training and a plan for migrating existing notebooks.
What Is an Electronic Lab Notebook?
An electronic lab notebook (ELN) is a computer program designed to replace paper laboratory notebooks. Scientists, engineers and technicians use an ELN to record experiments, procedures, observations and results. Compared with paper, an ELN is easier to search, simpler to copy and back up, and supports collaboration between many users. An ELN can also take data directly from instruments, instead of researchers printing results and stapling them into a paper notebook.
ELNs fall into two broad types. Specific ELNs are built for one discipline or application, such as chemistry. Cross-disciplinary, or generic, ELNs handle many kinds of laboratory data. Some labs also adapt general tools, such as a wiki or a note-taking application, although these usually lack audit trails and other compliance features.
Which Features Should an Electronic Lab Notebook Have?
The features below are the ones most labs compare when choosing an electronic lab notebook. Mark each as a must-have, a nice-to-have or not needed before contacting vendors.
| Feature | Why it matters | Who needs it most |
|---|---|---|
| Audit trail and version history | Records who created, changed or deleted an entry and when, without hiding earlier versions | Regulated labs, labs that may need records for patents or disputes |
| Electronic signatures and witnessing | Lets authors sign and colleagues witness entries inside the system | Pharmaceutical, biotech and medical device labs |
| Templates and protocols | Standardizes how repeated experiments are recorded | Labs running routine assays or training new staff |
| Instrument and file import | Attaches raw data, images and spreadsheets to the experiment that produced them | Labs with high data volumes |
| Inventory and sample links | Connects each experiment to the reagents and samples it used and where they are stored | Wet labs managing many samples |
| Access controls and permissions | Limits who can read or edit projects; many products support single sign-on | Multi-team organizations, labs with confidential projects |
| Export in open formats | Keeps records readable if the lab changes systems (PDF, CSV, JSON or the .eln format) | Every lab, to avoid vendor lock-in |
| Hosting choice | Cloud hosting reduces IT work; self-hosting keeps data on the lab’s own servers | Institutions with data-residency or security rules |
Does Your ELN Need to Be 21 CFR Part 11 Compliant?
An ELN needs 21 CFR Part 11 support if the lab’s electronic records fall under US Food and Drug Administration rules, which is common in pharmaceutical, biotech and medical device work. Title 21 of the Code of Federal Regulations, Part 11, sets out when the FDA accepts electronic records and electronic signatures in place of paper.
For closed systems, section 11.10 requires controls that include:
- Validation of the system to ensure accuracy, reliability and the ability to detect invalid or altered records.
- Secure, computer-generated, time-stamped audit trails that record the date and time of entries and actions that create, modify or delete records, where changes do not obscure earlier information.
- The ability to produce accurate copies of records in human-readable and electronic form.
- Protection of records so they can be retrieved throughout the retention period.
- Limiting system access to authorized individuals, and checks that only authorized people can sign or alter records.
- Written policies that hold people accountable for actions taken under their electronic signatures.
Software alone does not make a lab compliant: Part 11 also covers validation, training and written procedures. When a vendor says a product is “Part 11 ready,” ask what validation documentation it provides and which controls the lab must configure itself. Academic labs outside FDA oversight usually do not need Part 11, but audit trails are still useful for research integrity and for data-management plans.
ELN vs LIMS: What Is the Difference?
An ELN and a LIMS solve different problems. An electronic lab notebook documents experiments: the method, observations and results. A laboratory information management system (LIMS) has traditionally been designed to process and report data related to batches of samples, tracking workflows, samples and results through a lab.
| Aspect | Electronic lab notebook (ELN) | LIMS |
|---|---|---|
| Main focus | Experiments and research records | Samples, batches and workflows |
| Typical users | Research and development scientists | Testing, quality control and service labs |
| Structure | Flexible entries, often with templates | Structured, rule-driven processes |
The line between the two has blurred, because many modern LIMS include ELN functions and some ELN vendors sell LIMS and inventory modules. For example, Labguru describes itself as a single lab platform that combines an ELN, LIMS and inventory management. A lab that already runs a separate inventory app or LIMS should check that a new ELN can connect to it rather than duplicate it.
How Do You Avoid Vendor Lock-In With an ELN?
Vendor lock-in happens when records cannot be moved out of a system in a usable form. Lab records are often kept for many years, so export options deserve as much attention as features. Ask every vendor which formats a full export produces and whether attachments and audit history are included.
One answer is the .eln file format, an archive format for exchanging experimental results and data between ELNs. The ELN Consortium, a group of ELN developers, maintains the format; it follows the RO-Crate specification and bundles files into a ZIP archive, and .eln is registered as a media type with IANA. According to the consortium, notebooks that support .eln include eLabFTW, Kadi4Mat, PASTA, SampleDB, RSpace, OpenSemanticLab and SciLog.
Open export also supports the FAIR principles, which say research data should be Findable, Accessible, Interoperable and Reusable. The principles were published in the journal Scientific Data in March 2016.
Are There Free or Open-Source Electronic Lab Notebooks?
Yes. eLabFTW is a free and open-source electronic lab notebook released under the GNU Affero General Public License (AGPLv3), and its developers state that no features are held behind a paywall. Labs can self-host eLabFTW using Docker or Podman containers, which requires Linux server administration skills, or pay its developer, Deltablot, for managed hosting. Its listed features include trusted timestamping, cryptographically verifiable signatures, inventory and resource booking, multi-team permissions, and export to PDF, ZIP, CSV, JSON and .eln.
Open-source ELNs suit labs with in-house IT support and a strong preference for data control. Commercial ELNs usually include hosting, support and integrations. In either case, budget for the time spent on setup, training and migrating old notebooks, not just the license.
How to Run an ELN Evaluation: A Step-by-Step Checklist
- Write a requirements list. Separate must-haves (for example, audit trail, single sign-on, chemistry drawing) from nice-to-haves, using input from researchers, the lab manager and IT.
- Confirm compliance needs. Decide whether 21 CFR Part 11 or institutional data policies apply, and ask vendors for evidence of the relevant controls.
- Shortlist two or three systems. Include at least one option with open export, and compare cloud and self-hosted versions where both exist.
- Run a real trial. Have several team members record a real experiment, attach instrument files and search past entries. Treat online reviews as one input only, since reviews can be unreliable.
- Test the exit. Export a full project during the trial and check that text, attachments and history are readable outside the system.
- Check security and data handling. Ask where data is hosted, how it is backed up and who can access it; cloud data security is covered in our guide to data security posture management.
- Plan the rollout. Set templates, naming rules and permissions before go-live, and train users in small groups.
Common Mistakes When Choosing an ELN
- Buying for features nobody uses. A long feature list can make a notebook harder to adopt; match features to the requirements list.
- Skipping the scientists. If bench researchers find the ELN slow, they return to paper or side files and records become incomplete.
- Ignoring integration. An ELN that does not connect to existing inventory, project management or EHS software can create duplicate data entry.
- Not testing export. Discovering after several years that records cannot be moved is costly.
- Assuming software equals compliance. Regulated labs still need validation and written procedures around the tool.
Choosing an ELN is part of good research practice more broadly; for planning a research project from the start, see our guide on how to conduct academic research for any topic.
Frequently Asked Questions
What is an electronic lab notebook used for?
An electronic lab notebook is used to record experiments, procedures, observations and results in software instead of on paper. It makes records searchable, simplifies backups, supports team collaboration and can attach data directly from instruments.
Can electronic lab records replace paper for FDA-regulated work?
Yes, when the system meets 21 CFR Part 11. That regulation sets the conditions under which the FDA accepts electronic records and signatures, including system validation, access controls and secure, time-stamped audit trails.
What is the difference between an ELN and a LIMS?
An ELN documents experiments and research work, while a LIMS manages samples, batches and lab workflows. Many modern products combine both, so labs should compare the specific modules each vendor offers.
Is there a free electronic lab notebook?
Yes. eLabFTW is a free, open-source ELN under the AGPLv3 license that labs can self-host, and its developer also offers paid managed hosting. Self-hosting requires Linux server administration skills.
What is the .eln file format?
The .eln format is an open archive format for exchanging experimental data between electronic lab notebooks. Maintained by The ELN Consortium, it follows the RO-Crate specification, packages files as a ZIP archive and is registered as a media type with IANA.
How long does it take to choose an ELN?
There is no standard timeline; it depends on lab size and compliance needs. Allow time for a requirements list, a hands-on trial with several users, an export test and, for regulated labs, validation before go-live.
