Laboratory Notebook Scanning

Lab Notebook Scanning and Archiving with Recordsforce:

– Securely store your lab notebooks digitally

– Enable controlled digital access to securely stored research records

– Ensure disaster prevention and recovery for your most critical records

– Maintain business continuity in case of disaster, theft, or loss

– Assemble records as needed through an online portal

– Make better use of valuable office space

– Easily share amongst your team without compromising originals


Build Your Own Lab Notebook Scanning Estimate

Want to get an estimate for what it will cost to have your own lab notebooks professionally scanned? Just estimate the number of pages and your specifications to build your own custom estimate. Try it now!

Lab Notebook Scanning Features and Capabilities

– Complete digitization of your lab notebook from end to end

– Scan black and white, gray-scale, color, or a mix

– OCR Services for full text search

– Industry leading high speed Atiz Notebook Scanners

– End to end service offering: pick-up, document conversion, digital notebook naming and notebook return


Add Secure Online Lab Notebook Storage Protects Your Research & Patents

Your laboratory notebooks serve as your primary record of research performed. They’re also proof of your intellectual property rights for your organization’s patents and research. Recordsforce’s SSAE-18 Type II compliant laboratory notebook scanning service converts your sensitive quality and lab files into digital images for protection from disaster granting easy access for your critical research records.

Laboratory Notebook archiving requires a unique approach. Recordsforce’s specialized book scanners are specifically designed to handle the curvature of text near the lab notebook’s spine, ensuring the integrity of data capture while maximizing the scanned image quality.

Our Process for Scanning Lab Notebooks

Retrieve your documents

Do you have boxes or shelves of lab notebooks clogging up your office? Recordsforce can send a team to shelve and transport your charts back to our secure SSAE-18 SOC 1 Type II compliant scanning facility. Not in the Northeast? We provide ready to pack boxes with instructions for shipping your charts back to our facility. Once they are received, the documents are checked into our PACE production management system and given a unique batch number. Our PACE system tracks all of the information relating to that batch, as well as every step that batch will go through while being processed. This offers one-of-a-kind transparency and real-time status updates to our customers, ensuring the chain of custody for your lab notebooks, and allowing you to track your books as they progress through our digitization process. 

 Document Preparation

Our highly experienced staff is trained to prepare your files for scanning. During that process staples are removed, sticky notes are moved, if documents are damaged they are repaired, and everything is done in accordance with FDA CFR 21 Part 11 if any document needs to be altered in order to digitize.

  Document Scanning

Lab notebooks are scanned through our high-speed Atiz book scanners. These machines combined with our trained technicians ensure the best resolution, clarity and results. Our notebook scanners are trusted by some of the world’s most prestigious institutions as they provide the highest possible quality.

Data Capture

Data is captured per each customer’s instruction. Work instructions are first approved by the client before technicians are able to start our process. This ensures that an individual is knowledgeable about the specific instructions required by the customer. Documents are then indexed through manual keying or automated data recognition in our specialized data capture software.

 Quality Control

Using data validation, field level constraints, human review, and business rules, our process ensures that your documents are complete and processed accurately. Our controls are built to meet the most stringent regulatory requirements and ensure the highest level of customer satisfaction.

 Delivery to you 

Once the notebooks have been passed by quality control, they are exported out of our data capture software, and routed to a folder that is categorized typically by the scientist’s name and book number. In the folder will be specific PDF’s that correspond with each section of the table of contents for better searchability. These can then be placed onto an encrypted thumb drive and delivered to you, uploaded to one of our cloud-based systems or SFTP (Secure File Transfer Protocol) to our portal.

Frequently Asked Questions

Can you return the notebooks once they’re scanned? Absolutely, we can return immediately, or save digitally and we will store your lab notebooks free of charge for up 3 months until you determine how you’d like to proceed

Can you make all the writing searchable? Only if it’s typed, but we like to break books down by table of contents

How do you get our notebooks? Recordsforce can arrange a courier, or we can help you package and send them by mail (fully insured and trackable)

How long will the project take? That depends on how many lab notebooks you have, however Recordsforce offers complete transparency into the process utilizing our PACE system.  Recordsforce customers can always see the status of their batches through PACE.  

What certification do you have for security?  Recordsforce facility is SSAE-18 SOC Type II compliant.  The SOC II focuses on a business’s controls as they relate to security, availability, processing integrity, confidentiality, and privacy of a system.

Contact one of our lab notebook experts to get started today!