Laboratory Record Keeping Best Practices

Laboratory documentation describes what to record: which events, which measurements, and which materials are noted, and in what context. Record keeping describes how those records are maintained once created: their format, their organisation, how they are corrected, how long they are retained, and who can access them. Both are necessary. Even thorough documentation creates unreliable records if the physical or electronic forms are not maintained carefully. This overview covers record keeping practices in factual terms and does not include usage guidance for any material.

Paper records

Paper-based laboratory notebooks and record sheets remain common in many research environments. Paper records have the advantage of simplicity, availability, and resistance to certain types of data loss. However, they require physical storage in conditions that protect them from damage, and searching or retrieving specific information across many notebooks can be time-consuming. Using a consistent format within a paper record, such as defined fields for material name, batch number, date, and observation, reduces ambiguity and makes records easier to use.

Electronic records

Electronic records in spreadsheets, dedicated software, or laboratory information management systems offer easier searching, faster retrieval, and simpler sharing across a team. They also introduce risks that paper records do not: file corruption, accidental deletion, version conflicts, and the need for ongoing backup. Electronic records generally require a backup strategy and access controls to ensure that only authorised users can modify them.

In research records, making an error unreadable, whether by using correction fluid or by deleting electronic entries without trace, is contrary to good practice. The principle is that the original entry remains readable while the correction is clearly indicated. In paper records, this typically means drawing a single line through the incorrect entry, writing the correct entry nearby, and adding an initials and date to indicate who made the correction and when. In electronic records, a formal amendment field or an audit trail serves the same purpose. The reason for the correction is also informative to include where space permits.

Corrections should never make the original entry illegible. The ability to see what was originally written and that it was subsequently corrected is part of the integrity of the record. A record that appears to have been altered without trace creates questions about its reliability.

Research records are not discarded at the end of an experiment. Retention periods specify how long records are kept before they can be disposed of, and these vary by institution, funding body, and regulatory context. Common minimum retention periods range from five to ten years after the conclusion of a project, and some records, particularly those relating to work that underpins a publication, may need to be retained for longer. Laboratories should determine the applicable retention requirements for their context and ensure records are held for at least that period.

Access to records should be defined clearly: who is permitted to read records, who is permitted to add to or amend them, and who has administrative access to the system or filing location. Restricting write access to those who generated the data reduces the risk of accidental or unauthorised modification. Where multiple researchers use the same notebook or electronic system, attribution of each entry to the individual who made it is important for the integrity of the record.

Paper records should be stored in conditions that protect them from fire, flood, and physical damage. Where records are irreplaceable, storage in a separate location from the primary copy provides additional protection. Electronic records require regular backup to a separate location, whether on-site on a different storage medium or off-site. The frequency of backup should reflect how much data could acceptably be lost in the event of a failure: if daily work would be lost without a backup from the previous day, daily backup is appropriate. Testing that backup copies can be restored is as important as making the backup in the first place. For how record keeping fits within a broader documentation system, see Laboratory Quality Documentation Systems.