LabArchives is ideal for storing notes, protocols, attachments, and more. However, large files, frequently accessed files, or those stored in secure systems may need to reside outside of LabArchives. When this happens, it is essential to include reliable, long-lasting links or references so you and your colleagues can find the data later.
By following these best practices, your LabArchives notebook will serve as a clear, organized, and reliable reference—making collaboration and long-term data access easier for you and your team.
Referencing or Linking to Data Stored Outside LabArchives
To ensure that data stored outside of LabArchives remains accessible, reliable, and well-organized, follow these key best practices:
Use Clear and Consistent File Names and Paths
Include key details like project name, experiment ID, researcher, location, and date.
Standardize naming conventions across your team and document them in a data management plan.
Include Metadata and Descriptions
Add file type, software used, file size, and a brief explanation of the data to improve searchability and usability.
Avoid Renaming or Moving Files
Renaming or relocating files can break existing links. If changes are made, be sure to update the related LabArchives entries promptly.
Track File Versions
Use systems that track revision history or include version or stage information in file names (e.g.,Manuscript_ProjectX_Draft1_2025_06-10.docx).
Avoid vague names like final.docx or latest.docx.
Manage Access and Ownership
Ensure team members have access to externally stored data.
Changes in ownership or permissions can invalidate links—update them as needed.
Ensure Cross-Platform Compatibility
Use only characters supported across systems.
- Windows: avoid
\ / : * ? " < > | - macOS: avoid
:and sometimes/.
Stick to alphanumeric characters, underscores (_), hyphens (-), and periods (.) for maximum compatibility.
Test important files on both Windows and Mac if your team uses both systems.
Referencing or Linking to Data Within LabArchives
Each notebook, page, folder, and entry in LabArchives has its own unique Share URL, making it easy to reference specific content within or outside the Notebook.
- Share URLs remain valid if the file is renamed or moved.
- Only members with access can open the link.
- Share URLs can be used in other LabArchives entries, emails, or external systems.
How to Document Links and File Paths in LabArchives
Use Rich Text Entries
Use a Rich Text Entry to provide important context about the file or resource you’re referencing. Include:
- File path or URL
- File name
- Description or instructions for access
This helps others understand what the file is, where to find it, and how to use it.
Use the Linking Tool for Cloud Services and URLs
Add a clickable link using the Linking Tool. The link will appear on the right side of the entry and can point to:
- A LabArchives Share URL
- A cloud storage service (e.g., OneDrive, Google Drive, Dropbox)
- Any external website
The link will automatically include an icon representing the resource, making it easier to recognize and access.
Display File Paths to Shared or Network Drives
If data is stored on a shared or network drive, include a clear file path using the Linking Tool or by typing the path directly into a Rich Text Entry (e.g., \\SharedDrive\Lab\Data\ProjectX). This allows others to locate the file within your internal file system