Migrating to LabArchives from systems like OneNote, Evernote, paper notebooks, or network drives can feel complex, but a thoughtful approach makes it manageable. Begin by backing up your existing data and reviewing how much detail is preserved in exported files—some formats may be read-only or lack metadata like timestamps.
Rather than importing everything at once, focus on current or high-priority work. Many teams find it easiest to start fresh in LabArchives and bring in older data only as needed. This guide walks you through practical steps to help you transition smoothly and efficiently.
1. Understand Your Current System's Export Options
Start by checking how your current system allows you to export data. Options vary:
- Common export formats: PDF, HTML, TXT, CSV, Word, Excel.
- Limited export systems: Some only allow printing or use proprietary formats.
- Project-based export: You might need to export individual pages, projects, or entries one at a time.
If you're migrating from paper notebooks:
- Scan or photograph important pages.
- Use optical character recognition (OCR) tools to convert handwriting to searchable text.
Tip: Try exporting a few sample files in different formats to see what works best. Consult the support documentation for your current system for help with exporting.
2. Prioritize What Needs to Be Migrated
If you've been using your previous system for a long time, there may be a large volume of data to move. Instead of trying to migrate everything at once, prioritize.
Here are strategies other teams have used successfully:
-
Set a Launch Date
Start using LabArchives on a specific date. Bring in older data only if needed. -
Prioritize Active Projects or Grants
Focus on current work first. Older or inactive projects can be imported late or archived separately. -
Start with New Projects or Samples
Use LabArchives to document all new work moving forward. -
Onboard New Team Members in LabArchives
Have new members begin directly in LabArchives to build consistent habits from day one.
3. Organize with a Notebook Structure
As you being migrating, decide how to structure your notebooks. You can:
- Mirror the structure of your previous system.
- Create a new, simplified or standardized format.
- Use a dedicated Archive notebook or folder for older data.
For step-by-step guidance, see how to organize LabArchives notebook effectively in these articles.
4. Add Your Data to LabArchives
LabArchives offers multiple methods for bringing in and organizing your data, whether you’re uploading files or linking to external sources.
Upload Attachments
LabArchives supports uploading all file types, making it easy to store and organize your data. You can add files by using the Attachment entry in the entry toolbar or by simply dragging and dropping them directly onto a notebook page.
For larger volumes of files or ongoing bulk uploads, consider using the Folder Monitor desktop application, which can automate the upload process from designated folders.
Link to External Data
If your files are stored on a shared network drive, server, or a cloud service like Box or OneDrive, you can link to them directly from within LabArchives. This allows you to reference external data without duplicating storage. When adding links, include helpful context such as the file name, type, path, or a brief description to make the data easier to find later.
Copy and Paste for Frequently Used Content
For protocols, procedures, or summaries that need to be easy to read and access:
- Copy and paste content into a Rich Text entry on a LabArchives page.
- Be prepared to reformat if the original document used complex styles or layouts.