Import, Export, Report: Increase Your Data Capture Rate
August 22, 2024
The heart of digital transformation is data capture coupled with reducing paper records. The requirement to transform digital documents between systems is ideally bypassed by keeping all functions contained in one system. When this is not an option, such as when recording bench observations and noting when supplies are low, then a seamless transfer of information between systems needs to be enabled within the laboratory workflow.
LabTwin is the solution for digital capture of laboratory bench information. LabTwin has out-of-the-box (OOTB) options for importing spreadsheets and other documentation for ease of transfer into the system. Additionally, LabTwin has OOTB options for exporting created tables, as well as a report formatting option when information needs to be distributed.
Integrating a digital, voice-activated recording tool at the lab bench is seamless with the importing and exporting abilities of LabTwin.
Import
Save time converting your protocols into discrete steps with LabTwin. Digesting protocols and procedures are an existing and continually improving feature of the LabTwin system. Most protocols are optimized for printed clarity when developed internally. An additional optimization is undertaken during the ingestion process to optimize the discrete steps verbally for use with the LabTwin AI pronunciation.
Importing a protocol into LabTwin includes automatic versioning to track the most current documents and what protocols have been improved. For situations where some team members build protocols and others implement the protocols, LabTwin uses a back-end team-based organization for promoting a protocol to the collective library. These improved and updated files are then made available to others on the team, and if protocols need to be transferred between the teams, LabTwin has an export function, discussed in the next section.
Export
After capturing an entire suite of data, LabTwin has multiple options for exporting it. In another blog post, we covered system integrations via API. There are three workflows for exporting LabTwin data: exporting generated tables, exporting the supply tracking function, and creating Zip files of experiment notes.
Natively, LabTwin allows the export of generated tables into CSV and XLSX formats.
When performing an inventory function for receiving samples or for performing a chemical inventory, the ease of generating a table with LabTwin reduces the overall time in two ways. First, unstructured data can be captured into a table via audio input with all the advantages of hands-free data entry. Second, the ease of exporting voice-generated data into an Excel sheet is another time-saving and paper-reducing advantage.
The second export function in LabTwin exports the tracking information for supplies. When managing your lab and benchtop supplies, the inventory tagged as Needed, Purchased, or Received is captured. This information is exportable in both CSV and XLSX formats. Consider the reduction in lab clutter and memorization when an inventory list can remain fully digital. This portability makes a lab supplies errand to the stock room more efficient.
The third export function produces a Zip file of the notes attached to an experiment. This exported information includes detailed information about the note’s creation (time, date, database key) as well as identifying information for the securely stored audio file that generated the note. Though it is unlikely that only the notes would need to be exported, this function allows for the metadata to be studied and other analyses to be performed on a subset of information otherwise dispersed throughout reports. This brings us to our next topic…
Report
LabTwin allows its users to build and preview any report that results from a completed protocol. There is no need to spend time configuring within a dedicated report-building software. LabTwin exports its reports in PDF and docx formats as well as via a web link. There is precise control over what information is included that may be ancillary to the protocol. This additional information includes what consumables were used in executing the protocol, which all become a part of the exported reports. If additional tables were generated, they can also be added to the builder.
Standardization is achieved with a front-end manipulation of reports by exporting the relevant info. This allows for the active embedding of captured photos and notes. Less time spent messing around with a phone or no time spent filling out forms to get cameras or returning approved devices to storage when working in secure environments. LabTwin exports the created report to a dedicated system folder. The contents of the folder can then be transferred to and stored in other data systems.
The use of a native reporting format saves time for documenting repetitive tasks. The standardization of outputs allows for ease of digestion by other data streams to capture bench-top variance and get ahead of operational pitfalls. Capturing a note about a proposed procedure change in real time means nothing is missed during creation or execution of a protocol.
Reducing the barriers to digital recording and digital reporting significantly increases the data capture rate of any lab looking to gain insights into their benchtop science.
What challenges do your lab staff face with respect to consistent reporting and centralizing data repositories?