Benchmarking and Lessons Learned from Using SharePoint as an Electronic Lab Notebook in Engineering Joint Research Projects

Kim Feldhoff (), Tim Opatz, Hajo Wiemer, Martin Zinner and Steffen Ihlenfeldt
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Kim Feldhoff: Institute of Mechatronic Engineering (IMD), Faculty of Mechanical Science and Engineering, Technische Universität Dresden, 01062 Dresden, Germany
Tim Opatz: Institute of Mechatronic Engineering (IMD), Faculty of Mechanical Science and Engineering, Technische Universität Dresden, 01062 Dresden, Germany
Hajo Wiemer: Institute of Mechatronic Engineering (IMD), Faculty of Mechanical Science and Engineering, Technische Universität Dresden, 01062 Dresden, Germany
Martin Zinner: Institute of Mechatronic Engineering (IMD), Faculty of Mechanical Science and Engineering, Technische Universität Dresden, 01062 Dresden, Germany
Steffen Ihlenfeldt: Institute of Mechatronic Engineering (IMD), Faculty of Mechanical Science and Engineering, Technische Universität Dresden, 01062 Dresden, Germany

Data, 2025, vol. 10, issue 7, 1-31

Abstract: The adoption of Electronic Lab Notebooks (ELNs) significantly enhances research operations by enabling the streamlined capture, storage, and dissemination of data. This promotes collaboration and ensures organised and efficient access to critical research information. Microsoft SharePoint ® (SP) is an established, widely used, web-based platform with advanced collaboration capabilities. This study investigates whether SP can meet the needs of engineering research projects, particularly in a collaborative environment. The paper outlines the process of adapting SP into an ELN tool and evaluates its effectiveness compared to established ELN systems. The evaluation considers several categories related to data management, ranging from data collection to publication. Six distinct application scenarios are analysed, representing a spectrum of collaborative research projects, ranging from small-scale initiatives with minimal processes and data to large-scale, complex projects with extensive data requirements. The results indicate that SP is competitive in relation with established ELN tools, ranking second among the six alternatives evaluated. The adapted version of SP proves particularly effective for managing data in engineering research projects involving both academic and industrial partners, accommodating datasets for around 1000 samples. The practical implementation of SP is demonstrated through a collaborative engineering research project, showing its use in everyday research tasks such as data documentation, workflow automation, and data export. The study highlights the benefits and usability of the adapted SP version, including its support for regulatory compliance and reproducibility in research workflows. In addition, limitations and lessons learned are discussed, providing insights into the potential and challenges of using SP as an ELN tool in collaborative research projects.

Keywords: electronic lab notebook; FAIR data; open data; research data management; joint research project; mechanical engineering; lessons learned (search for similar items in EconPapers)
JEL-codes: C8 C80 C81 C82 C83 (search for similar items in EconPapers)
Date: 2025
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