Purpose: The purpose of this SOP is to describe the process needed to transfer LabArchive (LA) notebooks across institutions.

1. Definitions:

Site Admin (or Service Lead): An individual within the university or institution who provides leadership and service support for Lab Archives.

Owner: LabArchives user who owns each notebook, typically the PI or a designee (ex: lab manager)

2. Prerequisites

In order to transfer a notebook to a new institution, there are a few prerequisites.

• Active NetID access
• A new LabArchives account associated with another university
• Permission from the LabArchives Site administrator(s)

3. Moving LA Notebooks To UW Madison

If you are seeking to transfer a notebook from one institution to UW Madison, you will need to

• Contact Lab Archives Site Admin at other institution (not UW Madison)
• Follow institutional procedures for transferring notebooks
• Contact UW Madison Lab Archives Site Admin
  • Request a New User and/or Lab (as applicable)

4. Moving LA Notebooks From UW Madison

1. Ensure ownership of all notebook(s) that need to be transferred (restricted and non-restricted data)
2. Create a Cover Page for each notebook that needs to be transferred. It should include the following.
   1. School
   2. Department
   3. Department Chair (If known)
   4. Training program
   5. Advisor
   6. Dates of use - Period of Time you used your notebook
   7. Collaborators in the Notebook
3. Create a copy of the notebook(s)
   • Add email associated with your new institutional account as a user
4. Sign and Freeze Original notebook(s)
5. Transfer ownership of the original notebooks to Site Admin or another designated owner within UW Madison.
   • This retains a copy at UW-Madison to comply with UW Madison data retention policies.
   • Other UW-Madison researchers can be added as needed as read only.
   • Site Admin is Mary Murphy mary.e.murphy@wisc.edu (As of 09/15/2022)
6. Set up meeting with UW Madison Site Admin
   • Site Admin will temporarily allow notebook ownership outside of UW Madison
   • Owner logs in with their UW-Madison NetID credentials and transfers ownership of the new notebook copy to their new institutional account. They can then add lab members as users as needed within the new institution.
   • Admin re-establishes settings to disallow transfer of notebook ownership to those outside of UW-Madison.
   • The owner can manage notebook membership from their new account.

5. Leaving UW Madison but New Institution Does Not have LabArchives 

1. Make a Download a PDF or HTML Copy of Notebook