What should I do when a researcher leaves?

  • Updated

When researchers leave your organization, you should have a policy in place for data retention. Having the appropriate exit procedures in place will help ensure that notebooks are maintained and owned by the appropriate user.

In some cases, a departing researcher may wish to retain access to notebooks or take their own notebooks with them. For security, it is almost always recommended for the institution retain a copy of the data. Keep in mind, the changes made in the notebook will remain in place and attributed to the user, even if the user is removed from the notebook or their permissions are adjusted.

Note: What researchers can take with them when departing the organization is dependent on the organization’s policies. Always consult your institution, governing body, and supervisor for guidance on local policies for accessing data after you leave the institution.

Potential policies may include:

  1. The departing researcher must transfer ownership to someone else at the institution.
  2. The departing researcher will no longer have access to the notebook or permissions will be restricted.
  3. The departing researcher may save an export of the notebook.
  4. The departing researcher can continue working in the notebook as an external collaborator.
  5. The departing researcher can continue working in their own copy of the notebook.

1. Transfer Ownership to a New Notebook Owner

If the Notebook Owner is leaving the institution, they should transfer ownership of their notebook(s) to a designated recipient at the organization before departing. After the transfer of ownership has been completed, the previous Notebook Owner will be assigned the role of Administrator and can be removed from the notebook.

Note: If you have a Professional Edition License, the Notebook Owner should contact LabArchives Support to migrate the license.

If the notebook owner has left the institution without transferring ownership of the notebook, contact your local Site Administrators for assistance.

They will need to know:

  • The name of the notebook(s)
  • The name and email address of the current Notebook Owner
  • The name and email address of the new Notebook Owner
    Note: This person must have a LabArchives account.

2. Update or Remove Notebook Access (Notebook Administrators, Users and Guests)

If a member of the notebook has left (Notebook Administrator, User, or Guest), the Notebook Owner or Administrator should update the permissions within the notebook. To learn more about removing someone's access to a notebook see the article Managing Users in a Notebook.

Note: If you use page witnessing, resolve any page witnessing requests before the person's last day. The page signer should pick a different witness, or the witness should accept/reject the pending requests. If both the page signer and witness have left the organization, contact LabArchives Support for assistance.

3. Departing Researcher Retains an Export of the Notebook(s)

If approved by the institution, the departing researcher can create a PDF or Offline (HTML)version of the notebook.

Note: Your institution may restrict the export of data. Consult local policies, Site Administrators, and supervisors for institution specific practices.

4. Departing Researcher Retains Access the Notebook(s) as an External Collaborator

In many cases, login credentials or an institution email address will expire when researchers leave the organization. If this is the case, the Notebook Owner or Administrator can invite the departing researcher to the notebook using a different email address. The departing researcher will create a new LabArchives account. As an example, you might add the departing researcher to the notebook using their personal email address or the email address for their new institution. 

Note: Your institution may restrict external collaboration. Consult local policies, Site Administrators, and supervisors for institution specific practices.

5. Departing Researcher Retains a Copy of the Notebook 

In some cases, a researcher may want to continue working with their LabArchives notebook after they leave the organization. It is recommended to clone the notebook so one copy can remain with the organization and one can be transferred to the researchers’ new LabArchives account.

  1. The Notebook Owner will clone the notebook(s) within the Notebook Manager.
  2. The Notebook Owner should transfer ownership of one copy to someone remaining with the organization.
  3. The Notebook Owner should transfer ownership of the other copy to the new LabArchives account.

    Note:     Your organization may prohibit notebook transfer outside of the organization. To facilitate the notebook transfer, Institution Site administrators should contact LabArchives Support with the following information:
      • The name of the notebook(s) to be transferred.
      • The name and email of the current Notebook Owner
      • The name and email of the new Notebook Owner
        Note: This person must have a LabArchives account and will need a license for LabArchives Notebook. To learn more about licensing Click Here.
      • Written approval from Site Administrators and/or legal authority for the organization