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Electronic lab notebook - RSpace

(Videresendt fra Electronic lab journal - RSpace)

The electronic lab notebook (ELN) RSpace, is being implemented at NTNU. On this page you will find information about RSpace and the implementation process.

Research Data@NTNU | Norsk versjon: Elektronisk labjournal - RSpace


RSpace - rspace.ntnu.no - is an electronic lab notebook (ELN) that will be available to employees and students at NTNU. An ELN is a computer software program designed to replace paper notebooks traditionally used in laboratory research environments. RSpace is a browser-based program compatible with PC/Mac, mobile phones and tablets.

Implementation of RSpace at NTNU

RSpace is being implemented at NTNU as part of the Research Data Project and is not yet available to all employees and students. To ensure good user support, it will be rolled out progressively across NTNU’s departments in 2025. Departments will be notified well in advance before onboarding.

By the end of 2025, the aim is to have introduced RSpace to all departments involved in lab-based research. In 2025, the costs will be covered by the Research Data Project. From 2026, a cost per license will apply. The payment model will be clarified during 2025.

Establishing LabGroups in RSpace

The onboarding process includes setting up a user i RSpace. All users should then be organized as part of a LabGroup. A LabGroup is intended to reflect the traditional structure in academic environments of a Principal Investigator (i.e. supervisor) and their research team (e.g. PhD candidates, postdocs). The PI administers the group and has reading rights to the work by all users in the group.

 Establish a LabGroup by filling out this form

Read more about LabGroups in "Guide to Groups in RSpace for NTNU Users" (.pdf)

What classification of data can RSpace be used for?

When planning your research project, it is important to classify your research data according to its level of confidentiality to ensure that you are selecting appropriate tools to manage your data. RSpace can only be used for open (green) and internal (yellow) data. It cannot be used for confidential (red) or strictly confidential (black) data.

An ELN is not intended as a storage solution for large amounts of research data. Instead, it is meant for documenting experiments performed in a laboratory. It will contain mostly protocols, observations and notes. That said, it is natural that you may want to add some experimental data, such as tables, images and plots as part of your laboratory records.

Training

RSpace training sessions will cover training for regular users and for PIs. Training will be organized and announced locally for the time being. To get started, we recommend that new users watch the basic user training recorded previously for NTNU.

User Support

For technical assistance or queries regarding RSpace, contact Research Data @NTNU through NTNU Hjelp. RSpace also has plenty of helpful training materials on their official RSpace help page and YouTube channel. When logged in to RSpace, you can also click on the question mark in the bottom right-hand corner to search for learning materials.


FAQ

Why can't I use the free Community Edition of RSpace?

NTNU’s agreement with RSpace only applies to data stored on NTNU’s institutional server, located in Norway. This setup ensures secure access via single sign-on and two-factor authentication, along with other protections. In contrast, the Community Edition does not offer the same safeguards and is not approved for storing research data or other information that should not be openly available.

Can I use a different ELN?

NTNU has entered into a data processor agreement with RSpace to ensure that the data and user information uploaded NTNU's Institutional RSpace server are kept secure. NTNU has no other such agreement with any other ELN providers. By using another ELN, you run the risk that your research data and personal information will fall into the wrong hands.

How much does a license cost?

Licenses are covered by the Research Data Project until the end of 2025. After that, a user fee will apply—though the details are still being finalized. The annual cost per license will likely range from 2000–4000 NOK, depending on the number of users. Licenses will be easily transferable between users. More users mean lower costs for everyone.

Can SINTEF users access Rspace?

Access to NTNU’s institutional RSpace server requires an NTNU account. SINTEF employees affiliated with NTNU who have an NTNU email address can use RSpace.

Do I need to be part of a LabGroup to have access to RSpace?

Yes. Organizing users into LabGroups makes it easier to share content within labs and ensures continuity—PIs can still access records from former members. It will also be important for future billing, as license fees will be tied to LabGroup affiliations.

Who can see my lab notebook entries?

The PI and any Senior Lab Admins in your LabGroup have read access to all your work—unless you’re a PI yourself. PI status restricts your content from other users. Only entries you've manually shared in the LabGroup’s shared folder are visible to all members.

What should we do when a team member who is using RSpace leaves NTNU? 

As PI, don’t remove departing users from your LabGroup, or you’ll lose access to their work. Their account will be automatically deactivated after a period of inactivity, but this won’t affect your ability to view past data.

Before departure, we recommend meeting with the team member to discuss how future access to their work can best be managed. See RSpace’s official guide "Long-term Data Management" for more details.

What integrations can I use?

Currently, only Dataverse and protocols.io are enabled. You can activate them by following these instructions. If you’d like additional integrations to support your workflow, contact Research Data@NTNU via NTNU Hjelp. Note: Integrations with unsupported external file storage systems (e.g. Google Drive, Dropbox) will not be made available.

Can RSpace link with Aurora or other institutional storage solutions?

No, not yet, but it is possible for the System Admins to enable this. If you think it would be helpful for your workflow, please let us know at Research Data@NTNU via NTNUHjelp.