ELNTS Design Document

Overview:

The ELNTS (Electronic Lab Notebook Tracking System) will automate the process of creating microfilm from digital Lab Notebooks. Electronic Data (PDF Files) will be transmitted to IDI, converted to a recordable format (TIFF) and assembled into rolls. Once the roll of microfilm is created, it will be tracked throughout the recording and shipping phase until the digital files are destroyed.

The ELNTS was developed to meet the specifications outlined in a Statement of Work (SOW). The SOW outlined the following requirements which can be categorized into three different processes.

Import Process:

• CSV export from the client to IDI
• Compares the CSV File to the Files Transmitted
• Reconciles Experiment Numbers, PDF files, RTF Files and CSV Files
• Sends an e-mail Notification Manifest to the client including a list of what files did not transfer from each job number
• Tracks PDF Conversion
• Segregates Problematic PDF Files
• Tracks Adobe Error Log
• Sends an Error Log to the client with a list of experiments, the associated problem and job number that it is from, if the fonts are incorrect or if the files did not transfer correctly.
• Tracks transmission to Image Graphics, Inc. and indicates that the transfer was successful or if not successful and what is missing.
• Sends a receipt manifest from Image Graphics, Inc. to IDI.

Roll Creation Process:

• Tracks the Microfilm Production Process.
• Quality Control establishes a Pass fail report for each roll of microfilm,
• Maintains a relationship for Experiment Number and reel number

Shipping Process:

• Maintains Shipping information including the date sent by IDI and date received by escrow vendor and includes the rolls numbers that are being shipped and received. The client would receive the second copy (silver duplicate) of microfilm.

The following section will clarify how this criterion is met.

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Import Process

The Import Process is designed to read a CSV file listing the Experiment Numbers of the Lab Notebooks. Each Experiment Number represents a PDF file that will need to be converted to TIFF and assigned to a Roll of Microfilm. Any errors will be recorded and emailed to the appropriate account.

The SOW outlines the following procedure steps which will be managed by the Import process. Listed below each step in the process is an explanation of how each step will be handled by the ELNTS software.

1. An IDI (Innovative Document Imaging) assigned supervisor will utilize the ELNTS automated features to track all files that are received from the client by: notebook description (experiment) and date received. An IDI representative will select the files that they desire to process and click the Import button. Each CSV file will be represented by a batch in ELNTS.
2. IDI will run the ELNTS conversion software to create the tiff images from the PDF and RTF files that Image Graphics, Inc. requires to create the microfilm. The selected CSV file(s) will be opened and read by the ELNTS software. Each PDF file (Experiment number) listed in the CSV file will be converted to TIFF and assigned to a roll of microfilm. The relationship between Experiment Number and Roll of microfilm will be maintained by ELNTS.
3. The ELNTS will create a log file that will indicate if there are any errors for files that do not have embedded fonts. If any errors occur during this process the appropriate information will be recorded in a log file
4. Files with errors will be sent back with an explanation to the client in an e-mail. Once the Import process is complete, an email notification will be sent to the appropriate email accounts. If there were errors during the process the Log file will be sent as an email attachment. Any PDF files that have errors will not be sent back to the client, but it is expected that the client will take the appropriate action and resend the files in a new batch.

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Roll Creation

Once ELNTS has finished Importing the Experiment Numbers into the rolls of Microfilm, Image Graphics, Inc. will be notified and will begin recording the digital images onto the appropriate rolls. Figure 1 illustrates how the system will track the various stages of the digital files.

FIGURE 1

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Shipping Process

Below is an excerpt from the SOW that outlines the shipping process and how ELNTS will perform those steps.

• Reels are shipped to IDI from Image Graphics, Inc. for secondary inspection and labeling. After Image Graphics, Inc. creates the rolls, they will be inspected to Image Graphics, Inc. standards and shipped to IDI.
• IDI will inspect each roll of microfilm that is received back from Image Graphics, Inc..
• IDI will log into ELNTS the date the microfilm roll is inspected.

Upon receipt of the rolls an IDI representative will import the shipping information into ELNTS and review the Packing List that was received with the microfilm shipment to verify that the rolls on the packing list have updated correctly in ELNTS.

• The ELNTS system will record the results of the IDI microfilm inspection
• The ELNTS will track the date the microfilm is received back from Image Graphics, Inc., the date IDI inspected the microfilm, the date the microfilm is sent to the Escrow account, and the date the second copy is sent to the client.
• Image Graphics, Inc. will send a silver duplicate copy of each roll of microfilm to (IDI-the client)
• IDI will send the silver halide original reels directly to an escrow company account (to be determined).
• Once the microfilm has been accepted by the client, IDI will use Ultra-wipe software to delete the E-Notebook images from the server.

If the rolls meet the standard of acceptance, the Date Inspected will be entered into the Inspected column. If the rolls do not meet specifications the roll will be sent back to Image Graphics, Inc. for rework. Figure 1 shows that columns are provided to track when the Roll of Film was received from Image Graphics, Inc., shipped to offsite storage, Received at Offsite storage, and removed from the Image Graphics, Inc. server.

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Reporting

Below is an excerpt from the SOW that outlines what reporting information is required and how ELNTS will perform those steps.

• A CSV comma delimited file is created containing the E-Notebook Experiment Numbers and corresponding microfilm roll numbers - film date will be created plus a microfilm frame number for the CSV file and a corresponding large blip for the microfilm.
• IDI will e-mail the csv comma delimited file containing the experiment number and corresponding Roll number, date the film was generated, and large blip frames to proprietary.info@bms.com

IDI will select the rolls that they wish to export a CSV file for. Clicking FILE –Export Roll Info menu item will generate and email a CSV file to the client containing the required information.

• ELNTS will create a report detailing the results of the quality control that IDI performs on each roll of microfilm. The report will be sent to the client monthly.
• ELNTS will establish systematic reports that demonstrate all steps of the chain of custody are completed satisfactorily. For example, a report should be generated to detail that the file transfer from the client to IDI was satisfactory.
• IDI will create a report detailing the roll number, date sent, and confirmation that it was received by the escrow company. IDI will ensure and document that each roll is received by the escrow company by a signed receipt document that IDI will store and send to the client monthly.

Any information that is tracked by ELNT software can be displayed in a report. Electronic version of the reports will be emailed periodically to the appropriate account at the client.

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