The letter below came to my attention recently. It was sent out by two professors in administrative positions at one of Israel’s institution of higher education. Can you spot the errors?
Greetings All,
Maintaining records of laboratory work is important for the day-to-day activities of collaborative research within a group or Department. Moreover, it is a legal requirement for securing Intellectual Property (IP) rights in cases where patents are involved and the novelty of an invention might be contested.
Traditionally, hardbound notebooks were the standard method for recording and saving laboratory data. With widespread and advanced use of lab computers and digital information processing, the use of paper records is no longer adequate. Researchers around the world use various well-known digital document sharing solutions such as Dropbox, GoogleDocs, or OneDrive, which were not specifically designed for this purpose and therefore not legally recognized. .
In order to keep up with the growing needs of labs, [name of institution] selected [Vendor/System] for electronic data management. This system was first implemented at [name of institution] in May 2018 and includes the following features:
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- Organize and manage laboratory data in a flexible multi-disciplinary environment
- Protect intellectual property
- Collaborate safely and securely
- Data compliant with funding agency requirements
- Works on multiple platforms including iOS and android
- Recognized by funding agencies
The system is currently being used at [institution] by 53 research labs who have created 400 Digital Notebooks.
Dr. WW from the Department of XX was among the pioneers who initiated the project at [institution] and has been using [System] from the beginning. We encourage you to contact him and learn about his experience with the product.
[Vendor] will be offering an informational webinar this week on Thursday, October 22, 2020, at 14:00. A group of researchers will speak about their experience with the product, give advice, and present workflows that they have created with the tool. The event is open to anyone who registers: [url]
We invite you to take research storage and collaboration in your lab to the next level with this advanced data management system.
Click here for more information about [Vendor] and how to register [link disabled]
Professor YY Professor YY
In case you missed them:
1. Saying that “Maintaining records of laboratory work … is a legal requirement for securing Intellectual Property (IP) rights in cases where patents are involved and the novelty of an invention might be contested” is misleading at best and in some case just wrong, in two respects.
First, you normally don’t need to prove when you conducted experiments (if you did conduct experiments) in order to secure IP rights – the patent application, if it is properly drafted, speaks for itself.
Second, in the old days, in the USA, when there was a first-to-invent system, proving initial conception and diligence in reduction to practice could be important, and well-maintained lab notebooks could come into play in situations where precedence of conception was in question. And yes, proving an early conception date could in some cases be used to disqualify an otherwise novelty-destroying publication as a reference. Nowadays, though, even the USA has abandoned first-to-invent. By and large, the first party to file wins (no more interferences in the USA), and the question of priority of inventorship, if it arises, will only arise if the later-filing party asserts that the earlier-filing party derived (or in less flowery language, stole) the invention from the later-filing party. There’s no more establishing an earlier conception date to overcome a prior art rejection.
2. Paper records may be a cumbersome way to share data, but to say they’re inadequate is a bit much. And to say that Dropbox, GoogleDocs, and OneDrive “are not legally recognized”, whether because they were not specifically designed to share lab information or for any other reason, is, again, just wrong. Can one imagine a system designed specifically to record and share lab data, that clearly records the dates and times on which information was entered and modified, and by whom, and that is protected in such a way as to serve as a good source of evidence in court? Sure. But that doesn’t mean that paper is per se inadequate for that task. It may require a lot more work at trial to prove the veracity of paper records than records generated in a specifically-designed electronic system, but if the researcher is meticulous and diligent about documenting her work, paper can be fine. Ditto for general document sharing services.
So how did these errors enter into this letter? I have a friend who works in the tech transfer office of this particular institution, who explained that the professors involved (neither of whom, to the best of my knowledge, has been involved in IP litigation) were advised by the office of general counsel rather than by the IP specialists at the TTO. It’s a shame, because the result is the professors sound like they’re pitchmen for the particular service, rather than the accomplished scientists that they are.
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