Lab Notebook & Research Data Scanning for Biotech
Secure, non-destructive digitization of lab notebooks, research binders, and R&D records — from our facility in Sunnyvale, in the heart of Silicon Valley biotech.
Your lab notebooks are some of the most valuable records your company owns. They back your patents, your regulatory filings, and years of research your scientists can’t get back if something happens to the originals.
We digitize those records without damaging them — non-destructive color scanning, a secure chain of custody, and originals returned fast. We know how hard it is to convince a scientist to let their notebooks out of their sight, so we built the whole process around getting them back quickly and intact.
What we digitize for biotech teams
Most biotech projects fall into one of these buckets — and plenty of projects are a mix of all four.
Lab notebooks
Bound notebooks are our specialty, and we scan them without cutting a single page.
- Non-destructive color capture using a cradle and glass cover for optimum image clarity
- Every page captured — record completeness matters when your IP is on the line
- Originals returned to your lab quickly
→ More on our document scanning services.
Research binders & ancillary documents
The supporting cast matters too — protocols, batch records, reports, and everything filed around the notebooks.
- Prep, scanning, and indexing for loose and bound materials
- Searchable digital files organized the way your team actually works
→ More on our document scanning services.
Microfilm & legacy media
Older research archives often live on microfilm or microfiche. We convert those too.
- Roll film, microfiche, and aperture cards converted to digital
- Full-archive options if you’re not sure what’s on every roll
→ Learn about our microfilm digitization services.
Delivery & hosting
You choose how the digital files come back to you.
- Searchable PDF deliverables on USB drive or secure transfer
- Secure online hosting in Digital ReeL if you’d rather skip managing the files yourself
- Import into your existing document management system
→ Learn more about systems integration or our Digital ReeL hosting.
Not sure exactly what you need? Tell us what you’ve got and we’ll help you scope it.
How it works
Four steps, start to finish.
- Pick-up/transpo — If you’re local, BMI vehicles and BMI personnel collect your records. Shipping is another way.
- Secure intake — your materials are logged, tracked, and stored in our access-controlled facility.
- Scanning — non-destructive color capture, page by page, with quality checks for completeness.
- Delivery — digital files delivered your way, and the originals back in your scientists’ hands fast.
Security your compliance team will actually like
Research data is intellectual property. Here’s how we protect yours.
- Key fob and photo ID required for all employee access to the BMI facility
- Production area separated from the public lobby by electronic door entry — authorized personnel only
- SOC 2 Type II audited controls — read about our SOC 2 Type II compliance
- We handle records for courts, law enforcement, and healthcare organizations — PII and sensitive data are our normal day
→ Get the full rundown on our Security page.
Why digitize your research records?
Three reasons this project keeps making it to the top of the list.
- Disaster protection. A fire, flood, or leaky pipe shouldn’t be able to erase years of research. Digital copies are your backup and disaster recovery plan.
- Fast access. Find the right notebook page in seconds instead of digging through boxes in storage.
- Less physical storage. Reduce or eliminate the space and cost of storing paper you rarely touch.
Trusted by biotech leaders
Lumos Diagnostics
“We required the transfer of data from microfilm to PDF. Some of these microfilm reels were nearly thirty years old. BMI was recommended to us, and we’ve been very happy with their efforts. We found the entire process, from getting quotes to administrative, technical, and logistics support, and all the way to the final product and deliverable was handled seamlessly and way ahead of schedule. Our interaction with BMI’s staff was always prompt, professional, and courteous. It has been a pleasure working with BMI.”
— Vikram Bhasker, Director Technical Operations
Frequently asked questions
Will scanning damage our lab notebooks?
No. We use non-destructive scanning hardware with a cradle and glass cover (when needed), so bound notebooks are preserved like the originals. Your notebooks come back in the same condition they left.
How much does lab notebook scanning cost?
It depends on the number of notebooks, page counts, condition, and how much indexing you need. Every project gets its own quote — tell us what you have and we’ll give you a real number, free.
How long will our notebooks be out of the lab?
Less time than you’d think. We know scientists don’t like their notebooks leaving their sight, so we build every project schedule around fast turnaround and getting originals back quickly. Your quote will include a specific timeline. We also have a request system (BMI Request System, “BRS”) so if you need something while we have it, you just enter the request in the application and we prioritize that document.
How do you keep our research data secure?
Our facility requires key fob and photo ID access, the production floor is restricted to authorized personnel, and our controls are SOC 2 Type II audited. We also handle records for courts, law enforcement, and healthcare organizations, so protecting sensitive data is our everyday standard.
What file formats do we get back?
Searchable color PDFs are the standard deliverable, delivered on USB drive or by secure transfer. We can also host your records in Digital ReeL, our secure online application, or import them into your existing document management system.
Can scanned notebooks support patent and regulatory documentation?
Our job is a complete, faithful digital copy — every page, complete and clear. Whether a digital copy satisfies a specific legal or regulatory requirement is a call for your counsel, but completeness and image quality are exactly what we’re built for.
What happens to our original notebooks after scanning?
They come back to you. We return every original via BMI vehicles and personnel — nothing is destroyed or discarded unless you specifically direct us to.
Do you scan microfilm and older media too?
Yes. Plenty of research archives live on microfilm, microfiche, or aperture cards, and converting legacy media is one of our core services. If you’re not sure what you have, we’ll help you figure it out.
Helpful Resources
Just getting started on your digital conversion? These are good places to learn more about scanning projects:
- BMI blogs — plain-language articles about paper scanning, microfilm conversion, secure processes, and more.
- The Digital Imaging Channel — our YouTube channel that gives you long-form videos and shorts all about digitization projects.
- Project Estimator — before talking to anyone, you can see what your project may cost with our estimator tool. Great as a starting point.
Ready to protect your research data?
Tell us what you have — notebooks, binders, film, or all of the above — and we’ll put together a custom project quote. It takes a couple of minutes to start, and you’ll be talking to people who’ve done this for biotech teams like yours.
Clients:
Trusted by biotech companies.
