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Alphabetical Glossary:
21CFR11 (Title 21 CFR Part 11)The Code of Federal Regulations (CFR) set by the FDA specifically governing electronic record taking, signatures and retention for scientific research.
ABI SequencingApplied Biosystems format for sequence data. The AB1 format is widely used for displaying sequence data as pherograms or traces, and is one of the formats supported natively for inline display in CERF.
Access Roles
Role-based security approach to restricting CERF access to authorized users. Access Roles are determined by program management and set by the CERF Administrator or Workgroup Administrator.
Active Directory (AD)
A centralized authentication and authorization service created by Microsoft. AD is an example of a Single Sign On (SSO) authentication process that makes managing passwords and user identities easier in a network environment. CERF has it’s own built-in authentication system, but is also compatible with several SSO systems, including AD.
Annotation
Notes that can be added to any entry or resource within CERF. CERF annotations may include text documents, metadata (keywords), brief text, controlled vocabularies, hyperlinks, links to other CERF content (with relationships), social tags, and also annotations specific for images.
Archive
A collection of records that are no longer active, but are being maintained in a locked state according to the purposes of the organization (e.g., a backup for longterm storage or regulations requiring record retention).
Audit trail
Documented proof of any action that creates, updates, or deletes a record, together with un-editable information on who did the work, when it was performed, and what changes were made throughout the steps of a workflow. An electronic audit trail includes versioning history, tracking changes made to electronic media by author and timestamp. Other types of information important in audit trails include documentable records of discussions, even by email. Audit trails may be used to track decision-making and invention thought processes and are central to proving ownership in Intellectual Property pursuits. In CERF the audit trail includes all of the actions performed in the system, including viewing, printing, signing, and annotating records. Email communications can be captured using our unique Email-to-CERF feature.
Authentication
Authentication is the act of validating the identity of a person, organizaton, or system. It is most commonly applied to the process of logging on to a secure system using a username and password combination.
Authorization
Automation Client
A stand-alone CERF application that monitors directories for the appearance of files which it filters by file type and routes to a specified CERF server and location within a collection on an assigned schedule. It may be used to gather data from instruments or to act as a “send-to-CERF” drop box tool.
BackupMaking copies of data that can be used to restore the original files in the event of data loss.
Bioinformatics
Bioinformatics is the use of computers and mathematics to collect and analyze biological or biochemical data. For example, genomic analysis may involve acquiring biological sequence information (e.g., DNA or protein sequence data) stored in a database such as Genbank and processing it using gene-prediction algorithms such as those found in the EMBOSS (European Molecular Biology Open Software Suite).
Biomarker Discovery
The search and identification of specific markers in a biological system (proteins, metabolites, processes, etc) that may correlate with the activation, presence, severity, resistance, or other facet of disease or condition. Biomarker discovery is a key step in research on disease and antibiotic resistance, for example.
Browser-based
Software applications that are hosted online and accessed using web browsers. Browser-based programs can run on nearly any operating system but are often limited in operation scope and performance. Also called cloud-based.
BSML (Bioinformatic Sequence Markup Language)
An XML application tool used in early genome sequencing developed by founders of Rescentris.
CapabilitiesConfigurable abilities granted to trusted CERF users by the CERF administrator. Capabilities can be used to create sub-administrators or to delegate certain administrative tasks to members other than the primary CERF administrator.
CENSA (Collaborative Electronic Notebook Systems Association)
An ELN industry and information resource founded by expert Dr. Rich Lysakowski.
CERF Central
The dedicated tech support site provided to CERF administrators where they can access resources associated with their CERF deployment.
CERF Client
The full desktop software version of CERF that is used to access research data, files, filing systems and notebooks on CERF servers to perform and document laboratory activities.
Check In
After an item in CERF has been checked out for viewing or editing, it can be checked back into the system. At checkin, the resource in CERF is either replaced with the edited original or a new version is created in CERF.
Check Out
Opens a local copy of the record. A Resource that is checked out may be edited or versioned. Only one user may check out a record at a time.
Client-based
Software that runs from or on the user’s machine
Clinical Research
The NIH definition of clinical research is: 1) Patient-oriented research: This type of research involves a particular person or group of people or uses materials from humans. This research can include: Studies of mechanisms of human disease, Studies of therapies or interventions for disease, Clinical trials. 2) Studies to develop new technology related to disease. Epidemiological and behavioral studies: These types of studies examine the distribution of disease, the factors that affect health, and how people make health-related decisions. 3) Outcomes and health services research: These studies seek to identify the most effective and most efficient interventions, treatments, and services.
Cloud-based
Software that runs from or on network servers, typically outside of an organization’s internal network. Also called web-based or server-based.
CO (Contract Organization)
Subtypes of COs include CMO (Contract Manufacturing Organization), CRO (Contract Research Organization or Clinical Research Organization), and CSO (Contract Service Organization)
Collections
CERF File Cabinets, Notebooks and Notebook Collections are referred to as “Collections.” Users can choose to mount or unmount (show or hide) collections that they have permission to see. Mounted collections appear in the CERF tree, sometimes called the document tree.
Commercialization
The process of turning basic research discoveries into finished marketable products or licenses.
Compliance
Adherence to specified government, state, agency or organizational rules or standards. For recording scientific data on a computer system in such a way that it will be admissible as evidence in certain proceedings, the most relevant rule set is known as 21CFR11. {Should include GLP}
Contributor
The person who adds the Resource to CERF initially or who creates a new version of a Resource.
Controlled Document
A document that is access-restricted, maintained and updated. Controlled documents are formally approved and their distribution, edit history and usage are traceable. The view / approve status / usage history by assigned personnel is also tracked. A common example of a controlled document is a Standard Operating Procedure document (SOP). Distribution and management of SOPs and other controlled documents is often required for certain organizations to be fully compliant with applicable regulations.
Controlled Vocabulary
A carefully selected list of words and phrases which are used to tag units of information (document or work) so that they may be more easily retrieved by a search. Vocabularies may be flat (single level) pisk lists, or may be hierarchically organized.
Cross-platform
Software that can operate on multiple computer operating systems (i.e. Windows, MacOS, Linux).
Digital SignatureA mathematical encryption used to demonstrate the authenticity of a piece of digital data; a secure equivalent of a person’s handwritten signature. Used to detect forgery or tampering and to prove origin in legal situations.
Disclosure
The act of revealing to others information about your research. Disclosure events can affect patent rights and should be diligently recorded in CERF as part of your official record.
DMS (Documentation Management System)
A computer system used to control documents during their lifecycle. The system is designed to maintain data elements about each document concerning authorship, creation, review, revision, version history, utilization, and retention. Also called Content Management System (CMS) or Research Document Management System (RDMS).
Drag and Drop
Selecting a digital object by “grabbing” (click-and-hold with a computer mouse cursor) and dragging it to a different location or onto another digital object. CERF supports many drag-and-drop actions, including multiple files at once, as this is a key element of CERF’s intuitive interface.
eCERFThe version of CERF accessible via web browsers.
EHR (Electronic Health Record)
A longitudinal electronic record of patient health information generated by one or more systems in any healthcare delivery setting.
Electronic Record
Any combination of information represented in a digital form (e.g., text, graphics, data) that is created, modified, maintained, archived, retrieved, or distributed by a computer system.
Electronic Records Management
The control of the creation, maintenance, use, and disposal of electronic records.
ELN (Electronic Laboratory Notebook)
Electronic Laboratory Notebooks are software programs intended to replace paper notebooks used in scientific research. ELNs modernize, simplify, and strengthen note taking, recordkeeping, and Intellectual Property protection. Also called electronic notebook, e-notebook, lab management software.
Email to CERF
A new feature in CERF 4.5 that allows users to send email and attachments to their CERF account. This feature is especially useful for sending items to CERF from mobile devices, or for capturing important emails into your organization’s compliant record. CERF knows which user the email should be associated with by matching the email address of the sender to that of the corresponding CERF user.
Enterprise CMS
A commercial business level Content Management System (or Document Management System).
Entry
An entry is a distinct item added to a Notebook Page capturing information related to the overall page or experiment. Entries can be added as links (placeholders) to existing files (such as PDFs of references, Word docs, Excel spreadsheets, etc.) or entered directly as text, tables, images, audio, drawings, and more.
File CabinetGeneral document management in CERF that acts as a repository for folders and files and can be unified by a theme or research activity. File Cabinets are separate from experiment-tracking Notebooks, although Entries on Pages may include files from File Cabinets.
Final Version
A state in which the resource (file, entry, page, etc) can no longer be edited. A finalized record is stored in a readonly state and may be locked according to business policy. Resources that are submitted initially to CERF as Uneditable are in a Final state by default.
Flexible Notebook
If permitted by business policy, a flexible notebook allows the user to move (cut/paste) resources within the notebook, to save sort order, delete page content, and empty Notebooks or Sections.
Flow Cytometry
A technique for counting or separating microscopic particles such as cells in fluid suspension passed by an electronic detection apparatus.
GxP (Good Practices)The general term for Good Practice guidelines. CERF can be an important tool for your organization to make sure that you can follow and document appropriate GxP guidelines. Subsets of guidelines include GCP (Good Clinical Practices), GLP (Good Laboratory Practices), and GMP (Good Management Practices). A full list is available at: http://en.wikipedia.org/wiki/GxP#List_of_GxPs.
iCERFThe CERF iPad-dedicated application, allowing users to access CERF on the go via a wireless internet connection.
Inline Rendering
The process of converting a file in a CERF notebook page into a preview that can be seen inline, without opening it as an attachment. An example is the conversion of Microsoft office documents into .PDF previews. This conversion is useful because it sidesteps the question of whether or not a valid version of the appropriate external viewer application is available on the user’s local machine. Inline rendering helps scientists see the content of most common files regardless of the locally available software.
Inline Viewing
The ability to view non-standard Notebook Entries directly within the Notebook Page, rather than having to open in an external window or program. CERF is unique in it’s ability to render more file types inline than other ELNs, including Microsoft Word and Excel documents.
Invention
A new discovery, development, device, method or process developed from study and experimentation.
IP (Intellectual Property)
A concept that has commercial value which has a unique set of exclusive rights under law.
IRB (Internal Review Board)
Institutional (or Internal) Review Board tasked with approving, monitoring, and reviewing biomedical and behavioral research involving humans with the aim to protect the rights and welfare of the research subjects. CERF is an important tool that can help researchers meet and document compliance with the requirements of the IRB and any associated SOPs.
ISO (International Organization for Standardization)
Responsible for quality and management standards pertaining to laboratory processes and production
IUCAC (Institutional Animal Care and Use Committee)
An IUCAC has a similar role to the IRB except that it is concerned only with studies using animals. CERF is an important tool that you help researchers meet and document compliance with the requirements of your IUCAC and any associated SOPs.
Kickoff MeetingA standard part of every CERF deployment where Rescentris representatives meet or conference call with scientists and IT staff from the customer organization and discuss CERF’s technical infrastructure requirements and review the customer’s data management needs.
Lab NotebookA primary record of research used to document hypotheses, experiments, analysis and interpretation. Lab notebooks are used to organize and record information and also serve a primary role in proving intellectual property under federal guidelines by documenting inventions and their reduction to practice.
LIMS (Laboratory Information Management System)
Another type of electronic laboratory management software, largely used in managing samples, instruments and workflow automation. ELNs and LIMS are increasingly overlapping in functionality as scientific laboratories become more modern and look for solutions from single sources.
Local Files
CERF is a client-server system. All data you see in your CERF client resides not on your local computer, but on the CERF server, which may be in the same room with you, or on the other side of the world. To let you conveniently navigate to the files that are located on your local computer, CERF includes a Local Files panel that, when invoked, appears under the CERF tree on the left side of the CERF client interface. You can drag files from here to collections in CERF or vice-versa.
Logbook
Especially applicable to SOP and controlled document compliance, and for recording maintenance to precision instruments involved with regulated research. All of the functions of a paper logbook can be performed with significantly increased efficiency and accuracy using CERF.
LRB (Laboratory Record Book)
Laboratory Notebook: A detailed record of the purpose, background, materials, equipment, samples, method, actions taken, results, and discussion of a scientific experiment.
Maintenance and SupportAlso referred to as a support package. This is the package of services provided by Rescentris that allows your organization and users to get the most from your investment in CERF. Maintenance and support includes software access to our help desk, documentation, assistance with server upkeep, consulting, and software updates (if and when available).
Metadata
Additional information, such as tags, keywords, descriptions, creation date and author, about a digital resource used to further describe the resource, its content, and its relationship to other resources.
Nonrepudiation
A claim guaranteeing that the source of the documentation cannot later deny that he or she was the author.
NotebookA collection of all research records created or used in an experiment or unified set of experiments. A Notebook may be shared with others in a workgroup according to their access roles. A Notebook can be organized into Sections as well as holding individual Pages and inserted Files.
Notebook Collection
A way to group related Notebooks together on your local account without moving or changing the locations of the Notebooks themselves.
Notification
CERF notifications are like a secure internal email between CERF users. A notification can be sent to one or more people and can have comments and a link back to the source file . CERF notifications can be used to let users know that a file exists and where, or that some action has occurred that may need attention (ready for next steps, needs signed, needs reviewed, etc).
OntologyIn the context of scientific research, an ontology defines a set of keywords, metadata or concepts with which to organize a domain of knowledge. The vocabulary pool typically includes synonyms and related words, taxonomies, classes, attributes (properties), and relationships. In this context (as opposed to its use in Computer Science) ontologies are closer in structure to spoken language than computer languages used to create databases. For this reason, these ontologies are called “semantic,” whereas computer ontologies are called “logical.” Semantic Ontologies are used extensively in online search functions (Semantic Web) to help people find results that are related to what they mean to find. Ontologies are needed in research to find and identify related resources: for example, there are almost 30 different terms for one Drosophila gene (1). Ontology is closely related to terms like Shared Vocabulary and Controlled Vocabulary.
Open Source
Software and/or the code behind it that is distributed free of charge and made publicly available. Open Source Software may be free, but it is often subject to special licensing agreements that specify distribution methods and usage guidelines.
PageA container for one or more entries related to an experiment (introduction, materials, actions, etc.) that mimics the traditional paper page in a laboratory notebook. There is no limit to page length. Pages are created in Notebooks and can be stand-alone or organized into Sections and subsections.
Patent
A set of rights granted to an inventor for a period of time in exchange for a public disclosure of the invention.
An ISO standard format for archiving information.
PI (Principle Investigator)
The “head scientist” of a laboratory or collaborative study.
Placeholder
A CERF Entry used to reserve a space on a CERF notebook Page for data or information that is not yet available. An example use-case might be a page template that describes a commonly repeated experiment, where a placeholder has been used to reserve a space for the data that will eventually be produced by that experiment.
Public
Resources that are Public are not owned by a Workgroup. They can be accessed by all CERF users according to their Public Access Role (assigned by the System Administrator).
Qualitative ResearchThe qualitative method investigates the why and how of decision making, not just what, where, when. Data tends to be in the form of interview transcripts, video segments, and descriptions of scenarios and events. CERF handles this type of data well because its semantic metadata technologies can be used to socially construct and ascribe or code rich meaning onto free-form text.
RAID (Redundant Array of Independent Disks)A collection of hard drives used together to keep all data as multiple copies, protecting the data from a drive failure, or used to increase performance, or both. RAIDS may be configured in a variety of ways, and may include almost any number of drives. RAID arrays are recommended for housing the file store (raw data) held inside a CERF server.
RDF (Resource Description Framework)
A semantic web specification for describing resource and maintained by the W3C (see http://www.w3.org/RDF/).
Relations
Also called links. Any CERF resource can be connected to other resources inside or outside CERF. Users can choose names for relations such as “See Also,” “Has Data” or “Cross-reference,” but all links are essentially just connections from one thing to another. A relation may be made between CERF resources, between CERF and external URLs, or between CERF resources and external files on other servers or shared drives.
Resource
Files of all types that have been uploaded into CERF. In addition, File Cabinets, Folders, Notebooks, Sections, Pages, Resource Pages, and Entries are also CERF Resources.
RFI (Request for Information)
An early stage document issued by the customer to suppliers requesting technical details about the product. Their is no strong expectation that an RFI will actually lead to deployment of a selected product.
RFP (Request for Proposal)
A document issued by the customer to suppliers requesting technical, pricing and deployment details about the product. Vendors assume that an RFP will actually lead to deployment of the selected product.
Rigid Notebook
A Rigid Notebook does not allow resources to be moved (cut/pasted) within the Notebook, sort order cannot be saved, and nothing can be deleted. This is often required under stringent compliance guidelines.
ROI (Return on Investment)
In the context of an ELN project, this is a measure of the increased productivity and financial gain and / or savings realized by your lab as a result of deploying CERF data management software.
SaaS (Software-as-a-Service)Software that is hosted online using cloud computing techniques.
Saved Search
CERF includes the industry’s most advanced full text and semantic metadata search engine. Searches that yield useful results can be saved, and these saved searches can be used as dynamically updated bundles of very specific resources with no “false positives” or missing items. For example, a saved search might consist of all current and past research performed by a specific scientist, or all current and past research funded under a particular grant.
SDIMS (Structured Data Information Management System)
A Framework based on CERF foundation ontologies (OWL) that represents structued data in RDF. The framework is customized to meet customer needs and exposed to users through data entry forms and query windows. New or existing instances of these forms can be placed in notebooks as a way to capture very specific kinds of information and embed this information in your official research record.
Seat
Sometimes used as a synonym for “CERF user,” but the two are not quite the same. Your CERF license specifies a number of seats. Seats are occupied by active users. CERF users may be inactivated, and the seats they were using are then available to be occupied by different CERF users.
Section
A way to organize contents within a Notebook much like Folders do within File Cabinets. Sections may contain other sub-sections and Notebook Pages.
Semantic Technologies
Software tools that encode the meaning of objects separately from the application code. Designed to imbue data with hierarchic, categorical meaning that mimics human understanding and makes it easier for computers to to locate information intelligently and leverage relationships between objects and concepts.
Semantic Web
A movement led by the W3C (World Wide Web consortium) to develop standards for sharing data across the web, especially by promoting automated machine (computer) processing of information. The foundation standards of the semantic web include XML, RDF and OWL. This is used to give search robots a more dimensional “understanding” of the structure and content of websites, with the intent of providing users more intelligent results online.
Signature (Signing) Groups
A group of potential signers associated with each workgroup. The Signing Group is made up of individuals whose access roles permit signing. The System Administrator or Workgroup Administrator selects signers and assigns signing roles.
Signature Workflow
A designated set of cosigners having specific signing roles. A Signature Workflow is selected for each File Cabinet and Notebook at the time it is created.
SMTP (Simple Mail Transfer Protocol)
A standard protocol used for sending email. Sending email from any location requires that the user or the software sending the email specify a specific SMTP server. The CERF server requires access to a valid SMTP server in order to send email notifications to users.
SOP (Standard Operating Procedure)
A document that describes a common process at your organization. SOPs may be informal or may be more formal controlled documents that must be read and approved by authorized users before they can be used in an experiment. CERF includes a full-featured, built-in SOP distribution and management system.
SSL (Secure Sockets Layer)
A standard protocol used for transmitting private data. SSL uses a cryptographic system to encrypt data “in flight,” making it difficult for unauthorized parties to intercept and read it. CERF is compatible with SSL and SSL (or some other secure connection) is recommended whenever the CERF user and server are not located within the same secure network.
TagA type of metadata. Tags are annotations that can be quickly added to CERF notebook pages and other resources to make them easier to locate and identify. By using tags in conjunction with saved searches, dynamically updated bundles of related resources may be identified.
Technology Transfer
Usually used in the context of academic research. The process of turning discovery research into marketable assets. This may or may not involve patenting and other legal processes, and usually involves partners who turn basic ideas into a commercial product. Many Universities have an Office of Technology Transfer that can help scientists to either develop their discoveries into marketable products, or assist with the transfer of ownership of ideas to commercial organizations. Efficient technology transfer can generate significant revenue for the sponsoring university. CERF can assist in the technology transfer process by ensuring proper documentation of all research activities.
Template
A pre-arranged set of placeholder entries or other documents that can be re-used each time an experiment is performed in order to minimize repetitive tasks and ensure all of the necessary information is collected.
Time Stamp
The date and time that a resource was created or edited. In CERF the time stamp resides in a database and points indelibly at an associated resource held in the secure file system. Rescentris also offers supplemental, independent time stamping through our partnership with Surety.
VersionA version is a new instance of an edited file or entry in CERF. The previous instance is retained and the new version has the new date and timestamp information to comply with audit trails and electronic record guidelines.
Voice Note
A recording of spoken information stored in CERF. CERF 4.5 includes a built in recording tool for capturing Voice Notes as new entries. Users can also email voice notes to CERF from a suitably equipped mobile device.
VPN (Virtual Private Network)
A way to create a secure wide area network (WAN) that may span a large geographic area. Used to provide site-to-site connections to branch offices and to allow mobile users to dial up their company LANs. CERF is compatible with VPN and this is the preferred method used by most CERF users to access their CERF server securely from outside their organization’s network.
WorkgroupOne or more users with specific access roles. Content in CERF owned by a Workgroup can be accessed only by members of that workgroup and only according to their assigned access roles. Each user has a personal workgroup that is created when they have a CERF user account, and the System Administrator may create workgroups for the organization that consist of users who will be collaborating in CERF.
Workgroup Administrator
More than one person can be designated as Workgroup Administrator in a workgroup. A Workgroup Administrator may edit the Workgroup (add/remove members and change their access roles) and edit the Signing Groups for the Workgroup through the web client interface (Sessions|Manage Account).
