Modernizing Daily Operations in Animal Facilities

For years, animal research facilities relied on paper-based cage cards to manage essential information, such as animal identification, study details, care records, and regulatory compliance data. While these traditional cards contained critical details—including identification numbers, study information, health status, and treatment history—they presented several challenges: staff needed to be physically present at each cage to retrieve or verify information, manual updates were time-consuming and error-prone, and communication often depended on handwritten sticky notes that could be misplaced or misread, ultimately slowing down workflow.

The Shift to Digital

Recognizing these limitations, an animal facility partnered with PicoTeam to implement an innovative digital solution that replaced paper-based cage cards with Digital Cage Cards, an accompanying Mobile App, interactive touchscreens, and scanners. This integrated system was designed to modernize daily operations while maintaining a strong focus on ease of use, regulatory compliance, and animal welfare.

A Short Learning Curve: Seamless Transition in Hours

One of the most notable advantages of PicoTeam’s digital solution was its intuitive, user-focused design, which allowed facility staff to become proficient within just a few hours:

  • Hands-On Training: PicoTeam conducted in-person sessions, where staff engaged in practical learning exercises—scanning QR codes, updating digital cage cards, and retrieving information via mobile devices.
  • On-Site Support: During the initial implementation phase, the PicoTeam expert provided real-time guidance, addressing questions and troubleshooting any minor challenges that arose.
  • Quick Adoption: Because the Mobile App and digital cage cards were straightforward to navigate, most staff members could seamlessly integrate the new system into their daily routines by the end of the first day.

Transforming Daily Operations

Once the Digital Cage Cards were up and running, the facility experienced a fundamental shift in how day-to-day tasks were performed:

  • Real-Time Updates
    • Before: Staff manually updated paper cage cards, which was time-consuming and prone to transcription errors.
    • Now: With real-time integration to the facility’s management systems, any change made on the Mobile App is instantly reflected on the digital cage card. This immediate accuracy reduces delays and ensures everyone is working with the most current information.
  • Remote Access
    • Before: Staff needed to be physically at each cage to check or edit data.
    • Now: Authorized team members can retrieve and update information from anywhere in the facility—or even from a remote location halfway around the world. This global accessibility ensures uninterrupted oversight and operational continuity.
  • Enhanced Communication
    • Before: Sticky notes or verbal updates were commonly used, risking misplacement or miscommunication.
    • Now: The Sticky Message feature within the Mobile App allows users to attach digital notes directly to specific cages. If a prescription plan changes or an animal is relocated, all relevant staff are immediately informed through centralized, easily accessible notes.
  • Automated Processes
    • Before: Replacing or updating paper cards was repetitive and wasted significant time.
    • Now: Automated updates eliminate the need for manual card swaps, freeing staff to focus on animal care and research. Routine tasks like scheduling treatments or tracking moves between cages are completed in seconds via a quick QR code scan.
  • Interactive Touchscreens
    • Before: Information was siloed in paper form, requiring multiple steps to compile for team-wide visibility.
    • Now: Touchscreens placed throughout the facility offer an at-a-glance overview of tasks, cage assignments, and animal statuses. This centralized hub aligns everyone around the same real-time data.

Typical Daily Workflow with Digital Cage Cards

  • Morning Start
    Staff scan each digital cage card using the Mobile App to review any updates from the previous day. Observations—such as appetite changes or health concerns—are logged directly into the system, eliminating paper notes.
  • Midday Tasks
    New treatments or care plans are communicated instantly through Sticky Messages on the Mobile App. Everyone who scans the cage card sees these notes, ensuring prompt action and consistent care.
  • Afternoon Checks
    Routine rounds are simpler and faster. QR code scans provide an animal’s complete journal—health history, treatments, and any relevant notes—right on the mobile device. If an animal needs to be moved, staff scan the new cage’s code to update the system on the spot.
  • End-of-Day Reporting
    Because all updates are made in real-time, the system generates automated reports summarizing key activities. Staff no longer spend hours reconciling hand-written data, ensuring more time can be dedicated to core research responsibilities.

Key Benefits and Observed Outcomes

Operational Efficiency

  • Time Savings: Staff report a significant reduction in administrative tasks, allowing them to dedicate more attention to critical research and animal care.
  • Streamlined Workflow: Centralized data, automated updates, and integrated communications minimize duplication of efforts.

Improved Animal Welfare

  • Real-Time Monitoring: Comprehensive, up-to-date records enable quicker interventions and more precise care plans.
  • Accurate Records: Eliminating handwriting errors and ensuring comprehensive digital documentation directly benefits animal well-being.

Sustainability Gains

  • Paperless Facility: Transitioning from paper to digital cards substantially reduces waste.
  • Energy Efficiency: PicoTeam’s e-paper technology consumes minimal power, with digital cage cards operating for years on a single battery.

Ensured Regulatory Compliance

  • Accurate and Compliant Cards: Required information—identification, study details, health status, and treatment history—is always available and up to date.
  • Inspection-Ready: Digital logs and automated reporting simplify audits by external regulatory authorities, ensuring uninterrupted compliance.

Seamless Learning Curve

  • Hands-On, Brief Training: The user-friendly design meant staff could quickly master key functionalities—such as scanning and updating cage information—within a matter of hours.
  • Ongoing Support: PicoTeam’s on-site presence during implementation fostered confidence and ensured any technical hurdles were immediately addressed.

Conclusion

By replacing traditional paper-based systems with PicoTeam’s Digital Cage Cards, this animal research facility successfully modernized its daily operations, improved workflow efficiency, and strengthened its commitment to animal welfare and regulatory compliance. What once required manual data entry, handwritten notes, and in-person checks is now managed seamlessly through real-time updates, remote access, and automated processes. This transformation not only supports better collaboration among staff but also enables quicker, data-driven decisions—setting a new standard for excellence in animal research and facility management.