The 2006 STIP Meeting is well behind us now and once again it is time for us to get together via teleconference and share STIP activities

STIP Managers Teleconference

July 12, 2006

Meeting Minutes

Participants: Dave Hamrin (ORNL), Bryan Campbell (ORAU), Kathy Macal (ANL), Janice Arwood (ORNL), Dennis Gound (ORSO), Debbie Caver (SRO), Nancy Doran (PNNL), Cathy Wright (NETL-Albany), Don Guy (SNL), Kim Kendrew (JLAB), Diane Quenell (ORD), Pam Novak (PNNL), Judy Hulstrom (NREL), Donna Lawson (Y-12), Kathryn Duerr (Fermilab), Mary Johnson (NSTec), Jill Jacoby (NSTec), Mona (NSTec), Kevin Schmidt (SRS), Dale Claflin (INL), Mary Petersen (BNL)

FY 2006 STIP Site Visits (Kathy Waldrop) – OSTI will be making a few STIP site visits before the end of FY 2006. We are working with both NETL and LANL to schedule the visits and plan to work with Y-12 to schedule a visit as well. STIP site visits during FY 2007 may not be possible due to the budget. It might be possible to fit in a couple of site visits while in Las Vegas. The STIP visits provide OSTI and the sites with a better understanding of the STI program and an opportunity to resolve site related issues. Our goal is to visit all sites within the next few years so if we haven’t visited your site since we began the visits in 2004, there is a good chance we will schedule a visit.

STIP site visits that have occurred during FY 2004 and 2005 include: LLNL, LBNL, Sandia, NREL, ORNL, SRS, NNSA Service Center, and the Golden Field Office.

2007 STIP Meeting (Kathy Waldrop) - The 2007 STIP Meeting has been scheduled for the week of April 23, 2007, and will be held at the Imperial Palace Hotel and Casino located at 3535 Las Vegas Boulevard. In addition to providing a Request for Proposal through the LVCVA, Mary Johnson and Valerie Kelly worked with individuals from their respective sites to get us the best accommodations and meeting space for the money. I’d like to express my gratitude once again to those individuals for their help.

The block of rooms for our group runs from Saturday, April 21 through Saturday, April 28. The sleeping room rate is $112 (single or double occupancy) plus tax. STIP Meeting attendees can wait until after the first of the calendar year to make room reservations. OSTI will send out additional Meeting and accommodation information in the January timeframe. In the meantime, if you would like more information about the hotel, you can refer to http://www.imperialpalace.com/.

Preliminary plans for the STIP Meeting week include tours of both the Nevada Test Site and Yucca Mountain. Mary Johnson has already submitted a request through DOE to approve the tours. The anticipated tour schedule includes NTS on Monday, April 23, and YMP on Friday, April 27.

On Tuesday, April 24, we will have STIP Orientation beginning that morning followed by sessions for DOE Participants and Contractor Participants. We are allowing for more time for these meetings next year as we had to move too quickly through these meetings this year which did not allow ample time for thorough discussions.

Our STIP Meeting will be held on Wednesday, April 25, and Thursday, April 26.

DOE Journal Literature Update (Judy Gilmore) - OSTI is working in support of DOE's Office of Science on a project to gauge the impact of DOE-funded research and is creating a dataset of DOE's journal literature through the years. This was discussed at the recent STIP meeting and a link to the presentation is available on the STIP home page. In support of this effort, OSTI has met with AAAS, AIP, Elsevier, the ACS, and Springer, with talks going well thus far. At this stage, OSTI will also follow-up with several of the DOE sites to discuss ways to work together to ensure comprehensive coverage. David Henderson of OSTI is the project leader.

Geothermal Legacy Project (Patty Simmons) – The Geothermal Project is going well. OSTI would like to thank the sites that have helped out with this project and those that continue to identify documents to be included in this collection. REMINDER: Project ends September 30! Send in Geothermal reports prior to that date via E-link or contact Patty at 865-576-1290 or simmonsp@osti.gov with questions or for assistance.

Hide/Unhide E-Link Tool (Kathy Waldrop) - OSTI demonstrated the new E-Link Hide/Unhide feature at the 2006 STIP Meeting in Chicago. The hidden metadata/full-text items represent unclassified unlimited documents that were hidden after 9/11 in 2001 and 2002. Here we are 4.5 years later and some sites still have not reconciled their hidden documents. The tool for sites to unhide these documents themselves was made available on September 6, 2005. Unhiding these documents can be handled one of two ways; 1) change the access limitation from unclassified to another access limitation (whereby unhiding the documents automatically) or 2) leaving the access limitation as unclassified unlimited and simply clicking on the “unhide” button. A couple of the sites have taken the time to search for their hidden documents and resolve them.

As mentioned at the 2006 STIP Meeting it is quite possible that the number of hidden items for each site could increase with the metadata resolution process of changing site codes on older metadata records from OSTI (or our other previous names) to the appropriate site code.

We realize that it is very likely that the STIP Manager is not the individual to utilize this tool, therefore, I will be sending out an announcement regarding the hide/unhide feature to our broader STIP Community e-mail distribution list. I will be available to answer their questions about the process.

Miscellaneous (All) -

(Judy Gilmore)

In follow-up to questions resulting from the STIP meeting, additional information on NSAView was provided. A new product, NSAView, will encompass the records from the historic NSA collection. It is created on behalf of the International Atomic Energy Agency's International Nuclear Information System (IAEA/INIS) and will complement the online INIS database for users within the INIS database system. STIP users accessing through the INIS database system will be able to access it but INIS has not yet made the link. Many of the labs are signed up for IP access for INIS, and OSTI will work toward getting access of other that may want to pursue it since OSTI had negotiated to allow DOE sites to have free access. When the INIS link is established for NSAView, DOE sites will be notified by OSTI.

There was also a question if all information provided to INIS/ETDE is available via SRC. The answer is YES - SRC includes everything just as the DOE version of Energy Citations did; however, there may be a few gaps prior to 95 that are being addressed.

Rick Luce, Director of the LANL Research Library, has accepted a position with Emory University as Vice Provost and Director of Libraries. Effective July 10th, Miriam Blake will be taking over acting leadership of the Research Library while a national search will be conducted to choose a permanent replacement.

Valerie Allen, senior technical information specialist at the U.S. Department of Energy Office of Scientific and Technical Information, was recently named director-elect of the newly formed Government Information Division of the Special Libraries Association (SLA). The Government Information Division is a forum for the exchange of ideas and information on the value and use of government information and government libraries. As director of the Government Information Division, Allen will serve a one-year term, January 2007–December 2007.

(Patty Simmons)

The Digital Document Access project is coming along. OSTI will soon be contacting those sites that expressed an interest at the recent STIP meeting in submitting their digitized documents.

(Jannean Elliott)

As reported in the Chicago STIP conference, OSTI has two teams working on character encoding and special character issues. The first priorities were to determine which citations already in OSTI’s databases may have been affected by the move to UTF-8 character encoding and how those might be corrected, and then to determine how to ensure new records coming into the system can be protected from the corruption caused by encoding incompatibilities. The second phase will look at how special characters will be received, stored, and, most important, reflected in the indexing process for retrievability. That phase will not begin until the problems identified in the first phase are corrected.

The technical team at OSTI has just delivered the list of the records that were determined to have been affected by character encoding issues. Initial estimates were made in April and reported as between seven and eight thousand records that would need correction. The actual list turns out to be only 7,272 records out of millions. This is very good news. Now that the list of actual records is available, the PI team will look at where these citations came from, the method of input, how corrections will need to be made, etc. If it is determined that sites will need to be involved in the correction process, we will contact individual sites to discuss specifics. Our hope is to handle the correction process with minimum impact to originating sites. Further reports will be made to the STIP community as the OSTI project continues.

(Sharon Jordan)

The OpenNet web site has been redesigned and is located at the same URL, at https://www.osti.gov/opennet/ . Site contacts and inputters have been notified of new system. In building the new site, OSTI has established a foundation for being able to map data as appropriate between OpenNet and Elink systems. That work hasn't begun yet, but data specifications are the next step. The HQ office sponsor of OpenNet is Office of Classification (SP-50) within the Office of Security and Safety Performance Assurance (SSA).

OSTI is exploring a couple of topics raised by LBNL at STIP: (1) report submission duplication and differing procedures among science agencies and (2) scope of DOE subject categories compared to scope of funded R&D. Sharon learned at the June meeting of CENDI (the interagency group of senior STI managers) that the right contacts were not at that forum since the report submission process for most agencies depends on the funding mechanism and other factors. A student intern may be tasked with working on the subject category issue in the fall.

The next scheduled STIP teleconference will be Wednesday, September 13^th at noon, Eastern time.