2005 STIP Meeting
April 20-21, 2005
(Attendee list is attached)
Wednesday, April 20
Welcoming Remarks
The meeting began with opening remarks by host, Jane
Tierney.
She discussed LBNL and their
relationship to
Jane also discussed free
access in publishing and the Public Library of
Science (PLOS), and noted that she is a strong proponent of free access to
scientific literature. PLOS was
co-founded by Michael Eisen, a computational biologist at Lawrence Berkeley
National Laboratory. According to Ms.
Tierney, there is increasing tension between “for profit” publishers and OSTI-type
publishing; this is an important issue as it results in a large amount of
scientific literature not coming to OSTI.
She described the PLOS business model, in which the scientist pays once
initially ($1,500), and all peer review, access, distribution, etc, is free
thereafter. There are no copyright
constraints. PLOS is reportedly also
committed to providing access “forever,” as opposed to some for profit
publishers who may not be willing to maintain older items. PLOS journals are slowly becoming more
prestigious, and Jane suggested that we pay attention and attempt to help
increase their publicity and prestige.
Jane made a much anticipated
announcement that the
Orientation
STI History and Goals
Sharon Jordan began the orientation session by reviewing orientation materials
and discussing the history of STIP, emphasizing its culture of partnership.
STI is a way to advance
science, and involves more than meeting and collecting documents. OSTI’s unique role revolves around the
dissemination of information.
An important goal of STIP is
innovation. Partnering with other STIP
members is key to balancing dissemination and protection of STI. We need to share lessons learned in order to
leverage “best practices.”
STI Directives, Roles, and
Responsibilities
Kathy Waldrop discussed the emerging roles and responsibilities of the STI managers.
Sensitivity reviews are particularly important since 9/11. She also discussed product submission
options.
Sharon Jordan continued with
an explanation about documents submitted to OSTI and where they appear in OSTI
products.
Jannean Elliott presented
the STIP site and solicited participation.
It was decided that it would be beneficial to STIP members if certain
contact lists, e.g. harvesting technical contacts, were posted at the
site.
Main Session
Sharon Jordan (OSTI)
Range of OSTI Activities
Sharon Jordan briefly discussed Science
Research Connection (SRC) OSTI’s latest product for the DOE community.
Access policies are based on IP authentication and varied levels of user
registration.
STIP focus areas were discussed, as well as the DOE
Directives hierarchy. The notion of a DOE STI Policy document, one that would
provide umbrella policy for all types of scientific and technical information,
is being explored. We are rethinking business rules for a broader, more
distributed STI program.
Also, OSTI is considering the archiving and
preservation of technical reports hosted by labs.
Several relevant OSTI statistics were reviewed. And,
the STIP members were reminded of issues that are ongoing, such as the challenges
of making STI more visible and more valued.
Daphne Parker (OSTI)
OSTI Products: New and Improved
Daphne Parker discussed several
OSTI products that are new, or have had recent enhancements. SRC is the newest product and Phase 1
functionalities were highlighted, including the author selection and taxonomy
tool. Other new products on the horizon
are Science Conferences and the patents database. Products with recent updates include
ScienceLab, Federal R&D Project Summaries, DOE R&D Project Summaries,
and EnergyFiles.
Annanaomi Sams (PNNL), Sharon West (SLAC), Sharon
Jordan (OSTI)
Document Mgt and Web Content, Management
Process Discussion
Sharon
West of SLAC presented information on their management of conference literature.
Sharon Jordan provided a
current overview of OMB Initiatives, including a handout.
Kathy Waldrop of OSTI talked about the final phase of
website document review, HEDB Migration, as well as the resolution process, and
U.S. Dissemination Only Records
A question was raised about
whether or not authors should be involved in the decision to change items from
US Dissemination Only to another access limitation. Authors alone cannot designate access
limitation; however, the Classification Office says that authors need to be
involved, particularly if the full text has a limitation marking. Each site needs to determine the appropriate
marking for these items and implement appropriately. Sites also need to notify OSTI by May 20 of
their preference for making the change to the E-Link announcement record(s),
whether via global change, DTD, or web form.
Thursday, April 21
Walt Warnick
Walt Warnick welcomed
everyone and presented Jane Tierney with a plaque in appreciation for hosting
the meeting. Also, commemorative gifts
were presented to all STIP members, in recognition of the collaborative success
of STIP.
Enhancing
Collaboration – The Washington Perspective
Walt discussed the idea that
STIP is a functioning, innovative collaboration, and discussed the overall STIP
mission and future.
Enhanced roles and
collaborative successes were reviewed, including Science.gov, CENDI, CrossRef,
and search engines such as Google. He
iterated that bringing visibility to DOE science should be a constant goal.
STIP members were curious
about OSTI’s collaboration with Google, Yahoo, and MSN. Walt explained that we first approached
Google, and it was a long process. We
later formed a relationship with Yahoo, and that process was less
complicated. Yahoo recognized the
quality of our information and upped our position in their reference rank
algorithm. Both are successful
collaborations, and we are now working on forming a relationship with MSN.
Walt discussed OSTI’s central
and distributed roles, and noted that DOE has the largest share of Federal STI
content in the Science.gov alliance. He
mentioned the new features of Science.gov, including the alert service, and
said that even more features are on the horizon for 3.0 and 4.0.
Walt discussed the GPO
partnership, the NSDL collaboration, the CrossRef opportunity, and the SC
e-journals project. Sharon Jordan
interposed here with a consortium purchasing journal proposal. OSTI is willing to expand its service as
journal subscription agent from the labs.
Some publishers have indicated a desire for a central purchasing agent
for subscriptions.
Walt Warnick continued with a discussion of emerging
policies and the outcry for different types of Federal STI, including numeric
data. Walt also discussed NIH Policy regarding enhancing access to
publications, and the recent establishment of STIAB, the Scientific and
Technical Information Advisory Board (STIAB).
Walt solicited comments from
the STIP community regarding the draft of the STI definition. He ended by touching on some new
opportunities in technology and the promising future of STI.
Pam Novak (PNNL)
Nicole Rantz (LLNL)
Rebecca Reitmeyer (SLAC)
Getting the Attention of
Upper Mgt
Methods
of Author Outreach to Promote Policy Compliance
Pam Novak
Getting the Attention of
Upper Mgt
Pam Novak of PNNL discussed
ERICA, their Electronic Records and Information Capture Architecture, available
for use since 97, but under utilized and not popular with staff. However, that is changing and each fiscal year
shows progress with usage and compliance.
There is a policy requirement for using Erica, but they can publish
without going through that system, and compliance is not always enforced as it
should be.
There was some discussion at
this point regarding publishing in a journal as opposed to making articles
available in public repositories.
Scientists are not aware of the importance of making their research
available through the appropriate channels.
Raising awareness of this issue is a challenge.
Nicole Rantz
Nicole Rantz discussed four
aspects of information management: Process, Protect, Publish/Disseminate, and
Point of Contact.
LLNL deployed an electronic
review and release system in October 2003; this streamlined their review
process from 10 days to 3 days, and allowed staff reallocation to other
positions. Authors have primary
responsibility in this process.
Nicole discussed how system controls
and training are key in protecting sensitive information and how LLNL has made
improvements in the areas of publishing and dissemination. She mentioned that it has been a challenge to
explain what OSTI is about, and what it means in relation to publications. She noted that LLNL promotes a link to OSTI
from their site.
Points of contact are
important in the communication and dissemination of information. LLNL has selected 18 people to serve as
directorate points of contact.
Higher visibility of STI can
be achieved through training, awareness, reviews, and releases.
There was some discussion
here about the two previous presentations and how the two document review
systems compare to each other. They are
similar.
Rebecca Reitmeyer
Methods
of Author Outreach to Promote Policy Compliance
Rebecca Reitmeyer discussed
author outreach to promote policy compliance.
SLAC launched their author outreach program in FY 2003 and that program
is continuing. She discussed the major
goals and outreach efforts of this program, and its success thus far.
Gary Drew, BSO
Tim Lithgow, LBNL
Intellectual
Property – Copyright Issues and Patent Process
Gary Drew, DOE Patent
Counsel (SLAC, Berkeley, PNNL, Yucca Mtn Project, Bonneville Power)
Gary Drew discussed
intellectual property issues related to scientific and technical information,
including the two types of government copyright licenses, the copyright of
scientific and technical articles, software copyright, and open-source
software. He also discussed other types
of OSTI reports and issues related to STI.
There was some discussion
about the proprietary nature of patent application serial numbers. That is being researched by OSTI staff.
There was also discussion of
the Fair Use policy and how it relates to copyright. Gary Drew advised extreme care to avoid
litigation.
Another question was posed
about subcontractor work and whether or there was a requirement that it be sent
to OSTI. Sharon Jordan answered yes, it
should be sent.
Patty Simmons
STI Metadata: A Case for Consistency
Patty Simmons discussed the importance of data
consistency and outlined the
implementation of our combined E-Link, DTD batch
processing, and harvesting changes. She reviewed the 241.1 prototype, including
layout, and field changes and additions. She presented slides detailing changes
in batch processing and HEDB migration. She also briefly touched on legacy
documents.
STIP members were asked to provide feedback on the
form redesign to Kathy Waldrop or Patty Simmons. A request was made that we not rely on color
alone to designate required fields on forms. Using an asterisk for this purpose
was suggested.
We need comments regarding the naming of an
additional access limitation for the addition of OUO limited distribution for
FOIA exemption 2. It was suggested that
a sub team be formed to provide to provide suggestions to the group.
Sharon Jordan
Round Table Reports
The group was given an
opportunity to ask questions or make comments.
Dave Hamrin, ORNL had a question about non-DOE publications, “The DOE
Inspector General is interested in having non-DOE publications (generated using
DOE user facilities) wind up at OSTI with an indicator of which user facility
was involved… does OSTI, or any DOE site, feel we’re making progress on this
front?”
Kathy Macal, ANL asked,
“What copy is considered the official copy of an article?”
A discussion followed on the
terms preprint, reprint, and eprint.
Sharon Jordan said it is important how we mark these documents.
There was also some
discussion here of fair use and copyright.
Jannean Elliott
Jannean Elliott reviewed the progress of harvesting
since the 2004 STIP meeting, including the fact that migration from the old to
the new system is complete, and all sites are now in production on the new
system. She emphasized accomplishments achieved due to advantages of the new
system.
Jannean talked about
progress with legacy data and reminded the group that legacy records should not
come through harvesting.
She ended with “in the near
future” goals for harvesting.
Heath O’Connell, Fermilab
Travis Brooks, SLAC
E-harvesting and
the SPIRES Database
Heath O’Connell reviewed the
evolution of
Nancy Doran, PNNL
The PNNL Harvesting Experience
Nancy provided a “lessons
learned” story about harvesting. It
concerned the accidental benefit of migrating to the new system, a benefit that
resulted in more than a thousand missing records being identified and subsequently
harvested. Her story also served to
advise other sites who may harvest in the future to be aware of the “behind the
scenes” complexities that can arise, particularly where a combination of
factors is involved. With the new
harvesting system’s offset capability, its faster speed, and the internal
changes that PNNL made, a leak that was occasionally allowing records to remain
unharvested and their loss undetected was plugged.
Kathy Waldrop
Kathy Waldrop presented
information regarding the DOE G 241.1-1A revision. She began by recognizing the Guide Review
team and the Software Sub-team. She then provided a detailed summary of
proposed changes for the Guide.
She also solicited STIP
community comments and requested they respond by May 11, the next scheduled
STIP conference call.
Sharon Jordan
Wrap Up
Sharon Jordan provided closing comments. The meeting
ended with discussion of where to meet next year;
2005
STIP Attendees
Nicole Brooks
Technical Information
Officer,
Travis Brooks
Stanford Linear
Nicole Carson
Office of Environmental Management, National Nuclear Security Administration
Dale Claflin
STI Manager,
Christy Collier
STI Manager, BWXT Pantex
Mary Donahue
STI Manager, National
Renewable Energy Laboratory
Nancy Doran
Assistant Director, Knowledge Management & Information Services
Rodney Drake
STI Manager, Bechtel
Gary Drew
Berkeley Site Office, Lawrence
Alison Easter
Scientific and Technical Information Office,
Jannean Elliott
Harvesting Manager,
Chris Forbes
Document Development and Production Manager, Bechtel, SAIC
Janine Ford
Technical Information Officer, US Department of Energy National Nuclear
Teresa Gilbert
Cataloging Team Leader, Sandia National Laboratories
Dennis Gound
Technical Information Officer,
Dave Hamrin
STI Manager,
Isom Harrison
STI Manager, Lawrence
Judy Hulstrom
Information Resources Publication Services Team Leader, National Renewable
Energy Laboratory
Michelle Johnson
Sharon Jordan
Assistant Director,
Ms. Patricia Kreitz
STI Manager Stanford, Linear
Tim Lithgow
Technical & Electronic Information Department,
Kathy Macal
Director of Technical Services,
Pam Novak
Manager, Scientific and Technical Information Division
Heath B. O’Connell
Information Resources Manager, FERMI National Accelerator Laboratory
Jose Olivares
Lawrence
Daphne Parker
Information Specialist,
Nicole Rantz
Information Management, Lawrence
Rebecca Reitmeyer
Stanford Linear
Bea Renteria
BWXT Pantex
Annanaomi Sams
Technical Library Manager,
Jessica Shaffer-Gant
Technical Library Information Analyst, Sandia National Laboratories
Patricia Simmons
Technical Information Specialist,
Jackie Stack
STI Manager,
Jane Tierney
STI Manager, Department Head Technical & Electronic Information Department
Kathy Waldrop
Scientific and Technical Information Program Field
Walt Warnick
Director,
Sharon West
Electronic Publication Manager, Technical Publications Department, Stanford
Linear