STIP Managers Teleconference July 12, 2000

STIP Managers Teleconference Attendance: Dave Hamrin, ORNL; Dennis Gound, ORO; Stephanie Janicek, Fluor Hanford, Inc.; Mark Williams, Fluor Hanford, Inc.; Judy Lussie, LLNL; Yolanda Bolivar, ALO; Kate Sordelet, AMES; Mary White, BNL; Dale Claflin, INEEL; Pam Novak, PNNL; Sharon Lee, BHI; Kathy Macal, ANL; Janine Ford, NVO; Mary Donohue, NREL; Cathie Witker, SRS; Mina Perrin, SRO; Anne Raible, OAK; Rita Hohenbrink, OSTI; Sharon Jordan, OSTI; Susan Tackett, OSTI; Kathy Waldrop, OSTI

Mark Williams at Hanford will be backing up Stephanie Janicek.

Catherine Witker has replaced Julie Bean as the STI Manager at the Savannah River Site (SRS). SRS is very busy working on an electronic review and approval system that will feed into the OSTI system. They are getting a good response, but it's creating a lot more work.

- Example of Issues:
a. OSTI has received several DOE F 241.1 announcement records which include a URL and access limitation marked U.S. Sales Only (USO). The site has also posted these full-text announcement records on a public Website. Both can't be true at the same time. URLs must be publicly accessible, unlimited documents.
b. If sending in journal announcement citations, make sure to include the Journal information requested which announces the availability. Also, although the article itself is copyrighted, the announcement citation (DOE F 241.1) should not have access limitation marked "Copyrighted".
c. When submitting announcement records (DOE F 241.1), make sure the corresponding full-text or unique URL is provided at the same time. Only journal articles should be submitted as announcement citations.
d. When submitting URLs, make sure they are document-specific, not just an area that contains the document along with other documents or other extraneous information.
e. Batch-submitted SGML records go through a parser. Sites receive a message stating which ones passed and which ones did not. Only those records which did not pass should be resubmitted. Some sites have resubmitted the entire batch, resulting in duplicate records.
- Edit/Delete Clarification: Edits can be done in batch mode, but delete can only be done interactively. Records should only be deleted if they are either (a) a duplicate or (b) documents sent to OSTI in error.
- Backlog Status: There were 3700 records "stuck" in E-Link two months ago; now there are about 1000. Nearly 800 of these reflect a manual matching up of paper records with electronic 241.1 info. OSTI recommends that if a site now has electronic copies of the full-text documents which were previously submitted in paper and have not made it to InfoBridge, please update those records by uploading the electronic file.

- Kudos: NREL announced that when they send URLs, the documents are on the DOE Information Bridge within a week.

Special Interest Group (SIG) Activities
- DTIC STIP Distance Learning Tool Feasibility Study: Kathy Waldrop shared the status of what this Task Force is doing in relation to studying the feasibility of using the DTIC STIP Distance Learning Tool source code to develop a similar training tool for DOE STIP. The source code has not been received to date because getting the MOU in place with DTIC is taking more time than anticipated. The final draft of the MOU recently provided by DTIC has been approved by OSTI Management and is now being reviewed by the STIP Task Force. DTIC still has to get Legal to approve the wording. Once the DTIC and OSTI signatures are in place, OSTI will get the source code so that the project can get underway.

- Journals: Susan Tackett described how this SIG continues to pursue "consortium pricing" with INSPEC and the ACS to increase the number of journals available. The American Physical Society would be next; APS wanted to wait until the year 2001. They are also talking to IEEE, Academic Press, and the Institute of Physics. Plans are to continue established agreements with AAAS and Elsevier.

DOE O 241.1 and DOE G 241.1-1
Kathy Waldrop mentioned that a number of things have delayed getting the draft revisions of the Order and Guide to Headquarters Directives Management for the formal review process. Currently the Order and Guide packages are being prepared for Dr. Ed Oliver's signature by July 19. An announcement of the review process will be sent by the Headquarters Directives Management Office. The Guide review process is shorter than that for the Order and no longer includes an issue-resolution process. The changes to the Order are very minor and include a clarification in the Objective and a name change, therefore it is anticipated that the Order will have few comments and no major issues to address.

Metadata
Sharon Jordan shared discussions OSTI is having with their other government agency and international partners regarding the impact of using Dublin Core metadata tags in various exchanges and products and is considering creating a "crosswalk" to standardize records. Such an agreement would result in a standard bibliographic record across partners.

Miscellaneous
- Workshop on a Future Information Infrastructure for the Physical Sciences: Sharon Jordan talked about a recent workshop held at the direction of the Office of Science. A Workshop on a Future Information Infrastructure for the Physical Sciences was held in May in Washington at the National Academy of Sciences with OSTI, 9 panelists, and 20 other participants from across the scientific community (researchers, other agencies, universities, etc.). Dr. Alvin W. Trivelpiece, former director of ORNL, chaired the panel. A report on the workshop is in process and due out soon. A notice will be sent to STIP with the URL when it is posted.

- Next STIP Meeting: Sharon Jordan reminded STIP Managers to allocate funds in next year's budget for a STIP meeting. Although the timing and location have yet to be determined, the meeting will probably not occur too early in the fiscal year (FY 01). The soonest would be the week before Thanksgiving, which brings weather into play (hold it somewhere where it doesn't snow). OSTI is looking for a "major hub" location to keep flight costs at a minimum.

- Foreign Distribution of Applied Technology Software: Kathy Macal, ANL asked who to contact regarding foreign distribution of Applied Technology software. Since both software and limited access policies are involved, Sharon Jordan is the contact (865) 576-1194.

- Next STIP Managers Teleconference: The next teleconference is scheduled for September 13 at noon EDT. An agenda and the teleconference number will be sent out prior to the call.