Order/Guide Issues

STIP Meeting, May 4, 1999

Guide Part III (Software) Revision

Software revision subgroup, led by Cindy Crego, includes STIP and software communities. Group has identified modifications to incorporate new approaches agreed to in November:

• Manage software in manner similar to report literature (e.g., site submission of metadata records for inclusion in the DOE Information Bridge)
• Blend OSTI's ESTSC and Request Services staff and functions
• Work toward decentralized management of STI software where sites host software and OSTI simply links to it (e.g., for "freeware")

Draft revision of Part III ready for initial comment.

• Removed NRC references.
• Simplified descriptions of OSTI and other roles/responsibilities.
• Streamlined submittal into one form.
• Envisioned software announcement form (DOE F 241.x) similar to but separate from DOE F 241.1.

Tentative schedule:

• Informal comments by 5/18/99.
• Formal directives process approximately mid-summer.
• Implement January 2000.

Achieving Electronic Document Submittal

Open discussion on formats being chosen and indications of use of NON-IMAGE formats (i.e., SGML, XML, HTML). What markup languages are being chosen and reasons, what kinds of problems have been encountered, and what schedules are anticipated. [Chart showing actual usage on E-link will be reviewed.]

Useful STI

Useful STI products submitted as publicly releasable (no statutory limitations) will appear in both the public and the DOE versions of the Information Bridge.

• Some "non-STI" has been received via E-Link, requiring OSTI review and determination of next steps (e.g., memoranda marked for OpenNet).
• OSTI has encountered certain processing problems due to URLs and full-text formats. These are being worked out as identified.
• For items submitted with URLs, the hosting site needs to anticipate that users will be linking from InfoBridge. The URL should be "maintained."

STI Submitted with Limitations

• Limitation must be statutorily based and properly marked on DOE F 241.1 (Part III. A. Access Limitation, # 1-14).
• Unclassified sensitive items would currently be placed in the "Controlled Access File". As a future alternative, OSTI is considering a 'limited' InfoBridge as a future alternative.
• If additional information is provided in block #15 (in addition to a marking in #1-14) which warrants special treatment, item would go into the DOE version of the Information Bridge. Only exception thus far agreed to was for "LDRD-funded preprints."
• DOE F 241.1 records for classified products are routed to CLEO. Only unclassified announcement records should be submitted over the network.

Journal Article Announcements, Preprints, and Postprints

• Are included in the scope of what to make available to OSTI.
• Preprints by definition are not copyrighted material.
• Postprints are not "reprints". Postprints are not the commercially published format but the author's text, after publication.
• Reprints should not be submitted in full text, but as "journal citation only" marked on DOE F 241.1.

Copyrighted Material

Copyrighted material must be indicated on DOE F 241.1 as "restricted" or "unrestricted" per guidance from the DOE Intellectual Property Counsel.

• If copyrighted material is used within a document, then proper releases should be obtained.
• Future conference papers should not be submitted in "copyrighted" format.

Contact Information

The DOE F 241.1 "Contact" field is defined as "Site contact (other than authors), as determined appropriate by the site, who will receive any external questions about the content of the STI product. Will be included in the published announcement record."

• A contact is optional, but sites should consider using an organizational contact rather than individual name.

Author Notification E-mail

The author's e-mail address provided on DOE F 241.1 is only used by OSTI to notify the researcher/author that the report is being posted on the web on the Information Bridge. The e-mail address itself would NOT be included in data on InfoBridge.

• This notification is a service useful to researchers.
• Researcher may refer others to source for document (see example).
• Option exists for notification to the contact and/or the releasing official, if e-mail address is provided.

Guide Changes Suggested

• Digitized signature recommendation staffed by Goal 3 working group.
• Distribution statement correction for Applied Technology

Distribution Statement F.

"Further dissemination only as authorized by the originating facility or higher DOE programmatic authority; for receipt and storage of classified documents, requester must possess appropriate security clearance, need-to-know, and facility approval by the DOE Office of Security Affairs."

Also, need to clarify the parenthetical descriptions of the "applicable information category," were not intended to be part the distribution statement itself.

Possible DOE F 241.1 Changes

• Journal article: page range or initial page may be required for use in PubScience to link from citation to e-journal full text.
• Work Authorization System and Field Work Proposal numbers will be new "STI Product Identifiers."
• Instructions to be clarified where "for internal OSTI use" appears.
• Part III., B. Other will be moved to Part I with other bibliographic descriptive type data.

MISCELLANEOUS TOPICS

Communication

• STIP Listserv: used for messages to entire STIP community (for example, Goal Team 1 reviewed Order requirements in the CRD and determined no change needed to performance objectives)
• INFO-M Listserv: used for messages to STI Points of Contact (e.g., meet-me call notices)
• STIP Home Page: Now includes Meet-Me Call Minutes; R&D Visibility Information; Information Modules; and more...