INSTRUCTIONS FOR DOE F 241.1

Purpose:

Form 241.1 provides the Office of Scientific and Technical Information (OSTI) information required to appropriately identify, process, and/or announce and disseminate the results of work funded by the U.S. Department of Energy (DOE) or performed in DOE facilities.

When to use this form:

Submit this form with each scientific and technical information (STI) Product. Electronic format is the method for submitting the announcement record and STI Product. Use the electronic version of the form or Document Type Definitions (DTD).

Contact Information:

For general information or assistance with E-Link, fill out our Contact Us form.

Data Fields and Information about DOE 241.1 Form

Descriptions of the various DOE F 241.1 data fields, STI Products, format, etc., can be found in ATTACHMENT 3 and other sections of the DOE Guide 241.1-1, Guide to the Management of Scientific and Technical Information.

DOE and DOE Contractors: DOE, DOE Major Site/Facility Management contractors, multiprogram laboratories, single program laboratories, and other DOE facilities should complete the entire form and submit it either with the URL for the site-maintained copy of the STI product or as a file upload with the STI product to OSTI for processing in accordance with the requirements of DOE Order 241.1, Scientific and Technical Information Management. Reporting that may be required under the terms of the contract but which is not appropriate for transmittal to OSTI includes contract proposals, funding status, routine construction or inventory reports, and similar products.

OSTI ID - Internal OSTI Identifier Number.

RECORD STATUS - This is a required field. The record status identifies the announcement record or the STI Product as new or revised. If the record status is not provided, the record is considered 'New'.

Part I: STI PRODUCT DESCRIPTION

STI PRODUCT TYPE - This is a required field. There are several product types to select from; however, the following product types require additional values be selected as well.
- Patent/Patent Application - Identify the patent filing and priority dates, and the patent assignee.
- Conference Paper/Proceedings - Provide all available conference information (title, location, and dates, as well as sponsoring organization). An agenda alone is not sufficient for announcement. Also provide any associated journal information for this conference, if applicable.
- Journal Article - Select one of the following and provide all available Journal Article information:
  - Full Text - Submission contains both citation data and full text of the journal article. Full text can be either a pre-print or post-print, but not the copyrighted article.
  - Announcement Citation Only - If providing journal citation data, but full text article is not being uploaded.
STI PRODUCT TITLE - This is a required field. Provide the title exactly as given on the product itself, including part, volume, edition, and similar information.
AUTHOR(s) - This is a required field. Enter the name of the person responsible for writing the report, performing the research, or credited with the content of the report. The form of entry is the last name, first name, middle initial, and additional qualifiers separated by commas, e.g., Smith, Richard, T., Jr. More than one author may be provided; separate multiple entries with a semicolon and a space. If an author does not exist, the word "None" should be entered. Examples: Jones, T.M.; Markay, Arthur R., III; Fields, J.M., ed.
- Author(s) E-mail Address(es) - This is a required field. Provide the e-mail address for each author. Multiples may be provided; they should be listed in the same order as the authors (Part I. D.) and should be separated by a semicolon and a space.
STI PRODUCT IDENTIFIERS
1. Report/Product Number(s) - To assist in providing meaningful search results, it is recommended that every product published by the originating organization be assigned a standard product/report number that contains some unique identifier that can be traced to the site of origin. The report number prefix should be formed using site acronym followed by a unique suffix. If there are multiple volumes or parts, additional numbers or letters may also be added to the suffix number.
2. DOE Contract Number(s) - This is a required field. The format should always be: two alphabetic characters, two numeric characters, a dash, two-digit year, two alphabetic characters, and a five digit number.
  Example: AC02-94RS12345.
3. R&D Project ID(s) - Enter the unique and permanent Project ID assigned to the project itself by the Operations Office, DOE Program Office, laboratory, or other installation to identify a particular research project. Multiples may be provided; separate multiple entries with a semicolon and a space. Sample formats: P/ORNL-2533; TTP/RL439005
4. Work Proposal Number(s)
5. Work Authorization Number(s)
6. Other Identifying Number(s) - Additional unique identifying numbers associated with the scientific and technical report/product may be provided (e.g., CRADA numbers, Non-DOE contract numbers, etc.). More than one other identifying number may be provided. Multiple numbers are separated with a semicolon and a space.
ORIGINATING RESEARCH ORGANIZATION - This is a required field. Provide the name and location of the organization that performed the research or issued the scientific and technical report/product. More than one organization may be provided; separate multiples with a semicolon and a space. Example: Pacific Northwest National Laboratory, Richland, WA
STI PRODUCT ISSUE DATE/DATE OF PUBLICATION - This is a required field. Specify the date the document was issued or published, either in format mm/dd/yyyy (example: 01/01/2001), or in format yyyy (example: 1995). If you use the yyyy format, use the drop-down menu to input additional date information.
LANGUAGE - This is a required field. Select the name of the additional language(s) in which the information product is written other than English. If language is not provided by the originating organization, the word "English" is the default value.
COUNTRY OF PUBLICATION - This is a required field. Select the country of publication. Default value is "United States".
SPONSORING DOE PROGRAM OFFICE - Select the name or acronym of the DOE Program Office (e.g., Office of Science or SC) providing the funding for the work described in the STI product from the list provided. For projects funded by more than one Program Office, indicate all sources of the DOE funding in descending order of dollar amount of funding appropriated. Separate multiple program offices with a semicolon and a space. If no sponsoring DOE Program Office is provided, "DOE" will be the default value.
PUBLISHER NAME AND LOCATION - This is a required field if different than the Originating Research Organization that issued the document for dissemination. Availability - Refer requests to [if applicable]. For example: A URL with additional help or contact information about this document. This is a required field if the Publisher is the source of availability.
SUBJECT CATEGORIES - Select one or more categories from the list provided. Select them in order of relevance to the product. Please review the current list of subject categories and their definitions at Authorities-->Subject.
- Keywords - These are phrases identifying major concepts in the STI product. More than one keyword may be entered; separate multiple keywords with a semicolon and a space. To fill this field, you can cut and paste from any word processing file.
DESCRIPTION/ABSTRACT - Provide a clear, concise, and publicly releasable English language summary of the information content of the STI product. The abstract length should be no more than 5,000 characters. To fill this field, you can cut and paste from any word processing file. Copying or pasting text from any word processing file should be of the UTF8 character set. If your text includes any special characters please confirm that no erroneous text was added after the pasting.
RELATED DOCUMENT INFORMATION - Information useful to include in published announcement record which is not suited for any other field on this form.
INTELLECTUAL PROPERTY/DISTRIBUTION LIMITATIONS - This is a required field. Recommendations to restrict access to STI products must have a legal basis or be accompanied by written programmatic guidance. Questions concerning current laws and guidance may be referred to in Part II of ATTACHMENT 7 of the DOE Guide 241.1-1, Guide to the Management of Scientific and Technical Information, or by contacting OSTI at (865) 576-1035.
- Unrestricted Distribution:
  - Unlimited Announcement - The unrestricted, unlimited distribution of the product will be made publicly available. The government assumes no liability for disclosure of such data.
  - OpenNet - STI products declassified and made available for public release will be announced on the Department?s OpenNet Database in accordance with the Department's Openness Initiative.
    When records for declassified STI products are submitted to OSTI electronically, an authoritative classification change notice (paper only), in accordance with DOE M 475.1-1, Identifying Classified Information, must accompany that submission.
    1. Accession Number - For use in indicating additional sources of a document. This number may be used by OpenNet users when requesting a document. The Accession Number is a unique identifier of up to 13 alphanumeric characters only (A-Z, a-z, or 0-9). The transmitting field or program office is responsible for ensuring that the number is unique within its jurisdiction. OSTI will add a two-character prefix to ensure the number's uniqueness across DOE for a maximum size of 15 characters.
    2. Document Location - This should identify additional sources where the public may go to obtain a copy of the document. At a minimum, this entry must contain a point of contact and enough additional information to enable a user to order a document (e.g., address, phone number, fax number, e-mail address, etc.). Multiple location entries may be provided; separate multiple locations with a semicolon and a space.
      Note: If a standard location will be used (e.g., a public documents reading room), OSTI can provide an availability code which can be entered instead of the location text.
    3. Field Office Acronym - Use the appropriate acronym provided in OpenNet Declassified Information Database Data Input Specifications, revised December 15, 1994.
    4. Declassification Date - Provide the declassification date for any document that has been declassified and publicly released.
    5. Declassification Status - Required for all documents being entered into OpenNet. Check 'Sanitized' for documents with portions deleted for privacy or security reasons and enter a declassification date if the sanitized document is also a declassified document. Check 'Never classified' for documents that have never been classified and are being made publicly available.
    6. OpenNet Document Categories - For information products which will be included in the OpenNet Database, provide the appropriate twolevel subject categories based on the list in OpenNet Declassified Information Database Data Input Specifications, revised December 15, 1994. The list of OpenNet document categories is also available at Authorities -->OpenNet Subject Categories.
    7. OpenNet Addressee - Provide the name and address of the recipient of the information product if it is a memo, letter, or similar type of product.
- Distribution Limitations - Unclassified Controlled Information:
  - Copyrighted Material w. Restrictions - A copyright restriction on part or all of the contents of the STI product may affect the reproduction and distribution of the product by DOE/OSTI. Any restriction as retained in the award document must be specified.
- Official Use Only - Limitations/Unclassified Controlled Information:
  - Export Controlled Information
  - Patentable Material - Provide all applicable patent information.
  - Protected Data - When Protected Data is selected, you must also select CRADA or cite the data clause paragraph in your award document which allows trade secret like protection e.g. Energy Policy Act (EPAct), clean coal, electric vehicles, steel initiative, etc. Then, specify the release date which must be no more than five years.
  - Limited Rights Data (Proprietary/Trade Secret)
  - Nuclear Energy Applied Technology - pursuant to 10CFR810.
  - Program-Determined Official Use Only - Provide a reference to specific guidance or attach a copy of the specific guidance.
  - Limited Rights Data (Proprietary/Trade Secret)
  - Security Sensitive Information
  - Naval Nuclear Propulsion Information (NNPI)
  - UnClassified Controlled Nuclear Information (UCNI)
- Classified Distribution
  - Classified Information - STI products will be announced by OSTI in accordance with DOE/OSTI-3679- Rev. 75.
OTHER INFORMATION - Specify other criteria that would necessitate limiting access or restrict announcement of this product.

Part II. STI PRODUCT MEDIA/FORMAT AND TRANSMISSION (To be completed by Recipient/Contactor)

Media/Format Information
1. Medium. This is a required field. Select one of the medium options provided. When an announcement record only is submitted, select "No Full Text".
2. Size of STI Product. Provide the total number of images or other designation which gives an indication of the information product (e.g., 20 images; 5 Megabytes; 5-3.5 inch diskettes; 200 pages).
3. File Format. This is a required field if the STI product is electronic full text. Select one of the options provided.
4. Computer Medium or Audiovisual Material (do not include software packages)
  1. Indicate the quantity and type of medium (e.g., 2 videocassettes, 1 magnetic tape).
  2. Indicate the machine with which the medium is compatible, i.e., with which it can be used (e.g., VHS; IBM PC-compatible, hard disk, 8 Megs.)
  3. Enter any other information that would be helpful to the user of the STI product (e.g., programming language, file format, etc.)
Transmission Information STI Product is Being Transmitted:
- This is a required field if the electronic full-text STI product is being uploaded using E-Link. Select the 'Upload File' button to upload a file from your PC to E-Link. The valid upload file format is Adobe Portable Document Format (.PDF).
- If the electronic document is posted at the originating site, the Uniform Resource Locator (URL) is required.
Location Digital Object Identifier:
- A Digital Object Identifier (DOI) is a unique string created to identify a piece of intellectual property in an online environment. Enter the complete DOI for this STI Product, if one exists. Valid format is 10.xxxxxxxxxxxxx/yyyyyyyyyyyyy - see CrossRef.Org [exit federal site] for more information.

NOTE: If the medium of the STI product is not an 'electronic document' (e.g., it is a computer medium or audiovisual material), a copy of this electronic DOE F 241.1 should be printed before submitting it electronically to DOE.

Part III. STI PRODUCT REVIEW/RELEASE INFORMATION (To be completed by Releasing Official)

RELEASING OFFICIAL - This is a required field. Provide the name and additional information of the site's individual(s) responsible for the appropriate review and release of the STI product. Do not forward this form or the STI product until after it has been reviewed for sensitivity, marked accordingly, and released for announcement.

SUBMIT - When the form is complete, select the "Submit" button. The system will perform several more validations on the fields that you entered. Any errors will be listed at this time, which you can correct. If the information is complete and correct, you will move to a screen with a summary of your input. The summary screen should be printed for your records.

TIMING OUT - The form has a time limit of an hour, so if you take more than an hour to fill out the form, you will receive a timeout message. If you receive a timeout message, you can select the "Back" button on your browser, and resubmit the form.

OMB BURDEN DISCLOSURE STATEMENT

Public reporting burden for this collection of information is estimated to average 30 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to Office of Information, Records and Business Management, SO-31, GTN, U.S. Department of Energy, Paperwork Reduction Project (1910-1400), Washington, DC 20585 and to the Office of Management and Budget (OMB) Paperwork Reduction Project (1910-1400), Washington, DC 20503.