STIP Managers/representatives participating in September 2003 Teleconference:

Dave Hamrin (ORNL), Anna Naomi Sams (PNNL), Nancy Doran (PNNL), Dennis Gound (ORO), Cathie Witker (SRS), Janine Ford (NV Site Office), Nicole Brooks (IDO), Carl Robertson (IDO), Charlie Lovejoy (INEEL), Isom Harrison (LLNL), Alison Easter (AMES), Kate Sordelet (AMES), Kathy Macal (ANL), Shannon Savage (ANL), Linda Rhode (CHO), Jackie Stack (LANL), Carol Phillips (PPPL), Representative for Pamela Bonee (ORISE), Sandia Representative, Betty Robinette (Y-12), Diane Quennel (YMP), Kim Kendrew (JLAB), Yolanda S. Bolivar (NNSA), Sharon Jordan (OSTI), Jannean Elliott (OSTI), Judy Gilmore (OSTI), Dave Bellis (OSTI), and Kathy Waldrop (OSTI).

STI Manager promotes STI at UT Libraries E-Forum (Dave Hamrin) -

Dave gave a talk on "technical reports" to the staff of the Library of the University of Tennessee. Dave's slides are posted on the STIP Home Page. The audience responded well to the presentation. Dave’s willingness to give this talk is an example of outreach activities at the contractor level. OSTI provided Dave some nice handouts for the attendees, so it was a "win-win" situation.

The 2004 STIP Meeting will be held the week of April 26, 2004, in Gatlinburg, TN at the Park Vista Resort Hotel (http://www.parkvista.com/). The details of the hotel contract are being finalized. We have reserved a block of 60 sleeping rooms for the STIP Meeting beginning Monday, April 26. Since several members of the STIP Community will receive cheaper airfare if they stay over a Saturday night, we have arranged for an additional 20 sleeping rooms for Friday and Saturday. The nightly room rate is $70.00 (government per diem), this includes Friday, April 30, and Saturday, May 1. Only STIP Meeting attendees who pay for their room with a federal credit card (must state on card) will receive a tax exemption.

Since we only meet once annually for a face-to-face meeting, we will use this opportunity to its fullest potential. The current plan is to start Tuesday morning with an orientation for new participants and a National Lab session. The actual STIP Meeting will begin Tuesday after lunch and probably conclude Wednesday. On Thursday, April 29, we plan to schedule several working sessions and also allow time for ad hoc topics that arise during the first two days. A draft agenda will be sent out soon which will include input from the STIP Managers (i.e., presentations by STIP Managers and recommended topics). Also, provide OSTI with the topics for OSTI to cover (since local meeting, more OSTI involvement is possible).

Owing to several factors, staff changes at Elsevier among them, the model proposed by Elsevier to DOE went down from ~500 titles to ~270. About six sites are working with Elsevier under the consortium, but sites have individualized agreements. Further questions should be directed to Judy via phone (865-576-5600) or email (gilmorej@osti.gov).

Goal continues to be maximizing DOE and DOE contractor resources by not duplicating scanning legacy items. In short, sites can scan and OSTI will provide bibliographic data. OSTI also continues to scan its own legacy data. OSTI does not just "dump" entries into InfoBridge; it has them screen for sensitive information, and sites are contacted to ensure the site doesn't have issues with posting the documents. OSTI has "backscanned" through 1994. Sites should always coordinate with OSTI with regard to legacy data. OSTI will try to announce their scanning activities better; however, the volume is small.

NOTE: The Manhattan Project Preservation Organization has been contacted, as has another group, to sponsor a scanning of the Manhattan Project documents. Stay tuned.

The paper version of the DOE F 241.1 is nearly complete. The delay for finalizing the form is related to mostly concerns of FY03. It appears FY04 will be a better budget year and we so the revision to the electronic version has been added to the priority list. We are waiting on the contractor to review the OSTI list of IT priorities before we will have a better idea of when the electronic revision begin. After one more change to the paper version, a draft electronic form will be sent to the group for final review, comment, and acceptance. There are several changes to the form that will carry over to the DTD. Almost all of these were discussed and approved at the 2003 STIP Meeting. A change that hasn’t been closely reviewed or commented on is the Intellectual Property/Distribution Limitation (aka access limitation) section. Be sure to examine the form closely prior to providing comments.

ORNL Document Clearing Process (Dave Hamrin)-
Dave Hamrin mentioned that ORNL is reexamining its document clearance process; the new process is being designed by the researchers, so it is hoped that compliance will be better under the new system. NOTE: If anyone can solve this problem, it should be broadly shared, since everybody has this same problem.

Reference Linking (Sharon Jordan) -
OSTI sends e-mails to authors to say that their reports are publicly available on Information Bridge. The text of the e-mail was recently modified  and a new service whereby OSTI will have links created and added for references in their papers.  Authors may contact OSTI to ask for this service for their respective technical report papers.  The revised report with links will have to go through the site's approving official so that the site knows that a revised version is going to be posted.  (See more information at www.osti.gov/Reference_Linking.)

OSTI’s SuperProduct (Sharon Jordan) -
OSTI continues to work on making Controlled Access Information (CAF) available to DOE and DOE contractors. OSTI is working to combine the DOE Only versions Information Bridge, Energy Citations, and the Controlled Access Information into one SuperProduct. More information will be available as things develop. Contact OSTI if you have input or questions.

The next STIP Managers teleconference is scheduled for March 10. This time will mostly be spent to finalize details pertaining to the April STIP Meeting. However, there needs to be a lot of e-mail before then so we can have as useful a STIP agenda as possible.