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ORDER/GUIDE REVISION TOPICS

February 3-5, 1998, STIP Meeting
  1. Agreement on the electronic formats to be accommodated beginning 10/1/98.
  2. Agreement that SGML(including HTML and XML) is still the ultimate electronic format that we are striving for.
  3. Electronic exchange of STI will be the norm of most sites by 10/1/98.
  4. A site can submit both electronic and paper copy reports to OSTI.
  5. OSTI will pursue steps to obtain direct procurement deliverables in approved electronic formats.
  6. Recognizing that each site will achieve electronic exchange differently and on different time frames, does there need to be a written understanding between OSTI and each individual site?
  7. Agreement on the revised simplified metadata structure has been reached(handout).
  8. OSTI will strive to enhance the site prepared metadata records with an abstract, keywords, and subject category.
  9. Sites should include the abstract, keywords, and subject category in their metadata records to the extent feasible.
  10. OSTI will receive a site prepared metadata record for each full-text document made available for the DOE collection.
  11. Originating sites will perform the only evaluation function for announcement and availability restrictions applicable to their documents.
  12. Only statutory or written funding Program announcement and availability restrictions can be applied.
  13. The EDB announcement record as we now know it will be replaced by the new simplified site initiated metadata record.
  14. The new site initiated metadata record will replace the current EDB announcement record being used by GPO, NTIS, Knight Ridder and other vendors.
  15. The number of keywords and subject categories applied by OSTI will be significantly reduced.
  16. Intentionally left blank!
  17. EDB will become a static file similar to NSA; the current EDB will also likely be recast into the new simplified metadata structure.
  18. The "official" publication date for technical reports will be the date that the originator or OSTI makes the document publicly available on the Web or otherwise.
  19. Each document made available in a distributed manner by the originator will have a unique URL.
  20. Metadata elements determined by the STIP stakeholders to be mandatory will be necessary for the central OSTI metadata index to accept the item.
  21. The originating sites will have the option to submit metadata records using the Web- based input form, through batch processing, or providing appropriately tagged elements accompanying an electronic full-text document.
  22. OSTI will continue to respond to paper requests or other special requests after the sites have made their electronic full-text documents available on the Web.
  23. Limited availability and classified full-text information will continue to be sent to OSTI through the appropriate mail channels until secure electronic mechanisms are established.
  24. OSTI will capture full-text documents hosted by the sites before the sites make the information unavailable for immediate public access; the notification procedure needs to be determined.
  25. Standard document distribution and special distributions will be discontinued by OSTI and standard distribution categories will be eliminated.
  26. Even in the distributed environment, OSTI will be the final ultimate repository for DOE STI documents.
  27. The requirement for a site-initiated announcement record will be added to the "Contractor Requirements Document" section of the Order. The specific elements will be enumerated in the Guide.
  28. STI products may soon be tracked by a unique identifier to the R&D Tracking System; does this require any action or position on the part of the STIP community?
  29. Is the Guide Review Board necessary or can its functions be assumed by the STIP Working Groups?
  30. Is it agreed that revised procedures related to the electronic environment can be documented in the existing Order and Guide rather than developing a mandatory Manual?
  31. Are there requirements pertaining to our Program in other DOE orders or guides which should be eliminated or revised?
  32. A specific requirement will be added to the Order concerning STI performance measures?
  33. Is the requirement for a single STI point of contact at each site still needed?
  34. Are any of the requirements contained in the "Contractor Requirements Document" section of the Order no longer valid?
  35. Are there any modifications needed to the STIP Strategic Plan developed last summer?
  36. Are the four STIP Working Groups the most effective way to staff STIP issues? Are they working as intended? Are there other processes that might work better?
  37. Are the Stakeholder and TIO monthly meet-me calls still effective for routine communication? Other suggestions?
  

Last page update:  8/18/03