STIP Managers Teleconference
Wednesday, February 13, 2008
12:00 - 1:00 p.m. ET
Participants: Mona Higgins (NSTec), Cathy Wright
(NETL-Albany), Gayla Bratton (HNF), Marsha Fish (WCH),
2008 STIP Working
Meeting (Kathy Waldrop) – Participants were reminded that the deadline to
make hotel reservations at the Hotel Santa Fe is Tuesday, March 18. The reservation phone number is 1800-825-9876. Please reference the STIP Meeting when you
make the reservation to get the special rate.
A couple of tour options were proposed for Monday, April 21. The
consensus of the group was to visit the
Digital Document Access (Patty Simmons) - OSTI is working with sites that have digitized full text for their documents at their site but not at OSTI. If you have digitized full text, we would like to work with you to receive that full text. We will be happy to provide a spreadsheet to you identifying the documents for your site that are at OSTI with only a metadata record. We will then coordinate the process to receive the digitized full text.
E-Link (Kathy Waldrop)
Protected
Personally Identifiable Information (PII) - Information about OSTI’s actions to ensure
Protected PII isn’t made publicly available via OSTI websites has been shared
on several occasions thru various forums.
OSTI will implement revisions to E-Link on Friday, February 15, that
will affect many STIP Managers and/or others within their organizations. The
gist of the changes are that the DOE F 241.1 and DOE F 241.3
Web forms and the batch file uploads will require some action on the part of
the individuals uploading the STI documents. Also, DOE Awarding
Office E-Link Releasing Officials will need to verify review of the documents
for protected PII before submission to OSTI.
As a follow-up to this discussion a description of the protected PII
algorithm search, detailed revisions to the forms, as well as other related
information will be provided via e-mail to the STIP Managers.
Duplicates/Deletions
in E-Link – Proceed with caution before deleting duplicate record entries for an
STI document. When there are duplicates it is likely that if an E-Link record
has electronic full-text and the other does not that the newer record is the
item with electronic full-text. Do not delete the older record. Dates of when
something was first made available, where it was announced, etc. are important
pieces of information that should be retained. In most cases the digitized
documents should be attached to the original records and the newer record
deleted. If there is a significant change to the document since its original
publication it may be necessary to add a note to the E-Link record stating such
an action (i.e., pages 24-34 were removed). If it is necessary to delete an
item in E-Link for which an STI document was originally provided to OSTI in
paper be sure to notify OSTI so we can pull that hardcopy document from our
Vault and delete it from our Vault database and destroy the document as
appropriate.
Miscellaneous
Access Limitation “PAT” (Patty Simmons) - Each site is encouraged to review their information in the ‘Reports’ section of E-Link titled ‘Patent Pending Documents’. To summarize the direction provided by Paul Gottlieb in his memo to Sharon Jordan dated August 29, 2007, five years is the maximum length of time a document should be restricted with an access limitation of ‘PAT’. All documents in the ‘Report’ section of E-Link and in the ‘Patent Pending Documents’ reports are past the 5 year limit. These documents must be reviewed and changed by the submitting sites to either ‘UNL’ or another appropriate access limitation.