United States Department of Energy

Energy Link System (E-Link)

DOE STI Management System

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INSTRUCTIONS FOR ANNOUNCEMENT OF U.S. DEPARTMENT OF ENERGY (DOE) PUBLICLY AVAILABLE SCIENTIFIC RESEARCH DATASETS

Purpose:

Announcement Notice (AN) 241.6 provides to the U.S. Department of Energy (DOE) Office of Scientific and Technical Information (OSTI) metadata needed to identify/announce publicly available datasets resulting from work funded by the U.S. Department of Energy (DOE) or performed in DOE facilities. The information allows OSTI to assign Digital Object Identifiers (DOI) to datasets via the DOE Data ID Service and register them with DataCite. This free, value-added service facilitates visibility, helps ensure long-term preservation, and supports better linkage between DOE's published research results and the underlying data.

Who uses this Notice:

DOE grantees/financial assistance recipients may complete AN 241.6 and submit it with a URL for the publicly available location of the data.

Contact Information

To contact the DOE Data ID Service, use email DOEDataID@osti.gov. For help in completing this Announcement Notice or assitance with E-Link, you may call 865-576-1228 or email elink_Helpdesk@osti.gov.

AN 241.6 Metadata Details and Requirements

*An asterisk indicates required information.
'Tab' between data fields. The 'enter' key assumes you are attempting to submit the notice before entering all required data.

Part I: STI Product Description

Dataset Type

Note that "Dataset" is automatically defaulted into the record as the product type whenever you use the AN 241.6. Dataset Type, however, allows you to be more specific about the dataset. Select one choice from the drop-down list that best describes the dataset's main or most important content.

  • Animations/Simulations - Animations and simulations resulting from runs of computer models or similar software.
  • Figures/Plots - A dataset consisting mainly of data diagrams, graphs and charts, diagrams or schematic drawings.
  • Genome/Genetics Data - Information that is numeric or alpha-numeric in nature (such as gene sequences) or that is a specialized mix of text and non-text information conveying results of genetics/genome research
  • Interactive Data Map(s) - A non-static interface and the GIS data and/or shape files that generate it.
  • Multimedia - An example of a multimedia dataset might be a video of an experiment in progress, where the camera monitors change over a number of hours.
  • Numeric Data - Data primarily expressed with numbers; other content is secondary and supporting.
  • Software - Software created with DOE funding must be announced to the Energy Software Technology Center (ESTSC) via the AN 241.4, but metadata for a software application or utility may also be submitted through the AN 241.6 in order to obtain and register a DOI for the software.
  • Specialized Mix - This "type" may be used to indicate a dataset made up of content that doesn't fit into one of the other "type" categories. The content of a "specialized mix" dataset could have some of everything in this list, for example, but is clearly focused on data and does not have a "format", such as a technical report that is focused on data would.
  • Still Images or Photos - A collection of images or photographs that are produced by a scientific instrument or that convey scientific results of experiments. Scientific images that might constitute a data set could be images of cells or molecules that are typically taken with electron microscopes, 3-D structures of proteins or nanomaterials, images captured during an accelerator run, images from astronomy, etc.
Note that "Dataset" is automatically defaulted into the record as the product type whenever you use the AN 241.6. Dataset Type, however, allows you to be more specific about the dataset. Select one choice from the drop-down list that best describes the dataset's main or most important content.

  • Animations/Simulations
  • Figures/Plots
  • Genome/Genetics Data
  • Interactive Data Map(s)
  • Multimedia
  • Numeric Data
  • Software
  • Specialized Mix
  • Still Images or Photos

Dataset Title

Enter the title exactly as given on the product itself, including part, version, and similar information.

Author(s) [Creator(s)/Principal Investigator(s)]

Enter the name of each person primarily responsible for the dataset, i.e. the person(s) who should be credited with the content of the dataset. After entering first, middle, and last name of each person, you may also enter the person's email address, ORCID, and affiliation. Email, ORCID number, and affiliation are optional parts of this required author block.

The author email is used by OSTI to send creator(s)/PI(s) the Digital Object Identifier (DOI) for the dataset registered with DataCite. Email addresses will not appear in public databases.

Note that organization names or names of collaborations should not be entered into the author fields. Collaboration names and names of contributing organizations are entered into the Contributor Organizations field.

Related Resource

Enter citation information (title, author, identifier) for key publication, technical report, or software that the dataset being submitted directly supports. This is very important if your dataset is being provided to a journal publisher as supplementary material. If you have several items related to this dataset, you may use the Related Identifiers/DOIs below.

Related Identifiers/DOIs

Referencing other documents, other datasets, or software applications that relate to the dataset you are submitting allows the user of your information to follow these vital links and to better understand the scope of your research. You may add DOIs to cross-reference these other items. If you do not have a DOI for one of the items you wish to relate to your dataset, please put the citation information for that item in the Related Resource field. Note that you may find assigned DOIs for DOE technical reports in SciTech Connect.

This Related Identifier/DOIs field also allows you, for each DOI you reference, to choose a controlled vocabulary term that "explains" the type of relationship between the DOI you enter and the dataset you are submitting.

Related Resource
Enter citation information (title, author, identifier) for key publication, technical report, or software that the dataset being submitted directly supports. This is very important if your dataset is being provided to a journal publisher as supplementary material. If you have several items related to this dataset, you may use the Related Identifiers/DOIs below.

Related Identifiers/DOIs
Referencing other documents, other datasets, or software applications that relate to the dataset you are submitting allows the user of your information to follow these vital links and to better understand the scope of your research. You may add DOIs to cross-reference these other items. If you do not have a DOI for one of the items you wish to relate to your dataset, please put the citation information for that item in the Related Resource field. Note that you may find assigned DOIs for DOE technical reports in SciTech Connect.

This Related Identifier/DOIs field also allows you, for each DOI you reference, to choose a controlled vocabulary term that "explains" the type of relationship between the DOI you enter and the dataset you are submitting.

Dataset Product Number(s)

An identifying number that has been assigned to the dataset by either the originating/submitting organization or by the organization currently hosting the data. If two different organizations have assigned different numbers to the dataset, both are listed here. They should be separated with a semicolon and a space. If no identifying product number exists, the word "None" may be entered in this field.

DOE Contract/Award Number(s)

Enter the DOE contract number under which the work was funded. If the dataset is a result of a joint effort between two or more DOE Site/Facility Management Contractors, etc., additional DOE contract numbers may be entered. The "DE" should not be included as a part of the number. Multiple numbers are separated with a semicolon and a space. When more than one number is entered, the first number is considered the primary number. If a DOE Contract Number does not apply for the originating organization, the word "NONE" should be entered.

Other Identifying Number(s)

Examples of other identifying numbers that submitters may want to include are:

  • The number assigned by arXiv.org to an author's posting of a paper (arXiv: 1501.00003)
  • The accession number from the submitting site's database (45029 or any format)
  • Any identifying number that may have meaning or retrieval utility to a particular segment of the anticipated user population (any format)

Note that this field is not for related identifiers/DOIs, where those DOIs must be accompanied by a controlled vocabulary term that "explains" the relationship between the DOI you enter and the dataset you are submitting. Other identifying numbers are truly "other", in that they do not typically fit more specific identifier fields available for input, i.e. fields such as product/report number, contract number, R&D project IDs, etc. Note also that multiple identifiers may be input here. A semi-colon and a space must be used to separate each identifier from the next one following it.

Originating Research Organization

Select the name of the organization that performed the research or issued the dataset from the drop-down list. More than one organization may be selected. You may also type in the name of the Originating Research Organization, if you do not see it in the picklist. Select or list the primary organization first and separate multiple entries with a semicolon and a space. (See also the Contributor Organization(s) field.)

Availability

Provide the name of any office or organization that can offer additional help in obtaining or utilizing this dataset.

Contributor Organization(s)

The name of a Research/Project Collaboration, if applicable, should be entered in this field, not in the author field. Contributor organizations are not authors' affiliations, the originating research organization, nor the funding/sponsor organization. They are, instead, any company, institution, or organization to which the submitter wishes to provide recognition and which clearly does not fit into any of the other organization fields. Examples of possible contributor organizations that a submitter may want to list (in addition to listing a collaboration name) include:

  • An external organization that provided significant review of the research product.
  • An organization that provided site management but was not directly involved in the research/experiment itself.
  • An organization that collected data to provide to the originating research organization.
  • A data center or repository that is not listed as the originating research organization.

This is a free text field and can hold multiple organizations names. Each different organization should be separated by a semi-colon followed by a space.

Publication/Issue Date

Provide the date when the information product was published or issued, either in format mm/dd/yyyy (example: 04/17/2011), or in format yyyy (example: 1995). If you use the yyyy format, you may also select a Time Period from the drop-down list, if known.

Language

The default value is "English." If the language is not English, select the language in which the information product is written from the drop-down list.

Country of Publication

The default value is "United States." If the country of publication is not the United States, select the country of publication from the drop-down list.

Subject Categories

Select one or more categories from the drop-down list. Select the primary one first. A list of subject categories and their descriptions is available at www.osti.gov/stip/subjectcategories. If no subject category is provided by the originating organization, the Office of Scientific and Technical Information may generate the appropriate categories.

Keywords

Provide terms that describe the content of the dataset. More than one term may be entered; separate multiple terms with a semicolon and a space. If keywords are not provided by the originating organization, the Office of Scientific and Technical Information may generate them.

Description/Abstract

Provide a clear, concise summary of the content of the dataset, as well as specialized parameters that describe the data. Specialized parameters may include a date range during which information was taken (such as May, 01 2002 - December 31, 2002), geographic information (such as a specific state, region, country, latitude and longitude, etc.), information such as well depth ranges, temperature ranges, etc. The abstract length should be no more than 5,000 characters.

Part II. Dataset Location/Technical Specifications

URL where dataset is posted for access

Provide the URL that leads to an HTML "landing page" (information page) that provides context and usage information for the dataset. The landing page must include a direct link to the dataset and/or to its component files. Provide a complete unique URL (Uniform Resource Locator) address sufficient to access the landing page.

Digital Object Identifier (if already assigned)

Provide the DOI only if an organization other than OSTI has assigned it. If the dataset does not already have a DOI, one will be assigned to it by the DOE Data ID Service. [Please be aware that registering a dataset for a DOI includes a commitment on the part of the author or submitter that the dataset will be maintained indefinitely for public access. DataCite recommends that datasets be placed in the care of a data center or online repository prior to registration.]

DOI Infix

A DOI will be assigned to your dataset by OSTI. If you wish to include an alphanumeric string, enter it here. (No more than 50 characters)

Dataset File Extension

Please provide the file extension of the dataset. The content of the dataset will not be indexed by OSTI but knowing the type of file posted will be important to the users that search our databases. Some common file extensions are .txt, .csv, .ps, etc.

Software needed to utilize dataset (if applicable)

Specialized software tools are often developed to allow a user to manipulate data in various ways. If these tools are available for the user but do not have to be used with the data, they do not need to be listed. However, if there is a piece of software without which a user cannot open, see, or use the dataset, that software should be noted in this field.

Dataset Size

Indicate how many individual data files are included in the dataset being announced, or if the dataset consists primarily of images, note the approximate number of images. You may also indicate size in megabytes, and you may indicate whether the dataset is complete or will continue to have files added to it.

Part III. Contact Information

Contact Information

This information is needed for administrative use; it will not be displayed in public databases.

Name and Position

Organization

Email

Email addresses will not appear in public databases. OSTI will use these addresses to send creator(s)/PI(s) the Digital Object Identifier (DOI) for the dataset announced to OSTI. The primary contact, if different from the Creator/PI, will also receive a copy of the notification.

Phone

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