AN 241.1 Web Version Instructions

• Must have an E-Link user account prior to using this method.
• Identify STI product type to determine whether to provide announcement notice only applicable to copyrighted STI or both announcement notice and full-text document for all full-text documents.
• Review full-text document for sensitivities listed on AN 241.1 under "Distribution/Access Limitations" and protected personally identifiable information (PII).
• If copyrighted journal article, conference paper/proceedings, or book, submit only the announcement notice and provide the availability of the publication.
• If unclassified unlimited full-text document, submit both the announcement notice and the full text.
• If unclassified unlimited full text and your site is hosting on a public server, provide the announcement notice including the unique uniform resource locator (URL).
• If protected distribution/access limitation full-text document, submit both the announcement notice and the full text. E-Link provides Secure Socket Layer (SSL) protection.
• The electronic format is determined based on whether the full-text document is being uploaded or a unique URL is provided.
• If full-text document is being uploaded, the electronic format options are Searchable PDF or Non-Searchable PDF.
• If URL is provided, the electronic format options are Searchable PDF or HTML.
• Ensure all required fields indicated in red and with an asterisk are completed prior to AN 241.1 submission.
• The STI Releasing Official should:
• Prior to the submission of the announcement notice and full-text document thru E-Link, verify that all necessary reviews have been completed.
• Verify that the STI product should be released by OSTI in accordance with the intellectual property/distribution limitation marked on the AN 241.1 and submit.

All *Required Fields must be completed before a document can be attached in Part II.

*Site Code

Select your site code from the drop-down list.

*STI Product Type

Select one product type. Note that these types will open additional fields on the AN 241.1 because they require additional values be selected.

• Technical/Workshop Report - Identify the type of technical report provided.
• Conference/Event Paper or Presentation/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 (entering the DOI, if known, will auto-populate many of the metadata fields):
  • Announcement Citation Only - If providing journal citation data, but full-text article is not being uploaded.
  • Manuscript
  • Final, Peer-Reviewed Accepted Manuscript
• Program Document
• S&T Accomplishment Report
• Book/Monograph
• Patent
• Thesis/Dissertation
• Factsheet

*STI Product Title

Provide the title including volume, edition, and similar information.

*Author(s)

The preferred method for submitting author names is to use the "Enter Each Author" option. This option is formatted to provide the best search, retrieval, and validation of author names and accompanying information, including an author's ORCID number.SeeAbout the Addition of ORCID Numbers to E-Link (link is external) for additional information.

After entering last name, first name, and middle name or initial in the specified blanks, you may also enter the primary author/creator's email address, his or her ORCID number, and his or her affiliation in the remaining three fields of the author section.

• You may add as many additional authors as needed by clicking the plus (+) button.
• You may change the order of author names by selecting the appropriate "author block" and dragging it.
• If you wish to delete an author's name that you have already entered, click and drag that author entry to the bottom of the list, then click the minus (-) button.

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.

If you need to use a copy-and-paste method to provide author names, you may use the "Enter All Authors" option. E-Link's parser will then attempt to parse your text string into the designated fields to enable accurate search and retrieval.

If using the "Enter All Authors" option:

• Enter last name, first name, middle initial and additional qualifiers separated by commas. Example: Smith, Richard, T.
• More than one author may be provided; separate multiple entries with a semicolon and a space. Example: Smith, Richard T.; Jones, John W.
• Author affiliations should be inside parentheses. Example: Smith, Richard, T. (Office of Scientific and Technical Information)
• If an email address is entered in the "Enter All Authors" field, it must be preceded with "email:" Example: Jones, John W. email:jjones@osti.gov(Office of Scientific and Technical Information). Note that email addresses will not display in public databases; they are for administrative purposes only.
• If an author does not exist, the word "None" should be entered.

Contributor Organizations

The name of a Research/Project Collaboration, if applicable, should be entered in this field,notin 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.

*Report/Product Number(s)

This is a unique identifier that you create.

Use DOE, an acronym that identifies the awardee, and the final five to seven characters from your contract or grant number.

Example:For award #AC02-01FE11111, with Yale University, the report number would be: DOE-YALE-11111 or DOE-YALE-FE11111. If the contract or grant requires more than one technical report, you may use a suffix to identify them.

Example:
1st report: DOE-YALE-11111-1
2nd report: DOE-YALE-11111-2
3rd report: DOE-YALE-11111-3

"None" may also be entered in this field when a report number is not appropriate, i.e. when the submission is a journal article.

*DOE Contract Number(s)

The format should be: two alphabetic characters, two numeric characters, a dash, two-digit year, two alphabetic characters, and a five digit number; or, two alphabetic characters and seven digits.
Examples:FG11-96EK82252, FC25-96EU50430, AC02-94RS12345, and SC0001234.

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

Work Proposal Number(s), Revision Number

Optional information. Any format and multiple entries are accepted.

Work Authorization Number(s), Revision Number

Optional information. Any format and multiple entries are accepted.

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 these other identifying numbers 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

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

*Publication Issue Date

Enter the publication date in mm/dd/yyyy (example: 01/01/2001) or yyyy (example: 1995). If you use the yyyy format, use the drop-down menu to input additional date information.

Language

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 Origin

Select the country of publication. Default value is "United States".

*Sponsoring Organization

Select the DOE program office (e.g., Office of Science or SC) providing the funding 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 you do not know the sponsoring DOE program office, select USDOE.

Publisher Name and Location

This is a required field for Book product type or 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. You can review the list of subject category descriptions on the E-Link Authorities page.

Keywords

These are words or phrases that describe the content of this product. More than one keyword may be entered; separate multiple keywords with a semicolon and a space.

Description/Abstract

Provide a clear, concise, and publicly releasable English language summary of the information content. The length should be no more than 5,000 characters. To fill this field, you can cut and paste from any word processing file.

Related Document Information

Information useful to include in published announcement record which is not suited for any other field on this notice.

Related Identifiers/DOIs

Referencing other documents, other datasets, or software applications that relate to the document you are submitting allows the user of the 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 document, please put the citation information for that item in the Related Document field. Note that you may find assigned DOIs for DOE technical reports in OSTI.GOV.

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 document you are submitting. For additional information about the Related Identifiers controlled vocabulary see the DataCite Metadata Schema 4.3 Documentation (link is external) in Table 9 on pages 46-51.

*Distribution Limitations

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 also be announced on the Department's OpenNet Database in accordance with the Department's Openness Initiative and DOE Order 475.2B "Identifying Classified Information."

  Selecting OpenNet as the distribution requires additional information:

  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 15 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.

  Document Location -If an electronic copy of the document does not accompany the metadata, this should identify additional sources where the public may go to obtain a copy of the document. At a minimum, this entry would 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.

  Field Office Acronym - Use the appropriate acronym provided in OpenNet Declassified Information Database Data Input.

  Declassification Date - Provide the declassification date for any document that has been declassified and publicly released.

  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. The other two options are 'Declassified' and 'Unknown'.

  OpenNet Document Categories - For information products which will be included in the OpenNet Database, provide the appropriate two level 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 on the E-Link Authorities page.

Limited Distribution:

(Note: Recommendations to restrict access to STI products must have a legal basis or be accompanied by written programmatic guidance. For questions concerning current laws and guidance, refer to the Laws, Policies and Standards page or contact atstip@osti.gov)

• Copyrighted Material with 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.
• Controlled Unclassified Information (CUI) (enter specific or basic categories/dissemination controls)
• Official Use Only
  • Official Use Only - OUO
  • Export Controlled Information (e.g. under ITAR/EAR) (FOIA-Exemption 3) - OUO
  • Security Sensitive Information (FOIA Exemption 7) - OUO
  • Protected Data - CRADA or OTHER (specify below) - OUO
    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.
  • Patent Pending (FOIA Exemption 3) - OUO
  • Limited Rights Data (Proprietary/Trade Secret) (FOIA Exemption 4) - OUO
  • Program-Determined Official Use Only - (enter exemption number below) - OUO
    Provide a reference to specific guidance or attach a copy of the specific guidance.
• Naval Nuclear Propulsion Info (NNPI) - Limitations/Unclassified Controlled Info

Other Information

Specify other criteria that would necessitate limiting access or restrict announcement of this product.

For Controlled Unclassified Information (CUI), enter the basic or specified categories along with any limited dissemination controls. The best practice is to enter these using the CUI banner markings on the document. Examples include: "CUI//EXPT" "CUI//NNPI//FEDCON" "CUI//SP-EXPT". Please see the CUI Marking Handbook (link is external) for more information.

*STI Product Media/Format and Transmission and Location

Ensure the STI product/final technical report does not contain protected Personally Identifiable Information (PII) before you upload the document. Protected PII is defined as an individual's first name or first initial and last name in combination with any one or more of types of information, including, but not limited to, social security number, passport number, credit card numbers, clearances, bank numbers, biometrics, date and place of birth, mother's maiden name, criminal, medical and financial records, educational transcripts, etc

Select one of the medium options provided. Each selection will open additional fields for more information.

If "Electronic Document" is selected, first indicate whether the STI document is either posted online, in which case the AN 241.1 record will link to it, or if it is being transmitted to OSTI via the "Upload File" option.

• For uploaded documents, indicate file format and other requested information. Searchable PDF is the required format for technical reports. Ensure that the document does not contain PII.
• For documents posted at the originating site, provide the unique URL that links directly to the first page of the STI product. This is required information.

If "Audiovisual Material" is selected (typically applicable to conference/event product type), provide the unique URL that links directly to the video, webinar, or audiovisual STI product. This is required information. (Please contact OSTI at (865) 576-6784 if AV material needs to be transmitted to OSTI instead of posted at the submitting site.)

• Indicate the type of file, such as Audio File, Video File with sound, or Video File w/o sound.
• Provide the file format of the audiovisual product. Note that the preferred formats are those which can be content-indexed by OSTI's ScienceCinema product. Check the STIP website for detailed information about these formats and what OSTI can and cannot do with them.
• Provide the length of the video or other audiovisual material as "run time." Example: run time: 01:22:17. This example shows that the run time of the product is one hour, 22 minutes, and 17 seconds. Please use this standard way of reporting run time.

When an announcement record only is submitted, select "Announcement Notice Only."

Location:Digital Object Identifier

OSTI assigns DOIs to technical reports or obtains correct DOIs for journal articles from CrossRef. If you already know the DOI of the product you are submitting and wish to provide it yourself, you may do so here.

*Releasing Official

This information is required. Provide the Released By (Name), Date (mm/dd/yyyy), Email, and Phone of the releasing official. You must also select the box verifying that Personally Identifiable Information was not detected in the uploaded STI product.

Timing Out

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

Submit

When the notice 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. You will find the errors precede each part of the notice in red text, highlighted in yellow. 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.