STIP 2006

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STIP
2007
Digital Document Access
Lance Vowell
United States Department of Energy Office of
Scientific and Technical Information
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DIGITAL DOCUMENT ACCESS
Vision
Provide ACCESS TO ELECTRONIC FULL TEXT
Sources Labs OSTI INIS and Others
United States Department of Energy Office of
Scientific and Technical Information
3
DIGITAL DOCUMENT ACCESS
Benefits

• Digital Document Access provides
• Quick, easy access to electronic full text
• Full text indexing
• Access regardless of the search engine used
• Google, GPO, OSTI databases
• Back-up copy
• Copy of electronic full text cached at OSTI
  both new and updated

United States Department of Energy Office of
Scientific and Technical Information
4
DIGITAL DOCUMENT ACCESS
Digitization at OSTI

• Special scanning projects
• Geothermal Legacy
• FY 2006, 4203 PDF files
• OSTI Microfiche Digitization Project
• FY 2004, 15,530 PDF files covering 1994
• FY 2005, 38,000 PDF files covering 1991-1993
• FY 2006, 14,000 PDF files covering 1991-1995
• SRC full text scan requests
• FY 2007 to date, gt 1,200 PDF files

United States Department of Energy Office of
Scientific and Technical Information
5
DIGITAL DOCUMENT ACCESS
Back to the sites

• We can provide a list of OSTI IDs, by Site Code,
  so you can gain access to these digitized
  documents.
• Download via E-Link
• Work with OSTI to provide bulk amounts (CDs, FTP
  etc.)
• You will then have the option to host them
  yourself and if you do you can edit the E-Link
  records for those items to provide the URLs.

United States Department of Energy Office of
Scientific and Technical Information
6
DIGITAL DOCUMENT ACCESS
What now?

• OSTI has begun to work with some sites.
  Spreadsheets sent in the past few weeks providing
  bibliographic data.
• Changes have been made over the past year to our
  proposed process.

United States Department of Energy Office of
Scientific and Technical Information
7
DIGITAL DOCUMENT ACCESS
How do we proceed?

• OSTI will provide labs a listing of bibliographic
  records that do not currently have access to
  electronic full text via an EXCEL spreadsheet.
• Fields provided will include
• OSTI ID
• Site Code
• Product Type
• Report Number(s)
• Title
• Author(s)
• Publication/Issue Date
• Pages
• Access Limitation
• Contract Number(s)

United States Department of Energy Office of
Scientific and Technical Information
8
DIGITAL DOCUMENT ACCESS
Announcing the electronic full text to OSTI
1. EXCEL Batch 2. FTP Full Text
Transfer Can be used if not hosting full text at
site 3. Upload electronic full text via E-Link
241.1
United States Department of Energy Office of
Scientific and Technical Information
9
DIGITAL DOCUMENT ACCESS
Excel Batch

• If a site chooses to host their records and
  provide a permanent URL to the digitized full
  text, they can return to OSTI a spreadsheet
  containing, at a minimum, the following two
  columns
• OSTI ID
• SITE URL (where associated full text is hosted)
• The site may return to OSTI the original
  spreadsheet sent to them with the SITE URL column
  added. All other columns will be ignored during
  processing.

United States Department of Energy Office of
Scientific and Technical Information
10
DIGITAL DOCUMENT ACCESS
FTP Full Text Transfer

• If the site has an abundance of digitized,
  searchable PDF files they have the option of
  submitting them to OSTI via a FTP file transfer.
• For purpose of this transfer PDFs should be named
  using the following format
• sitecode_ostiid.pdf
• For example, to name a PDF file for a record from
  SLAC with the OSTI ID 1234567, use
  SLAC_1234567.pdf
• NotePDF files should undergo a sensitivity
  review by the site before being submitted to OSTI

United States Department of Energy Office of
Scientific and Technical Information
11
DIGITAL DOCUMENT ACCESS
Upload via 241.1

• The option to upload searchable PDFs using the
  241.1 web form is always available and the
  preferred method for a relatively small number of
  records.

United States Department of Energy Office of
Scientific and Technical Information
12
DIGITAL DOCUMENT ACCESS
Updating the 241.1

• Historic Business Rules apply to any record with
  a System Entry Date prior to 09/05/2005
• Data modification not required to adhere to
  current 241.1 rules
• This will insure records updated with electronic
  full text will complete processing

United States Department of Energy Office of
Scientific and Technical Information
13
DIGITAL DOCUMENT ACCESS
Historic Business Rules

• Accept data as it appears (or not) in
• Access Limitation
• Contact Data Fields
• DOE Contract Number
• Input Code
• Medium Code
• Publication Date
• Releasing Official Data Fields
• Site Code

United States Department of Energy Office of
Scientific and Technical Information
14
DIGITAL DOCUMENT ACCESS
Identification of Site Records

• Duplication of records due to records being
  entered into E-Link by OSTI and the site code
  being OSTI. Sites can see the record in ECD/IB
  but not in E-Link. If this occurs please check
  with OSTI before submitting the record.
• Data Migration to E-Link
• Site Code identified using
• RN prefix
• Contract number
• OSTI, TIC, HEDB, etc. still on a significant
  number of records
• Cleanup still ongoing, much work was done in 2006

United States Department of Energy Office of
Scientific and Technical Information