# Presentation: 142700

## STIP 

**United States Department of Energy**
**Office of Scientific and Technical Information**

**Digital Document Access**

**Lance Vowell**

**STIP**** **

**2007**

## Vision

**DIGITAL DOCUMENT**** ****ACCESS**

***Provide ACCESS TO ELECTRONIC FULL TEXT***

- Sources:	Labs
- 		OSTI
- 		INIS and Others

**United States Department of Energy**
**Office of Scientific and Technical Information**

## Benefits

**United States Department of Energy**
**Office of Scientific and Technical Information**

- 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

## Digitization at OSTI

**United States Department of Energy**
**Office of Scientific and Technical Information**

- 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, > 1,200 PDF files

## Back to the sites

**United States Department of Energy**
**Office of Scientific and Technical Information**

- 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.

## What now?

**United States Department of Energy**
**Office of Scientific and Technical Information**

- 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.

## How do we proceed?

**United States Department of Energy**
**Office of Scientific and Technical Information**

- 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)**

## Announcing the electronic full text to OSTI

**United States Department of Energy**
**Office of Scientific and Technical Information**

- 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

## Excel Batch

**United States Department of Energy**
**Office of Scientific and Technical Information**

- 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.

## FTP Full Text Transfer

**United States Department of Energy**
**Office of Scientific and Technical Information**

- 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
**Note:**PDF files should undergo a sensitivity review by the site before being submitted to OSTI

## Upload via 241.1

**United States Department of Energy**
**Office of Scientific and Technical Information**

- 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.

## Updating the 241.1

**United States Department of Energy**
**Office of Scientific and Technical Information**

- 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

## Historic Business Rules

**United States Department of Energy**
**Office of Scientific and Technical Information**

- 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

## Identification of Site Records

**United States Department of Energy**
**Office of Scientific and Technical Information**

-  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