United States Department of Energy Office of Scientific and Technical Information

1. STIP 2007 Digital Document Access Lance Vowell United States Department of Energy Office of Scientific and Technical Information

2. DIGITAL DOCUMENTACCESS 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 DOCUMENTACCESS 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 DOCUMENTACCESS 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, > 1,200 PDF files United States Department of Energy Office of Scientific and Technical Information

5. DIGITAL DOCUMENTACCESS 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 DOCUMENTACCESS 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 DOCUMENTACCESS 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 DOCUMENTACCESS 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 DOCUMENTACCESS 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 DOCUMENTACCESS 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 • Note:PDF 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 DOCUMENTACCESS 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 DOCUMENTACCESS 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 DOCUMENTACCESS 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 DOCUMENTACCESS 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