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New Information Management System and Reports Archiving Procedures

New Information Management System and Reports Archiving Procedures. Scientific and Technical Information Program (STIP) Meeting Gatlinburg, Tennessee. Outline. Introduction—New Information Management (IM) System Former Archiving Procedure New Archiving Procedure Reasons for New Procedure

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New Information Management System and Reports Archiving Procedures

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  1. New Information Management System and Reports Archiving Procedures Scientific and Technical Information Program (STIP) Meeting Gatlinburg, Tennessee

  2. Outline • Introduction—New Information Management (IM) System • Former Archiving Procedure • New Archiving Procedure • Reasons for New Procedure • What’s next

  3. New Information Management System • Document reviews are done at the directorate level • Authors are responsible for review process • All reviews are done electronically • Upon completion of review, reports are sent to the Library electronically • Reports are downloaded to Documents Online Database for distribution, including harvesting

  4. Former Archiving Procedure • Keep one noncirculating vault reference copy of all LLNL reports • Keep two copies for circulation to customers • Keep up to 10 copies for permanent distribution to customers • Scan all unclassified, unlimited distribution reports

  5. New Archiving Procedure • Customers download and print hard copy reports as needed • Classified and unclassified reports to be separate • Classified reports will be moved to the Weapons Program • Unclassified reports will remain in the vault, but will eventually be moved to Main Library • Former vault space shared by librarians and IM staff now open • Librarians are now housed in vault with the report collection

  6. New Archiving Procedure, Cont’d • Outside agency reports are no longer accepted (LANL is the exception) • Legacy reports will be scanned

  7. Reasons for New Archiving Procedure • Critical shortage of office space in the building • Report Librarians and IM staff share the same office space • Shared space is a security vault; IM staff only need regular, open office space • New IM System instituted at LLNL

  8. What’s next • Continue classified-unclassified separation process • Move classified reports to Weapon’s Program • Move unclassified reports to Main Library • Convert existing space to office space • Scan all unclassified, unlimited distributions and add them to Documents Online Database

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