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15. FY06 SCIENTIFIC AND TECHNICAL INFORMATION MANAGEMENT
by Patricia Kreitz and Sharon West
Appendix B Self-Evaluation FY2006

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This year, InfoMedia (formerly Technical Publications) processed a total of 974 scientific and technical information (STI) documents and made all appropriate copies publicly accessible. During this year, SLAC and OSTI implemented a reporting methodology for multipart documents and SLAC began XML harvesting. For this year’s assessment, all of SLAC’s FY06 STI was reported in XML format and the totals for FY05 now reflect the total number of STI reported to OSTI that year, in both SGML and XML formats.

SLAC identifies STI publication products as preprints, preprint leaks, and reprints, as defined below.

Preprint	Original manuscript submitted to SLAC for publication. When preprints are published, preprint numbers are assigned and electronic announcement records are harvested by OSTI that include a link to the electronic version.
Preprint Leak	Manuscript submitted to SLAC after publication elsewhere, but the original manuscript is available to SLAC. When preprints leaks are published preprint numbers are assigned and electronic announcement records are harvested by OSTI that include a link to the electronic version.
Reprint	Manuscript first published elsewhere—typically a journal—and the original manuscript is not available to SLAC. SSRL makes up the bulk of reprints due to the proprietary nature of that work. When reprints are processed, reprint numbers are assigned and electronic announcement records are harvested by OSTI, but a link to the text from the SLAC publications server is not provided.

This year there was a 19% decrease from last year’s total STI documents processed. For preprint reporting, this number is due to insufficient resources to perform extended outreach. For reprints, there seems to be a time delay between the actual journal publication date and the hands-on parsing of that metadata into the publishing system so these documents can be registered and reported. InfoMedia continues to work to streamline and improve these processes and supporting systems to ensure numbers better reflect current year reprint activity.

Table 1. Total OSTI Announcements Reported

	FY01	FY02	FY03	FY04	FY05	FY06
Total STI reported to OSTI	886	1,156	1,244	1,580	1,207	974

Table 2. OSTI Preprint Announcements

	FY01	FY02	FY03	FY04	FY05	FY06
Preprints	260	305	299	417	418	463
Preprint Leaks	69	207	435	438	370	263
Total Submitted to OSTI	329	512	734	855	788*	726
Leaks as Percentage of Total:	21%	40%	59%	51%	47%	36%

*The balance of 402 preprint records from FY05 and all FY06 preprint records were reported via the XML harvesting method.

Table 3. OSTI Reprint Announcements

	FY01	FY02	FY03	FY04	FY05	FY06
SSRL Reprints	57	499	176	528	318	180
SLAC-HEP Reprints	500	145	334	207	101	68
Total Submitted to OSTI	557	644	510	735	419**	248

** FY05 and FY06 reprint announcements were reported via the XML harvesting method.

FY06 Accomplishments

Reduced Leaked Documents

There was an 11% reduction in the total number of preprint leaks processed this year. This decrease is due in part to previous year’s outreach efforts as well as continuous improvement efforts to the leak and document workflow processes.

Implemented XML Harvesting and Improved STI Accessibility

• Developed automated two-way XML harvesting metadata collection and tracking system.
• Implemented XML harvesting.
• Continued effort to clean up repository of viable multi-part PDF files for legacy document harvesting.
• Developed requirements for new robust document management repository.

FY07 Plans

Harvesting of SLAC’s Legacy Documents

SLAC plans to provide OSTI access to their scanned legacy documents, which were previously reported in hardcopy format. Preparation for this harvest includes verifying PDFs from scanned documents are optimum file sizes, and ensuring the OSTI ID numbers supplied by OSTI are cross-referenced in SLAC’s databases. OSTI is currently in the process of developing lists of these OSTI IDs as a start.

Outreach Efforts

In support of SLAC’s STI mandates, the SLAC Director will send a site-wide reminder to all SLAC authors, staff and users about their responsibility to register and submit their written work to InfoMedia to ensure that appropriate STI can be collected, managed, and reported.