J-16 Cataloging_Abstracting_and_Indexing_Guidelines.doc

Section J, Attachment 4

GUIDELINES FOR CATALOGING, ABSTRACTING AND INDEXING

This attachment is intended to be used with DTIC's Cataloging, Abstracting and Indexing Guidelines/DTIC-OQ-TR-2008/08 (search # ADA479972) at http://www.dtic.mil/dtic/pdf/cataloging_guidelines.pdf These guidelines provide a set of metadata that the IAC local systems should employ to provide consistency in creating bibliographic records. Consistency results in more effective data exchange and retrieval. Other fields may be added by individual IACs as needed. The format seeks to keep the basic cataloging concepts to one page for quick reference. DTIC's Guidelines offer a greater explanation of each field.

The following list provides the core fields required in an IAC bibliographic record or citation.

· TITLE

· AUTHOR

· ORG_PERFORMING

· DATE_OF_PUB

· PUBLISHER

· NUM_PAGES

· SUBJECTKEYWORDS

· CATEGORY

· CLASSIFICATION

· DISTRIBUTION_CODE

· SECONDARY_DIST

· COPYRIGHT_EXISTS

· COPYRIGHT_INFO

· ORG_MONITORING

· ABSTRACT

· SUPPLEMENTARY_NOTES

· ENTERED_BY

· COMMENTS

· DATE_ADDED

· DATE_MODIFIED

· CONTRACT_GRANT_ID

· AD_ID

· PERFORMING_REPORT_ID

· MONITOR_REPORT_ID

· IAC_REPORT_ID

· FILE_NAME

· PDF_EXISTS

The latter three fields are mandatory and their descriptions are brief, as follows:

· IAC_REPORT_ID - Unique Name Assigned to Report by IAC,

· FILE_NAME - Name of Electronic File (Typically IAC_REPORT_ID plus file extension), and

· PDF_EXISTS - Flag, indicating whether electronic copy of file in system.

The remaining fields are described below with respect to their required use, definition, purpose, chief source of information, form of entry, and rules and procedures.

TITLE

Required/Use: Mandatory.

Definition: The Title is the distinguishing name given to a technical report, book, journal article, reprint or other item.

Purpose: The purpose of entering a Title is to describe the item, provide meaningful subject information, and permit identification via a title search.

Chief Source of Information: A Title is taken from the part of the item that provides the most meaningful and complete Title information. For most items these are, in order of preference: title page, item cover, or Report Documentation Page, Standard Form (SF) 298. If a title is not available from these, a source within the item is used to provide the most complete and meaningful title, e.g., caption, running title, subject line, etc.

Form of Entry: The Title is usually entered exactly as it appears on the item. The first letter of the first word in the title is uppercase except for prepositions, conjunctions, articles and scientific names for plants and animals, which are all lowercase. Acronyms, names of ships, etc., are typed in all capitals.

Rules and Procedures:

1. When more than one version of a title is given on an item, use the title that appears on the title page or screen. When no formal title is given on the item, or the title does not provide any relevant information about the item's content, it is necessary to provide a more meaningful title entry based on the subject content given in the abstract, summary or introduction. The information that is added is enclosed in parentheses to indicate that part of the title has been supplied.

2. The subject line of a letter report is used as the title when no other title is available.

3. Abbreviations and acronyms that appear in the title of items are used as they appear on the item without change.

4. Dates included in the title should be entered exactly as they appear on the item.

5. Phase numbers are entered in the title. When a phase number appears in a title or as a subtitle, it is always entered as part of that title.

6. When the title of an item is not meaningful, add the name of the corporate author to augment it. This additional information is placed in parenthesis after the title. If a title begins with the phrase "User Manual", "Programming Manual", etc., enter that phrase at the end of the title in parentheses.

AUTHOR

Required/Use: Conditional; use if available.

Definition: Name(s) of person(s) responsible for writing the report, performing the research, or credited with the content of the item.

Purpose: To permit retrieval of the item by author name and to group together the works of an individual.

Chief Source of Information: The cover, title page and Report Documentation Page, Standard Form (SF) 298, will usually indicate the authors; however, they may be found elsewhere in the body of the item. Whenever the word "by" precedes the name, the name is entered as the author.

Form of Entry: The author's full name, including first name and middle initial, are used if found on the item. Each name following the first author is separated by a space and preceded by a semicolon.

Rules and Procedures:

1. The preferential order for determining authors is person(s) preparing the item, compiler, editor, person(s) submitting the report, principal investigator, and coordinator. When the author's full name is available, the full name entry (full first name, middle initial, full last name) takes precedence over all other formats.

2. Include suffixes such as Jr., Sr., II, but omit titles, degrees, honors and ranks. The suffix is entered following the surname and separated by a comma and space.

3. When processing congressional testimonies, such as General Accounting Office (GAO) reports, use the name of the person listed after the title following the text, "Statement of..." as the Personal Author.

4. When the phrase "et al" is used on the Report Documentation Page, Standard Form (SF) 298, examine the item to determine if the names of all the authors (including commas and spaces) do not exceed the 620-character limit.

ORG_PERFORMINMG

Required/Use: Mandatory.

Definition: The Corporate Author or Performing Organization is the name of the institution or corporate body preparing the item or responsible editorially and/or contractually for its content.

Purpose: The purpose of establishing a uniform Corporate Author is to standardize the name of the corporate body and make it retrievable from published indexes and online systems. We recommend that you use DTIC’s Corporate Source Authority File.

Chief Source of Information: The name of the Corporate Author is usually found on the title page, cover, Report Documentation Page, Standard Form (SF) 298, or identified elsewhere on the item. Organizations most likely to be Corporate Authors include government agencies, private companies, academies, colleges, foundations, business corporations, institutes, laboratories, universities and their foreign equivalents. If the Corporate Author is listed by more than one item, select the item with the most complete information.

Form of Entry: The 6-digit Source Code is obtained from the Corporate Source Authority System (CSAS) found at http://stinet.dtic.mil/str/corporate_source.html Rules and Procedures:

When a Corporate Author has not been established in the CSAS, contact the DTIC Source Specialist at sources@dtic.mil to enter the Corporate Author into the system. To facilitate the correct identification of the Source Code, it is necessary to become familiar with the general rules for establishing a Corporate Author.

1. If a subcontractor or university prepares an item, the prime contractor that holds the government contract is considered the Corporate Source. The subcontractor is cited in the Supplementary Note field with the statement, “Prepared in cooperation with (subcontractor name or a university name and location).”

2. Only the largest and smallest organizational elements may be chosen. Selection of Corporate Author elements follows this format: largest element, place name, smallest element. This selection of elements may be varied only if a smaller element includes a proper name or a smaller element is the name of an independent company or a major government bureau or service or there is a report series acronym. A report series (the report number) consists of the performing organization’s acronym followed by a number. That acronym takes precedence in determining the Corporate Author. NOTE: If more than one subordinate level is displayed choose the one that corresponds to the report series. If there is no report series choose the sub-element with a proper name.

DATE_OF_PUB

Required/Use: Mandatory.

Definition: The date the item was published is the date used. If the publication date is not given, the date the work was completed or submitted may be used.

Purpose: The Report or Publication Date indicates when the item was published.

Chief Source of Information: The cover and title page are the primary sources for obtaining the date used in this Field. If no date appears on the title page or cover, one of the following may be used: Report Documentation Page, Standard Form (SF) 298, date work was completed, date submitted, latest bibliographic reference date or copyright date. The copyright date is only used when no other date is given. If a year is embedded in the report number, it may be used as the publication date. When all sources fail, the date that the item was received is recorded.

Form of Entry: Dates are entered in the format – day, month, and year without interior punctuation. The month is abbreviated to the first three letters. Four digit years are required. DTIC’s Cataloging, Abstracting and Indexing Guidelines, Appendix G, Months of the Year – Foreign Language Translations, provides foreign language translations for months.

Rules and Procedures:

1. If more than one date is displayed on the cover and/or title page, use the most current date.

2. Exception: If more than one date is displayed on a journal article use the issue date. The receiving date, the approval date, the final form date is not used. The date that an article was published on the Web is not used for printed journal articles.

3. Use the scheduled presentation or delivery date for Congressional testimonies.

4. If a date is written numerically, check to determine which numbers represent the month and which the day. This is most prevalent on American military and European items.

PUBLISHER

Required/Use: Conditional; use if available.

Definition: This field contains information relating to the publication, printing, distribution, issue, release or production of a work.

Purpose: The person, corporate body, or firm responsible for issuing information items to make them available for use.

Chief Source of Information: The Publisher is usually found on the title page. Other sources, in order of preference: item cover, last page of the item, or Report Documentation Page, Standard Form (SF) 298. If the Publisher is not available from these, a source within the item is may provide the information.

Form of Entry: Enter the name of the Publisher as it appears on the item.

Rules and Procedures:

1. If the item has two or more publishers, distributors, etc., enter the first named.

2. A name is not entered if the item is unpublished (e.g., manuscripts, working papers, briefing charts not part of a collection or proceedings.

NUM_PAGES

Required/Use: Mandatory.

Definition: The Pagination consists of the total number of pages with print, including cover, preface, primary distribution lists, etc.

Purpose: The pagination provides the research worker with an indication of the length of the report.

Chief Source of Information: The number of pages is based on the scanned image of the item.

Form of Entry: Numeric characters.

Rules and Procedures:

1. Oversize pages, diagrams, charts, maps, fold outs, material in attached envelopes, etc., are counted to correspond to the number of frames necessary for microfiche filming. Each 8 1/2 x 11-inch section is counted as a page.

2. When non-print items are cataloged, the number of physical pieces is entered in this field.

3. Pagination on each individual article within a compilation is entered for the article.

SUBJECTKEYWORDS

Required/Use: Conditional; use if available.

Definition: Subject Key Words, Identifiers or Open-Ended Terms are words or phrases used to identify important ideas and concepts in an item. These terms are also referred to as uncontrolled index terms.

Purpose: Identifiers provide subject access to technical items. Types of uncontrolled subject terms entered, but are not limited to:

1. Commonly used alpha or alphanumeric designators of specific equipment or equipment types, such as aircraft, ships, missiles, guns, ammunition, etc.

2. Code names of projects, operations, exercises, computer programs, NATO code names for foreign aircraft, missiles, etc.

3. Pertinent acronyms and abbreviations spelled out in their expanded form.

4. New concepts, materials, methods, phenomena, etc.

Terms from this last type may be suggested as candidate terms for inclusion at a future update of the DTIC Thesaurus.

Chief Source of Information: The Report Documentation Page, Standard Form (SF) 298, lists author-supplied subject terms. Additional terms are found in the Abstract or Executive Summary of an item.

Form of Entry: For purposes of irretrievability, special symbols are used as provided by the item or reference source, with the exception of commas which are replaced by hyphens. Never use commas within a term. For example, enter, “Command control communications and intelligence”, without commas; or 1, 2-Nitronaphthol as, “1-2-Nitronaphthol.”

Acronyms are entered in uppercase followed by the phrases for which they stand in parentheses. Roman numerals are replaced by Arabic numerals except when used in chemical names. Ordinal numbers use the abbreviation ND or RD, not D (i.e., 52ND, not 52D and 83RD, not 83D).

Uncontrolled subject terms can be weighted by adding an asterisk (*) in front of the term if the term is considered critical in identifying the item’s subject content.

Rules and Procedures: Refer to DTIC’s Cataloging, Abstracting and Indexing Guidelines, for recommended formats and examples covering aircraft, electronic equipment components, celestial bodies, computer programs, engines and motors, missiles and rockets, military unit and organization names, ordnance items, weapon systems, personal names, Programs, Projects, Operations, Exercises, etc., satellites, individual nuclear and non-nuclear test explosions, land vehicles, and terms using the word SYSTEMS.

CATEGORY

Required/Use: Conditional; use if available.

Definition: A Category is a term or phrase that designates the style or technique of the intellectual content of textual materials or, for graphic materials, the intended purpose, or method of representation.

Purpose: This field supplies additional information about the item. This can be useful in determining if any antecedent items are available (e.g., annual reports, quarterly progress reports, etc.) or whether continuing research could generate future reports. The field provides the level of intellectual content of the item.

Chief Source of Information: The cover, title page and Report Documentation Page, Standard Form (SF) 298, may be used to determine an appropriate Category. However, information in this field should not repeat information given in the title.

Form of Entry: The word "report" is always abbreviated to "rept." when used in the Category. The first word used is capitalized. The rest of the entry (except proper nouns) is lower case. Some examples of types of categories used are listed in DTIC's Cataloging, Abstracting and Indexing Guidelines, Appendix E, Examples of Phrases Used in Field 9.

Examples of types of categories used in TEMS include Final rept., Journal, Conference paper, Briefing charts, and JANNAF paper.

Rules and Procedures:

1. Final report should always take precedence over other descriptive notes given on the item.

2. When more than one descriptive note appears on the item, the one providing more meaningful information should always be used.

3. The representative examples cited in DTIC's Cataloging, Abstracting and Indexing Guidelines, Appendix E, Examples of Phrases Used in Field 9, do not preclude the use of additional descriptive notes that may provide useful information about the item.

CLASSIFICATION

Required/Use: Mandatory.

Definition: The Classification or Security Classification designates that, in the interests of national defense, an item requires a specific degree of protection against unauthorized disclosure. For computer entry, the classification can be secret, confidential, restricted (for NATO and foreign items only), or unclassified. It corresponds to the highest security classification contained in the report.

Purpose: The Security Classification gives an indication of the sensitivity of the material presented in the item. This classification determines the security procedures observed regarding handling, machine input, and transport of the item.

Chief Source of Information: In accordance with DoD 5200.1-R, the Security Classification of an item with a classification other than unclassified must be stamped, printed or written at the top and bottom of the cover and Report Documentation Page, Standard Form (SF) 298. The Classification stamps will be in capital letters that are larger than those used in the text of the item.

Form of Entry: The TEMS database could store a one-character entry for this field while TEMS displays the text in the field labeled "Report Classification." The possible values are: u = unclassified; r = restricted for NATO and foreign items only); c = confidential; s = secret

Rules and Procedures:

1. Documents may have additional Distribution/Availability Codes or statements such as Export-Controlled or intelligence markings such as ORCON.

2. The "restricted" classification currently appears only on NATO and foreign reports, (i.e. UK Restricted, Allied Restricted.)

DISTRIBUTION_CODE

Required/Use: Mandatory.

Definition: The Distribution Code represents statements defining the conditions of availability for distribution, release or disclosure and limitations on availability.

Purpose: The distribution statement provides specific reasons that must exist to support each case when the availability of an item is restricted. Distribution statements are required.

Chief Source of Information: The primary source for Distribution and/or Availability Statements for each document is found on the item's cover or non-print label. The secondary source is the Report Documentation Page, Standard Form (SF) 298. The statements on all items are applied in compliance with DoD Directive 5230.24.

Form of Entry: Valid Distribution Codes entered in TEMS are the following:

A: Approved for public release; distribution is unlimited

B: Distribution authorized to U.S. Government Agencies

C: Distribution to U.S. Government Agencies and their contractors

D: Distribution authorized to the Department of Defense and U.S. DoD contractors

E: Distribution authorized to DoD components only

F: Further dissemination only as directed

X: Distribution within the U.S. only (The document is under Export Control)

Rules and Procedures:

All unclassified DoD technical items must be assigned distribution statement A, B, C, D, E, F or X. Classified DoD technical items shall be assigned distribution statement B, C, D, E, or F. Distribution statements remain in effect until changed or removed by the controlling DoD office.

SECONDARY_DIST

Required/Use: Mandatory.

Definition: Secondary Distribution or Secondary_Dist is the release of technical documents provided after primary distribution by other than the originator or controlling office. Secondary Distribution is also called the Distribution Statement.

Purpose: Secondary_Dist provides additional restraints or limitations on who may see or receive the item without further review or release decisions by the DoD Controlling Office.

Chief Source of Information: DoD regulations state that the location for Distribution and/or Availability Statements for each document is found on the item's cover or non-print label. The secondary source is the Report Documentation Page, Standard Form (SF) 298. The statements on all items are applied in compliance with DoD Directive 5230.24.

Form of Entry: Secondary_Dist terms entered in TEMS are NATO Classification, CNWDI or Restricted Data (RD). Text for the Distribution_Code is displayed in this field:

Approved for public release; distribution is unlimited (A) Distribution authorized to U.S. Government Agencies (B) Distribution to U.S. Government Agencies and their contractors (C) Distribution authorized to the Department of Defense and U.S. DoD contractors (D) Distribution authorized to DoD components only (E) Further dissemination only as directed (F) Distribution within the U.S. only (The document is under Export Control) (X) Rules and Procedures:

1. The NATO acronym used for NATO items that are excluded from automatic downgrading and declassification.

2. CNWDI (Critical Nuclear Weapon Design Information) requires that requesters must be authorized to receive CNWDI material as specified by DoD Directive 5210.2 (12 Jan 1978), Restricted Data.

3. Restricted Data (RD) is a Department of Energy Sigma marking. This marking is only used on classified items that are excluded from automatic downgrading and declassification. Upon validation, only those with special permissions can see these citations or items.

4. When a distribution statement is not dated and there is no Point of Contact on the item or the Report Documentation Page, Standard Form (SF) 298, use the date of the document in the distribution statement. If there is no reason listed in the distribution statement, check the item for markings such as export control.

This item may be proprietary or may be a foreign document. If a reason can't be determined, select "Administrative/Operational Use" as the default. The "Specific Authority" reason is used when there is a regulation or a letter from the DoD Controlling Office, or other guidance that provides distribution instructions. The reason or the letter included with the document is cited as the Authority.

COPYRIGHT_EXSTS

Required/Use: Conditional; use if available.

Definition: This field contains a flag to indicate if a document contains copyright restrictions with no government rights to distribute.

Purpose: The purpose of this field is to provide a quick means to identify if terms and conditions or copyright statements are associated with a resource or collection of resources. The item can still be copyrighted where the government has rights to distribute or use for its purposes.

Chief Source of Information: The Copyright Notice is usually found at the bottom of the first page (generally in very small print).

Form of Entry: The field is labeled "Copyrighted - No Govt Rights."

Rules and Procedures:

1. Either "Yes" or "No" is permitted in this field.

2. If copyright notice is not available but the work is in a published journal and the research was performed under Government contract or grant, the article should have at least government purpose rights and can be scanned into TEMS.

COPYRIGHT_INFO

Required/Use: Conditional; use if available.

Definition: Copyright is a form of protection provided by the laws of the United States to the authors of original works of authorship including literary, dramatic, musical, artistic, and certain other intellectual works. Title 37 Code of Federal Regulations implements this statute.

Purpose: Copyright protection arises automatically once an original work of authorship is fixed in a tangible medium of expression, now known or later developed; e.g., written, filmed, recorded. It does not require that a copyright notice be placed on the work, that the work is published, or that the work be deposited or registered with the Copyright Office or any other body.

Chief Source of Information: The Copyright Notice is usually found at the bottom of the first page (generally in very small print).

Form of Entry: The Copyright information on an item should follow the prescribed form of entry specified by the law.

Rules and Procedures: Copyright information is entered as it appears on the item. For additional information see, Title 17 of the United States Code (17 USC - Copyrights http://www.copyright.gov/title17) and Title 37 Code of Federal Regulations, (37 CFR, Chapter II http://www.access.gpo.gov/cgi-bin/cfrassemble.cgi?title=199937 )

ORG_MONITORING

Required/Use: Conditional; use if available.

Definition: The Monitoring Organization or Monitoring Agency identifies the primary financially-responsible organization for the item.

Purpose: The Monitoring Organization is financially responsible for the report and controls its distribution. This field is used for retrieval purposes.

Chief Source of Information: The name of the Monitoring Organization is usually found on the title page, cover, or Report Documentation Page, Standard Form (SF) 298.

Form of Entry: The name of the Monitoring Organization is entered as the name of the organization, followed by the name of the city, followed by the abbreviation of the state or the name of the country written in parentheses. See DTIC's Cataloging, Abstracting and Indexing Guidelines, Appendix C, Country Codes, for a list of geographic names to be used.

Rules and Procedures:

When a Monitoring Organization has not been established in the CSAS, contact the DTIC Source Specialist at mailto:sources@dtic.mil who must enter it into the system. To facilitate the correct identification of the Monitoring Organization, it is necessary to become familiar with the general rules for establishing a Corporate Author. These rules also apply to establishing the Monitoring Organization.

1. Only the largest and smallest organizational elements may be chosen. Selection of Monitoring Agency elements follows this format: largest element, place name, smallest element - as shown on the item.

2. Abbreviations are not used as the first word of a heading, but are spelled out.

3. U.S. is omitted before government headings.

ABSTRACT

Required/Use: Conditional; use if available.

Definition: A summary of the most significant information contained in the item. An Abstract provides readers with enough information to decide whether they need to consult the full item.

Purpose: The concise information provided in the Abstract is used for determining the usefulness of the item. The Abstract must be carefully selected and prepared to reflect the scientific and technical content of the item as completely as possible within the constraints of the Abstract field. The Abstract generates candidate retrieval terms or subject key words and serves to help users determine whether they wish to read the complete report.

Chief Source of Information: An Abstract will often be submitted by the contributor on the Report Documentation Page, Standard Form (SF) 298, which serves as a summary sheet that should provide an abstract. Other agencies often provide equivalent documentation pages. If a Report Documentation Page, Standard Form (SF) 298, is not provided, there may be an abstract or summary on the title or first page of a printed document, or the title screen or packaging of an audio-visual or automated item.

Form of Entry: The Abstract is entered as provided, allowing for character limitations. If TEMS input is primarily alphanumeric, some characters/symbols, etc., in the original text may have to be verbalized or otherwise converted. Basic verbalization guidelines are provided in the Verbalization for Machinability chart (Appendix D), in DTIC's Cataloging, Abstracting and Indexing Guidelines. Symbols used for editing the Abstract text are also provided in this appendix for the documents that arrive in paper format.

SUPPLEMENTARY_NOTES

Required/Use: Conditional; use if available.

Definition: The Supplementary Note is used to enter statements of information about the item that are not cited in any other Field.

Purpose: The supplementary material in this field is intended to aid researchers by providing additional information about the item or related items.

Chief Source of Information: Most of the documentary material used in the Supplementary Note Field will appear on the item itself. In addition, references to volumes, parts, appendices or revisions can be obtained through a computer search of Title, Report Number and the Monitoring Agency information. Statements that are meaningful and relevant can be included in this Field.

Form of Entry: Information entered in the Supplementary Note must be unclassified. Standard abbreviations should be used and punctuation should follow normal usage. Always convert Roman numerals to Arabic. Uniform types of entries have been established to ensure consistency for various types of information used in this Field. These examples do not preclude the use of additional types of entries when necessary.

Rules and Procedures:

1. When cataloging a set of items use a "See also" reference to refer one volume in the set to the next volume in the sequence, if known. On the final volume of a set, refer back to Volume 1 or the beginning report.

2. "Prepared in cooperation with" is not used for translations. If an item is both a reprint and a translation enter "Trans. of (name of language) language journal article." See DTIC's Cataloging, Abstracting and Indexing Guidelines, Appendix O, Information Used in Field 21, for additional examples.

3. Additional contracts and/or grant numbers not entered in the Contract/Grant ID can be added to Supplementary Notes.

4. For items prepared by more than one corporate source, the joint corporate source is acknowledged as co-author in Supplementary Notes. There are an increasing number of items processed where a military organization has collaborated with a non-Government organization or several non-Government organizations. In these cases no contract number is cited and the military organization appears as the performing organization on the Report Documentation Page, Standard Form (SF) 298. Government or military organizations that contribute to the item are not mentioned in Supplementary Notes.

ENTERED_BY

Required/Use: Mandatory.

Definition: Entered_By contains the name of the individual entering the bibliographic metadata.

Purpose: This field identifies the source of the citation. It allows follow-up questions to the cataloger of the document.

Chief Source of Information: The Chief Source of Information is provided by the individual or agency entering the bibliographic metadata.

Form of Entry: The individual's full name, including first name and middle initial, is used.

Rules and Procedures: Personal names are entered by last name, first name and middle initial. The names are separated by a comma and space.

COMMENTS

Required/Use: Conditional; use if available.

Definition: The Comments field contains useful information that cannot be fitted into other areas of the bibliographic record.

Purpose: This field contains Comments by the person entering metadata.

Chief Source of Information: Take information in this field from any suitable source.

Form of Entry: When making formal Comments establish a standard format to ensure uniformity of presentation. When making informal Comments, use statements that present the information as briefly as clarity, understandability, and grammar permit.

Rules and Procedures:

1. Enter Comments in the order of importance.

2. If personal names or agency names are included use the full name.

DATE_ADDED

Required/Use: Conditional; use if available.

Definition: Date the bibliographic citation was entered into TEMS.

Purpose: This field is useful for finding new additions to the database.

Chief Source of Information: This field is system generated.

Form of Entry: Dates are entered in the format - day, month, and year without interior punctuation. The month is abbreviated to the first three letters. Four digit years are required.

Rules and Procedures: The date can be displayed as dd-mmm-yyyy.

DATE_MODIFIED

Required/Use: Mandatory.

Definition: Date_Modified is the date that the record was last changed.

Purpose: This field provides the date of the latest record transaction on the bibliographic record.

Chief Source of Information: This field is system generated.

Form of Entry: Dates are entered in the format - day, month, and year without interior punctuation. The month is abbreviated to the first three letters. Four digit years are required.

Rules and Procedures: The date can be displayed as dd-mmm-yyyy.

CONTRACT_GRANT_ID

Required/Use: Conditional; use if available.

Definition: Contract and Grant numbers or IDs are the alpha/numeric identifiers of the contract, grant or procurement order that designates the financial support of the report.

Purpose: The contract number is assigned by the Corporate Author responsible for preparing the item. It is assigned by the military or other organization responsible for funding of the research.

Chief Source of Information: Only those contracts that are assigned to the Corporate Author should be entered in this field. Use only contracts or grants issued by the U.S. Government and military services. Ignore subcontracts or contracts issued by a foreign government.

Form of Entry: The Contract Number should be written conforming as closely as possible to the way it is cited on the report. Army, Navy, Air Force and Department of Defense Agency contracts currently follow the format prescribed in the DoD Federal Acquisition Regulation (FAR) Supplement. When two contracts or grants are entered, a comma and a space separate them.

Rules and Procedures:

1. If there are two contracts, the Department of Defense-funded Contract Number will precede the non-DoD Contract Number. If there are two grants, the DoD grant will precede the non-DoD grant. If there is a contract and a grant number, the Contract Number will precede the grant number. If there is a contract and a procurement number, the Contract Number will precede the procurement number.

2. The Delivery Order Number is not entered unless it appears as part of the contract number. The Air Force Research Laboratory began adding the Delivery Order Number to the end of the Contract Number on the Report Documentation Page, Standard Form (SF) 298 in 2004.

AD_ID

Required/Use: Conditional; use if available.

Definition: The AD-accession number or AD_ID is an alphanumeric number used to identify Defense Technical Information Center (DTIC) items. The first two letters of the prefix "AD-" indicate that the material is an accessioned item, e.g., AD-A080 800.

Purpose: The Accession Number is assigned for purposes of control by DTIC. The item can be identified and retrieved by using the Accession Number.

Chief Source of Information: The Accession Number is found in DTIC's bibliographic record or on the cover sheet of the document.

Form of Entry: Enter the AD-accession number as it appears in DTIC's bibliographic record or on the cover sheet of the document.

Rules and Procedures: The following is a summary of DTIC's Accession Number ranges:

· AD-A000 001 and up - unclassified/unlimited distribution

· AD-A800 000 - AD-A899 999 - unclassified/unlimited ATI/TIP collection - prior to 1996, ATI/TIP items were not assigned a separate number range

· AD-B000 001 and up - unclassified/limited

· AD-B800 000 - AD-B899 999 - unclassified/limited ATI/TIP collection

· AD-C000 001- and up - classified items - secret, confidential and restricted

· AD-C800 000 - AD-C899 999 - classified ATI/TIP collection

· AD-D000 001 - AD-D094 999 - patents and patent applications

· AD-D100 000 and up - Information Analysis Center records

· AD-P000 001 - AD-P199 999 - unclassified/unlimited compilation or proceedings, - individual articles within a collection will be cataloged separately and assigned an "AD-P..." number. An accompanying statement in Field 21, Supplementary Note will refer to the basic compilation. The combined compilation will receive the usual "AD-A" number; the "AD-P" numbers will be cited in Field 21, Supplementary Note.

· AD-P200 000 - AD-P399 999 - unclassified/limited articles in a compilation

· AD-P400 000 - AD-P499 999 - classified and limited articles in a compilation

· AD-M000 000 - AD-M199 999 - unlimited and unclassified multimedia items

· AD-M200 000 - AD-M399 999 - unclassified limited multimedia items

· AD-M400 000 - AD-M499 999 - classified multimedia items

· AD-R000 000 and up - DOE classified item citations furnished by the DoD-DOE Joint Coordinating Committee on Technical Information

PERFORMING_REPORT_ID

Required/Use: Conditional; use if available.

Definition: The Performing_Report_ID or the Report Number is assigned by the performing organization to identify an item. It may consist of an alphanumeric combination, an acronym, a report type, a report year and/or a serial number.

Purpose: Unique Report Numbers are an important reference tool used for computer retrieval and for searching related reports or volumes.

Chief Source of Information: The primary source for Report Number identification is the cover, title page or Report Documentation Page, Standard Form (SF) 298.

Form of Entry: When cataloging the Performing_Report_ID or Report Number, the format should follow as closely as possible the way the number appears on the item. All alpha characters are capitalized and, for machine sorting, a hyphen is inserted whenever a space appears. Roman numerals are always changed to Arabic numbers. If the number contains an ampersand, it should be replaced with a slash. When two Report Numbers are entered, a comma and a space separate them. Each Report Number may contain a maximum of 35 characters. Organizations are encouraged to follow the NISO standard, Z39.23, Standard Technical Report Number (STRN) Format and Creation.

Rules and Procedures:

1. When multiple numbers are displayed, those belonging to the performing organization should be entered in this field. Additional numbers belonging to the monitoring or contracting organization should be entered in Monitor_Report_ID field.

Exception: If the Monitoring or Sponsoring Agency is also the performing organization of the item, the Report Number is entered only in this field.

2. Until the Corporate Author has established an identifying acronym, the Report Number is used as it appears on the item. Once the acronym has been established, it should always be added to the Report Number series. The word "report" should be ignored and replaced by a hyphen. Report Number series displaying descriptive notations which cannot be abbreviated may be entered as they appear on the item, including standard abbreviations where possible. Descriptive notations that give the type of report, such as Technical Note, Final Report, and Technical Memorandum, are abbreviated and appear in the Report Number.

3. See DTIC's Cataloging, Abstracting and Indexing Guidelines, Appendix J, Abbreviations Commonly Used as Part of the Report Number, for additional examples.

MONITOR_REPORT_ID

Required/Use: Conditional; use if available.

Definition: Monitor_Report_ID or Monitoring Agency Number represents the agency responsible for funding the report.

Purpose: The Monitoring Agency Number, together with the Acronym, identifies the item and can be used for computer retrieval.

Chief Source of Information: The cover, title page and/or the Report Documentation Page, Standard Form (SF) 298, usually identify the Monitoring Agency Number and Acronym if one has been assigned.

Form of Entry: The Monitoring Agency Number may include a combination of descriptive words, letters and numbers. See Appendix J for the standard abbreviations which can be used.

Rules and Procedures: Enter the number as it appears on the cover, title page and/or the Report Documentation Page, Standard Form (SF) 298.