J-17 Record Digitization and Warehouse Procedures Tutorial.pdf

UNCLASSIFIED

DTIC Record Digitization and Warehouse Support Services

Procedures Tutorial for STI Request

Version 1.0

16 July 2019

PWS 4.2.16

Contract No. HQ0034-19-P-0122

1801 Research Blvd, Suite 310

Rockville, MD 20850

Release Authorization

Name Signature Date

Prepared By Jane Wagner 11 July 2019

Approved By Alfredo Ignacio 16 July 2019

Submitted By Lynn Clark 19 July 2019

The deliverable provided by PTFS may be subject to all the required, continuing U.S.

Government approvals, clearances, regulations

Revision History

Revision Date Version No. Editor Change Description

16 July 2019 1.0

AI Initial Draft

Index

1.0 Introduction………………………………………………………………………..………1

2.0 Procedures Tutorial for STI Request………………………………….………………1

3.0 Classified STI on Demand Request..………………………………….………………5

4.0 Conclustion…………………………….………………………………….………………6

1.0 Introduction

Progressive Technology Federal Systems, Inc. (PTFS) was awarded the contract #HQ0034-19-

P-0122 to provide Record Digitization and Warehouse Support Services for the Defense

Technical Information Center (DTIC). In accordance with the Performance Work Statement

(PWS), this document represents the Procedures Tutorial for STI Request for the Record

Digitization and Warehouse Support project.

2.0 Procedures Tutorial for STI Request

The instructions for searching the PTFS online catalog for DTIC materials and for requesting copies of documents is located here: https://dtic.kohalibrary.com/.

You can search without logging in, but to be able to request material you must log in with your user ID and password. Click the Log In link in the upper right corner, then enter your credentials:

If you haven’t logged in when you try to request a document, this box will open. You’ll need to log in to continue.

After logging in, enter your search term in the masthead search box. The default index (Library

Catalog) will search all fields in the title record, but you can use the pulldown to select a specific index such as Report Number or Author:

When you’ve selected your desired index and entered your term, click the Go button or press return after your term. That will search the catalog and bring up a results list:

https://dtic.kohalibrary.com/

If necessary, use the page number links at the bottom to scroll through the results list until you see the title you want. When you find it, click on the title link. That will bring up the page display:

Make sure that is the title you want; you can use the Previous/Next buttons to page through the results set, or click the Result List button to return to the results.

If this is the title you want, click the Place Request link at right. That brings up a popup window:

You have a couple of options on this screen. First, if your request is time-critical, you can use the calendar widget to specify a date by which you need the material:

Second, you can enter any special delivery instructions or requests in the Notes field. For example, some users occasionally need a hard copy as well as an electronic copy:

When you are ready, click the Place Request button. You’ll see a popup message that your request has been placed.

You can monitor the status of your requests at any time through your patron account. In the upper right corner, click on your login name to go to your account screen:

The initial account screen is for checkouts (not relevant to this system). From that screen, click on the My Requests link in the sidebar:

On that screen you will see all of the requests you have placed, and their current status:

Completed requests will show in green, with a “completed” status. If a request was cancelled before being processed, it will have a “cancelled” status.

Current requests will show a “requested” status, or an “in process” status if staff are working on

it. If a request has not changed from “requested”, you can cancel it from this screen. Click the

Cancel button to do so. Anything that’s already being processed can’t be cancelled from here;

you may email PTFS staff to cancel if needed.

After you have placed your request, staff will process it and send you an electronic copy of the document. If requested, a physical copy will also be mailed.

When you have finished requesting all the materials you want, be sure to log out of your session.

3.0 Classified STI on Demand Request

The classified STI records exist on a stand-alone version of Bibliovation within the PTFS classified digitization production area. Requests for STI records that are classified are emailed the designated PTFS personnel who in turn perform the search, retrieval and transmission of the STI record in accordance with the NIPSOM handling requirements for the level of classification. The contact list for the request of classified STI on Demand records is as follows:

Primary Contact

Zorka Simic, Production Manager, Digitization Services

Email: zsimic@ptfs.com

Phone: 301-654-8088 x 124

Secondary Contact

Kossi Hounkale, Supervisor, Digitization Services

Email: khounkale@ptfs.com

Phone: 301-654-8088 x 101 mailto:zsimic@ptfs.com mailto:khounkale@ptfs.com

4.0 Conclusion

PTFS is pleased to continue working with the DTIC and DSIAC end users to facilitate and assist in the STI on Demand request process. For any issues related to accessibility to the web catalog or the logon/password the primary point of contact is as follows:

Primary Contact

Alfredo Ignacio, Director, Digitization Services

Email: aignacio@ptfs.com

Phone: 301-654-8088 x 115

For assistance with searching the web catalog and/or submitting a STI on Demand document request, the primary and secondary points of contact are as follows:

Primary Contact

Zorka Simic, Production Manager, Digitization Services

Email: zsimic@ptfs.com

Phone: 301-654-8088 x 124

Secondary Contact

Kossi Hounkale, Supervisor, Digitization Services

Email: khounkale@ptfs.com

Phone: 301-654-8088 x 101 mailto:aignacio@ptfs.com mailto:zsimic@ptfs.com mailto:khounkale@ptfs.com