Managing Reports What to do with them

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Managing Reports What to do with them?
Inventory Monitoring Program

• National Park Service

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Why these presentations?

• Share what we know, discuss what we dont know
• Get generally on same page
• Optional, so thank you for attending!
• Put name on e-mail list for future updates.

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Review of Product Lifecycle
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Potential Products
Inventory Monitoring Program

• Documents (Reports, Protocols, Plans, Maps)
• Data (Tabular, GIS)
• Materials (Vouchers, notebooks, photos)
• Derived information (STORET, NPSpecies)

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Product Lifecycle
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Report Lifecycle
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Available Guidelineshttp//akrodev/im/units/swan/
Extra/index.cfm?themeProduct_ReferencesDocuments
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Report Guidelines
Specifications for annual progress reports and
final reports submitted to the Alaska Inventory
and Monitoring Program

• Highlights
• Cover and Page 2 provide consistent information
  for library data entry.
• Recognizable product
• Consistent format, with required components.
• Electronic File name format

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Electronic File Name

• AuthorLastNameInit_YEAR_BriefTitle_version.doc
• AuthorLastName The first authors last name or
  the agency office (i.e., AKRO), First Initial
  optional.
• YEAR Four digit year of the publication date.
• BriefTitle Provide a descriptive, but brief
  title. Concatinate with capitol letters and no
  spaces.
• Version Date formated as YYMMDD. DD is
  optional.
• Version After cataloging in NatureBIB, use
  BIBKEYID
• For example AKRO_2003_SpecAnnualFinalReports_0312
  .doc
• Electronic files of any type should not be named
  with spaces or special characters.

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Review Guidelines
Interim peer review guidelines for the Inventory
and Monitoring Program, Alaska Region

• Highlights
• Framework for peer review
• Defines what should be peer reviewed
• Coordination of peer review
• Peer review procedures
• Example questions

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Report Series Number
Specifications for report series numbering for
the Inventory and Monitoring Program, Alaska
Region In draft

• Provides a unique identifier for final reports
• Numbers are compatible with those assigned by
  others
• Less confusion in Bibliographies
• Accurate citations

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Example NPS/AKRSWAN/NRTR2003/01

• Report Code
• NPS Agency National Park Service
• AKR Regional Series - Alaska
• SWAN Originating Office Southwest Alaska
  Network
• NRTR Type of Report Natural Resource
  Technical Report
• Sequence Group
• 2003 Year
• 01 Sequence Number, 1
• Note There are no spaces within the Report
  Number.

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Status of Series Number

• The Report Series Number guidelines are not
  finalized.
• Started as service-wide, but lost momentum.
  Picking it up at a regional level, if possible.
• Outstanding/Needs discussion
• Agreement on Types of Reports
• Clarification of what not to include

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Types of Reports (suggested)
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Report Repository
No specifications written yet. New draft
available!

• Electronic Files
• Working with WASO office for a home
• Save original .doc file, store on X drive
• Convert to .PDF
• Copy to WASO document repository
• Will link to bibliography
• Hardcopies
• Discussed in Distribution

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Catalog the Report
Use NatureBIB, be helpful to other systems such
as ARLIS, where possible.

• Combined all NPS bibliographies, such as GeoBIB,
  DeerBIB, NRBIB, etc.
• Is different from the NPS library system of
  Procite.
• NPS Focus will allow you to search NatureBIB and
  NPS Library system from one place.
• Intranet only, plans for Internet.

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Difference Between Bibliographies and Catalogs

• Bibliographies are comprehensive lists of
  references that may, or may not, tell the user
  where to find a hard copy of the document
  listed.   A library catalog lists exactly what
  the user can find in a particular library.The
  National Park Service library catalog, Voyager,
  primarily contains references to published books
  and reports available through Interlibrary Loan.
  NatureBib includes unpublished materials and will
  link to other Inventory and Monitoring
  applications like NPSpecies and the Dataset
  Catalog.

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NatureBIB General Instructions
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Remember Username and Password Required.
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On-line Data Entry Form
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Issues with Bibliographies

• No one bibliography will do it all. Use multiple
  Bibliographies when researching.
• NatureBIB has lots of duplicates, some junk and
  incomplete records. Officially the IM
  bibliography. Has some flexibility.
• ARLIS only interested in smaller portion of NPS
  documents cataloging is slow Difficult to find
  all park related documents.
• Cleaning bibliography records is daunting
• Selecting keywords is still unclear and is
  problematic
• Do a good job in preparing your document this
  will help its success in the bibliography
  databases.

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Search for a Report
Use NPS Focus, NatureBIB and Voyager.
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NPS FOCUShttp//focus.inside.nps.gov/
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Start at the NPS Focus website.This is located
on the top bar of inside.nps.gov
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• Select the Advance Search.Type in a keyword
  such as AlaskaSelect a Material Type, such
  has Technical ReportsSelect a Collection,
  (leave as default for this demonstration).

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NPS Focus will use its search engine (BlueAngel)
to search the selected libraries.
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Resulting list
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Display of electronic metadata (file size, file
name, etc.) and bibliography.Can select JPG
(good for photos) or DJVU (good for documents).
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bottom of page
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Look at the DjVu format
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Display of Report.
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NatureBIBhttps//science1.nature.nps.gov/naturebi
b-train/BIBEditPost/naturebib(training website
for demonstration purposes)
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Remember Username and Password Required.
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Search for BibKey178154
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ResultsURL is pointing to the image server.
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Same document as in NPS Focus.
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NPS Voyagerhttp//www.library.nps.gov/
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NPS Voyager
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Issues with Bibliography Searching

• Still working out the details.
• Trying to get the bibliographies to talk to each
  other.

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Browse or Peruse Report
Nothing formal in place yet.

• Currently
• Post IM report on IM websites
• Tentative plans for future
• Send e-mail of new reports

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Distribution of Reports
Specifications for Distribution of Reports for
the Inventory and Monitoring Program In draft

• Required
• 10 copies for various libraries
• Includes copy to Archives
• Suggested
• As many as 7 copies to other specialty libraries
• Electronic file to ARLIS and Central Repository.
• Archives Follow archiving guidelines. All
  project materials should be properly archived.

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Disposal of Reports

• Archive Managers advise not to dispose of
  reports.
• Records management guidelines are being rewritten.

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Thank you!
Send written comments to dorothy_mortenson_at_nps.go
vby February 13, 2004