Records Managers

The Government Information Locator Service

NOTE: The cover page has been edited to remove outdated contact information.

TABLE OF CONTENTS

º DESCRIBING AGENCY INFORMATION RESOURCES USING GILS CORE ELEMENTS

º INTRODUCTION . . . . . . . . . . . . . . . . . . . 1.0

º THE U.S. FEDERAL GOVERNMENT
INFORMATION LOCATOR SERVICE
. . . . . . . . . . . . . . . . . . . . . . 2.0

º COVERAGE OF GUIDANCE . . . . . . . . . . . . . . . 3.0

º GILS AND USMARC. . . . . . . . . . . . . . . . . . 4.0

º GILS AND RECORDS INVENTORYING AND SCHEDULING . . . 5.0

º OFFICIAL GILS DOCUMENTATION. . . . . . . . . . . . 6.0

º THE GILS CORE ELEMENTS. . . . . . . . . . . . . . . . . 7.0

ABSTRACT . . . . . . . . . . . . . . . . . . . . . 7.1

ACCESS CONSTRAINTS . . . . . . . . . . . . . . . . 7.2

AGENCY PROGRAM . . . . . . . . . . . . . . . . . . 7.3

AVAILABILITY . . . . . . . . . . . . . . . . . . . 7.4

DISTRIBUTOR . . . . . . . . . . . . . . . . 7.4.1

RESOURCE DESCRIPTION. . . . . . . . . . . . 7.4.2

ORDER PROCESS . . . . . . . . . . . . . . . 7.4.3

TECHNICAL PREREQUISITES . . . . . . . . . . 7.4.4

AVAILABLE TIME PERIOD . . . . . . . . . . . 7.4.5

AVAILABLE LINKAGE . . . . . . . . . . . . . 7.4.6

AVAILABLE LINKAGE TYPE. . . . . . . . . . . 7.4.7

CONTROL IDENTIFIER . . . . . . . . . . . . . . . . 7.5

CONTROLLED VOCABULARY. . . . . . . . . . . . . . . 7.6

INDEX TERMS-CONTROLLED. . . . . . . . . . . 7.6.1

THESAURUS . . . . . . . . . . . . . . . . . 7.6.2

CROSS REFERENCE. . . . . . . . . . . . . . . . . . 7.7

CROSS REFERENCE TITLE . . . . . . . . . . . 7.7.1

CROSS REFERENCE LINKAGE . . . . . . . . . . 7.7.2

CROSS REFERENCE TYPE. . . . . . . . . . . . 7.7.3

DATE OF LAST MODIFICATION. . . . . . . . . . . . . 7.8

LOCAL SUBJECT INDEX. . . . . . . . . . . . . . . . 7.9

METHODOLOGY. . . . . . . . . . . . . . . . . . . . 7.10

ORIGINAL CONTROL IDENTIFIER. . . . . . . . . . . . 7.11

ORIGINATOR . . . . . . . . . . . . . . . . . . . . 7.12

POINT OF CONTACT FOR FURTHER INFORMATION . . . . . 7.13

PURPOSE. . . . . . . . . . . . . . . . . . . . . . 7.14

RECORD SOURCE. . . . . . . . . . . . . . . . . . . 7.15

SOURCES OF DATA. . . . . . . . . . . . . . . . . . 7.16

SPATIAL REFERENCE (SPATIAL DOMAIN) . . . . . . . . 7.17

BOUNDING COORDINATES (BOUNDING RECTANGLE) . 7.17.1

GEOGRAPHIC NAME . . . . . . . . . . . . . . 7.17.2

SCHEDULE NUMBER. . . . . . . . . . . . . . . . . . 7.18

SUPPLEMENTAL INFORMATION . . . . . . . . . . . . . 7.19

TIME PERIOD OF CONTENT . . . . . . . . . . . . . . 7.20

TITLE. . . . . . . . . . . . . . . . . . . . . . . 7.21

USE CONSTRAINTS. . . . . . . . . . . . . . . . . . 7.22

APPENDIX A: EXAMPLES OF FULL GILS CORE ENTRIES. . . . . 8.0

APPENDIX B: GENERAL REFERENCES. . . . . . . . . . . . . 9.0

APPENDIX C: GILS CORE ELEMENTS AND CORRESPONDING USMARC

TAGS. . . . . . . . . . . . . . . . . . . . . . . . . . 10.0

APPENDIX D: OMB BULLETIN 95-01. . . . . . . . . . . . . 11.0

APPENDIX E: GILS CORE ELEMENTS IN NARA-RECOMMENDED

PREFERRED DISPLAY ORDER . . . . . . . . . . . . . . . . 12.0


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DESCRIBING AGENCY INFORMATION RESOURCES USING GILS CORE ELEMENTS

1.0 INTRODUCTION

The Government Information Locator Service (GILS) is an important part of the National Information Infrastructure. GILS will identify public information resources throughout the Federal government, describe the information available in those resources, and provide assistance in obtaining the information. It will also serve as a tool to improve agency electronic records management practices. This "virtual card catalog" will improve public access to Federal information. It also has the potential to help government organizations better comply with existing law and policy requiring the inventorying of information systems and information dissemination products and to improve management of information resources.

For GILS to meet its public access and information management goals, it is essential that the contents of the GILS Core Elements be of high quality. As the Final Report of the Cooperative Research Study between the School of Information Studies, Syracuse University and the U.S. Geological Survey on the GILS project noted, "an important factor in the overall utility of the GILS will be the quality of the data in GILS records. Quality criteria will include accuracy, consistency, completeness, and currency. In order to encourage the creation of high quality information that will populate GILS servers, the development of written guidelines for creating GILS records is essential."[1]

[1. Moen, William E., and McClure, Charles R. The Government Information Locator Service (GILS): Expanding Research and Development on the ANSI/NISO Z39.50 Information Retrieval Standard: Final Report. Syracuse, NY: Syracuse University, School of Information Studies (1994): 30.]

The Office of Management and Budget (OMB) has stated in its Bulletin 95-01 that the National Archives and Records Administration (NARA) should publish guidance for Federal agencies on the content of GILS Core Elements. In addition, NARA has the statutory responsibility to provide guidance on inventorying and scheduling Federal records. This guidance is NARA's response to this dual responsibility. It is a synthesis of descriptive standards established and maintained by other organizations and agencies. After more agencies have experience creating and implementing GILS entries,[2] the guidance may need modification.[3]

[2. The term "entries" is used throughout this guidance rather than "locator records" to avoid connotations relating to databases and the definition of records as it appears in 44 U.S.C. 3301. "Entries" is meant to be equivalent to the definition of "locator records" as found in other GILS documentation (see References).]

[3. The latest version of this guidance will always be available electronically from the National Archives gopher at gopher.archives.gov under "Information for Archivists and Records Managers/GILS Guidance," or from the following URL: http://www.archives.gov:70/1/managers/gils.]

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2.0 THE U.S. FEDERAL GOVERNMENT INFORMATION LOCATOR SERVICE

Agencies of the Federal government produce, collect, manipulate, evaluate, maintain, distribute, publish, and preserve vast amounts of data, information, and records. These represent a valuable public resource. The sheer volume of information available, however, makes it difficult for the public to identify and locate what it may need. Each agency has the responsibility to establish mechanisms to assist the public in its search for information maintained by the agency. One effective mechanism is an information locator.

The U.S. Federal GILS Core represents information resources in a comprehensive manner. Just as the card catalog helps users of libraries locate books, video tapes, manuscripts, maps, and other information resources, a government information locator can assist the public in discovering information available from Federal agencies. The content of such a locator is not usually the actual information resource or service itself. Rather it is a description of that resource, similar to the way that a catalog entry in a library identifies specific items. A locator tells the user what information is available, where the information is located, and how the user can obtain access to it.

There are already in existence many locators to government information. Some are published in paper form, such as bibliographies of agency publications, while others are available electronically. Yet, while numerous agencies maintain locator systems, there is no coordinated locator service for all Federal information. Through the use of standard network technology and specified data elements, the U.S. Federal GILS Core will organize the collective set of agency-based locators and associated information services to help make the information accessible to the public. OMB, through OMB Bulletin 95-01, has directed agencies to create high-level GILS Core entries that point to agency-based sources of information. The public then can search the set of GILS Core entries as one useful way of identifying government information of interest.

The GILS Core consists of descriptions of three different types of information resources. The first type of information resource that Federal agencies must describe with a GILS Core entry are locators to information dissemination products. These locators (not to be confused with the GILS itself) catalog or describe information dissemination products (such as books, CD- ROMs, publications, studies, reports, and patents, regardless of medium). For example, there could be a GILS Core entry describing the Library of Congress Information System (LOCIS). LOCIS itself consists of catalog entries for publications, and hence, serves as a locator to those publications. It is anticipated that agencies will have on the order of 1,000 entries for locators to information dissemination products in the GILS Core, though some may have far fewer.

The second type of information resource that must be described in the GILS Core are automated information systems. An automated information system is a discrete set of information resources organized using information technology as defined in OMB Circular No. A-130. Automated information systems may be used for the collection, processing, maintenance, transmission or dissemination of information, including Federal records as defined in 44 U.S.C. 3301. Excluded for the purposes of GILS from the definition of automated information systems in OMB Bulletin 95-01 (and hence from the need to be described with a GILS Core entry) are electronic mail and word processing systems; systems the existence of which are specifically authorized to be kept secret in the interest of national security; and systems the knowledge of the existence of which would interfere with enforcement proceedings.

Agencies that want to use GILS entries as part of their records management activities should describe their systems individually with GILS Core entries. Some agencies may maintain information system inventories with thousands of records. In these instances, to facilitate public access to the information, agencies may choose to aggregate numerous similar descriptions into a single GILS Core locator entry. Any entry for aggregated information systems must clearly identify the number and scope of the items aggregated, however. Because individual descriptions will still need to be reported to NARA to meet inventorying requirements, agencies may decide to aggregate descriptions only in those instances where public access is enhanced. (For further information on the relationship between records management and GILS entries, see the section below on "GILS and Records Inventorying and Scheduling.")

The third type of information resource that must be described in GILS are Privacy Act systems of records as defined in 5 U.S.C. 552a. Privacy Act systems of records can exist in electronic, paper or mixed formats. The information called for in Privacy Act Notices of Systems can serve as a basis for the corresponding GILS entry. Each Privacy Act system of records should be identified by an individual GILS entry.

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3.0 COVERAGE OF GUIDANCE

This document describes how to use the GILS Core Elements to construct a GILS Core entry. The GILS Core Elements consist of mandatory and optional elements. The optional elements are of two types: optional elements needed for records management and optional elements unrelated to records management. Agencies that wish to make GILS entries a component of their records management program must complete the mandatory elements and the appropriate optional elements that are indicated in this guidance.

Each GILS Core Element is defined here as in the GILS Application Profile (FIPS Pub. 192). Fields follow to indicate whether the element is mandatory, repeatable, and controlled (i.e., if only a limited set of values may be used to record data). These are followed by a statement suggesting how data for the field should be recorded, or at least the rationale for requesting the information. Some examples are provided as well.

4.0 GILS AND USMARC

The GILS Application Profile was intended to cross-reference the United States Machine-Readable Cataloging (USMARC) Format. The USMARC tag numbers are included for the convenience of agencies that may be familiar with USMARC or may wish to employ that particular format for describing information dissemination products and automated information systems. Implementers should consult the authoritative documentation on USMARC found in USMARC Format for Bibliographic Data before developing a USMARC- compatible database.

5.0 GILS AND RECORDS INVENTORYING AND SCHEDULING

Agencies need only describe their information systems once to satisfy records management and GILS requirements. Inventories of Federal records, including automated information systems, as defined in 44 U.S.C. 3301, form the basis of records schedules. The standard form for inventorying automated information systems is NA Form 14028, "Information System Description." A GILS entry that conforms to the descriptive guidance of this bulletin can be used in lieu of NA Form 14028.

A records schedule, known as a "Request for Records Disposition Authority," Standard Form 115, describes records series and provides mandatory instructions for what to do with them when the records are no longer needed for current Government business. NARA must approve records schedules before agencies can implement them. All agencies are required to schedule their Federal records under the provisions of the Federal Records Act (44 U.S.C. 3303).

Existing inventories or schedules of automated information systems which conform to the descriptive standards provided in this guidance may be used to create GILS entries. Conversely, GILS entries for information systems not previously inventoried will satisfy the requirement to inventory the systems.

To facilitate the use of GILS entries for records management purposes, agencies must use the GILS Core Element, "Supplemental Information" to indicate whether an information system or other record series is covered by an approved records schedule. (See OMB Bulletin 95-01, 4(4).) Therefore, those agencies that intend to use GILS entries to inventory their electronic records for records management as well as publication information dissemination purposes must individually identify each automated information system in a separate GILS Core entry. Further, they must note in the "Supplemental Information" element of the GILS entry, the records schedule number and item number or General Records Schedule and item number that applies to each system. If the system described in the GILS entry has not been scheduled, this must be noted in the Supplemental Information element as "Not Scheduled." OMB Bulletin 95-01 mandates that agencies must by 31 December 1996 submit to the Archivist a request for disposition authority proposing schedules for unscheduled records in the information resources described in the GILS Core locator entries.

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6.0 OFFICIAL GILS DOCUMENTATION

Christian, Eliot. (1994, May 2). The Government Information Locator Service (GILS): Report to the Information Infrastructure Task Force. Available on the Fedworld electronic bulletin board (703-321-8020) or by anonymous FTP (File Transfer Protocol) via the Internet at 130.11.48.107 as /pub/gils.doc (Microsoft Word for Windows format) or /pub/gils.txt (ASCII text format).

Office of Management and Budget. (1994, December 7). OMB Bulletin 95-01: Establishment of Government Information Locator Service.

FIPS PUB 192. (1994, December 7). Application Profile for the Government Information Locator Service (GILS)

7.0 THE GILS CORE ELEMENTS

In the following section, the GILS Core Elements are listed in alphabetical order. For each element listed, the GILS Profile specifications are amplified by usage guidelines accompanied by examples. Some individuals who create GILS Core entries may be familiar with the USMARC format for bibliographic description or NARA forms SF 115 (used for records scheduling) and NA 14028 (used for the inventorying of information systems). Cross- references are provided to comparable elements in each. An element listing is formatted as follows:

Element Name: The definition of the element as found in the GILS Application Profile, FIPS 192.

Mandatory, repeatable, and controlled indicators. A "Y" following the word "Mandatory" indicates that the element is required in GILS Core entries. A "Y" following the word "Repeatable" indicates that there can be multiple occurrences of the element in one GILS Core entry. A "Y" following the word "Controlled" indicates that the data content of the element is restricted in a clearly defined fashion. Restrictions may be on the construction of the element, as with the Control Identifier, or on the data values that may be used in the element, as with Controlled Vocabulary.

Usage Guidelines providing information on how to interpret and apply the definition for the Core Element.

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Examples that illustrate some of the guidelines.

A section identifying Corresponding Elements.7.1 Abstract: This element presents a narrative description of the information resource. This narrative should provide enough general information to allow the user to determine if the information resource has sufficient potential to warrant contacting the provider for further information. The abstract should not exceed 500 words in length.

Mandatory: Y

Repeatable: N

Controlled: N

Usage Guidelines: Provide in the abstract information relating to the general nature and scope of the information resource. The content of the abstract will be dependent upon the nature of the entity to be described (i.e., a locator to information dissemination products, a Privacy Act system, or an automated information system). The abstract may include, but is not limited to, discussion of the information content (including data coverage, persons, events, and topics); form of information; media; time span; and geographic coverage.[4.]

[4. Time span and geographic coverage are included here if necessary to make the narrative description found in the abstract more understandable or useful. The data may also be expressed in a consistent form, contributing to the effectiveness of searching, in the TIME PERIOD OF CONTENT and SPATIAL DOMAIN elements respectively.Time span and geographic coverage are included here if necessary to make the narrative description found in the abstract more understandable or useful. The data may also be expressed in a consistent form, contributing to the effectiveness of searching, in the TIME PERIOD OF CONTENT and SPATIAL DOMAIN elements respectively.]

In addition to the above details, it is helpful to include in an abstract describing an automated system the following types of information:

the update cycle whether the system saves superseded information the major characteristics of the system the kinds of records contained in the information system the composition of the data

Information to be included in the abstract is likely to be found in existing information inventories or documentation guides. The language and format of the abstract is left to each agency to decide, based on its assessment of what will be most useful to the researcher. Unexplained acronyms and other internal agency designations not commonly known to the general public should, however, be avoided.

If the GILS Core Entry is to be used to meet an agency's obligation to inventory record systems, NARA recommends that the dates of creation of the information resource described in the GILS entry be included. The information should be identified in two local subelements called BEGIN DATE and END DATE. Give the date the information resource was first created in the BEGIN DATE element. If the information resource is no longer being updated or maintained, give the date when it was completed.

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Examples:

1. Automated System Locator

Abstract: The Recreational Boating Accident Report System contains information taken from the report form as submitted to the U.S. Coast Guard. The owner/operator of a vessel submits the accident report when as a result of an occurrence that involves the vessel or equipment: 1) a person dies; 2) a person is injured and requires medical treatment beyond first aid; 3) damage to the vessel and other property totals more than $500 or there is a complete loss of a vessel; or 4) a person disappears from the vessel under circumstances that indicate death or injury. Some of the information covered in the records are: county, state, and type of body of water; the number of deaths; the number of injuries; the type of accident; and the type, propulsion, hull material, manufacturer's code and year built of the reporting operator's vessel. Information is available for January 1969 and forward.

2. Multi-product Locator

Abstract: The Corporate Information Management (CIM) Help Desk provides information and assistance, referrals to technical experts, an information exchange about improving business practices, rapid access to CIM-related documents through streamlined registration, and assistance in locating CIM reference materials. The CIM collection includes DOD information management policy directives, instructions, and manuals; functional economic analysis guidebook and model; decision support software; business process improvement methodology; CIM status reports; bibliographies of CIM holdings, and a CIM help disk CD-ROM.

3. Product Locator

Abstract: This annual directory contains information relating to the five-digit ZIP Code system and information required by the mailer concerning U.S. Postal Service facilities and organization. It is extremely important that all mailers obtain a current edition of this publication or other Address Information System products designed to update address information and provide accurate five-digit ZIP Code information for any address in the nation.

Corresponding Elements: USMARC Tag 520/ SF 115, Description of Item (Series Description) / NA Form 14028, Information Content.7.2 Access Constraints: This element in some cases may contain

the value "None." It describes any constraints or legal prerequisites for accessing the information resource or its component products or services. This includes any access constraints applied to assure the protection of privacy or intellectual property, and any other special restrictions or limitations on obtaining the information resource. Guidance on obtaining any users' manuals or other aids needed for the public to reasonably access the information resource must also be included here.

Mandatory: Y

Repeatable: N

Controlled: N

Usage guidelines: Provide information about any constraints that limit the public's ability to consult the information resource. Access can be affected by such factors as legal restrictions that limit the public's right to examine material, the physical location of the information resource (i.e., a computer tape that is stored off-site and must be retrieved before being accessed), or the existence of documentation that contributes to the identification, selection, and manipulation of information.

Restrictions on what may be done with the information once it has been accessed are found in the USE CONSTRAINTS data element.

If access to material is restricted, it is necessary to state explicitly the source of the restriction. Describe any restrictions on access to information from agencies under the Freedom of Information Act (FOIA) (5 USC 552, as amended), the Privacy Act (5 USC 552a, as amended), other statutorily mandated access restrictions, Executive Order, or donor limitation. If access is exempt under FOIA, cite the exemption and, where appropriate, the highest security classification level. In the case of exemption (b)(3), cite the applicable statute. Indicate whether applicable restrictions apply to the information system in whole or in part. If access is restricted under the Privacy Act or other statutorily mandated access restrictions, Executive Order, or terms of donation, describe the specific basis for the restriction with a comparable level of specificity. Include as well the date the restriction will be lifted, if applicable.

If there are physical restrictions that may limit ready access to the material, specify them as well.

Further, use of an automated information system generally requires a specific user manual and/or other documentation. Identification of such materials should be included in this element, and guidance on how to obtain them must also be included. Discussion of documentation should be recorded in a subelement labelled DOCUMENTATION. If documentation for the automated information system is lacking, the value "None" should be used.

The agency may decide the length, amount of detail, and form used for the ACCESS CONSTRAINTS element, provided that the above information is included. Agencies may wish to adopt their own standard wording for various types of restriction notes, as long as they meet the guidelines established above.

If there are no constraints on the access to the information resource, give the value "None."

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Examples:

1. Automated System Locator

Access Constraints: None Documentation: Aerial Photography Summary Record System (APSRS) Input Processing Guide; APSRS User Services Guide; APSRS Contributors Guide; APSRS Data Preparation Guide.

2. Multi-product Locator

Access Constraints: The Defense Technical Information Center (DTIC), with its holdings of classified, limited, and unclassified/unlimited data, serves only the defense research community. Among those eligible to receive DTIC services are: components of the Department of Defense (DOD), government libraries and information centers, DOD military and civilian students, universities involved in federally funded research, and government contractors. All users are required to register for DTIC services. A registration packet with necessary forms and information about DTIC products and services is available upon request. Both government and contractor organizations must submit a completed DD Form 1540 Registration for Scientific and Technical Information Services. Contractor organizations must complete a separate DD Form 1540 for each contract or grant. Basic registration allows contractors to receive unclassified/unlimited or classified or otherwise limited data and services as required.

3. Product Locator

Access Constraints: These reports contain national security classified information up to and including Secret exempt from release under FOIA exemption (b)(1).

4. Privacy Act System Locator

Access Constraints: This is a system of records under the Privacy Act. Information in the system may be exempt from disclosure under provisions of the Privacy Act.

Corresponding Elements: USMARC Tag 5067.3 Agency Program: This element identifies the major agency program or mission supported by the system and should include a citation for any specific legislative authorities associated with this information resource.

Mandatory: Y when the resource referenced by this GILS Core entry is an automated information system Repeatable: N Controlled: N

Usage Guidelines: Information systems and resources are developed by government agencies in support or as a product of general agency missions or functions. This element identifies the program or mission supported by the information resource described in the GILS record. In general terms, it explains why the information resource was created in the first place. The rationale for a specific design is found in the PURPOSE element.

If the information resource was specifically authorized by legislation, provide the statutory authority.

Examples:

1. Automated System Locator

Agency Program: The Recreational Boating Accident Report System is maintained in accordance with 46 U.S.C. 6102(a) which requires accident reports to be submitted to the U.S. Coast Guard.

2. Multi-product Locator

Agency Program: Executive Order 12677, 28 April 1989, Historically Black Colleges and Universities.

3. Product Locator

Agency Program: The records management responsibilities of NARA and other federal agencies are specified in 44 U.S.C. 29 and 44 U.S.C. 31.

Corresponding Elements: USMARC Tag 500 / SF 115 Description of Item (Series Description)/ NA Form 14028 Agency Program Supported by System7.4 Availability: This element is a grouping of subelements that together describe how the information resource is made available.

Mandatory: Y

Repeatable: Y

Controlled: N

Usage Guidelines: Provide information on how the public may access the information dissemination product or automated information system identified in the GILS Core entry. The information resource may be made available by allowing the public to obtain a copy of the resource, link electronically to it, or access it through distributors.

One way agencies make information resources available to the public is through the provision of copies of information dissemination products and automated information systems. The AVAILABILITY element should be used to record instructions on how to acquire available copies of information resources. The DISTRIBUTOR subelement could name the agency that created the information resource, a centralized distribution agency (such as NTIS or GPO), or a commercial vendor. For systems containing classified information or for Privacy Act systems, the distributor will often be the office that handles requests for information from the system, for example the Freedom of Information Office. If there are multiple sources for the information resource, separate AVAILABILITY elements should be developed for each source.

In many cases automated information systems may only be available for consultation at the agency. In this case, the Distributor would be the agency official who can provide access to the information system. (Information about the information system itself is provided by the office identified in the CONTACT POINT element.)

Some information dissemination products and automated information systems will be available through a network link. The link is defined in the LINKAGE SUBELEMENT. Regardless of the electronic availability of the resource, the mandatory subelements (DISTRIBUTOR and ORDER PROCESS) in this element should be completed.

The element is broken into several subelements, some of which are mandatory and some of which are not. The subelements are:

7.4.1 Distributor: This subelement consists of the following subordinate fields that provide information about the distributor:
Distributor Name
Distributor Organization
Distributor Street Address
Distributor City
Distributor State
Distributor Zip Code
Distributor Country
Distributor Network Address
Distributor Hours of Service
Distributor Telephone
Distributor Fax
Mandatory: Y
Repeatable: N
Controlled: N

Usage Guidelines: Complete as many of the subordinate fields as necessary to identify the party from whom the information resource is available. For Name, it is generally wisest to use the name of an office. For State, use the two character mail abbreviation for the state or appropriate mail abbreviation for a province. For Zip Code, use the nine-digit zip code, if available. Otherwise, use the five-digit zip code or other postal code of the address.

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To be fully effective, the information in this element must be kept current.

Example

Availability
Distributor:
Name: Materiel Distribution Center
Organization: U. S. Postal Service
Street Address: 152 Highway 206 South
City: Somerville
State: NJ
Zip Code: 08877-9998
Country: USA
Telephone: 908-707-4212

Corresponding Elements: USMARC Tag 270 and 301$a

7.4.2 Resource Description: This subelement identifies the resource as it is known to the distributor.

Mandatory: N

Repeatable: N

Controlled: N

Usage Guidelines: Provide the identifier by which the Distributor knows the information resource. This can include stock number, publication number, or other agency specific ordering information. For a computer file, the archival identification or order number assigned by a distributor can be given. If used to record the International Standard Bibliographic Number (ISBN), Superintendent of Documents (SUDOC) number, or other identifying number of an information dissemination product, precede the number with the identifying element.

The assigned title of the information resource is given in the TITLE element, and does not need to be repeated here. Narrative description of the resource should be given in the ABSTRACT element, and not in this subelement.

Examples:

1. Automated System Locator
Availability Resource Description: ORS-4a
2. Multi-product Locator
Availability Resource Description: CIM Focal Point
3. Product Locator
Availability Resource Description: ISBN: 0-911333-11-8
Corresponding Element: USMARC Tag 037$f

7.4.3 Order Process: This subelement provides information on how to obtain the information resource from this distributor, including any fees associated with acquisition of the product or use of the service, order options (e.g., available in print or digital forms, PC or Macintosh versions), order methods, payment alternatives, and delivery methods.

Mandatory: Y

Repeatable: N

Controlled: N

Usage Guidelines: Provide information on the common ways in which copies of the information resource or data from the resource may be obtained from this distributor. Alternatively, provide information on how the resource may be accessed . Note here if there is an electronic linkage for ordering, and also complete the LINKAGE subelement. Each agency may wish to establish standard ordering instructions for inclusion here.

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Examples:

1. Automated System Locator

Availability Order Process: To place orders for digital data and obtain additional information regarding technical details, ancillary products, and pricing schedules contact the EROS Data Center, Customer Services Section.

2. Multi-product Locator

3. Product Locator

Availability Order Process: Mail order with your name, address, and phone number requesting the desired quantity of soft bound or hard-bound five-digit ZIP Code directories. Price per set: soft cover, $18; hard cover, $23. Enclose check or money order payable to "US Postal Service." (Returned checks will incur a fee of $10).


Corresponding Element: USMARC Tag 037$c

7.4.4 Technical Prerequisites: This subelement describes any technical prerequisites for use of the information resource as made available by this distributor.

Mandatory: N

Repeatable: N

Controlled: N

Usage Guidelines: For automated information systems, videotape, film, microfilm, and other information resources dependent on specific technologies for access, list the system hardware and software requirements needed to access the system or to use or interpret data contained in the system or product. For automated information systems, this should include the computer system manipulating the information and the software used.

Other technical information about automated information systems, such as the presence or absence of certain kinds of codes, recording densities, parity, blocking factors, and software programming language, should also be included. Information on documentation needed to access the system is found in the ACCESS CONSTRAINTS element.

Examples:

1. Automated System Locator

Availability
Technical Prerequisites
Data Set Type: AUTOMATED
DBMS: UNIFY
Number of Records: 8,000
Bytes Per Record: 349
Computer Type: DATA GENERAL
Computer Location: SIOUX FALLS, SD

2. Multi-product Locator

Availability Technical Prerequisites: Access to Internet and a gopher client. 3. Product Locator Availability Technical Prerequisites: Microfilm reader Corresponding Element: USMARC Tag 538   7.4.5 Available Time Period: This subelement provides the time period reference associated with the information resource as made available by the distributor, in one or both of two forms: Time Period - Structured and Time Period - Textual.

Mandatory: N

Repeatable: Y

Controlled: Y

Usage Guidelines: The time period of the content of the entire information system is given in the TIME PERIOD OF CONTENT element. In certain cases, the time period of the resource as it is made available by the distributor may differ from the time period of the entire information resource. If this should be the case, this element can be used to record the time period of the information resource as it is available from the distributor. As with the TIME PERIOD OF CONTENT element, the date recorded in the AVAILABLE TIME PERIOD subelement reflects the subject matter, and not necessarily the time period of creation, of the information resource.

The AVAILABLE TIME PERIOD may be recorded in a structured fashion, as text, or as both. Because the data in this element is intended primarily to serve the public, it may be desirable to record both. The structured form makes possible range searches of dates. The textual form is easily interpreted when displayed.

The GILS Application Profile suggests that the TIME PERIOD- STRUCTURED be given according to the USMARC prescribed format. The following conventions are adopted from the interpretation of the MARC practices found in Content Standards for Digital Geospatial Metadata. Values for day and month, and for years, should be recorded according to the Representation for Calendar Date and Ordinal Date for Information Interchange (ANSI X3.30), adopted as Federal Information Processing Standard 4-1. The date is expressed in numeric characters in the format YYYY for years; YYYYMM for a month of a year; and YYYYMMDD for a day of a year. Use numbers to designate months, with 01 designating January and 12 designating December. Use leading zeroes when appropriate. Use two dashes to indicate unknown dates.

If the time period of availability is a range of dates, separate the dates in the range by a dash. If the time period of availability of the information resource is on- going, leave the second date blank.

The TIME PERIOD-TEXTUAL subelement contains information on the time period of availability of the information resource recorded as free text rather than in coded form.

Examples

1. Time Period-Structured: 19890428-

Time Period-Textual: Data available from 28 April 1989

[only data from the period after 28 April 1989 is

available for the distributor]

2. Time Period-Structured: 19900531-19940905

Time Period-Textual: Information is available for the

period between 31 May 1990 and 5 September 1994

3. Time Period-Structured: 19941001-

Time Period-Textual: Data from 1 October 1994 is

available.

Corresponding Element: USMARC Tag 037$n (for non-electronic

resource); 856$z (for electronic resource)

7.4.6 Available Linkage: This subelement provides the

information needed to contact an automated system made

available by this distributor, expressed in a form that

can be interpreted by a computer (i.e., URI).

Available linkages are appropriate to reference other

locators, facilitate electronic delivery of off-the-

shelf information products, or guide the user to data

systems that support analysis and synthesis of

information.

Mandatory: N

Repeatable: N

Controlled: Y

Usage Guidelines: Provide all the information needed to connect to an automated system made available from a distributor. Currently the Uniform Resource Locator (URL) provides a standard syntax for locating an object using Internet protocols. Instructions for connecting to non- Internet hosts should be in a form that can be interpreted by the non-Internet host.

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Examples:

1. Automated System Locator

Availability

Linkage: http://www.research.att.com

2. Multi-product Locator

Availability

Linkage: gopher://info.er.usgs.gov

3. Product Locator

Availability

Linkage: gopher://gopher.cni.org/Coalition FTP

archives/Publicly accessible documents/GILS/Policy

documents

Corresponding Element: USMARC Tag 856$u

7.4.7 Available Linkage Type: This subelement occurs if

there is an Available Linkage described. It provides

the data content type (i.e., MIME) for the referenced

URI.

Mandatory: N

Repeatable: N

Controlled: N

Usage Guidelines: Give the type of content of the linkage available as defined in MIME (Multipurpose Internet Mail Extensions), RFCs 1521 and 1522. Possible content types include plain text, richtext, pdf, jpeg, mpeg, and many others.

Examples:

Availability

Linkage Type: text/plain

Availability

Linkage Type: image/tiff

Corresponding Elements: USMARC Tag 856 1st indicator / 856$27.5 Control Identifier: This element is defined by the information provider and is used to distinguish this locator record from all other GILS Core entries. The control identifier should be distinguished with the record source agency acronym as provided in the U.S. Government Manual.

Mandatory: Y

Repeatable: N

Controlled: Y

Usage Guidelines: Create a unique identifying number for each GILS Core entry. The control identifier will consist of two parts: an identifying acronym followed by a control number.

For those agencies with acronyms listed in the U.S. Government Manual, the acronym found there can be used as the identifying acronym. It will be dependent upon the agency to develop internal procedures to ensure that two subordinate units do not assign the same identifying number to different GILS Core entries. Agencies will have to decide on their own if subordinate regional bodies should have separate GILS control identifiers, or if agency records should be coordinated through a central GILS office.

For some agencies the U.S. Government Manual does not list an acronym. In other cases, a subordinate portion of an agency may not be listed in the Manual, but that unit may wish to create its own GILS entries. In these cases, the information provider should use the common acronym for its agency, office, or division, after first checking in the GILS system to see if any other agency has already adopted that acronym for its records. The information provider may wish to begin its control identifier with an acronym found in the Manual for a unit administratively superior to the information provider.

The number following the agency acronym may reflect existing agency conventions for the numbering of information systems. It might also be a number that uniquely identifies the record as it is maintained by the record source agency. Agencies may also wish to consider a scheme that would allow for the easy identification of that subset of GILS entries the agency considers to be GILS Core entries. Numbers 0000 to 1000 could, for example, be reserved for GILS Core entries, and numbers above 5000 used for other GILS entries.

Examples:

1. Control Identifier: USGS00145

[The acronym for the United States Geological Survey appears

in the U.S. Government Manual.]

2. Control Identifier: USPS00007

[The acronym for the United States Postal Service does not

appear in the U.S. Government Manual, but is commonly known.

There is no superior body.]

3. Control Identifier: NARA/NN1345

[The internal acronym for the Office of the National

Archives does not appear in the U.S. Government Manual.

NARA internal policy stipulates that all GILS Core entries

from NARA units begin with NARA]

 

Corresponding Elements: USMARC Tag 001 7.6 Controlled Vocabulary: This element is a grouping of

subelements that together provide any controlled vocabulary

used to describe the resource and the source of that

controlled vocabulary.

Mandatory: N

Repeatable: Y

Usage Guidelines: A central purpose of GILS is to help the public locate and access government information of possible interest or use. In order to be able to identify government information of interest, there must be some indication in the GILS Core entry as to what any information resource is about. One method of identifying possible GILS entries of interest will be provided through the ability in GILS to search the entire text of the entry, including the narrative description in the ABSTRACT element. More precise search results can be achieved through the use of the CONTROLLED VOCABULARY element. Agencies can use the INDEX TERMS-CONTROLLED subelement found in the CONTROLLED VOCABULARY element to record specific terms indicating the topic or topics to which the information resource pertains.

It is important that the description of each GILS entry be as complete, accurate, current, and consistent as is possible if the promise of effective searching in a distributed computing environment is to be met. While the same information resources may be described differently to different audiences, consistency and appropriateness in description intended to be utilized both within one audience and between audiences will assist in the usefulness of the GILS.

In some cases it may be desirable to use terms from two or more thesauri. If this is the case, multiple CONTROLLED VOCABULARY elements should be used.

7.6.1 Index Terms-Controlled: This subelement is a grouping of descriptive terms drawn from a controlled vocabulary source to aid users in locating entries of potential interest. Each term is provided in the subordinate repeating field: Controlled Term.

Mandatory: N

Repeatable: N

Controlled: Y

Usage Guidelines: Identify significant subjects that apply to the information resource including broad concepts and unusual aspects of the system or product. Use topical subject headings consisting of general subject terms or names of events or objects from a formally registered thesaurus or similar authoritative source of the controlled index terms. Follow the guidelines of the thesaurus or similar authoritative source for subdividing the topical term. Multiple subjects should be identified through the use of multiple Controlled Term subordinate elements.

7.6.2 Thesaurus: This subelement provides the reference to a formally registered thesaurus or similar authoritative source of the controlled index terms. Notes on how to obtain electronic access to or copies of the referenced source should be provided, possibly through a Cross Reference to another locator record that more fully describes the standard and its potential application to locating GILS information.

Mandatory: N

Repeatable: N

Controlled: N

Usage Guidelines: List the name of any external source of the controlled index terms that are used in the Controlled Term subordinate element. Registered thesauri are found in the USMARC Code List for Relators, Sources, Description Conventions published and maintained by the Library of Congress. Examples of registered thesauri include Library of Congress Subject Headings (LCSH) and Medical Subject Headings (MeSH). If the registered or otherwise authoritative thesaurus is available on-line, provide information on how to access it in the CROSS REFERENCE element.

The THESAURUS subelement can be presented in parentheses before the Index Term, with multiple terms separated by a semi-colon and a space. Alternatively the terms can be indented under the Controlled Vocabulary label.

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Examples

1. Controlled Vocabulary (LCSH): MARC System--United

States--Format; Machine-readable bibliographic data--

Standards--United States.

2. Controlled Vocabulary (MeSH): Aorta; Abdominal -

surgery; Kidney - abnormalities; Thrombosis - surgery

Corresponding Element: USMARC Tag 650

7.7 Cross Reference: This element is a grouping of subelements

that together identify another locator record likely to be

of interest.

Mandatory: N

Repeatable: Y

Usage Guidelines: Most of the GILS Core entry is devoted to the description of a discrete automated information system or an information dissemination product, or an aggregation of such systems or products. Other information may exist that would be of possible interest to the user of the entry. The CROSS REFERENCE subelements offer a way to describe related information resources. In addition, the element can be used to provide links to the thesauri identified in the CONTROLLED VOCABULARY - THESAURUS or GEOGRAPHIC NAME elements.

Related information resources are identified and described using the following subelements:

7.7.1 Cross Reference Title: This subelement provides a

human readable textual description of the cross

reference.

Mandatory: Y

Repeatable: N

Controlled: N

Usage Guidelines: Provide the title of an additional

information resource that supplements or clarifies the

locator record.

7.7.2 Cross Reference Linkage: This subelement provides the

machine readable information needed to perform the

access (i.e., UBI).

Mandatory: Y

Repeatable: N

Controlled: N

Usage Guidelines: If the item being described is available

via remote access, provide the relevant information needed

to access it. Currently the Uniform Resource Locator (URL)

provides a standard syntax for locating an object using

Internet protocols. If the item is another GILS record,

give the Control Number preceded by the designation "GILS:".

Instructions for connecting to non-Internet hosts should be

in a form that can be interpreted by the non-Internet host,

and may include notation as to method of access, site, or

path.

7.7.3 Cross Reference Type: This subelement occurs if there

is a Cross Reference Linkage and provides the data

content type (i.e., MIME) for the referenced UBI.

Mandatory: Y

Repeatable: N

Controlled: N

Usage Guidelines: Give the type of content of the linkage

available as defined in MIME (Multipurpose Internet Mail

Extensions), RFCs 1521 and 1522. Possible content types

include plain text, richtext, pdf, jpeg, mpeg, and many

others.

Examples:

Cross Reference

Title: Geographic Names Information System

Linkage: GILS USGS0013

Type: text/plain

Cross Reference

Title: 1990 Census LOOKUP

Linkage: http://cedr.lbl.gov/cdrom/doc/lookup_doc.html

Type: text/html

Corresponding Elements: USMARC Tags 787 and 856 7.8 Date of Last Modification: This element identifies the

latest date on which this locator record was created or

modified.

Mandatory: Y

Repeatable: N

Controlled: Y

Usage Guidelines: This element is used initially to record the

date of the creation of the GILS Core entry. The value of the

element changes with any subsequent modifications. Only the date

of the last modification of the entry needs be included in the

GILS Core entry, but agencies may wish to track the date of the

initial creation of the GILS record as well in a local defined

element.

Values for day and month, and for years, should be recorded

according to the Representation for Calendar Date and Ordinal

Date for Information Interchange (ANSI X3.30), adopted as Federal

Information Processing Standard 4-1. The date is expressed in

numeric characters in the format YYYY for years; YYYYMM for a

month of a year; and YYYYMMDD for a day of a year. Use numbers

to designate months, with 01 designating January and 12

designating December. Use leading zeroes when appropriate. Use

two dashes to indicate unknown dates.

Example

Date of Last Modification: 19941006

 

Corresponding Element: USMARC Tag 0057.9 Local Subject Index: This element is a grouping of

descriptive terms to aid users in locating resources of

potential interest, but the terms are not drawn from a

formally registered controlled vocabulary source. Each term

is provided in the repeating subelement: Local Subject

Term.

Mandatory: N

Repeatable: N (The Local Subject Term subelement is repeatable)

Controlled: N

Usage Guidelines: Because consistency of description will be

important if GILS is to realize its potential as a distributed

network resource, the use of a recognized thesaurus is to be

preferred. In certain cases, however, a formally registered

thesaurus or similar authoritative source of controlled index

terms may not be available, or the available thesauri may not

properly identify all of the appropriate subject headings. The

LOCAL SUBJECT INDEX element may be used to supplement an existing

thesauri or in the absence of an acceptable listing. Agencies

may find it desirable to control locally the terms used in the

LOCAL SUBJECT TERM subelement.

In the LOCAL SUBJECT INDEX, identify significant subjects that

apply to the information resource including broad concepts and

unusual aspects of the system or product. Use topical subject

headings consisting of general subject terms or names of events

or objects.

One recommended convention is to use the LOCAL SUBJECT INDEX

element to identify those locator records that are part of the

GILS Core. These records should include the term "US Federal

GILS."

Examples:

1. Local Subject Term: Vietnam Conflict

2. Local Subject Term: Amnesty

3. Local Subject Term: Uniform code of military justice

4. Local Subject Term: US Federal GILS

Corresponding Elements: USMARC Tag 653$a

7.10 Methodology: This element identifies any specialized tools,

techniques, or methodology used to produce this information

resource. The validity, degree of reliability, and any

known possibility of errors should also be described.

Mandatory: N

Repeatable: N

Controlled: N

Usage Guidelines: In some cases, it is necessary to know the

methodology used to produce an information resource before one

can decide whether it is likely to be of use. Provide here

information concerning significant methodological characteristics

of the information resource. Examples of items that might be

discussed include the algorithm, universe description, sampling

procedures, classification, or validation characteristics. Do

not go into the amount of detail that would be provided in the

information resource itself. If necessary, provide a sentence

such as: "For more details, see the accompanying documentation."

Examples:

1. Methodology: Comparison of visible plume outlines with 39

plumes (Chalk Point-14, Paradise-13, Linen-12); measured

source and ambient conditions were input for the validation

tests for each of the 39 runs.

2. Methodology: Study utilized a stratified, multistage

sampling procedure in three stages: (1) sampling points were

selected; (2) households were selected within each sampling

point; and (3) individuals were selected within each

household. Further sampling information can be found in the

codebook.

Corresponding Elements: USMARC Tag 567

7.11 Original Control Identifier: This element is used by the

record source to refer to another GILS locator record from

which this locator record was derived.

Mandatory: N

Repeatable: N

Controlled: Y

Usage Guidelines: In certain cases, the same information

resource may be described differently for different audiences.

Intermediaries may also wish to modify or expand existing GILS

Core entries. This element provides a means through which users

can determine that while the information description of two

records may differ, one is a derivative of the other.

Provide in this element the GILS Control Identifier on the

original record from which the modified record is derived.

Example:

Original Control Identifier: USGS0013

Corresponding Element: USMARC Tag 0357.12 Originator: This element occurs once per locator record.

It identifies the information resource originator, named as

in the U.S. Government Manual where applicable.

Mandatory: Y

Repeatable: N

Controlled: Y

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Usage Guidelines: It is very important that the form of the name of the originating agency be consistent in an agency's GILS Core entries. It is also essential that there be government-wide consistency throughout the GILS information system. As the final report of the GILS cooperative study noted, "if a user was interested in finding all information resources by the Environmental Protection Agency listed in GILS servers, the user could search on "environmental protection agency." Yet if some GILS Core entries refer to the agency as "EPA" or "Environ. Protec. Agen.," these records may not be returned, and the user would not retrieve potentially relevant GILS Core entries." The following guidelines have been developed in order to ensure consistency.

Enter the full name of the organizational unit that created and maintains the information dissemination product or information system. Generally speaking, the creating organizational unit will be part of a department, agency or bureau. List the bureaucratic hierarchy of the organizational unit, including Department/Independent Agency Name, Major Organizational Subdivision, Minor Organizational Subdivision(s), and Name of Unit (that created the information resource). Give the hierarchy in locally-defined subelements. Do not use abbreviations. Agencies may also include if they wish for display purposes the familiar name of the agency in a separate locally-defined Familiar Name subelement.

Use the form of the name as listed in the U.S. Government Manual.

For agency components not listed in the Manual, record in the

relevant subelements the official form of name of the

subdivisions.

Examples:

1. Originator

Department/Agency Name: Department of Health and Human

Services

Major Organizational Subdivision: Public Health Service

Minor Organizational Subdivision: National Institutes of

Health

Minor Organizational Subdivision: National Library of

Medicine

Minor Organizational Subdivision: Lister Hill National

Center for Biomedical Communications

Name of Unit: Educational Technology Branch

2. Originator

Department/Agency Name: National Archives and Records

Administration

Name of Unit: Office of Records Administration

 

Corresponding Elements: USMARC Tag 710$a / SF 115 From (Agency

or Establishment)/Major Subdivision/Minor Subdivision / NA 14028

Name and Address of Principal Program Office Supported by the

System

7.13 Point of Contact for Further Information: This element

identifies an organization, and a person where appropriate,

serving as the point of contact plus methods that may be

used to make contact. This element consists of the

following subelements:

Contact Name

Contact Organization

Contact Street Address

Contact City

Contact State

Contact Zip Code

Contact Country

Contact Network Address

Contact Hours of Service

Contact Telephone

Contact Fax

Mandatory: Y

Repeatable: N

Controlled: N

Usage Guidelines: Complete as many of the subordinate fields as are necessary to identify the organization and individual responsible for the content of the information dissemination product or automated information system. For Name, it is generally wisest to use the name of an office. For State, use the two character mail abbreviation for the state or appropriate mail abbreviation for a province. For Zip Code, use the nine- digit zip code, if available. Otherwise, use the five-digit zip code or other postal code of the address. To be fully effective, the data in this field must be kept current.

Example:

Point of Contact
Name: HBCU Program Manager
Organization: Defense Technical Information Center
Street Address: Cameron Station, Building 5
City: Alexandria
State: VA
Zip Code: 22304-6145
Country: USA
Network Address: reghelp@dgis.dtic.dla.mil
Hours of Service: 6:00 a.m. - 5:30 p.m.
Telephone: (703) 274-3848B Fax: (703) 274-9307

Corresponding Elements: USMARC Tag 856$m for electronic resources / USMARC Tags 270 and 301 / SF 115 Name of Person with Whom to Confer and Telephone / NA Form 14028 Agency Contacts7.14 Purpose: This element describes why the information resource is offered and identifies other programs, projects, and legislative actions wholly or partially responsible for the establishment or continued delivery of this information resource. This description may include the origin and lineage of the information resource, and related information resources.

Mandatory: Y

Repeatable: N

Controlled: N

Usage Guidelines: Information resources are developed to meet

specific agency requirements. The ABSTRACT element contains data

about the content and operation of the information resource. The

PURPOSE element provides a description of the function of the

information resource. It should give the reason why the

information resource was created. In some cases the best way to

explain why an information resource was created will be through a

discussion of the evolution of thinking that led to the current

automated information system or information dissemination

product.

Use the AGENCY PROGRAM element to describe the general

authorization for the information resource and to provide a

reference to specific legislation authorizing the resource.

Examples:

1. Automated System Locator

Purpose: The ATSDR Hazardous Substance Data Management System

(HazDat) was developed to facilitate the location of information

on the release of hazardous substances from Superfund sites or

from emergency events. The detailed level of the HazDat site

location variables and hazardous substance description variables

enables government scientists and other researchers to follow-up

and document detailed changes in the presence of a hazardous

substance and its harmful effects.

2. Locator Example

Purpose: The Historically Black College and University Program

provides eligible institutions with scientific and technical

information and assistance at no cost. The program is intended

to enhance the institutions' capabilities for winning DOD

contracts as well as enhancing the academic environment at the

undergraduate and graduate level.

3. Product Locator

Purpose: This guide was written as part of an instructional

series to help agencies create adequate and proper documentation

of their activities, differentiate permanent from temporary

records, set up appropriate filing or storage systems, develop

retrieval mechanisms, and monitor the physical conditions under

which records are stored.

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Corresponding Elements: USMARC Tag 500 / SF 115 Description of

Item (Series Description) / NA 14028 Purpose/Function of System7.15 Record Source: This element identifies the organization, as

named in the U.S. Government Manual, that created or last

modified this locator record.

Mandatory: Y

Repeatable: N

Controlled: Y

Usage Guidelines: Give the name of an organization, and normally

the name of the unit, that has created this GILS Core entry. In

some cases this will be the same as the unit named in the

ORIGINATOR element that created the information resource

described in the locator record. In other cases a different unit

of an agency will be assigned the responsibility for creating

GILS Core entries; this unit is identified in this element.

For those agencies and offices listed in the U.S. Government

Manual, the form of the name as found in the Manual must be used

in the GILS Core entries. There are many offices, departments,

and divisions not listed in the Manual, however, that may wish to

be listed as the originator of a GILS Core entry. For components

not listed in the Manual, give as the originator the official

form of name of the subdivision. Follow the official form of the

name of the originator with the full administrative hierarchy for

the organization, including Department/Independent Agency Name,

Major Organizational Subdivision, Minor Organizational

Subdivision(s), and Name of Unit (that created the information

resource). Do not use abbreviations. As with the ORIGINATOR

element, it is important that the form of the name be strictly

controlled.

Examples:

1. Record Source

Department/Agency Name: Department of the Interior

Major Organizational Subdivision: Office of the

Assistant Secretary for Water and Science

Minor Organizational Subdivision: United States

Geological Survey

Name of Unit: National Mapping Division

2. Record Source

Department/Agency Name: National Archives and Records

Administration

Major Organizational Subdivision: Policy and

Information Resources Management Services

Name of Unit: Policy and Planning Division

Corresponding Elements: USMARC Tag 0407.16 Sources of Data: This element identifies the primary

sources or providers of data to the system, whether within

or outside the agency.

Mandatory: Y if the resource referenced by this GILS Core entry

is an automated information system

Repeatable: N

Controlled: N

Usage Guidelines: Give information about the primary sources or

providers of data to the system. State if the information in the

system is generated by the agency, or if it is received by the

system from outside the agency. Examples of the source of

information for a system from outside the agency include

corporations doing business in the U.S., broadcast license

holders, or another Federal agency.

Example:

Sources of Data: Foreign trade data are received monthly from

the Bureau of Census (6 million records annually). Vessel data

(40,000 records) and itinerary data (400,000 records) are

received quarterly from Lloyd's Maritime. Port facility data is

primarily from Corps of Engineers.

 

Corresponding Elements: USMARC 500 / SF 115 Description of Item

(Series Description) / NA Form 14028 Sources of Data7.17 Spatial Reference (Spatial Domain): This element is a

grouping of subelements that together provide the geographic

reference for the information resource. Geographic names

and coordinates can be used to define the bounds of

coverage. Although described here informally, the spatial

object constructs should be as defined in FIPS 173, "Spatial

Data Transfer Standard."

7.17.1 Bounding Coordinates (Bounding Rectangle): This

subelement provides the limits of coverage expressed by

latitude and longitude values in the order:

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West Bounding Coordinate (Western-most longitude)

East Bounding Coordinate (Eastern-most longitude)

North Bounding Coordinate (Northern-most latitude)

South Bounding Coordinate (Southern-most latitude)

Mandatory: N

Repeatable: N

Controlled: Y

Usage Guidelines: FIPS 173 and the GILS Application Profile

use slightly different terminology for the elements and

values in Spatial Reference. The FIPS terminology is given

here, followed by the Application Profile terminology in

parentheses after each element.

The following conventions for recording latitude and

longitude in this element are adopted from Content Standards

for Digital Geospatial Metadata:

Values for latitude and longitude shall be expressed as

decimal fractions of degrees. Whole degrees of latitude

shall be represented by a two-digit decimal number ranging

from 0 through 90. Whole degrees of longitude shall be

represented by a three-digit decimal number ranging from 0

through 180. When a decimal fraction of a degree is

specified, it shall be separated from the whole number of

degrees by a decimal point. Decimal fractions of a degree

may be expressed to the precision desired.

Latitudes north of the Equator shall be specified by a plus

sign (+), or by the absence of a minus sign (-), preceding

the two digits designating degrees. Latitudes south of the

Equator shall be designated by a minus sign (-) preceding

the two digits designating degrees. A point on the Equator

shall be assigned to the Northern Hemisphere.

Longitudes east of the prime meridian shall be specified by

a plus sign (+), or by the absence of a minus sign (-),

preceding the three digits designating degrees of longitude.

Longitudes west of the meridian shall be designated by a

minus sign (-) preceding the three digits designating

degrees. A point on the prime meridian shall be assigned to

the Eastern Hemisphere. A point on the 180th meridian shall

be assigned to the Western Hemisphere. One exception to

this last convention is permitted. For the special

condition of describing a band of latitude around the earth,

the East Bounding Coordinate data element shall be assigned

the value +180 (180) degrees.

Any spatial address with a latitude of +90 (90) or -90

degrees will specify the position at the North or South

Pole, respectively. The component for longitude may have

any legal value.

With the exception of the special condition described above,

this form is specified in Department of Commerce, 1986.

Representation of geographic point locations for information

interchange (FIPS 70-1).

Example:

Spatial Reference

Bounding Coordinates

Western-most longitude: -179

Eastern-most longitude: -60

Northern-most latitude: 72

Southern-most latitude: 18

 

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Corresponding Elements: USMARC Tags 255$c and 034$d,

034$e, 034$f, and 034$g

 

7.17.2 Geographic Name: This subelement identifies

significant areas and/or places within the coverage

through two associated constructs:

Geographic Keyword Name

Geographic Keyword Type

Mandatory: N

Repeatable: Y

Controlled: N

Usage Guidelines: This subelement provides information

about the geographic area associated with information in

words, rather than numerically as with BOUNDING RECTANGLE.

Provide here the names of the areas found within the

coverage of the information resource and about which there

is significant information.

As with INDEX TERMS - CONTROLLED, there are many possible

sources for the names used in this subelement. A preferred

source of the names and types is the Geographic Names

Information System maintained by the U.S. Geologic Survey.

Alternatively, another register of names, such as Library of

Congress Subject Headings, could be used as a source for

geographic keywords. It would be desirable to include a

code for the thesaurus used. If the thesaurus is available

on-line, information on how to access it can be given in the

CROSS REFERENCE element. As with the THESAURUS subelement,

the name of the thesaurus should be presented in parentheses

before the Geographic Name term, with multiple terms

separated by a semi-colon and a space.

Examples:

1. Geographic Keyword Name (GNIS): United States

2. Geographic Keyword Name (LCSH): Mississippi River

Corresponding Elements: USMARC Tag 651 (Keyword Name) and

655 (Keyword Type)7.18 Schedule Number: This element is used to record the

identifier associated with the information resource for

records management purposes.

Mandatory: Y when the GILS Core entry is intended to meet the

obligation of Federal agencies to inventory

automated information systems or other records

series for records management purposes.

Repeatable: N

Controlled: Y

Usage Guidelines: Federal agencies may wish to use GILS Core

entries to inventory their information systems for records

management purposes, as described in OMB Bulletin 95-01 and NARA

Bulletin 95-03. In order to do so, they must prepare a GILS Core

entry for each individual automated information system or other

records series. If the records of the Federal automated

information system or other records series described in the GILS

Core entry are identified on an approved agency records schedule,

Standard Form 115 (SF 115), the notation "Scheduled:" followed by

the NARA-approved job number and item number as found on the

records schedule should be recorded in this element. If the

records of the Federal automated information system or other

records series described in the GILS Core entry are not covered

by a NARA-approved records schedule, the value "Not scheduled"

should be entered in this element. General Records Schedules

(GRS) must not be cited for permanent records.

Some agencies may maintain information system inventories with

thousands of records. In these instances, to facilitate public

access to the information, agencies may choose to aggregate

numerous similar descriptions into a single GILS Core locator

entry. Any entry for aggregated information systems must clearly

identify the number and scope of the items aggregated. Such

entries cannot be used to satisfy records management obligations.

Because individual descriptions will still need to be reported to

NARA to meet inventorying requirements, agencies may decide to

aggregate descriptions only in those instances where public

access is enhanced.

Examples:

Schedule Number: Scheduled: NC1-442-80-008/117A

Schedule Number: Scheduled: N1-220-93-008

Schedule Number: Scheduled: GRS 3, Item 13

Schedule Number: Not scheduled

Corresponding Element: USMARC Tag 583$a and $b / SF 115 Job

Number / NA 14028 Previous Disposition Job7.19 Supplemental Information: Through this element, the record

source may associate other descriptive information with the

GILS Core entry.

Mandatory: N

Repeatable: N

Controlled: N

Usage Guidelines: This element is used when agencies wish to

convey to the public or use for internal purposes information

that is not part of the GILS Core. Whenever possible, such

supplemental information should be associated with one of the

GILS Core Elements as a locally-defined subelement to the Core

Element. The subelement should be given a text tag to identify

it. Only when the locally-defined element cannot be accommodated

in one of the other GILS Core elements should it be recorded in

SUPPLEMENTAL INFORMATION. Again, a text tag should precede the

information identifying the element.

 

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Corresponding Element: USMARC Tag 5007.20 Time Period of Content: This provides time frames

associated with the information resource, in one of two

forms:

Time period-structured: Time described using the USMARC

prescribed structure.

Time period-textual: Time described textually.

Mandatory: N

Repeatable: Y

Controlled: Y [for Time period-structured]

Usage Guidelines: Provide in the TIME PERIOD OF CONTENT element

the time span of the content or subject matter of the information

resource. This may not necessarily be the time period of

creation of the information resource. A database on Mesozoic

geology, for example, would indicate that the TIME PERIOD OF

CONTENT was from 225 Million B.C. to 70 Million B.C. (or record

it as Mesozoic), even if the database itself was created from

1976-1984.

The TIME PERIOD OF CONTENT may be recorded in a structured

fashion, as text, or as both. Because the data in this element

is intended primarily to serve the public, it may be desirable to

record both. The structured form makes possible range searches

of dates. The textual form is easily interpreted when displayed.

The GILS Application Profile suggests that the TIME PERIOD-

STRUCTURED be given according to the USMARC prescribed format.

The following conventions are adopted from the interpretation of

the MARC practices found in Content Standards for Digital

Geospatial Metadata. The following conventions for forms of

values in date elements should be used:

A.D. Era to 31 December 9999 A.D.

Values for day and month, and for years, should be recorded

according to the Representation for Calendar Date and

Ordinal Date for Information Interchange (ANSI X3.30),

adopted as Federal Information Processing Standard 4-1. The

date is expressed in numeric characters in the format YYYY

for years; YYYYMM for a month of a year; and YYYYMMDD for a

day of a year. Use numbers to designate months, with 01

designating January and 12 designating December. Use

leading zeroes when appropriate. Use two dashes to indicate

unknown dates.

B.C. Era to 9999 B.C.

Values for day and month, and for years, should be recorded

as above, but preceded by the lower case letters "bc".

Hence the date is expressed in numeric characters in the

form bcYYYY for years; bcYYYYMM for a month of a year (with

the month expressed as a number); and bcYYYYMMDD for a day

of a year.

B.C. Era before 9999 B.C.

Only the year should be recorded in as many numeric

characters as are needed to represent the number of the year

B.C. The value should be preceded by the lower case letters

"cc", i.e., ccYYYYYYYYY.

A.D. Era after 9999 A.D.

Values for the year shall consist of as many numeric

characters as are needed to represent the number of the year

A.D., preceded by the lower case letters "cd", i.e.,

cdYYYYYYY.

If the time period of the content is a range of dates, separate

the dates in the range by a dash. If the time period of the

content of the information resource is on-going, leave the second

date blank.

The TIME PERIOD-TEXTUAL subelement also contains information on

the time period covered by the contents of the information

resource, but recorded as words rather than in coded form.

Examples

1. Time Period-Structured: 19890428-

Time Period-Textual: 28 April 1989 - [ongoing]

2. Time Period-Structured: 1775-1993

3. Time Period-Structured: cc225000000-cc70000000

Time Period-Textual: Mesozoic

 

Corresponding Elements: USMARC Tags 045$c, 513 7.21 Title: This element conveys the most significant aspects of

the referenced resource and is intended for initial

presentation to users independently of other elements. It

should provide sufficient information to allow users to make

an initial decision on likely relevance. It should convey

the most significant information available, including the

general topic area, as well as a specific reference to the

subject.

Mandatory: Y

Repeatable: N

Controlled: N

Usage Guidelines: The title provides the name of the information

resource as assigned by the agency. For automated information

systems and locators to information dissemination products, the

title is the officially assigned name for the system. If the

system or locator is known by an acronym, include the acronym in

a subelement. For information dissemination products, this may

be the title found on the title page of a book or the functional

equivalent for other media. If the officially assigned title is

an acronym or initialism, give the expanded title as well.

If there is no assigned title or commonly used name, a brief

title must be assigned. An assigned title might include the name

of the creator of the information resource, the form of the

material comprising the resource, and possibly a phrase

reflecting the function, activity, subject, location, form of

material, dates, or theme of the information resource.

Examples:

1. Automated System Locator

Title: Grain Monitoring System

Acronym: GMS

2. Multi-product Locator

Title: How to Get It: A Guide to Defense Related Resources

3. Product Locator

Title: The United States Government Manual

 

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Corresponding Elements: USMARC Tag 245$a / SF 115 Description of

Item (Series Title) / NA 14028 System Title7.22 Use Constraints: This element in some cases may contain the

value "None." It describes any constraints or legal

prerequisites for using the information resource or its

component products or services. This includes any use

constraints applied to assure the protection of privacy or

intellectual property and any other special restrictions or

limitations on using the information resource.

Mandatory: Y

Repeatable: N

Controlled: N

Usage Guidelines: Provide information about the terms governing

the use of the information resource after access has been

provided. Use may be limited by copyrights, film rights, trade

restrictions, or other restrictions on the right to reproduce,

publish, exhibit, prepare derivative works, or otherwise use the

information dissemination product or automated information

system. In addition, some uses of the information may be

inappropriate. A resource may have certain statistical

limitations, for example, or may be limited in its utility. A

disclaimer to that effect may be included here.

If use of the information resource is restricted, it is necessary

to describe explicitly the source of the restriction. Provide

information if possible relating to the jurisdiction,

authorization, and length of the constraint. Include as well the

date the restriction will be lifted, if applicable.

If there are no constraints on the use of the information

resource, give the value "None."

Examples:

1. Use Constraints: Copyright restrictions, as governed by the

Copyright Act of 1976 (17 U.S.C.), apply. Written releases

from the owners of these rights are required before the

originals or copying elements will be available for

duplication and sale.

2. Use Constraints: This data and information has been

approved for release by the Director of the United States

Geological Survey (USGS) on condition that neither the USGS

nor the United States Government may be held liable for any

damages resulting from its authorized or unauthorized use.

3. Use Constraints: Not to be used for navigation.

Corresponding Elements: USMARC Tag 540 8.0 APPENDIX A: EXAMPLES OF FULL GILS CORE ENTRIES

GILS LOCATOR: INFORMATION PRODUCT

Title: Sound Recordings: Voices of World War II, 1937-1945

Acronym:

Originator: Department/Agency Name: National Archives and

Records Administration

Local Subject Index:

Local Subject Term: US Federal GILS

Abstract: This pamphlet describes sound recordings documenting

Federal activities during World War II available for reproduction

from the National Archives and Records Administration.

Purpose: This list of recordings is available to the public in

order to raise awareness of NARA's holdings of sound recordings

relating to World War II.

Agency Program: This pamphlet represents one facet of NARA's

mission to preserve and make available the permanently valuable

records of the Federal government.

Availability:

Distributor:

Name: Publications Sales Office (NECD)

Organization: National Archives and Records

Administration

Street Address: 8th and Pennsylvania Avenue, N.W.

City: Washington

State: DC

Zip Code: 20408

Country: USA

Network Address:

Telephone: 800-234-8861

Fax: </strong>

Order Process: This pamphlet is available without charge by

writing to the Publications Sales Office at the address

provided.

Availability:

Distributor:

Name: CLIO Gopher/WWW Server

Organization: National Archives and Records

Administration

Network Address: postmaster @nara.gov

Order Process: This pamphlet is available through the

Internet through a gopher client (gopher.archives.gov).

Once in the gopher, the menu selections will be:

Information about NARA holdings; Information about

records retained by Washington, DC area repositories;

Audiovisual records; Sound; 1930-present.

Technical Prerequisites: Access to Internet and a

gopher, http, or gophermail client.

Available Linkage: gopher://gopher.archives.gov

Available Linkage Type: text/plain

Access Constraints: None

Documentation:

Use Constraints: None

Point of Contact:

Name: Motion Picture, Sound, and Video Branch (NNSM)

Organization: National Archives and Records Administration

Street Address: 8601 Adelphi Road

City: College Park

State: MD

Zip Code: 20740-6001

Country: USA

Network Address: mopix@archives.gov

Hours of Service: 8:45 a.m. - 5:15 p.m.

Telephone: 301-837-0526

Fax: 301-837-3620

Supplemental Information:

Schedule Number: N1-64-87-1

Control Identifier: NARA0001

Record Source:

Department/Agency Name: National Archives and Records

Administration

Date of Last Modification: 19941219

GILS LOCATOR: PRIVACY ACT SYSTEM

Privacy Act system field names are in parentheses at the end of

each GILS Core Element in this example.

Title: Researcher Application Files (System Name)

Acronym: NARA 1

Originator: Department/Agency Name: National Archives and

Records Administration

Local Subject Index:

Local Subject Term: US Federal GILS

Abstract: This Privacy Act system consists of applications to

use records held by the National Archives including the

individual's name, address, telephone number, occupation,

research topic, educational level, and field of interest. At

some NARA locations, the system includes an electronic database

containing the information from applications. (Categories of

records in the system)

Purpose: The system's records are used by NARA employees to

register individuals who apply to use original records for

research at a NARA facility; to record initial research interests

of researchers; to determine which records the individual should

use; to provide a means of contacting the individual if

additional information of research interest to him or her is

found, or if problems with the records are discovered; and to

mail notices of events and programs of interest to users of the

records. Information in the electronic database will be used by

selected staff as a finding aid, to compile statistical reports

regarding researcher use of records, and to facilitate the

preparation of mailing lists. (Routine uses of records

maintained in the system, including categories of users and the

purposes of such uses.)

Agency Program: This system supports a major part of NARA's

mission to preserve and make available the permanently valuable

records of the Federal government, as well as those held at the

Regional Archives and Presidential Libraries. (no field)

Authorized under 44 U.S.C. 2108, 2203(f)(1), and 2907.

(Authority for maintenance of the system)

Availability:

Distributor: (System manager(s) and address)

Name: Assistant Archivist for the National Archives

Organization: Office of the National Archives

Street Address: 8th and Pennsylvania Avenue, N.W.

City: Washington

State: DC

Zip Code: 20408

Country: USA

Network Address:

Telephone: 202-501-5300

Fax: 202-219-1543

Distributor:

Name: Assistant Archivist for Special and Regional

Archives

Organization: Office of Special and Regional Archives

Street Address: 8th and Pennsylvania Avenue, N.W.

City: Washington

State: DC

Zip Code: 20408

Country: USA

Network Address:

Telephone: 202-501-5504

Fax: 202-208-7559

Distributor:

Name: Assistant Archivist for Presidential Libraries

Organization: Office of Presidential Libraries

Street Address: 8th and Pennsylvania Avenue, N.W.

City: Washington

State: DC

Zip Code: 20408

Country: USA

Network Address:

Telephone: 202-501-5700

Fax: 202-501-5709

Order Process: Requests for these records should be

addressed to the Assistant Archivist for the National

Archives, the directors of the Presidential Libraries, or

the directors of the Regional Archives, depending on where

individuals have used records. In writing, the individual

should provide full name, address, telephone number, and the

approximate date the records were used. Individuals

requesting their own records may have additional options for

ordering records. Only general inquiries may be made by

telephone. (Record access procedures)

Access Constraints: This is a system of records under the

Privacy Act. Information in the system may be exempt from

disclosure under provisions of the Privacy Act.

Use Constraints: None.

Point of Contact:

Name: User Services Division

Organization: Office of the National Archives

Street Address: 6801 Adelphi Road

City: College Park

State: MD

Zip Code: 20740-6001

Country: USA

Network Address:

Hours of Service:

Telephone: 301-713-6770

Fax: 301-713-6920

Supplemental Information:

Schedule Number: N1-64-90-1

Control Identifier: NARA0002

Record Source:

Department/Agency Name: National Archives and Records

Administration

Date of Last Modification: 19941216

GILS LOCATOR: AUTOMATED INFORMATION SYSTEM

Title: Retained Records Database

Acronym: RET

Originator

Department/Agency Name: National Archives and Records

Administration

Name of Unit: Office of Records Administration

Local Subject Index

Local Subject Term: US Federal GILS

Abstract: The Retained Records Database (RET) contains

descriptions of unscheduled records as well as scheduled records

that other Federal agencies have not transferred to the National

Archives. Information contained in the database also includes

the conditions under which the records are maintained, where they

are located, the contact person, a tickler date indicating when

the records should be re-evaluated, and scheduling data. The

History File contains records previously listed in RET that have

now been transferred to the National Archives or a Federal

Records Center. The Oral History File contains descriptions of

oral history projects through 1992. Routine updates and

additions to the system occur semi-annually.

Begin Date: 1990

Purpose: RET was created to provide a centralized source of

information about older series of permanent or potentially

permanent records maintained in agency custody so that these

records can be tracked and eventually transferred to the National

Archives.

Agency Program: 44 U.S.C. 29 authorizes the Archivist of the

United States to undertake certain records management functions.

Time Period of Content: 1755 -

Availability

Distributor

Name: Office of Records Administration

Organization: National Archives and Records

Administration

Street Address: 8601 Adelphi Road

City: College Park

State: MD

ZIP Code: 20740

Country: USA

Telephone: 301-713-6677

Fax: 301-837-3699

Order Process: Currently, there is no on-line access to the

system outside of the Office of Records Administration.

Printouts from the system may be requested by calling or

writing the Office. The first 100 pages are free;

additional pages cost $.20 per page. Fees may be paid in

cash, by check or money order payable to the National

Archives Trust Fund and must be paid in advance.

Technical Prerequisites: Connection to ICASS, IBM-PC

compatible microcomputer

Sources of Data: The data come from physical inspections by

National Archives staff.

Access Constraints: A password is required to make changes to

the system.

Documentation: Technical Documentation manual; User Guide

manual

Use Constraints: None.

Point of Contact

Name: RET System Administrator

Organization: Office of Records Administration, NARA

Street Address: 8601 Adelphi Road

City: College Park

State: MD

ZIP Code: 20740

Country: USA

Network Address: kathleen.meman@nara.gov

Hours of Service: 8:00 a.m. - 4:30 p.m.

Telephone: 301-713-6677

FAX: 301-837-3699

Supplemental Information

Schedule Number: N1-64-93-3

Control Identifier: NARA0004

Record Source

Department/Agency Name: National Archives and Records

Administration

Name of Unit: Policy and IRM Services

Date of Last Modification: 19941215

 

GILS LOCATOR: MULTI-PRODUCTS

Title: CLIO: National Archives Gopher

Acronym:

Originator

Department/Agency Name: National Archives and Records

Administration

Local Subject Index

Local Subject Term: US Federal GILS

Abstract: CLIO is an information system that combines collections of information available about the National Archives and Records Administration (NARA) with easy access to diverse electronic resources over the Internet using Gopher software. CLIO provides information about NARA activities, facilities, and holdings in plain ASCII text as well as some graphic images from NARA's exhibits and audiovisual collections. This includes information about specific NARA holdings, genealogy, records management, exhibits, public events, training courses, the Federal Register, the NARA Library, and related Gophers and Internet resources. CLIO is updated frequently, whenever information changes or new information becomes available.

Begin Date: May 1994

Purpose: CLIO was developed to provide on-line public access to NARA information. Statistics compiled by the system give NARA staff some indication of the access paths and information needs of the users. The system also provides on-line access to internal agency information for NARA staff.

Agency Program: 44 U.S.C. 2109 authorizes the Archivist of the United States to make known information about NARA holdings.

Time Period of Content: 1775 -

Availability
Distributor
Name: System Administrator
Organization: National Archives and Records Administration
Street Address: 8601 Adelphi Road
City: College Park
State: MD
ZIP Code: 20740
Country: USA
Network Address: postmaster@nara.gov
Telephone: 301-837-3555
Fax: 301-837-3216

Resource Description: NARA Gopher

Order Process: CLIO is available free of charge 24 hours a day. CLIO can be accessed via the Internet through a gopher client (gopher.nara.gov), an HTTP client (www.archives.gov), or a GopherMail client.

Technical Prerequisites: Access to Internet and a gopher, http, or gophermail client

Linkage: gopher://gopher.archives.gov

Sources of Data: The data come from NARA holdings, NARA publications, NARA finding aids, and NARA policies and procedures.

Access Constraints: None
Documentation: None

Use Constraints: None

Point of Contact
Name: Gopher Coordinator
Organization: Policy and IRM Services, NARA
Street Address: 8601 Adelphi Road
City: College Park
State: MD
ZIP Code: 20740
Country: USA
Network Address: sandra.michaels@nara.gov
Hours of Service: 9:00 a.m. - 5:00 p.m.
Telephone: 301-837-3680
FAX: 301-837-0319

Supplemental Information Schedule Number: Not scheduled Control Identifier: NARA0003 Record Source Department/Agency Name: National Archives and Records Administration Name of Unit: Policy and IRM Services Date of Last Modification: 199412159.0 APPENDIX B: GENERAL REFERENCES GILS - OFFICIAL DOCUMENTATION Christian, Eliot. (1994, May 2). The Government Information Locator Service (GILS): Report to the Information Infrastructure Task Force. Available on the Fedworld electronic bulletin board (703-321-8020) or by anonymous FTP (File Transfer Protocol) via the Internet at 130.11.48.107 as /pub/gils.doc (Microsoft Word for Windows format) or /pub/gils.txt (ASCII text format). Office of Management and Budget. (1994, December 7). OMB Bulletin 95-01: Establishment of Government Information Locator Service. FIPS PUB 192. (1994, December 7). Application Profile for the Government Information Locator Service (GILS)   GILS - RELATED GUIDELINES/STANDARDS Federal Geographic Data Committee. (1994, June 8). Content Standards for Digital Geospatial Metadata. Library of Congress. (1994). USMARC Format for Bibliographic Data. Washington, DC: Library of Congress Library of Congress. USMARC Code List for Relators, Sources, Description Conventions

National Information Standards Organization (1992). ANSI/NISO Z39.50-1992. Information Retrieval Application Service Definition and Protocol Specification for Open Systems Interconnection. Gaithersburg, MD: NISO Press.

Representation for Calendar Date and Ordinal Date for Information Interchange (ANSI X3.30), adopted as Federal Information Processing Standard 4-1.

GILS - GENERAL INFORMATION

Hinnebusch, Mark. (1992, February - October). "A Primer on Z39.50, Parts 1-8)" Academic and Library Computing, Volume 9, Number 2-9. February- October, 1992, Meckler Corporation, Westport, CT. (ISSN 1065-0741).

McClure, Charles R., Ryan, Joe & Moen, William E. (1992). Identifying and describing federal information inventory/locator systems: Design for networked-based locators. Capitol Heights, MD; National Audiovisual Center. (ERIC Document Reproduction Service ED 349-031).

Moen, William E. and Charles R. McClure. (1994, September 7). The Government Information Locator Service (GILS): Expanding Research and Development on the ANSI/NISO Z39.50 Information Retrieval Standard. Final report of the Cooperative Research Study between the School of Information Studies, Syracuse University and the United States Geological Survey, funded by The Interagency Working Group on Data Management for Global Change.

GILS - ELECTRONIC SOURCES OF INFORMATION

GILS Discussion List: gils@cni.org. To subscribe, send an e-mail message to listproc@cni.org with no subject line and the message text: subscribe gils (your name).

GILS Demonstration Page: http://www.usgs.gov/gils/index.html

GILS Documents at the Coalition for Network Information: To access the server via Gopher, point a Gopher client to gopher.cni.org:70. Follow this series of menus: Coalition FTP Archives (ftp.cni.org); Publicly Accessible Documents (/pub); Government Information Locator Service (/GILS).

NARA GILS Documents: To access the server via Gopher, point a Gopher client to gopher.archives.gov:70. Follow this series of menus: Information for Archivists and Records Managers; GILS Guidance.10.0 APPENDIX C: GILS CORE ELEMENTS AND CORRESPONDING USMARC TAGS

 

1. Title 245$a

2. Originator 710$a

3. Controlled Vocabulary (see subelements below)

Index Terms-Controlled 650

Thesaurus 650 1st indicator; 650$2

4. Local Subject Index 653$a

5. Abstract 520

6. Purpose 500

7. Agency Program 500

8. Spatial Reference (see subelements below)

Bounding Rectangle 255$c

Western-most 034$d

Eastern-most 034$e

Northern-most 034$f

Southern-most 034$g

Geographic Name (see subelements below)

Geographic Keyword Name 651

Geographic Keyword Type 655

9. Time Period of Content (see subelements below)

Time Period-Structured 045$c

Time Period-Textual 513

10. Availability

Distributor

Distributor Name 270$p

Distributor Organization 270$p

Distributor Street Address 270$a

Distributor City 270$b

Distributor State 270$c

Distributor Zip Code 270$e

Distributor Country 270$d

Distributor Network Address 270$m

Distributor Hours of Service 301$a

Distributor Telephone 270$k

Distributor Fax 270$l

Resource Description 037$f

Order Process 037$c

Technical Prerequisites 538

Available Time Period-Structured 045$c

Available Time Period-Textual 037$n for non-electronic

resource; 856$z for

electronic resource

Available Linkage 856$u

Available Linkage Type 856 1st indicator; 856$2

11. Sources of Data 500

12. Methodology 567

13. Access Constraints 506

14. Use Constraints 540

15. Point of Contact 856$m for electronic

resources

Contact Name 270$p

Contact Organization 270$p

Contact Street Address 270$a

Contact City 270$b

Contact State 270$c

Contact Zip Code 270$e

Contact Country 270$d

Contact Network Address 270$m

Contact Hours of Service 301$a

Contact Telephone 270$k

Contact Fax 270$l

16. Supplemental Information 500

17. Cross Reference (see subelements below)

Cross Reference Title 787$t

Cross Reference Linkage 787$w

Cross Reference Type 856 1st indicator; 856$2

18. Schedule Number 583$a,$b

19. Control Identifier 001

20. Record Source 040

21. Original Control Identifier 035

22. Date of Last Modification 00512.0 APPENDIX E: GILS CORE ELEMENTS IN NARA-RECOMMENDED

PREFERRED DISPLAY ORDER

1. Title

2. Originator

3. Controlled Vocabulary

Index Terms-Controlled

Thesaurus

4. Local Subject Index

5. Abstract

6. Purpose

7. Agency Program*

8. Spatial Reference

Bounding Rectangle

Western-most

Eastern-most

Northern-most

Southern-most

Geographic Name

Geographic Keyword Name

Geographic Keyword Type

9. Time Period of Content

Time Period-Structured

Time Period-Textual

10. Availability

Distributor

Distributor Name

Distributor Organization

Distributor Street Address

Distributor City

Distributor State

Distributor Zip Code

Distributor Country

Distributor Network Address

Distributor Hours of Service

Distributor Telephone

Distributor Fax

Resource Description

Order Process

Technical Prerequisites

Available Time Period

Time Period-Structured

Time Period-Textual

Available Linkage

Available Linkage Type

11. Sources of Data*

12. Methodology

13. Access Constraints

14. Use Constraints

15. Point of Contact

Contact Name

Contact Organization

Contact Street Address

Contact City

Contact State

Contact Zip Code

Contact Country

Contact Network Address

Contact Hours of Service

Contact Telephone

Contact Fax

16. Supplemental Information

17. Cross Reference

Cross Reference Title

Cross Reference Linkage

Cross Reference Type

18. Schedule Number**

19. Control Identifier

20. Record Source

21. Original Control Identifier

22. Date of Last Modification

* Mandatory when the resource referenced by the GILS Core entry is an automated information system

** Mandatory when the GILS Core entry is intended to meet the obligation of Federal agencies to inventory automated information systems or other records series for records management purposes.

 

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