Program Office Submissions

DOE Programs fund research and other scientific endeavors. For those activities where the STI is not submitted by National Labs, major sites, or through financial assistance awards, it should be submitted by the DOE Program. DOE Programs have the option to provide metadata records via E-Link. The metadata record generated and supplied by DOE and contractors for unclassified STI products includes metadata elements/fields that provide identification of and attribution for DOE's STI. It also includes key identifiers; descriptive elements, review and release information, and medium, format, and location elements. Some elements are required, while others are optional. Submitters must provide required information and are highly encouraged to include optional information wherever possible. 

Steps Required to Provide STI to DOE: 

1. Apply for E-Link Access. Questions about E-Link should be directed to Elink_Helpdesk@osti.gov (link sends e-mail).  
2. Identify STI product type and check the help page on E-Link to determine which business rules apply to your submission. If the product you are submitting is a journal article, be sure to check the requirements for including the author's accepted, peer-reviewed manuscript. 
3. Review full-text document for sensitivities and protected personally identifiable information (PII). 
4. The STI Releasing Official should: 
   1. Prior to the submission of the metadata record and full-text document through E-link, verify that all necessary reviews have been completed.
   2. Verify that the STI product should be released by OSTI in accordance with the intellectual property/distribution limitation marked on the metadata record and submit.
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Program Offices also have the option to send STI directly to OSTI via email at stip@osti.gov (link sends e-mail).  An OSTI staff member will work with the Program to ensure appropriate submission. 

Product Types and Required Metadata

When submitting STI metadata records, there is certain metadata that is required. A list of the required metadata, by STI product type, is provided in the table below. If a document for the STI metadata record is required, it is noted in the table. 

✓ = Required 

Blank = Optional 

Metadata Element	Technical and Workshop Report	Accepted Manuscript (of Journal Article)	Conference:  Paper, Presentation, Poster, or Proceeding	Book or Monograph	Thesis or Dissertation	Program Document	Patents	Factsheets	Scientific Data
DOE Award / Contract Number	✓	✓	✓	✓	✓	✓	✓	✓	✓
Other Identifying Number(s)
Originating Research Organization	✓	✓	✓	✓	✓	✓	✓	✓	✓
STI Product Type	✓	✓	✓	✓	✓	✓	✓	✓	✓
Sub-Type		✓	✓	✓	✓
STI Product Title	✓	✓	✓	✓	✓	✓	✓	✓	✓
Issue Date/Date of Publication	✓	✓	✓	✓	✓	✓	✓	✓	✓
Author(s)/Contributors(s)	✓	✓	✓	✓	✓	✓	✓	✓	✓
PID for each author/contributor
Contributor Organization(s)
Report / Product Number	✓		✓	✓	✓	✓	✓	✓	✓
Work Proposal Number
Work Authorization Number
Sponsoring Office	✓	✓	✓	✓	✓	✓	✓	✓	✓
Description / Abstract
Subject Categories
Keywords
Intellectual Property / Distribution Limitations (i.e. Access Limitations)	✓	✓	✓	✓	✓	✓	✓	✓
Electronic upload of STI Product using an acceptable file/media format	✓	✓*	✓*	✓*	✓*	✓*	✓	✓
Review/Release Information	✓	✓	✓	✓	✓	✓	✓	✓
Publicly Facing Landing Page URL									✓
Contact Information									✓

*Without access limitations 

NOTE: All STI should be reviewed for sensitivities as defined by DOE Order 241.1C, such as Controlled Unclassified Information (CUI), Protected Data, etc., and for protected Personally Identifiable Information (PII) prior to upload. 

Submitter Responsibilities 

• DO NOT encrypt or password-protect STI products. 
• DO NOT include personally identifiable information (PII) in any STI submission. 
• DO inform OSTI when permanently removing STI from your site's publicly accessible server.   
• DO inform OSTI when your site's publicly accessible server, hosting STI products, changes. 
• DO update E-Link metadata when access limitations change for STI products. 
• DO replace full-text STI via E-Link upload for STI products as appropriate.