The Government Information Locator Service Guidelines for the Preparation of GILS Core Entries March 1995 This publication was a joint production of several components of the National Archives and Records Administration. Inquiries should be sent to the following address: Office of Records Administration (NIA) National Archives at College Park 8601 Adelphi Road College Park, MD 20740-6001. Inquiries may also be sent via Internet to gils @ nara.gov or telephone to 301-713-7100 ext. 255. This guidance is available electronically from the National Archives gopher at gopher.nara.gov under "Information for Archivists and Records Managers/GILS Guidance," or from the following URL: http://www.nara.gov:70/1/managers/gils. TABLE OF CONTENTS DESCRIBING AGENCY INFORMATION RESOURCES USING GILS CORE ELEMENTS. . . . . . . . . . . . . . . . . . . . . . . . . . INTRODUCTION . . . . . . . . . . . . . . . . . . . 1.0 THE U.S. FEDERAL GOVERNMENT INFORMATION LOCATOR SERVICE. . . . . . . . . . . . . . . . . . . . . . 2.0 COVERAGE OF GUIDANCE . . . . . . . . . . . . . . . 3.0 GILS AND USMARC. . . . . . . . . . . . . . . . . . 4.0 GILS AND RECORDS INVENTORYING AND SCHEDULING . . . 5.0 OFFICIAL GILS DOCUMENTATION. . . . . . . . . . . . 6.0 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 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.nara.gov under "Information for Archivists and Records Managers/GILS Guidance," or from the following URL: http://www.nara.gov:70/1/managers/gils.] 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. 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. Implementors 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. 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. 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 consisten 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 consisten 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. 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." 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 506 7.3 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 System 7.4 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 distributer 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. 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. 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 Availability Order Process: To use the Fax-on-Demand System to order documents, call 301-713-6905 from a fax machine (using the handset). Voice instructions will guide you. There is no charge for this service except for any long distance telephone charges you may incur. 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. 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$2 7.5 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. 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 005 7.9 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 035 7.12 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 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$a / SF 115 From (Agency or Establishment)/Major Subdivision/Minor Subdivision / NA 14028 Name and Address of Principal Program Office Supported by the System 7.13 Point of Contact for Further Information: This element identifies an organization, and a person where appropriate, serving as the point of contact plus methods that may be used to make contact. This element consists of the following subelements: Contact Name Contact Organization Contact Street Address Contact City Contact State Contact Zip Code Contact Country Contact Network Address Contact Hours of Service Contact Telephone Contact Fax Mandatory: Y Repeatable: N Controlled: N Usage Guidelines: Complete as many of the subordinate fields as are necessary to identify the organization and individual responsible for the content of the information dissemination product or automated information system. For Name, it is generally wisest to use the name of an office. For State, use the two character mail abbreviation for the state or appropriate mail abbreviation for a province. For Zip Code, use the nine- digit zip code, if available. Otherwise, use the five-digit zip code or other postal code of the address. To be fully effective, the data in this field must be kept current. Example: Point of Contact Name: HBCU Program Manager Organization: Defense Technical Information Center Street Address: Cameron Station, Building 5 City: Alexandria State: VA Zip Code: 22304-6145 Country: USA Network Address: reghelp@dgis.dtic.dla.mil Hours of Service: 6:00 a.m. - 5:30 p.m. Telephone: (703) 274-3848 Fax: (703) 274-9307 Corresponding Elements: USMARC Tag 856$m for electronic resources / USMARC Tags 270 and 301 / SF 115 Name of Person with Whom to Confer and Telephone / NA Form 14028 Agency Contacts 7.14 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. Corresponding Elements: USMARC Tag 500 / SF 115 Description of Item (Series Description) / NA 14028 Purpose/Function of System 7.15 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 040 7.16 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 Data 7.17 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: 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 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 Job 7.19 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. Corresponding Element: USMARC Tag 500 7.20 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 Corresponding Elements: USMARC Tag 245$a / SF 115 Description of Item (Series Title) / NA 14028 System Title 7.22 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: 202-501-7170 Order Process: This pamphlet is available without charge by writing to the Publications Sales Office at the address provided. Availability: Distributor: Name: National Archives Fax-On-Demand System Organization: National Archives and Records Administration Fax: 301-713-6905 Resource Description: Document 3203 Order Process: This pamphlet is available through the National Archives Fax-On-Demand System. Please note that you must call the system from a fax machine (using the handset) in order to receive this pamphlet, document 3203. Voice instructions will guide you. There is no charge for this service except for any long distance telephone charges you may incur. 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.nara.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.nara.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@arch2.nara.gov Hours of Service: 8:45 a.m. - 5:15 p.m. Telephone: 301-713-7060 Fax: 301-713-6904 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: 301-713-6850 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@arch2.nara.gov Hours of Service: 8:00 a.m. - 4:30 p.m. Telephone: 301-713-6677 FAX: 301-713-6850 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: 301-713-6895 Fax: 301-713-6495 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.nara.gov), or a GopherMail client. Technical Prerequisites: Access to Internet and a gopher, http, or gophermail client Linkage: gopher://gopher.nara.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@arch2.nara.gov Hours of Service: 9:00 a.m. - 5:00 p.m. Telephone: 301-713-6730 FAX: 301-713-7270 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: 19941215 9.0 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 . 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.nara.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 005 12.0 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.