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@archives.gov.
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.archives.gov under "Information for Archivists and Records
Managers/GILS Guidance," or from the following URL:
http://www.archives.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. Implementers should
consult the authoritative documentation on USMARC found in USMARC
Format for Bibliographic Data before developing a USMARC-
compatible database.
5.0 GILS AND RECORDS INVENTORYING AND SCHEDULING
Agencies need only describe their information systems once to
satisfy records management and GILS requirements. Inventories of
Federal records, including automated information systems, as
defined in 44 U.S.C. 3301, form the basis of records schedules.
The standard form for inventorying automated information systems
is NA Form 14028, "Information System Description." A GILS entry
that conforms to the descriptive guidance of this bulletin can be
used in lieu of NA Form 14028.
A records schedule, known as a "Request for Records Disposition
Authority," Standard Form 115, describes records series and
provides mandatory instructions for what to do with them when the
records are no longer needed for current Government business.
NARA must approve records schedules before agencies can implement
them. All agencies are required to schedule their Federal
records under the provisions of the Federal Records Act (44
U.S.C. 3303).
Existing inventories or schedules of automated information
systems which conform to the descriptive standards provided in
this guidance may be used to create GILS entries. Conversely,
GILS entries for information systems not previously inventoried
will satisfy the requirement to inventory the systems.
To facilitate the use of GILS entries for records management
purposes, agencies must use the GILS Core Element, "Supplemental
Information" to indicate whether an information system or other
record series is covered by an approved records schedule. (See
OMB Bulletin 95-01, 4(4).) Therefore, those agencies that intend
to use GILS entries to inventory their electronic records for
records management as well as publication information
dissemination purposes must individually identify each automated
information system in a separate GILS Core entry. Further, they
must note in the "Supplemental Information" element of the GILS
entry, the records schedule number and item number or General
Records Schedule and item number that applies to each system. If
the system described in the GILS entry has not been scheduled,
this must be noted in the Supplemental Information element as
"Not Scheduled." OMB Bulletin 95-01 mandates that agencies must
by 31 December 1996 submit to the Archivist a request for
disposition authority proposing schedules for unscheduled records
in the information resources described in the GILS Core locator
entries.
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 consistent form, contributing to the effectiveness of searching,
in the TIME PERIOD OF CONTENT and SPATIAL DOMAIN elements
respectively.Time span and geographic coverage are included here
if necessary to make the narrative description found in the
abstract more understandable or useful. The data may also be
expressed in a consistent form, contributing to the effectiveness
of searching, in the TIME PERIOD OF CONTENT and SPATIAL DOMAIN
elements respectively.]
In addition to the above details, it is helpful to include in an
abstract describing an automated system the following types of
information:
the update cycle
whether the system saves superseded information
the major characteristics of the system
the kinds of records contained in the information system
the composition of the data
Information to be included in the abstract is likely to be found
in existing information inventories or documentation guides. The
language and format of the abstract is left to each agency to
decide, based on its assessment of what will be most useful to
the researcher. Unexplained acronyms and other internal agency
designations not commonly known to the general public should,
however, be avoided.
If the GILS Core Entry is to be used to meet an agency's
obligation to inventory record systems, NARA recommends that the
dates of creation of the information resource described in the
GILS entry be included. The information should be identified in
two local subelements called BEGIN DATE and END DATE. Give the
date the information resource was first created in the BEGIN DATE
element. If the information resource is no longer being updated
or maintained, give the date when it was completed.
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 5067.3 Agency Program: This element identifies the major agency
program or mission supported by the system and should
include a citation for any specific legislative authorities
associated with this information resource.
Mandatory: Y when the resource referenced by this GILS Core
entry is an automated information system
Repeatable: N
Controlled: N
Usage Guidelines: Information systems and resources are
developed by government agencies in support or as a product of
general agency missions or functions. This element identifies
the program or mission supported by the information resource
described in the GILS record. In general terms, it explains why
the information resource was created in the first place. The
rationale for a specific design is found in the PURPOSE element.
If the information resource was specifically authorized by
legislation, provide the statutory authority.
Examples:
1. Automated System Locator
Agency Program: The Recreational Boating Accident Report System
is maintained in accordance with 46 U.S.C. 6102(a) which requires
accident reports to be submitted to the U.S. Coast Guard.
2. Multi-product Locator
Agency Program: Executive Order 12677, 28 April 1989,
Historically Black Colleges and Universities.
3. Product Locator
Agency Program: The records management responsibilities of NARA
and other federal agencies are specified in 44 U.S.C. 29 and 44
U.S.C. 31.
Corresponding Elements: USMARC Tag 500 / SF 115 Description of
Item (Series Description)/ NA Form 14028 Agency Program Supported
by System7.4 Availability: This element is a grouping of subelements
that together describe how the information resource is made
available.
Mandatory: Y
Repeatable: Y
Controlled: N
Usage Guidelines: Provide information on how the public may
access the information dissemination product or automated
information system identified in the GILS Core entry. The
information resource may be made available by allowing the public
to obtain a copy of the resource, link electronically to it, or
access it through distributors.
One way agencies make information resources available to the
public is through the provision of copies of information
dissemination products and automated information systems. The
AVAILABILITY element should be used to record instructions on how
to acquire available copies of information resources. The
DISTRIBUTOR subelement could name the agency that created the
information resource, a centralized distribution agency (such as
NTIS or GPO), or a commercial vendor. For systems containing
classified information or for Privacy Act systems, the
distributor will often be the office that handles requests for
information from the system, for example the Freedom of
Information Office. If there are multiple sources for the
information resource, separate AVAILABILITY elements should be
developed for each source.
In many cases automated information systems may only be available
for consultation at the agency. In this case, the Distributor
would be the agency official who can provide access to the
information system. (Information about the information system
itself is provided by the office identified in the CONTACT POINT
element.)
Some information dissemination products and automated information
systems will be available through a network link. The link is
defined in the LINKAGE SUBELEMENT. Regardless of the electronic
availability of the resource, the mandatory subelements
(DISTRIBUTOR and ORDER PROCESS) in this element should be
completed.
The element is broken into several subelements, some of which are
mandatory and some of which are not. The subelements are:
7.4.1 Distributor: This subelement consists of the following
subordinate fields that provide information about the
distributor:
Distributor Name
Distributor Organization
Distributor Street Address
Distributor City
Distributor State
Distributor Zip Code
Distributor Country
Distributor Network Address
Distributor Hours of Service
Distributor Telephone
Distributor Fax
Mandatory: Y
Repeatable: N
Controlled: N
Usage Guidelines: Complete as many of the subordinate
fields as necessary to identify the party from whom the
information resource is available. For Name, it is
generally wisest to use the name of an office. For State,
use the two character mail abbreviation for the state or
appropriate mail abbreviation for a province. For Zip Code,
use the nine-digit zip code, if available. Otherwise, use
the five-digit zip code or other postal code of the address.
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$27.5 Control Identifier: This element is defined by the
information provider and is used to distinguish this locator
record from all other GILS Core entries. The control
identifier should be distinguished with the record source
agency acronym as provided in the U.S. Government Manual.
Mandatory: Y
Repeatable: N
Controlled: Y
Usage Guidelines: Create a unique identifying number for each
GILS Core entry. The control identifier will consist of two
parts: an identifying acronym followed by a control number.
For those agencies with acronyms listed in the U.S. Government
Manual, the acronym found there can be used as the identifying
acronym. It will be dependent upon the agency to develop
internal procedures to ensure that two subordinate units do not
assign the same identifying number to different GILS Core
entries. Agencies will have to decide on their own if
subordinate regional bodies should have separate GILS control
identifiers, or if agency records should be coordinated through a
central GILS office.
For some agencies the U.S. Government Manual does not list an
acronym. In other cases, a subordinate portion of an agency may
not be listed in the Manual, but that unit may wish to create its
own GILS entries. In these cases, the information provider
should use the common acronym for its agency, office, or
division, after first checking in the GILS system to see if any
other agency has already adopted that acronym for its records.
The information provider may wish to begin its control identifier
with an acronym found in the Manual for a unit administratively
superior to the information provider.
The number following the agency acronym may reflect existing
agency conventions for the numbering of information systems. It
might also be a number that uniquely identifies the record as it
is maintained by the record source agency. Agencies may also
wish to consider a scheme that would allow for the easy
identification of that subset of GILS entries the agency
considers to be GILS Core entries. Numbers 0000 to 1000 could,
for example, be reserved for GILS Core entries, and numbers above
5000 used for other GILS entries.
Examples:
1. Control Identifier: USGS00145
[The acronym for the United States Geological Survey appears
in the U.S. Government Manual.]
2. Control Identifier: USPS00007
[The acronym for the United States Postal Service does not
appear in the U.S. Government Manual, but is commonly known.
There is no superior body.]
3. Control Identifier: NARA/NN1345
[The internal acronym for the Office of the National
Archives does not appear in the U.S. Government Manual.
NARA internal policy stipulates that all GILS Core entries
from NARA units begin with NARA]
Corresponding Elements: USMARC Tag 001 7.6 Controlled Vocabulary: This element is a grouping of
subelements that together provide any controlled vocabulary
used to describe the resource and the source of that
controlled vocabulary.
Mandatory: N
Repeatable: Y
Usage Guidelines: A central purpose of GILS is to help the
public locate and access government information of possible
interest or use. In order to be able to identify government
information of interest, there must be some indication in the
GILS Core entry as to what any information resource is about.
One method of identifying possible GILS entries of interest will
be provided through the ability in GILS to search the entire text
of the entry, including the narrative description in the ABSTRACT
element. More precise search results can be achieved through the
use of the CONTROLLED VOCABULARY element. Agencies can use the
INDEX TERMS-CONTROLLED subelement found in the CONTROLLED
VOCABULARY element to record specific terms indicating the topic
or topics to which the information resource pertains.
It is important that the description of each GILS entry be as
complete, accurate, current, and consistent as is possible if the
promise of effective searching in a distributed computing
environment is to be met. While the same information resources
may be described differently to different audiences, consistency
and appropriateness in description intended to be utilized both
within one audience and between audiences will assist in the
usefulness of the GILS.
In some cases it may be desirable to use terms from two or more
thesauri. If this is the case, multiple CONTROLLED VOCABULARY
elements should be used.
7.6.1 Index Terms-Controlled: This subelement is a grouping
of descriptive terms drawn from a controlled vocabulary
source to aid users in locating entries of potential
interest. Each term is provided in the subordinate
repeating field: Controlled Term.
Mandatory: N
Repeatable: N
Controlled: Y
Usage Guidelines: Identify significant subjects that apply
to the information resource including broad concepts and
unusual aspects of the system or product. Use topical
subject headings consisting of general subject terms or
names of events or objects from a formally registered
thesaurus or similar authoritative source of the controlled
index terms. Follow the guidelines of the thesaurus or
similar authoritative source for subdividing the topical
term. Multiple subjects should be identified through the
use of multiple Controlled Term subordinate elements.
7.6.2 Thesaurus: This subelement provides the reference to a
formally registered thesaurus or similar authoritative
source of the controlled index terms. Notes on how to
obtain electronic access to or copies of the referenced
source should be provided, possibly through a Cross
Reference to another locator record that more fully
describes the standard and its potential application to
locating GILS information.
Mandatory: N
Repeatable: N
Controlled: N
Usage Guidelines: List the name of any external source of
the controlled index terms that are used in the Controlled
Term subordinate element. Registered thesauri are found in
the USMARC Code List for Relators, Sources, Description
Conventions published and maintained by the Library of
Congress. Examples of registered thesauri include Library
of Congress Subject Headings (LCSH) and Medical Subject
Headings (MeSH). If the registered or otherwise
authoritative thesaurus is available on-line, provide
information on how to access it in the CROSS REFERENCE
element.
The THESAURUS subelement can be presented in parentheses
before the Index Term, with multiple terms separated by a
semi-colon and a space. Alternatively the terms can be
indented under the Controlled Vocabulary label.
Examples
1. Controlled Vocabulary (LCSH): MARC System--United
States--Format; Machine-readable bibliographic data--
Standards--United States.
2. Controlled Vocabulary (MeSH): Aorta; Abdominal -
surgery; Kidney - abnormalities; Thrombosis - surgery
Corresponding Element: USMARC Tag 650
7.7 Cross Reference: This element is a grouping of subelements
that together identify another locator record likely to be
of interest.
Mandatory: N
Repeatable: Y
Usage Guidelines: Most of the GILS Core entry is devoted to the
description of a discrete automated information system or an
information dissemination product, or an aggregation of such
systems or products. Other information may exist that would be
of possible interest to the user of the entry. The CROSS
REFERENCE subelements offer a way to describe related information
resources. In addition, the element can be used to provide links
to the thesauri identified in the CONTROLLED VOCABULARY -
THESAURUS or GEOGRAPHIC NAME elements.
Related information resources are identified and described using
the following subelements:
7.7.1 Cross Reference Title: This subelement provides a
human readable textual description of the cross
reference.
Mandatory: Y
Repeatable: N
Controlled: N
Usage Guidelines: Provide the title of an additional
information resource that supplements or clarifies the
locator record.
7.7.2 Cross Reference Linkage: This subelement provides the
machine readable information needed to perform the
access (i.e., UBI).
Mandatory: Y
Repeatable: N
Controlled: N
Usage Guidelines: If the item being described is available
via remote access, provide the relevant information needed
to access it. Currently the Uniform Resource Locator (URL)
provides a standard syntax for locating an object using
Internet protocols. If the item is another GILS record,
give the Control Number preceded by the designation "GILS:".
Instructions for connecting to non-Internet hosts should be
in a form that can be interpreted by the non-Internet host,
and may include notation as to method of access, site, or
path.
7.7.3 Cross Reference Type: This subelement occurs if there
is a Cross Reference Linkage and provides the data
content type (i.e., MIME) for the referenced UBI.
Mandatory: Y
Repeatable: N
Controlled: N
Usage Guidelines: Give the type of content of the linkage
available as defined in MIME (Multipurpose Internet Mail
Extensions), RFCs 1521 and 1522. Possible content types
include plain text, richtext, pdf, jpeg, mpeg, and many
others.
Examples:
Cross Reference
Title: Geographic Names Information System
Linkage: GILS USGS0013
Type: text/plain
Cross Reference
Title: 1990 Census LOOKUP
Linkage: http://cedr.lbl.gov/cdrom/doc/lookup_doc.html
Type: text/html
Corresponding Elements: USMARC Tags 787 and 856 7.8 Date of Last Modification: This element identifies the
latest date on which this locator record was created or
modified.
Mandatory: Y
Repeatable: N
Controlled: Y
Usage Guidelines: This element is used initially to record the
date of the creation of the GILS Core entry. The value of the
element changes with any subsequent modifications. Only the date
of the last modification of the entry needs be included in the
GILS Core entry, but agencies may wish to track the date of the
initial creation of the GILS record as well in a local defined
element.
Values for day and month, and for years, should be recorded
according to the Representation for Calendar Date and Ordinal
Date for Information Interchange (ANSI X3.30), adopted as Federal
Information Processing Standard 4-1. The date is expressed in
numeric characters in the format YYYY for years; YYYYMM for a
month of a year; and YYYYMMDD for a day of a year. Use numbers
to designate months, with 01 designating January and 12
designating December. Use leading zeroes when appropriate. Use
two dashes to indicate unknown dates.
Example
Date of Last Modification: 19941006
Corresponding Element: USMARC Tag 0057.9 Local Subject Index: This element is a grouping of
descriptive terms to aid users in locating resources of
potential interest, but the terms are not drawn from a
formally registered controlled vocabulary source. Each term
is provided in the repeating subelement: Local Subject
Term.
Mandatory: N
Repeatable: N (The Local Subject Term subelement is repeatable)
Controlled: N
Usage Guidelines: Because consistency of description will be
important if GILS is to realize its potential as a distributed
network resource, the use of a recognized thesaurus is to be
preferred. In certain cases, however, a formally registered
thesaurus or similar authoritative source of controlled index
terms may not be available, or the available thesauri may not
properly identify all of the appropriate subject headings. The
LOCAL SUBJECT INDEX element may be used to supplement an existing
thesauri or in the absence of an acceptable listing. Agencies
may find it desirable to control locally the terms used in the
LOCAL SUBJECT TERM subelement.
In the LOCAL SUBJECT INDEX, identify significant subjects that
apply to the information resource including broad concepts and
unusual aspects of the system or product. Use topical subject
headings consisting of general subject terms or names of events
or objects.
One recommended convention is to use the LOCAL SUBJECT INDEX
element to identify those locator records that are part of the
GILS Core. These records should include the term "US Federal
GILS."
Examples:
1. Local Subject Term: Vietnam Conflict
2. Local Subject Term: Amnesty
3. Local Subject Term: Uniform code of military justice
4. Local Subject Term: US Federal GILS
Corresponding Elements: USMARC Tag 653$a
7.10 Methodology: This element identifies any specialized tools,
techniques, or methodology used to produce this information
resource. The validity, degree of reliability, and any
known possibility of errors should also be described.
Mandatory: N
Repeatable: N
Controlled: N
Usage Guidelines: In some cases, it is necessary to know the
methodology used to produce an information resource before one
can decide whether it is likely to be of use. Provide here
information concerning significant methodological characteristics
of the information resource. Examples of items that might be
discussed include the algorithm, universe description, sampling
procedures, classification, or validation characteristics. Do
not go into the amount of detail that would be provided in the
information resource itself. If necessary, provide a sentence
such as: "For more details, see the accompanying documentation."
Examples:
1. Methodology: Comparison of visible plume outlines with 39
plumes (Chalk Point-14, Paradise-13, Linen-12); measured
source and ambient conditions were input for the validation
tests for each of the 39 runs.
2. Methodology: Study utilized a stratified, multistage
sampling procedure in three stages: (1) sampling points were
selected; (2) households were selected within each sampling
point; and (3) individuals were selected within each
household. Further sampling information can be found in the
codebook.
Corresponding Elements: USMARC Tag 567
7.11 Original Control Identifier: This element is used by the
record source to refer to another GILS locator record from
which this locator record was derived.
Mandatory: N
Repeatable: N
Controlled: Y
Usage Guidelines: In certain cases, the same information
resource may be described differently for different audiences.
Intermediaries may also wish to modify or expand existing GILS
Core entries. This element provides a means through which users
can determine that while the information description of two
records may differ, one is a derivative of the other.
Provide in this element the GILS Control Identifier on the
original record from which the modified record is derived.
Example:
Original Control Identifier: USGS0013
Corresponding Element: USMARC Tag 0357.12 Originator: This element occurs once per locator record.
It identifies the information resource originator, named as
in the U.S. Government Manual where applicable.
Mandatory: Y
Repeatable: N
Controlled: Y
Usage Guidelines: It is very important that the form of the name
of the originating agency be consistent in an agency's GILS Core
entries. It is also essential that there be government-wide
consistency throughout the GILS information system. As the final
report of the GILS cooperative study noted, "if a user was
interested in finding all information resources by the
Environmental Protection Agency listed in GILS servers, the user
could search on "environmental protection agency." Yet if some
GILS Core entries refer to the agency as "EPA" or "Environ.
Protec. Agen.," these records may not be returned, and the user
would not retrieve potentially relevant GILS Core entries." The
following guidelines have been developed in order to ensure
consistency.
Enter the full name of the organizational unit that created and
maintains the information dissemination product or information
system. Generally speaking, the creating organizational unit
will be part of a department, agency or bureau. List the
bureaucratic hierarchy of the organizational unit, including
Department/Independent Agency Name, Major Organizational
Subdivision, Minor Organizational Subdivision(s), and Name of
Unit (that created the information resource). Give the hierarchy
in locally-defined subelements. Do not use abbreviations.
Agencies may also include if they wish for display purposes the
familiar name of the agency in a separate locally-defined
Familiar Name subelement.
Use the form of the name as listed in the U.S. Government Manual.
For agency components not listed in the Manual, record in the
relevant subelements the official form of name of the
subdivisions.
Examples:
1. Originator
Department/Agency Name: Department of Health and Human
Services
Major Organizational Subdivision: Public Health Service
Minor Organizational Subdivision: National Institutes of
Health
Minor Organizational Subdivision: National Library of
Medicine
Minor Organizational Subdivision: Lister Hill National
Center for Biomedical Communications
Name of Unit: Educational Technology Branch
2. Originator
Department/Agency Name: National Archives and Records
Administration
Name of Unit: Office of Records Administration
Corresponding Elements: USMARC Tag 710$a / SF 115 From (Agency
or Establishment)/Major Subdivision/Minor Subdivision / NA 14028
Name and Address of Principal Program Office Supported by the
System
7.13 Point of Contact for Further Information: This element
identifies an organization, and a person where appropriate,
serving as the point of contact plus methods that may be
used to make contact. This element consists of the
following subelements:
Contact Name
Contact Organization
Contact Street Address
Contact City
Contact State
Contact Zip Code
Contact Country
Contact Network Address
Contact Hours of Service
Contact Telephone
Contact Fax
Mandatory: Y
Repeatable: N
Controlled: N
Usage Guidelines: Complete as many of the subordinate fields as
are necessary to identify the organization and individual
responsible for the content of the information dissemination
product or automated information system. For Name, it is
generally wisest to use the name of an office. For State, use
the two character mail abbreviation for the state or appropriate
mail abbreviation for a province. For Zip Code, use the nine-
digit zip code, if available. Otherwise, use the five-digit zip
code or other postal code of the address. To be fully effective,
the data in this field must be kept current.
Example:
Point of Contact
Name: HBCU Program Manager
Organization: Defense Technical Information Center
Street Address: Cameron Station, Building 5
City: Alexandria
State: VA
Zip Code: 22304-6145
Country: USA
Network Address: reghelp@dgis.dtic.dla.mil
Hours of Service: 6:00 a.m. - 5:30 p.m.
Telephone: (703) 274-3848B
Fax: (703) 274-9307
Corresponding Elements: USMARC Tag 856$m for electronic
resources / USMARC Tags 270 and 301 / SF 115 Name of Person with
Whom to Confer and Telephone / NA Form 14028 Agency Contacts7.14 Purpose: This element describes why the information
resource is offered and identifies other programs, projects,
and legislative actions wholly or partially responsible for
the establishment or continued delivery of this information
resource. This description may include the origin and
lineage of the information resource, and related information
resources.
Mandatory: Y
Repeatable: N
Controlled: N
Usage Guidelines: Information resources are developed to meet
specific agency requirements. The ABSTRACT element contains data
about the content and operation of the information resource. The
PURPOSE element provides a description of the function of the
information resource. It should give the reason why the
information resource was created. In some cases the best way to
explain why an information resource was created will be through a
discussion of the evolution of thinking that led to the current
automated information system or information dissemination
product.
Use the AGENCY PROGRAM element to describe the general
authorization for the information resource and to provide a
reference to specific legislation authorizing the resource.
Examples:
1. Automated System Locator
Purpose: The ATSDR Hazardous Substance Data Management System
(HazDat) was developed to facilitate the location of information
on the release of hazardous substances from Superfund sites or
from emergency events. The detailed level of the HazDat site
location variables and hazardous substance description variables
enables government scientists and other researchers to follow-up
and document detailed changes in the presence of a hazardous
substance and its harmful effects.
2. Locator Example
Purpose: The Historically Black College and University Program
provides eligible institutions with scientific and technical
information and assistance at no cost. The program is intended
to enhance the institutions' capabilities for winning DOD
contracts as well as enhancing the academic environment at the
undergraduate and graduate level.
3. Product Locator
Purpose: This guide was written as part of an instructional
series to help agencies create adequate and proper documentation
of their activities, differentiate permanent from temporary
records, set up appropriate filing or storage systems, develop
retrieval mechanisms, and monitor the physical conditions under
which records are stored.
Corresponding Elements: USMARC Tag 500 / SF 115 Description of
Item (Series Description) / NA 14028 Purpose/Function of System7.15 Record Source: This element identifies the organization, as
named in the U.S. Government Manual, that created or last
modified this locator record.
Mandatory: Y
Repeatable: N
Controlled: Y
Usage Guidelines: Give the name of an organization, and normally
the name of the unit, that has created this GILS Core entry. In
some cases this will be the same as the unit named in the
ORIGINATOR element that created the information resource
described in the locator record. In other cases a different unit
of an agency will be assigned the responsibility for creating
GILS Core entries; this unit is identified in this element.
For those agencies and offices listed in the U.S. Government
Manual, the form of the name as found in the Manual must be used
in the GILS Core entries. There are many offices, departments,
and divisions not listed in the Manual, however, that may wish to
be listed as the originator of a GILS Core entry. For components
not listed in the Manual, give as the originator the official
form of name of the subdivision. Follow the official form of the
name of the originator with the full administrative hierarchy for
the organization, including Department/Independent Agency Name,
Major Organizational Subdivision, Minor Organizational
Subdivision(s), and Name of Unit (that created the information
resource). Do not use abbreviations. As with the ORIGINATOR
element, it is important that the form of the name be strictly
controlled.
Examples:
1. Record Source
Department/Agency Name: Department of the Interior
Major Organizational Subdivision: Office of the
Assistant Secretary for Water and Science
Minor Organizational Subdivision: United States
Geological Survey
Name of Unit: National Mapping Division
2. Record Source
Department/Agency Name: National Archives and Records
Administration
Major Organizational Subdivision: Policy and
Information Resources Management Services
Name of Unit: Policy and Planning Division
Corresponding Elements: USMARC Tag 0407.16 Sources of Data: This element identifies the primary
sources or providers of data to the system, whether within
or outside the agency.
Mandatory: Y if the resource referenced by this GILS Core entry
is an automated information system
Repeatable: N
Controlled: N
Usage Guidelines: Give information about the primary sources or
providers of data to the system. State if the information in the
system is generated by the agency, or if it is received by the
system from outside the agency. Examples of the source of
information for a system from outside the agency include
corporations doing business in the U.S., broadcast license
holders, or another Federal agency.
Example:
Sources of Data: Foreign trade data are received monthly from
the Bureau of Census (6 million records annually). Vessel data
(40,000 records) and itinerary data (400,000 records) are
received quarterly from Lloyd's Maritime. Port facility data is
primarily from Corps of Engineers.
Corresponding Elements: USMARC 500 / SF 115 Description of Item
(Series Description) / NA Form 14028 Sources of Data7.17 Spatial Reference (Spatial Domain): This element is a
grouping of subelements that together provide the geographic
reference for the information resource. Geographic names
and coordinates can be used to define the bounds of
coverage. Although described here informally, the spatial
object constructs should be as defined in FIPS 173, "Spatial
Data Transfer Standard."
7.17.1 Bounding Coordinates (Bounding Rectangle): This
subelement provides the limits of coverage expressed by
latitude and longitude values in the order:
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 Job7.19 Supplemental Information: Through this element, the record
source may associate other descriptive information with the
GILS Core entry.
Mandatory: N
Repeatable: N
Controlled: N
Usage Guidelines: This element is used when agencies wish to
convey to the public or use for internal purposes information
that is not part of the GILS Core. Whenever possible, such
supplemental information should be associated with one of the
GILS Core Elements as a locally-defined subelement to the Core
Element. The subelement should be given a text tag to identify
it. Only when the locally-defined element cannot be accommodated
in one of the other GILS Core elements should it be recorded in
SUPPLEMENTAL INFORMATION. Again, a text tag should precede the
information identifying the element.
Corresponding Element: USMARC Tag 5007.20 Time Period of Content: This provides time frames
associated with the information resource, in one of two
forms:
Time period-structured: Time described using the USMARC
prescribed structure.
Time period-textual: Time described textually.
Mandatory: N
Repeatable: Y
Controlled: Y [for Time period-structured]
Usage Guidelines: Provide in the TIME PERIOD OF CONTENT element
the time span of the content or subject matter of the information
resource. This may not necessarily be the time period of
creation of the information resource. A database on Mesozoic
geology, for example, would indicate that the TIME PERIOD OF
CONTENT was from 225 Million B.C. to 70 Million B.C. (or record
it as Mesozoic), even if the database itself was created from
1976-1984.
The TIME PERIOD OF CONTENT may be recorded in a structured
fashion, as text, or as both. Because the data in this element
is intended primarily to serve the public, it may be desirable to
record both. The structured form makes possible range searches
of dates. The textual form is easily interpreted when displayed.
The GILS Application Profile suggests that the TIME PERIOD-
STRUCTURED be given according to the USMARC prescribed format.
The following conventions are adopted from the interpretation of
the MARC practices found in Content Standards for Digital
Geospatial Metadata. The following conventions for forms of
values in date elements should be used:
A.D. Era to 31 December 9999 A.D.
Values for day and month, and for years, should be recorded
according to the Representation for Calendar Date and
Ordinal Date for Information Interchange (ANSI X3.30),
adopted as Federal Information Processing Standard 4-1. The
date is expressed in numeric characters in the format YYYY
for years; YYYYMM for a month of a year; and YYYYMMDD for a
day of a year. Use numbers to designate months, with 01
designating January and 12 designating December. Use
leading zeroes when appropriate. Use two dashes to indicate
unknown dates.
B.C. Era to 9999 B.C.
Values for day and month, and for years, should be recorded
as above, but preceded by the lower case letters "bc".
Hence the date is expressed in numeric characters in the
form bcYYYY for years; bcYYYYMM for a month of a year (with
the month expressed as a number); and bcYYYYMMDD for a day
of a year.
B.C. Era before 9999 B.C.
Only the year should be recorded in as many numeric
characters as are needed to represent the number of the year
B.C. The value should be preceded by the lower case letters
"cc", i.e., ccYYYYYYYYY.
A.D. Era after 9999 A.D.
Values for the year shall consist of as many numeric
characters as are needed to represent the number of the year
A.D., preceded by the lower case letters "cd", i.e.,
cdYYYYYYY.
If the time period of the content is a range of dates, separate
the dates in the range by a dash. If the time period of the
content of the information resource is on-going, leave the second
date blank.
The TIME PERIOD-TEXTUAL subelement also contains information on
the time period covered by the contents of the information
resource, but recorded as words rather than in coded form.
Examples
1. Time Period-Structured: 19890428-
Time Period-Textual: 28 April 1989 - [ongoing]
2. Time Period-Structured: 1775-1993
3. Time Period-Structured: cc225000000-cc70000000
Time Period-Textual: Mesozoic
Corresponding Elements: USMARC Tags 045$c, 513 7.21 Title: This element conveys the most significant aspects of
the referenced resource and is intended for initial
presentation to users independently of other elements. It
should provide sufficient information to allow users to make
an initial decision on likely relevance. It should convey
the most significant information available, including the
general topic area, as well as a specific reference to the
subject.
Mandatory: Y
Repeatable: N
Controlled: N
Usage Guidelines: The title provides the name of the information
resource as assigned by the agency. For automated information
systems and locators to information dissemination products, the
title is the officially assigned name for the system. If the
system or locator is known by an acronym, include the acronym in
a subelement. For information dissemination products, this may
be the title found on the title page of a book or the functional
equivalent for other media. If the officially assigned title is
an acronym or initialism, give the expanded title as well.
If there is no assigned title or commonly used name, a brief
title must be assigned. An assigned title might include the name
of the creator of the information resource, the form of the
material comprising the resource, and possibly a phrase
reflecting the function, activity, subject, location, form of
material, dates, or theme of the information resource.
Examples:
1. Automated System Locator
Title: Grain Monitoring System
Acronym: GMS
2. Multi-product Locator
Title: How to Get It: A Guide to Defense Related Resources
3. Product Locator
Title: The United States Government Manual
Corresponding Elements: USMARC Tag 245$a / SF 115 Description of
Item (Series Title) / NA 14028 System Title7.22 Use Constraints: This element in some cases may contain the
value "None." It describes any constraints or legal
prerequisites for using the information resource or its
component products or services. This includes any use
constraints applied to assure the protection of privacy or
intellectual property and any other special restrictions or
limitations on using the information resource.
Mandatory: Y
Repeatable: N
Controlled: N
Usage Guidelines: Provide information about the terms governing
the use of the information resource after access has been
provided. Use may be limited by copyrights, film rights, trade
restrictions, or other restrictions on the right to reproduce,
publish, exhibit, prepare derivative works, or otherwise use the
information dissemination product or automated information
system. In addition, some uses of the information may be
inappropriate. A resource may have certain statistical
limitations, for example, or may be limited in its utility. A
disclaimer to that effect may be included here.
If use of the information resource is restricted, it is necessary
to describe explicitly the source of the restriction. Provide
information if possible relating to the jurisdiction,
authorization, and length of the constraint. Include as well the
date the restriction will be lifted, if applicable.
If there are no constraints on the use of the information
resource, give the value "None."
Examples:
1. Use Constraints: Copyright restrictions, as governed by the
Copyright Act of 1976 (17 U.S.C.), apply. Written releases
from the owners of these rights are required before the
originals or copying elements will be available for
duplication and sale.
2. Use Constraints: This data and information has been
approved for release by the Director of the United States
Geological Survey (USGS) on condition that neither the USGS
nor the United States Government may be held liable for any
damages resulting from its authorized or unauthorized use.
3. Use Constraints: Not to be used for navigation.
Corresponding Elements: USMARC Tag 540 8.0 APPENDIX A: EXAMPLES OF FULL GILS CORE ENTRIES
GILS LOCATOR: INFORMATION PRODUCT
Title: Sound Recordings: Voices of World War II, 1937-1945
Acronym:
Originator: Department/Agency Name: National Archives and
Records Administration
Local Subject Index:
Local Subject Term: US Federal GILS
Abstract: This pamphlet describes sound recordings documenting
Federal activities during World War II available for reproduction
from the National Archives and Records Administration.
Purpose: This list of recordings is available to the public in
order to raise awareness of NARA's holdings of sound recordings
relating to World War II.
Agency Program: This pamphlet represents one facet of NARA's
mission to preserve and make available the permanently valuable
records of the Federal government.
Availability:
Distributor:
Name: Publications Sales Office (NECD)
Organization: National Archives and Records
Administration
Street Address: 8th and Pennsylvania Avenue, N.W.
City: Washington
State: DC
Zip Code: 20408
Country: USA
Network Address:
Telephone: 800-234-8861
Fax: 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.archives.gov).
Once in the gopher, the menu selections will be:
Information about NARA holdings; Information about
records retained by Washington, DC area repositories;
Audiovisual records; Sound; 1930-present.
Technical Prerequisites: Access to Internet and a
gopher, http, or gophermail client.
Available Linkage: gopher://gopher.archives.gov
Available Linkage Type: text/plain
Access Constraints: None
Documentation:
Use Constraints: None
Point of Contact:
Name: Motion Picture, Sound, and Video Branch (NNSM)
Organization: National Archives and Records Administration
Street Address: 8601 Adelphi Road
City: College Park
State: MD
Zip Code: 20740-6001
Country: USA
Network Address: mopix@archives.gov
Hours of Service: 8:45 a.m. - 5:15 p.m.
Telephone: 301-713-7060
Fax: 301-837-3620
Supplemental Information:
Schedule Number: N1-64-87-1
Control Identifier: NARA0001
Record Source:
Department/Agency Name: National Archives and Records
Administration
Date of Last Modification: 19941219
GILS LOCATOR: PRIVACY ACT SYSTEM
Privacy Act system field names are in parentheses at the end of
each GILS Core Element in this example.
Title: Researcher Application Files (System Name)
Acronym: NARA 1
Originator: Department/Agency Name: National Archives and
Records Administration
Local Subject Index:
Local Subject Term: US Federal GILS
Abstract: This Privacy Act system consists of applications to
use records held by the National Archives including the
individual's name, address, telephone number, occupation,
research topic, educational level, and field of interest. At
some NARA locations, the system includes an electronic database
containing the information from applications. (Categories of
records in the system)
Purpose: The system's records are used by NARA employees to
register individuals who apply to use original records for
research at a NARA facility; to record initial research interests
of researchers; to determine which records the individual should
use; to provide a means of contacting the individual if
additional information of research interest to him or her is
found, or if problems with the records are discovered; and to
mail notices of events and programs of interest to users of the
records. Information in the electronic database will be used by
selected staff as a finding aid, to compile statistical reports
regarding researcher use of records, and to facilitate the
preparation of mailing lists. (Routine uses of records
maintained in the system, including categories of users and the
purposes of such uses.)
Agency Program: This system supports a major part of NARA's
mission to preserve and make available the permanently valuable
records of the Federal government, as well as those held at the
Regional Archives and Presidential Libraries. (no field)
Authorized under 44 U.S.C. 2108, 2203(f)(1), and 2907.
(Authority for maintenance of the system)
Availability:
Distributor: (System manager(s) and address)
Name: Assistant Archivist for the National Archives
Organization: Office of the National Archives
Street Address: 8th and Pennsylvania Avenue, N.W.
City: Washington
State: DC
Zip Code: 20408
Country: USA
Network Address:
Telephone: 202-501-5300
Fax: 202-219-1543
Distributor:
Name: Assistant Archivist for Special and Regional
Archives
Organization: Office of Special and Regional Archives
Street Address: 8th and Pennsylvania Avenue, N.W.
City: Washington
State: DC
Zip Code: 20408
Country: USA
Network Address:
Telephone: 202-501-5504
Fax: 202-208-7559
Distributor:
Name: Assistant Archivist for Presidential Libraries
Organization: Office of Presidential Libraries
Street Address: 8th and Pennsylvania Avenue, N.W.
City: Washington
State: DC
Zip Code: 20408
Country: USA
Network Address:
Telephone: 202-501-5700
Fax: 202-501-5709
Order Process: Requests for these records should be
addressed to the Assistant Archivist for the National
Archives, the directors of the Presidential Libraries, or
the directors of the Regional Archives, depending on where
individuals have used records. In writing, the individual
should provide full name, address, telephone number, and the
approximate date the records were used. Individuals
requesting their own records may have additional options for
ordering records. Only general inquiries may be made by
telephone. (Record access procedures)
Access Constraints: This is a system of records under the
Privacy Act. Information in the system may be exempt from
disclosure under provisions of the Privacy Act.
Use Constraints: None.
Point of Contact:
Name: User Services Division
Organization: Office of the National Archives
Street Address: 6801 Adelphi Road
City: College Park
State: MD
Zip Code: 20740-6001
Country: USA
Network Address:
Hours of Service:
Telephone: 301-713-6770
Fax: 301-713-6920
Supplemental Information:
Schedule Number: N1-64-90-1
Control Identifier: NARA0002
Record Source:
Department/Agency Name: National Archives and Records
Administration
Date of Last Modification: 19941216
GILS LOCATOR: AUTOMATED INFORMATION SYSTEM
Title: Retained Records Database
Acronym: RET
Originator
Department/Agency Name: National Archives and Records
Administration
Name of Unit: Office of Records Administration
Local Subject Index
Local Subject Term: US Federal GILS
Abstract: The Retained Records Database (RET) contains
descriptions of unscheduled records as well as scheduled records
that other Federal agencies have not transferred to the National
Archives. Information contained in the database also includes
the conditions under which the records are maintained, where they
are located, the contact person, a tickler date indicating when
the records should be re-evaluated, and scheduling data. The
History File contains records previously listed in RET that have
now been transferred to the National Archives or a Federal
Records Center. The Oral History File contains descriptions of
oral history projects through 1992. Routine updates and
additions to the system occur semi-annually.
Begin Date: 1990
Purpose: RET was created to provide a centralized source of
information about older series of permanent or potentially
permanent records maintained in agency custody so that these
records can be tracked and eventually transferred to the National
Archives.
Agency Program: 44 U.S.C. 29 authorizes the Archivist of the
United States to undertake certain records management functions.
Time Period of Content: 1755 -
Availability
Distributor
Name: Office of Records Administration
Organization: National Archives and Records
Administration
Street Address: 8601 Adelphi Road
City: College Park
State: MD
ZIP Code: 20740
Country: USA
Telephone: 301-713-6677
Fax: 301-837-3699
Order Process: Currently, there is no on-line access to the
system outside of the Office of Records Administration.
Printouts from the system may be requested by calling or
writing the Office. The first 100 pages are free;
additional pages cost $.20 per page. Fees may be paid in
cash, by check or money order payable to the National
Archives Trust Fund and must be paid in advance.
Technical Prerequisites: Connection to ICASS, IBM-PC
compatible microcomputer
Sources of Data: The data come from physical inspections by
National Archives staff.
Access Constraints: A password is required to make changes to
the system.
Documentation: Technical Documentation manual; User Guide
manual
Use Constraints: None.
Point of Contact
Name: RET System Administrator
Organization: Office of Records Administration, NARA
Street Address: 8601 Adelphi Road
City: College Park
State: MD
ZIP Code: 20740
Country: USA
Network Address: kathleen.meman@nara.gov
Hours of Service: 8:00 a.m. - 4:30 p.m.
Telephone: 301-713-6677
FAX: 301-837-3699
Supplemental Information
Schedule Number: N1-64-93-3
Control Identifier: NARA0004
Record Source
Department/Agency Name: National Archives and Records
Administration
Name of Unit: Policy and IRM Services
Date of Last Modification: 19941215
GILS LOCATOR: MULTI-PRODUCTS
Title: CLIO: National Archives Gopher
Acronym:
Originator
Department/Agency Name: National Archives and Records
Administration
Local Subject Index
Local Subject Term: US Federal GILS
Abstract: CLIO is an information system that combines
collections of information available about the National Archives
and Records Administration (NARA) with easy access to diverse
electronic resources over the Internet using Gopher software.
CLIO provides information about NARA activities, facilities, and
holdings in plain ASCII text as well as some graphic images from
NARA's exhibits and audiovisual collections. This includes
information about specific NARA holdings, genealogy, records
management, exhibits, public events, training courses, the
Federal Register, the NARA Library, and related Gophers and
Internet resources. CLIO is updated frequently, whenever
information changes or new information becomes available.
Begin Date: May 1994
Purpose: CLIO was developed to provide on-line public access to
NARA information. Statistics compiled by the system give NARA
staff some indication of the access paths and information needs
of the users. The system also provides on-line access to
internal agency information for NARA staff.
Agency Program: 44 U.S.C. 2109 authorizes the Archivist of the
United States to make known information about NARA holdings.
Time Period of Content: 1775 -
Availability
Distributor
Name: System Administrator
Organization: National Archives and Records
Administration
Street Address: 8601 Adelphi Road
City: College Park
State: MD
ZIP Code: 20740
Country: USA
Network Address: postmaster@nara.gov
Telephone: 301-837-3555
Fax: 301-837-3216
Resource Description: NARA Gopher
Order Process: CLIO is available free of charge 24 hours a
day. CLIO can be accessed via the Internet through a gopher
client (gopher.nara.gov), an HTTP client (www.archives.gov), or
a GopherMail client.
Technical Prerequisites: Access to Internet and a gopher,
http, or gophermail client
Linkage: gopher://gopher.archives.gov
Sources of Data: The data come from NARA holdings, NARA
publications, NARA finding aids, and NARA policies and
procedures.
Access Constraints: None
Documentation: None
Use Constraints: None
Point of Contact
Name: Gopher Coordinator
Organization: Policy and IRM Services, NARA
Street Address: 8601 Adelphi Road
City: College Park
State: MD
ZIP Code: 20740
Country: USA
Network Address: sandra.michaels@nara.gov
Hours of Service: 9:00 a.m. - 5:00 p.m.
Telephone: 301-837-3680
FAX: 301-837-0319
Supplemental Information
Schedule Number: Not scheduled
Control Identifier: NARA0003
Record Source
Department/Agency Name: National Archives and Records
Administration
Name of Unit: Policy and IRM Services
Date of Last Modification: 199412159.0 APPENDIX B: GENERAL REFERENCES
GILS - OFFICIAL DOCUMENTATION
Christian, Eliot. (1994, May 2). The Government Information
Locator Service (GILS): Report to the Information Infrastructure
Task Force. Available on the Fedworld electronic bulletin board
(703-321-8020) or by anonymous FTP (File Transfer Protocol) via
the Internet at 130.11.48.107 as /pub/gils.doc (Microsoft Word
for Windows format) or /pub/gils.txt (ASCII text format).
Office of Management and Budget. (1994, December 7). OMB Bulletin
95-01: Establishment of Government Information Locator Service.
FIPS PUB 192. (1994, December 7). Application Profile for the
Government Information Locator Service (GILS)
GILS - RELATED GUIDELINES/STANDARDS
Federal Geographic Data Committee. (1994, June 8). Content
Standards for Digital Geospatial Metadata.
Library of Congress. (1994). USMARC Format for Bibliographic
Data. Washington, DC: Library of Congress
Library of Congress. USMARC Code List for Relators, Sources,
Description Conventions
National Information Standards Organization (1992). ANSI/NISO
Z39.50-1992. Information Retrieval Application Service Definition
and Protocol Specification for Open Systems Interconnection.
Gaithersburg, MD: NISO Press.
Representation for Calendar Date and Ordinal Date for Information
Interchange (ANSI X3.30), adopted as Federal Information
Processing Standard 4-1.
GILS - GENERAL INFORMATION
Hinnebusch, Mark. (1992, February - October). "A Primer on
Z39.50, Parts 1-8)" Academic and Library Computing, Volume 9,
Number 2-9. February- October, 1992, Meckler Corporation,
Westport, CT. (ISSN 1065-0741).
McClure, Charles R., Ryan, Joe & Moen, William E. (1992).
Identifying and describing federal information inventory/locator
systems: Design for networked-based locators. Capitol Heights,
MD; National Audiovisual Center. (ERIC Document Reproduction
Service ED 349-031).
Moen, William E. and Charles R. McClure. (1994, September 7). The
Government Information Locator Service (GILS): Expanding Research
and Development on the ANSI/NISO Z39.50 Information Retrieval
Standard. Final report of the Cooperative Research Study between
the School of Information Studies, Syracuse University and the
United States Geological Survey, funded by The Interagency
Working Group on Data Management for Global Change.
GILS - ELECTRONIC SOURCES OF INFORMATION
GILS Discussion List: gils@cni.org. To subscribe, send an e-mail
message to listproc@cni.org with no subject line and the message
text: subscribe gils (your name).
GILS Demonstration Page: http://www.usgs.gov/gils/index.html
GILS Documents at the Coalition for Network Information: To
access the server via Gopher, point a Gopher client to
gopher.cni.org:70. Follow this series of menus: Coalition FTP
Archives (ftp.cni.org); Publicly Accessible Documents (/pub);
Government Information Locator Service (/GILS).
NARA GILS Documents: To access the server via Gopher, point a
Gopher client to gopher.archives.gov:70. Follow this series of
menus: Information for Archivists and Records Managers; GILS
Guidance.10.0 APPENDIX C: GILS CORE ELEMENTS AND CORRESPONDING USMARC TAGS
1. Title 245$a
2. Originator 710$a
3. Controlled Vocabulary (see subelements below)
Index Terms-Controlled 650
Thesaurus 650 1st indicator; 650$2
4. Local Subject Index 653$a
5. Abstract 520
6. Purpose 500
7. Agency Program 500
8. Spatial Reference (see subelements below)
Bounding Rectangle 255$c
Western-most 034$d
Eastern-most 034$e
Northern-most 034$f
Southern-most 034$g
Geographic Name (see subelements below)
Geographic Keyword Name 651
Geographic Keyword Type 655
9. Time Period of Content (see subelements below)
Time Period-Structured 045$c
Time Period-Textual 513
10. Availability
Distributor
Distributor Name 270$p
Distributor Organization 270$p
Distributor Street Address 270$a
Distributor City 270$b
Distributor State 270$c
Distributor Zip Code 270$e
Distributor Country 270$d
Distributor Network Address 270$m
Distributor Hours of Service 301$a
Distributor Telephone 270$k
Distributor Fax 270$l
Resource Description 037$f
Order Process 037$c
Technical Prerequisites 538
Available Time Period-Structured 045$c
Available Time Period-Textual 037$n for non-electronic
resource; 856$z for
electronic resource
Available Linkage 856$u
Available Linkage Type 856 1st indicator; 856$2
11. Sources of Data 500
12. Methodology 567
13. Access Constraints 506
14. Use Constraints 540
15. Point of Contact 856$m for electronic
resources
Contact Name 270$p
Contact Organization 270$p
Contact Street Address 270$a
Contact City 270$b
Contact State 270$c
Contact Zip Code 270$e
Contact Country 270$d
Contact Network Address 270$m
Contact Hours of Service 301$a
Contact Telephone 270$k
Contact Fax 270$l
16. Supplemental Information 500
17. Cross Reference (see subelements below)
Cross Reference Title 787$t
Cross Reference Linkage 787$w
Cross Reference Type 856 1st indicator; 856$2
18. Schedule Number 583$a,$b
19. Control Identifier 001
20. Record Source 040
21. Original Control Identifier 035
22. Date of Last Modification 00512.0 APPENDIX E: GILS CORE ELEMENTS IN NARA-RECOMMENDED
PREFERRED DISPLAY ORDER
1. Title
2. Originator
3. Controlled Vocabulary
Index Terms-Controlled
Thesaurus
4. Local Subject Index
5. Abstract
6. Purpose
7. Agency Program*
8. Spatial Reference
Bounding Rectangle
Western-most
Eastern-most
Northern-most
Southern-most
Geographic Name
Geographic Keyword Name
Geographic Keyword Type
9. Time Period of Content
Time Period-Structured
Time Period-Textual
10. Availability
Distributor
Distributor Name
Distributor Organization
Distributor Street Address
Distributor City
Distributor State
Distributor Zip Code
Distributor Country
Distributor Network Address
Distributor Hours of Service
Distributor Telephone
Distributor Fax
Resource Description
Order Process
Technical Prerequisites
Available Time Period
Time Period-Structured
Time Period-Textual
Available Linkage
Available Linkage Type
11. Sources of Data*
12. Methodology
13. Access Constraints
14. Use Constraints
15. Point of Contact
Contact Name
Contact Organization
Contact Street Address
Contact City
Contact State
Contact Zip Code
Contact Country
Contact Network Address
Contact Hours of Service
Contact Telephone
Contact Fax
16. Supplemental Information
17. Cross Reference
Cross Reference Title
Cross Reference Linkage
Cross Reference Type
18. Schedule Number**
19. Control Identifier
20. Record Source
21. Original Control Identifier
22. Date of Last Modification
* Mandatory when the resource referenced by the GILS Core
entry is an automated information system
** Mandatory when the GILS Core entry is intended to meet the
obligation of Federal agencies to inventory automated
information systems or other records series for records
management purposes.
|