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The Defense Technical Information Center
Information for the Defense Community Link to HomeLink to DTIC From A to ZLink to Contact Us


Contributors' Guide
Participating in the Information Acquisition Program
[ DTIC Publications ]      [ Submitting to DTIC ]

DTIC's Role
DTIC® supports the warfighter by facilitating the exchange of information resources throughout the Department of Defense (DoD), through acquisition, collection, documentation, storage, and dissemination. The DTIC Information Acquisition Program mission is to acquire scientific and technical information generated by contributors.

Contributors
Primary contributors to DTIC are DoD organizations, those under contract to DoD, foreign governments, and other U.S. Government agencies and their contractors. Other contributors include components of industry (including small business program participants), state governments, nonprofit organizations and academic institutions.

This Guide
This guide provides a summary of information that contributors should be aware of before submitting documents to DTIC, links to other relevant resources, and DTIC contact information.

In This Guide:
Types of Acquisitions
Collection Development
Collection Scope
Copyright Issues
Databases
Services
Security & Regulations
Media & Formats
Delivering Contributions
Forms
Contacting DTIC



Important Note Important Notes




    Types of Acquisitions

    Management Information Summaries

      When funds are allocated to specific efforts (DoD Research, Development, Testing & Evaluation - RDT&E;, in-house or contracted studies and analyses, university grants, Small Business Innovation Research (SBIR), or cooperative research and development agreements), the originating office or contract monitor forwards a management information summary of the planned effort to DTIC. The summary is then compiled into a format suitable for upload to the Research Summaries (RS) Database.

    Industry Contributions

    Scientific & Technical Documents

      As reported projects are completed and their results documented, technical reports and other scientific and technical information products are submitted to DTIC and catalogued into the Technical Reports (TR) Database .

    Other Acquisitions
      DTIC also accepts DoD patent applications, software and data files, databases, video recordings, conference proceedings, service school theses and dissertations, and acquisition life-cycle documents. These are also included in the TR database.

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    Collection Development

    The Mission: To actively acquire scientific and technical analytical information generated by contributors whose work advances the military and the nation as a whole.

    DTIC collects and acquires a variety of information resources from an array of sources, both domestic and foreign. Most of these are outlined in the table below. Lists of specific types of documents accepted by DTIC for its collection are available on the DTIC Selection Criteria Web page.

Resource Type Sources Purpose
Research & Development (R&D;) Technical Reports/Contract Deliverables DoD R&D; efforts. Support Plans and Investments in Technology
Foreign Scientific & Technical Information (STI) Foreign Counterparts and Repositories of International STI Support Bilateral Information Exchange Agreements
Independent Research & Development (IR&D;) Project Summaries Defense-related Contractors Provide Authorized DoD and other Federal Government Users Information about Non-contracted R&D; Efforts Performed by Defense-related Contractors
Planning, Programming, & Budgeting Information for DoD Acquisition Life-Cycle Process DoD Support technology program focus areas
Table Continues ...
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Resource Type Sources Purpose
Management & Policy Studies and Analyses - Lessons-Learned, Technology Solutions, Acquisition Strategies, Production, Employment, etc. DoD Support DoD Mission Areas
Modernization Planning & Vision Documents on Future Systems, Components, Operational and Technical Requirements DoD Support R&D; and Acquisition Community Planners
External Management & Policy Information U.S. Government Agencies Support Acquisition and Technology Programs
Administrative Guidance Documents Office of the Secretary of Defense (OSD) Principal Staff Assistants Support OSD in Areas of Program Authority
International R&D; Information DoD Technology Area Review & Assessment (TARA) Support TARA

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    Collection Scope
    DTIC's collection covers classic military subjects and a broad spectrum of scientific and technical disciplines. The collection is grouped and identified according to the Subject Categorization Guide for Defense Science & Technology, in which 25 broad subject groups (and 251 subgroups) categorize the areas of scientific and technical interest to DTIC. The Subject Category Coverage Web page provides detailed descriptions of each subject category subgroup, with cross-reference links to related subject areas. These categories provide the structure for the subject grouping of technical reports in DTIC's collection and are used to define the areas of need-to-know in distributing these reports.


    Copyright Issues
    Because Research and Development managers and Scientific and Technical Information Center staff are often uncertain about what to do with documents that come to them with copyright notices, DTIC staff have written guidelines to help determine Government rights in copyrighted works. These guidelines are not a substitute for professional legal advice: Copyright law is complex and situation-based -- consult your agency legal counsel with specific copyright questions.

    For guidance on copyright issues for submitting to DTIC, refer to:
    In addition, the CENDI Copyright Task Group has produced a

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    Databases
    DTIC databases provide access to results of DoD research efforts, and include summary descriptions of DoD R&D; efforts, bibliographic descriptions (many with links to full text versions) of scientific and technical documents, and reports and summaries of IR&D; efforts. Databases are searchable from DTIC Scientific & Technical Information Network: Public STINET / Private STINET . Classified citations are currently available on our legacy Defense RDT&E; Online System (DROLS). This will soon be replaced by a classified version of STINET.
      Research Summaries (RS) Database
      Established to provide a rapid exchange of technical and management data describing ongoing DoD research and technology efforts at the Work Unit level, DTIC's second-largest database consists of descriptions of technical content, performers, monitors, and funding sources for DoD research and technology efforts. Information in the Research Summaries database is provided to DoD and other Government scientists, engineers, managers, and contractors in industry and academia, enabling managers to coordinate programs and eliminate duplication of effort. The RS database also provides defense contractors with access to data on planned, ongoing, and completed work.

    • Details: On the Research Summaries (RS) Database Web page.
    • Contact: RS Database Manager; Acquisitions Branch; (703) 767-8031 (DSN 427).
      Technical Reports (TR) Database
      Scientific and technical documents and reports that result from projects described above are cataloged, indexed, abstracted and made available in the searchable online bibliographic Technical Reports (TR) database. TR citations are available through Private STINET , Public STINET or on CD-ROM. Public STINET provides access to all unclassified, unlimited distribution citations added into DTIC’s technical reports collection from 1974 to present as well as the full text of unclassified, unlimited distribution documents added to DTIC’s technical reports collection since September 1998.

    • Details: On the Submitting to DTIC Web page.
    • Contact: Technical Reports Program Manager; Acquisitions Branch; (703) 767-8040 (DSN 427).

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    Services
    Information resources acquired by DTIC are permanently stored and protected according to regulations and distribution limitations. DTIC databases are available for review prior to initiating new projects, eliminating unnecessary duplication and reducing agency expenditures. Cost-savings can be measured in terms of storage, inventory, human resources, and the administrative expenses of maintainance, reproduction and secondary distribution.

    Registering with DTIC is free, but DTIC charges for many of its products and services. Those eligible to register include employees of DoD organizations, DoD contractors or potential DoD contractors, employees of U.S. Federal Government agencies or U.S. Federal Government agency contractors, a university or college program or project funded by DoD or a U.S. Federal Government agency for research throughout the U.S. For details on registering with DTIC, refer to the Registering with DTIC Web page.

    Value-Added Services
    Descriptive Cataloging
    Capturing important bibliographic data from a document creates a meaningful description for catalog users, enabling them to identify and request those documents which satisfy their information needs. Cataloging data selected for entry is standardized to ensure accurate retrieval. Bibliographic citations in the DTIC databases are created according to the DTIC Cataloging Guidelines.

    Subject Indexing
    At DTIC scientific and technical documents are indexed according to a multidisciplinary subject term vocabulary. This controlled vocabulary, the DTIC Thesaurus [1], is used to index and retrieve information, and can be searched online as part of the Technical Reports database search options in STINET, and is built into the search functions in Private STINET.
    Abstracting
    Abstracting, or abstract writing, is a professional specialization of text summarization for bibliographic informations systems, dealing with long documents which are usually scientific or technical. Abstracts are required as part of the submission of technical reports to DTIC, and are captured in the Form 298 that accompanies submissions. The ANSI/NISO Standard Z39.18, Scientific and Technical Reports states that:
    "an abstract, a required element of front matter, presents a concise, informative statement (approximately 200 words) of the purpose, scope, methods, and major findings of the report, including results, conclusions, and recommendations."
    A separate standard, ANSI/NISO Standard Z39.14, Guidelines for Abstracts, provides detailed guidance on abstract writing. Although not standard practice, for incomplete or missing abstracts, DTIC has abstracts written by knowledgable catalogers familiar with a document's subject matter.

    Abstracts help to provide a clear and complete picture of a document's content for users. In addition, abstracts are completely text searchable, enhancing the user's search capabilities.

    Announcing
    DTIC's current awareness products announce new submissions to users. These tools enable users to keep current with the most recent research in their fields, offering automatic access to DoD research and development information in a particular area of interest.

    Details: On the Current Awareness Products Web page.
    Contact: Marketing Team; (703) 767-8267 (DSN 427), or 1-800-225-3842, (Product Information--menu selection 2, option 3).


    The CURRENT AWARENESS BIBLIOGRAPHY (CAB) program delivers citations of those documents matching a profile based on the DTIC subject Categories. Current Awareness products enable users to:
    • Observe trends in market research and business development.
    • Determine quickly which documents to order.
    • Prepare comprehensive research and analysis reports in their area(s) of interest.
    • Identify to contributors when their documents have been added to the database.

  • Current Awareness Bibliographies (CABs) provide abstracts to all unclassified, unlimited distribution, unclassified, limited and classified citations according to user eligibility.
  • Electronic Current Awareness Bibliographies (ECABs) contain abstracts only for unclassified/unlimited citations. All unclassified, limited distribution and classified citations appear without abstracts or identifiers.
  • Details: On the Current Awareness Products Web page.
    Contact: CAB Program Manager; Reference & Retrieval Branch; (703) 767-8266 (DSN 427).


    The AUTOMATIC DOCUMENT DISTRIBUTION (ADD) program provides the quickest and least expensive means for users to acquire DoD-sponsored technical reports in their area(s) of interest. The ADD program provides technical reports on microfiche that match a subject profile, twice a month. Note: Nonprint products are not available under the ADD program.

    Details: Automatic Document Distribution (ADD) Web page.
    Contact: Information Retrieval Analyst; Reference & Retrieval Branch; (703) 767-8266 (DSN 427), 1-800-225-3842.


    The DTIC REVIEW provides readers with a sampling of full text documents from the DTIC collection on topics of current interest. Yearly subscriptions to new releases (4 CDs per year): $85; Individual cost: $25. Several editions are also available online. Included on the CD-ROMs are related electronic references and an updated bibliography.

    Details: On the DTIC Review Web page.
    Contact: DTIC Review Manager; Reference & Retrieval Branch; (703) 767-8266 (DSN 427).


    The DEFENSE TECHNICAL REPORTS AUTOMATED INFORMATION LIST (TRAIL) is a free electronic mailing list that automatically disseminates citations of unclassified/unlimited technical reports recently added to the database. Subscribers may choose to receive their first bibliography via email immediately after subscribing; additional listings will follow every two weeks. The bibliography is based on the categories and subgroups chosen on the subscription form.

    Details: On the TRAIL Web page.
    Contact: Reference & Retrieval Branch.

    Dissemination
    DTIC disseminates your document submissions only to authorized audiences/recipients. After completing the registration process, your customers may submit requests for documents of interest.

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    Small Business Services
    Small Business Innovation Research (SBIR) Program
    The DTIC Small Business Program provides technology transfer opportunities and comprehensive technical information support to small, high-tech companies. These services include the DTIC online databases and the SITIS service described below.

    Details: On the SBIR Web Page.
    Contact: SBIR Manager; 1-800-363-7247


    SBIR Interactive Topic Information System (SITIS)
    DTIC manages the SITIS Solicitation Question and Answer Menu as a service to the DoD and the small business community. Questions posted may or may not receive individual responses, at the discretion of the responsible DoD Topic Manager. We will post questions that are pending replies and will follow-up with Topic Managers, if necessary. The success of the system is contingent on the willing participation of the Topic Managers.

    Details: On the SITIS Web page.

     

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    Security & Regulations
    DTIC accepts both unclassified and classified (Confidential and Secret only) documents, as listed below. All documents must be properly marked with the appropriate classification level, distribution statement, and downgrading information, as applicable. Discrepancies in markings and classification inconsistencies must be resolved prior to document processing.

    Important Note Note: DoD Directive 3200.12 - DoD Scientific and Technical Information Program (STIP), excludes, and DTIC will not accession, the following types of information:

    • Day-to-day operational data used by the warfighter (unless required for scientific and technical analysis), and information relating to command and control of operations and forces.
    • Products generated under by the DoD scientific and technical intelligence community, and technical documents containing classified scientific and technical intelligence.
    • The DoD technical data management program.
    • Signal intelligence and communications security information.

    Document Markings
    Accepted Not Accepted
    • Confidential
    • Secret
    • Foreign Unclassified in Confidence
    • Foreign Restricted
    • Top Secret
    • Registered
    • Cryptographic and Communications Security
    • Communications and Electronics Intelligence

    Marking Documents
    The DoD Pamphlet DoD 5200.1-PH - Guide to Marking Classified Documents prescribes guidance on the markings for classified national security information.

    A Quick Reference for Marking DoD Technical Documents [ 2 ] is available from DTIC in both hard copy and online full text versions.


    Distribution Statements
    All DoD components generating or responsible for DoD technical documents and other forms of data shall determine the appropriate distribution and mark these materials with a DoD Distribution Statement before they can be disseminated. This statement denotes the extent of the document's availability for distribution, release, and disclosure without additional approvals or authorizations.
      A Distribution Statement consists of four critical pieces of information:
    1. Audience authorized for receipt of the data (distribution level).
    2. Reason that the data is restricted from public release (Statement A has no reason since it is not restricted).
    3. Date (of determination).
    4. DoD Controlling Office name (Statement A has no DoD Controlling Office since the material has been cleared for public release).
    Important Note Note: DoD Directive 5230.24 dated 18 March 1987 states that all documents sent to DTIC must be assigned a distribution statement by the contributor.

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    Regulations
    DoD publishes a large number of regulations in the form of directives, instructions, handbooks, pamphlets, manuals, etc. A listing of all of these publications (and their updates and changes) is contained in the DoD Directives System Annual Index (DoD 5025.1-1).

    Many regulations govern the DoD research program. DoD Directive 3200.12, Scientific & Technical Information Program (STIP) , outlines requirements for handling and disseminating technical documents. Full text versions of many of these regulations are available online through DTIC. Copies of all relevant DoD regulations are available to registered DTIC users. For information on registration, contact DTIC User Services about registering.

    DoD directives requiring direct action by the military services are implemented by a series of Air Force, Army, and Navy regulations. Military publications and manuals are available to government agencies through military distribution offices and to private industry from the National Technical Information Service (NTIS).

General Regulations

Military Regulations

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    Media & Formats
    Documents are delivered to DTIC in both hard and soft-copy media and formats. For all types of documents, clear reproductions depend on clear originals. Both hard copy and soft copy documents are reproduced in several media types (print -- electronic -- nonprint); each type is described in detail below:
PRINT DOCUMENTS
'Print' media documents are accepted in paper and removable electronic media. They may also be sent electronically using email or the File Transfer Protocol (FTP). Print documents are reproduced and distributed in paper, online (PDF file format), and in microfiche. Print documents should be formatted according to the ANSI/NISO Standard Z39.18, Scientific and Technical Reports - Elements, Organization, and Design, available online.
    Documents should be of sufficient graphic quality to permit scanning and reproduction of legible copies. Line work, charts, tables and graphs should be sharp and clear and of consistent density. Graphics should be of sufficient size as to be clearly legible when reproduced.
  • Print documents should be complete and properly paginated.
Important Note Note: If color is an important part of the document ... be aware that DTIC currently reproduces and distributes paper and microfiche copies of print documents in black and white only. Color will reproduce in the online versions.

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ELECTRONIC DOCUMENTS

DTIC encourages contributors to submit documents electronically. Electronic documents are reproduced and distributed online (PDF file format), in paper, and in microfiche. Unclassified & Unlimited, e.g. Public Release documents in electronic form may be submitted via:

  • Email, or by the
  • DTIC Electronic Document Submission System , or by
  • Surface mail, on CD-ROM, 3.5 in. floppy diskettes, or Iomega 100 MB Zip Disks.
  • Accepted electronic file submission formats include, but are not limited to:

    NOTE: DTIC can no longer accept the following file types via email: password protected, zipped or compressed files, file with the extensions: *.vbs, *.cmd, *.exe, *.bat, *.com, *.mp3, *.eml and *.dll.

    All electronic documents are converted to Adobe PDF files for online distribution. Within these online PDF files all hyperlink and color elements are preserved.

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    NONPRINT DOCUMENTS
  • 'Nonprint' documents are those on removable media that cannot be reproduced or distributed as a single online text file, or as a single text document on paper.

  • Nonprint documents accepted for reproduction and distribution are multiple-file CD-ROMs, DVD-ROMs, 3.5 in. floppy diskettes, and VHS Videotapes. All nonprint media products are currently reproduced on a one-to-one basis, in the identical media and file formats as received.
  • Important Note Note: Those documents that are received on removable media and which consist of text-only files will be made available electronically as downloadable PDF files, unless the contributor specifically states that they want distribution on removable media.

      MULTIMEDIA DOCUMENTS
      'Multimedia' items are complex documents; usually (but not always) CD-ROM-based, and may consist of a mix of media and file formats, both paper and electronic. Multimedia products are evaluated for selection on a case-by-case basis, and when selected may include the following elements:
    • Photographs
    • Digital Images
    • Audio/Video
    • Videotape
    • Animation
    • Other Graphics Files
    • Hyperlinks/Hypertext
    • Magnetic and/or Optical Media
    • "Mixed Media" - Electronic, Digital and/or Paper

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      Delivering Contributions to DTIC
      As indicated above, documents may be delivered to DTIC in several ways. Hard copy and soft copy on removable media can be sent via the U.S. Post Office, Federal Express, or courier. Electronic documents may be emailed, FTP'd, or mailed on removable media (Zip Disks, 3.5 in. Floppy Disks, CD-ROM and DVD). Contributions to DTIC must have an appropriate Distribution Statement (with reason and date, if necessary), in accordance with DoD Directive 5230.24. One legible copy of each document is all that is required. Professional binding of hard-copy reports is not necessary. Each document should be accompanied by the appropriate documentation form.
      Mail/Courier Service
      For information on DTIC courier service (Metro DC area only), please contact the Input Support Branch Chief, at (703) 767-9723. Contributions of all accepted classification levels should be delivered to the following address:

      Defense Technical Information Center
      ATTN: DTIC-OMI
      8725 John J. Kingman Rd.
      Ft. Belvoir, VA 22060-6218


      Email
      Unclassified & Unlimited, e.g. Public Release documents may be submitted electronically to the following email address:

      TR@dtic.mil

      NOTE: DTIC can no longer accept the following file types via email: password
      protected, zipped or compressed files, file with the extensions: *.vbs, *.cmd, *.exe,
      *.bat, *.com, *.mp3, *.eml and *.dll
      .

      Internet/Web
      After registering with DTIC, electronic documents may be submitted online using the following online form:

      Electronic Documents Submission

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      Feedback on Contributions
    • DTIC assigns an accession number (AD) to each document in the Technical Reports database. To be informed of AD numbers assigned to document submissions include a copy of the Form 50 (DTIC Accession Notice) with your contribution and it will be returned to the addressee when the input process is completed. To obtain a supply of the Form 50 cards, please contact the Input Support Branch Documentations Clerk at (703) 767-9089.

       

    • Alternatively, contributors can receive electronic feedback via email registration: This notification provides the AD number and other citation information about all documents contributed. Email notification is sent out every 2 weeks. See the Electronic Feedback Form in the forms section below.
      • Copies to National Technical Information Service (NTIS)
        DTIC automatically sends a copy of each Unclassified & Unlimited, e.g. Public Release document to the National Technical Information Service (NTIS). Classified and Unclassified/Limited Distribution documents are not released to NTIS.

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      Forms

      Forms for DTIC Contributions

      The following forms are highly recommended for timely processing of contributions and effective cataloging. Agencies within the federal government use a report documentation page (RDP) which contains all pertinent bibliographic data about the report necessary for information processing and handling. Many federal agencies require that reports prepared under contract or grant contain the RDP. The Report Documentation Page, Standard Form 298, is available for download from DTIC or from the GSA U.S. Government Forms Web site. The DTIC Form 530 is used specifically for nonprint products, and is available directly from DTIC:

    • Technical Reports (Print & Electronic):
      SF-298 - Report Documentation Page
      • SF-298 (MS Word Template)
      • SF-298 (Fillable PDF Format) **
          ** Solutions for common Adobe Acrobat Reader errors

    • Nonprint Products (Removable Media):
      DTIC Form 530 - Nonprint Form

      Important Note Note: If you have problems using the templates, or are not quite sure what is required in each field - use the instructions below to assist you in correctly completing the forms.

                   Instructions (MS Word Documents):   DTIC Form 530        SF 298

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    Contacting DTIC
    For Information On ... Call ... Email ...
  • Registering With DTIC
  • (703) 767-8273
    DSN 427-8273
    reghelp@dtic.mil
    Submitting Documents to DTIC Selection Criteria
  • Technical Reports Database
  • (703) 767-8040
    DSN 427-8040
    AQ@dtic.mil
  • Copyright
  • (703) 767-8037
    DSN 427-8037
    copyright@dtic.mil
  • Cataloging Guidelines
  • (703) 767-8027
    DSN 427-8027
     
  • Subject Category Coverage
  • DTIC Thesaurus
  • (703) 767-9014
    DSN 427-9014
     
  • Research Summaries Database
  • (703) 767-8031
    DSN 427-8031
    rs@dtic.mil
  • Independent Research & Development (IR&D;) Contributor's Guide
  • IR&D; Database
  • (703) 767-9039
    DSN 427-9039
    irdpm@dtic.mil
    Small Business Innovation Research Program (SBIR)
  • SBIR Interactive Topic Information System (SITIS)
  • Online Technical Information Package System
  • 1-800-363-7247 sbir@dtic.mil
  • Security
  • Regulations
  • Distribution Statements
  • (703) 767-0011
    DSN 427-0011
    infosec@dtic.mil
  • Electronic Document Submissions
  • DISA Form 41
  • (703) 767-9008
    DSN 427-9008
    stintr@dtic.mil
  • Nonprint/Multimedia Document Submissions
  • DTIC Form 530
  • (703) 767-9085
    DSN 427-9085
    np@dtic.mil

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