Publication Information Management Tool Help File

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Protected Work Space
Each user is provided with a protected work area where files can be started, and edited. Other options will take the user to pages where they may delete files, print or display the draft Document Control Data (DCD) sheet and Document Review Panel Publication Record (DRPPR) or document covers, and upload PDF versions of their documents to DRDKIM. No one else can see this information until the user declares the status to be 'Final'. The DRP will be able to see all 'Final' files in its centre and edit these to produce the 'Approved' and/or 'Published' versions.

Starting a New File and File Name
When you click on the "Limited" or "Unlimited" buttons, you will go immediately to a blank input form. The "Unlimited" form does not contain any of the input or selection fields pertaining to limited data (Classification, Distribution limitations, etc.) and mandatory values are supplied as defaults (an Unlimited document is by definition Unclassified, etc.). The default Status is 'Draft', which should be used until the user determines that all requisite data has been input and is correct.
When a new file is created and saved, its system-assigned name is in the format CANDID username, date [in the format YYMMDD] and time. Each time the file is edited and resaved, the previous version is overwritten. The title is given with each file name in order to identify it.

To Print or Display... - Click on "Print or display" to view and/or print the following:

• the Document Control Data (DCD) Sheet, which is to be incorporated in all printed and electronic scientific and technical publications produced by or for the research centre (with the exception of submissions to commercial journals for public release or to security-classified defence periodicals), or
• the Document Review Panel Publication Record or DRPPR to view the information formerly captured by the DRPPR or 'green sheet'. This information is used by DRDKIM for internal purposes to determine what further distribution and announcement can be given to a particular document, and will now be transmitted electronically and captured by the DRDKIM integrated system CANDIS.
• the Front or Back Covers, which may be inserted into the final PDF version of documents

Note: For best viewing and printing results consult the browser and printer set-up instructions.

Delete - Click on Delete if you wish to completely delete a previously saved Draft or Final file. This feature should be used with care because the information will be irrevocably lost if deleted. Only the DRP account can delete an Approved file.

Actions

The buttons in the Actions column allow the user to edit previously entered records, or access a page allowing uploading of PDF versions of that document, and Executive Summaries.
The input forms have limitations based on the user type , original language form used to create the record, etc. For example, user types which are not permitted to 'finalize' a record will be presented with forms without those options available.

Status

• Draft - allows users to save preliminary or incomplete Document Information Input Screen data for future use, without automatic checking for mandatory fields. Draft files are only accessible from the user account which created them. Once the user has determined that all the required data has been input, the status should be changed to 'Final', at which point the system checks that all mandatory fields have been completed.
• Final - a Final form has been checked for the presence of all mandatory fields. It is now viewable by the DRP accounts in order to 'Approve' and/or 'Publish' it.
• Approved- the designated Document Review Panel account (usually the Chairman's) is able to see all Final forms for its centre and can edit these to produce the Approved version. Once a form has been approved, the information is transmitted to DRDKIM and only the DRP account can edit it.
• Published- this status can only be assigned to records previously saved as 'Approved' and can only be applied by the designated Document Review Panel account (usually the Chairman). This status can only be successfully applied if all the required information is supplied and the three required PDF files have been uploaded, i.e. the document itself, and the english and french language Executive Summaries. Once this has been accomplished, a bibliographic citation will be available (depending on the documents limitations) at the DRDC websites at http://www.drdc-rddc.gc.ca and/or http://descartes.drdc-rddc.gc.ca. Links to the summary and document itself will also be listed.

Notes on fields in the Document Information Input Screen

1. Title and title classification

   A title is taken from that part of the document that provides the most meaningful and complete information. When a document is prepared in more than one volume, repeat the primary title, add volume number, and include subtitle for the specific volume. The format should be Title : Subtitle, or, Title, Volume # : Subtitle of specific volume. Title Classification is the classification of the title, and will always be unclassified if the online version of the form is being used. There is no need to type the title classification in brackets as part of the entered title. It will automatically be inserted on the printed forms. The title shall be entered in upper- and lower-case, with the first word capitalized, as well as other words according to the rules of the language.

2. Personal authors

   In this element the user will need to enter information about all individuals responsible for writing the document or thesis: the author(s), editor(s), translator(s) and compiler(s) as applicable. All personal names included here should appear on the title page of the document.

3. Publication date

   Choose a month from the drop-down list, enter the day of the document or thesis in numerical format (1-31), and enter a year in the "Year" text input box. This date may reflect actual or estimated future publication dates (as, for example, for submissions to periodicals). Use the defaulted values for month and day if the actual values are not known at the time of completion of the form.

4. Number of pages

   This should be a total number of pages containing textual or graphic material, including two pages for the Document Control Data Sheet (which will be printed out and become a part of the finalized version of the document)

5. Language of the Document

   Enter the language of the document.

   Abstract

   The DRDC Publication Standard requires that abstracts in both official languages be included. Input the English abstract in 5a and the French abstract in 5b.

6. Keywords, descriptors or identifiers

   Technically meaningful terms or short phrases that characterize a document and could be helpful in cataloguing the document. They should be selected so that no security classification is required. Identifiers, such as equipment model designation, trade name, military project code name, geographic location may also be included. If possible, keywords should be selected from a published thesaurus, e.g. Thesaurus of Engineering and Scientific Terms (TEST) and that thesaurus identified. Separate by semi-colons or carriage return.

7. Contributing agencies and roles
   • "Performing Agency" is the corporate body which actually did the work, e.g. a centre, or the contractor;
   • "Tasking/Contracting/Sponsoring Agencies" are all other corporate bodies involved with the project or in the production of the document - the Unit of DND/CF which tasked the centre to perform the research and/or sponsored it by providing funding, the centre or HQ which contracted out the work to a University, other government department or industrial organization;
   • "Publishing Agency" is the centre or HQ which produced the document and whose Document Review Panel is the final authority on distribution or classification [see #22]
8. Document category

   All Defence R&D Canada scientific and technical documents fall into one of three general categories, based upon intended readership. These categories are described below.

   • Technical Report:
   • • Used to record a significant technical (or scientific) accomplishment typically associated with the completion of a work unit, project or thrust.
     • Normally addresses a broad range of readers, including fellow scientists or engineers as well as project officers, managers and directors in Canada and abroad.
   • Technical Memorandum:
   • • Used to record technical work that is of lesser scope than a Report, or for narrower distribution (e.g., a progress document within a project or work unit).
     • Addresses the needs of colleagues, project officers and project managers.
     • Timeliness of publication is critical.
   • Technical Note:
   • • Used to record work for use within the centre and for archival purposes.
     • Purpose is to ensure that information not published elsewhere is retained.
     • Not for distribution outside DRDC, unless specifically requested by an outside agency.

   Note: If a Technical Note is to be distributed outside DRDC, it should be published as a Technical Memorandum.

   In addition, this tool must be completed for three other types of documents:

   Contract Report:

   Produced by a contractor working for DRDC under the direction of the Scientific Authority.
   Scope can cover any of the above categories.

   External Client report

   produced by DRDC, under contract, for the private sector, federal, provincial or municipal governments, international organizations and others
   normally follows the format for a Technical Report or Technical Memorandum

   Open or Defence Scientific Literature

   This category includes all S&T documents intended for publication in scientific journals, books or book chapters, proceedings of scientific conferences, national and international defence journals, letters to the editor, and proceedings of defence conferences and meetings sponsored by organizations such as TTCP and NATO. Theses arising from the work of post-graduate students employed by DRDC are also included in this category.

9. Document number

   Enter the 7-digit document number as assigned by the publishing agency preceded by the two or three letter code for the document category selected at 8. The format is ABC YYYY-###, where ABC is either TR, TM, TN, CR, ECR or SL, where YYYY is the year of publication and ### is a three digit number, i.e. ECR 1999-006. The three digit number is assigned sequentially, starting at 001 each year, and is independent of the document category.

10. Contract, grant, thrust and/or project numbers

    Include Contract, Grant, Thrust and/or Project No.(s) . (please specifiy)

11. Other document numbers

    Document numbers assigned by contracting or monitoring agencies (please specify)

12. Descriptive notes

    Enter information not included elsewhere such as:

    • "Prepared in cooperation with..."
    • "Translation of..."
    • "To be published in..."

    When a document is revised, include a statement as to whether the new document supersedes or supplements the older document. If appropriate, enter the type of document, e.g. interim, progress, summary, annual or final. Give the inclusive dates when a specific reporting period is covered.

13. Security classification or designation of document

    Consult Publication standard for scientific and technical documents April 2000 (PDF) 449 KB Annex F for guidance. Indicate the date at which the document should be reviewed for declassification or downgrading. Except in very unusual circumstances, this should not exceed five years from the date of the document.

14. Official warning term (if applicable)

    In addition to the normal security classification, warning terms are to be marked on documents if their exposure to persons other than those specified in the warning might cause embarrassment or give rise to controversy between Canada and the country or countries specified by the 'Eyes Only' statement. They should only be used when essential and normally on documents classified at least SECRET, or designated PROTECTED B or C. The most common warning terms are available for selection in the pull-down menu at 14a. Other warning terms, in the form CTRY1/CTRY2/CTRY3.../CTRYn EYES ONLY, where CTRYs are in alphabetical order) are entered in 14b. When applicable, the warning term WNINTEL (WARNING NOTICE INTELLIGENCE SOURCES AND METHODS INVOLVED) is marked on intelligence information classified SECRET or TOP SECRET. The WNINTEL warning term will always be accompanied by an EYES ONLY warning term.

    Reasons for classification or warning term

    If a particular concept or phrase causes a document to be classified or to have a Warning Term, (e.g. Project .....) this should be indicated.

15. Details of classified information

    To provide details of classified information to determine release to third parties. Only required if document classified; assists document declassifiers or those reviewing document for release under Access to Information.

    Text, figures, tables, photos, references in the bibliography etc. which are classified must be indicated, as per the National Defence Security Policy, para.7.2.4. If this classified information is from another country, it must be identified by country in order that the releasing agency may contact the relevant country when release to a third party is proposed. Similarly, the full reference to any classified foreign document (whether its title is classified or not) must be given, in order to provide the foreign originating agency with complete details.

16. Document releasability

    Indicate to what types of organizations in an approved country (see #18) the document may be released without further reference to the document's publishing (controlling) agency. Canada is also implied in all cases where other countries or agencies are selected in 18. Governments and contractors must have a valid need-to-know for any classified/designated or limited distribution document. If 'Unlimited distribution' is selected, proceed to #22 as Unlimited announcement is also assumed.

17. Other document releasability

    Indicate specific organizations to which the document may be released. If 'none' or a limited number of specific organizations is indicated here, DRDKIM will be required to contact the Publishing (controlling) agency before releasing copies to any requesters outside these boundaries.

18. Approved countries

    Indicate to what countries or groups of countries/agencies the document may be released without further reference to the document's publishing (controlling) agency. Canada is also implied in all cases where other countries or agencies are selected.

19. Other approved countries

    Indicate additional or other countries or agencies than those specified in 18.

20. Document announcement

    'Announcement' involves references to the document appearing in DRDKIM products: the DRDKIM Alert (current awareness), CD-ROM, CANDID-on-the-Web, and bibliographies.

    DRDKIM is not able to announce to selective foreign countries, nor is it able to guarantee what further announcement allied defence information services give to documents or bibliographical references provided to the Centres; however, distribution statements are respected, and requested distribution outside those guidelines is verified with the originator through DRDKIM.

21. Other announcement and reason for no document announcement

    Where the desired announcement cannot be indicated by one of the choices in 20, specify it in 21a. Do not include the reasons why an organization should or should not be specified in the announcement - that can be included in 21b. If exceptional circumstances dictate that there should be NO announcement, these circumstances should be detailed in 21b. Normally it is in the organization's best interests to announce documents to as wide an audience as possible. A wide announcement does NOT imply automatic release of the document itself.

22. Authorization

    Record the meeting number of the Document Review Panel of the centre publishing the document and to which DRDKIM must apply for any expansion of the distribution.

23. Individual responsible for approving this form

    The name and position of the individual responsible for approving the information on this form. Chairman, DRP, etc.

24. Date of approval by DRP

    When the status of a file is changed to 'Approved', the date will automatically be inserted here, unless an earlier date has been entered.

25. File uploads

    DRDKIM adopted the Adobe PDF (Portable Document Format) as a means of replacing its paper-based document storage, reproduction (printing) and initial distribution (with electronic delivery).

    The Adobe Acrobat software allows almost any Windows, MacIntosh or UNIX application to output information in PDF format.

    DRDKIM requests that a PDF copy of each DRDC document that has reached the "Approved" stage be submitted, along with PDF copies of the English and French language Executive Summaries.

    At the same time as a PDF of the document is created, PDFs of the Executive Summary(ies) can also be produced (instructions on this are essentially the same as printing to a printer). Separate PDF files of the DRDC Document Cover and Back Cover can be created and incorporated into the document itself; these procedures are used as examples below.

    Choosing the "UPLOAD to DRDKIM" option from the protected workspace, the user is presented with the three files required by DRDKIM, the files currently stored on the DRDKIM server (if any) and a blank input field with a "Browse" button. The "Browse" button allows the user to locate the file to be uploaded on their own computer (or network) similar to most Windows functions. Any of the "Upload" buttons can be used and once the user has selected a file and pressed the button the file name will appear in the "Current" column. Files cannot be deleted, but they can be overwritten.

    Once files are "Approved" and "Published" they are copied to a different computer and no changes, or further uploads are permissable.

26. Special instructions / distribution list

    This field may be used by authors or centres to provide special information to DRDKIM, such as the fact that colour is vital to the understanding of the figures or illustrations in the document, and that all paper copies produced should be printed on a colour printer or photocopier. Include here also the distribution list to which you wish DRDKIM to send electronic copies. Be sure to list the email address and full organizational details, including name and telephone number, of all recipients.

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User Types and Organizations

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Examples of making PDFs

The Adobe Acrobat software package is available in Windows, Mac, and UNIX versions.

Notes on Making Document Covers

Example Using MS Win95/98, and MS Internet Explorer 5.5

Select "File" -> "Print"
Select "Acrobat PDFWriter" as Name Note: These first two steps can be repeated for any application; a DRDC Document done in MS Word, or WordPerfect, for example.
Select "Properties" and under the "Page Setup" tab confirm the options.
Under the "Font Embedding" tab, select "Embed All Fonts"
Select "OK", and "OK" again, and input a new filename. (You can immediately view the pdf by checking the "View PDF File" as shown. Adobe Acrobat will start and load the file.)