APPENDIX F

    INFORMATION  MANAGEMENT:  STAFF AND PUBLIC ACCESS NOW, ARCHIVAL
                             ACCESS LATER


    The Committee's work requires the rapid assimilation of
large quantities of information assembled from disparate sources,
and received in various formats and in widely differing states of
organization.  A central focus of staff effort has been creating
the infrastructure (human and electronic) needed to organize this
information not only for immediate Committee use and near-term
public use, but also, upon the Committee's termination, for
future use by citizens and scholars.


Information Technology

    The Committee has a computer network consisting of Novell
and Lotus Notes servers connecting  38 workstations.  The network
provides access to Lotus Notes (used for electronic mail and
database applications, described below), shared word processing
and graphics programs,, and the Internet.  CD-ROM access is
available at several workstations, and an optical character
reader is also available.


Electronic Information Services

    In addition to the standard mail and help databases,
Committee staff members now have access to the following
databases:

    o    Document Collection contains lists and descriptions of
         all documents received by the Committee staff.  It can
         be manipulated to show subsets of the collection of
         particular interest to the user.

    o    Publications Collection serves as a catalog of
         published research materials held or used by the
         Committee.

    o    ACHRE Indexes contains standard information sets
         developed by Committee staff (e.g., isotope formulas,
         acronyms, and other general information).

    o    Experiment Index contains information in a standard
         format for each experiment indentified as of interest
         to the Committee, classified according to the agreed
         themes and emphases in the Committee's research.

    Additional databases include Timeline (a single chronology
for items of research interest); Congressional Hearings Review
(an index and commentary on congressional hearings and reports of
research interest); News Clippings (abstracts of new items from
all media of research interest, retrospective and current);
Agency Data Requests Tracking (self-explanatory); ACBM Minutes
Index (a complete set of the minutes of this important AEC
component); and various discussion databases used by staff.


Records and Records Services

    The archival collection now contains approximately 182 cubic
feet of records in 370 separate collections.  All records are to
be reviewed at the collection level to determine the value of
document-by-document review.  The structure and handling of the
Committee's own records has been addressed through the issuance
of guidelines for records retention and the identification of
lead staff members who are responsible for seeing that specific
categories of records are preserved and organized.  The staff
also plans to create a comprehensive collection of electronic
versions of important Committee documents, to provide better
access for both staff and the public.


Public Access

    Public access to some Committee information is now available
in the Committee offices.  Plans are being developed to provide
electronic access.

    Public Records Area: The Committee offices (1726 M Street,
N.W., Washington, D.C.) now contain a public reading area that
has copies of agenda and minutes for all Committee meetings,
including supporting documentation developed for or used by
members of the Committee for those meetings; assembled
collections of documents, such as agency histories or the minutes
of meetings of agency committees; and descriptions of the
collections of records deposited by the agencies, together with
lists of significant documents identified in those collections.
A staff member is available to assist the public with the use of
Committee information, in both hard copy and electronic formats.

    Internet: Plans for external electronic access to Committee
information currently include the following facilities:

    o    E-mail.  When the Committee's Internet gateway is in
         place, members of the public will be able to contact
         individual staff members directly.  A procedure is
         already in place for handling these requests when they
         are received by mail or telephone, and that same
         procedure will be used for E-mail.

    o    Gopher.  A gopher server is an electronic repository of
         information that is accessible through the Internet.
         Individuals access the server using standard
         communications protocols and, using a series of
         hierarchical menus (or performing a text search), can
         identify the information they want and download an
         electronic copy to their own computer.  The information
         available would include electronic copies of Committee
         meeting materials; important memoranda; text copies of
         records from several Committee databases, including the
         Document Collection, Publications Collection, and
         Experiment databases; and possibly some agency
         correspondence.

    o    Newsgroup.  This is a discussion list on the Internet
         that would be open to anyone for sending and receiving
         messages.  The list would be moderated by Committee
         staff to provide information in response to requests,
         and to assure that the discussions remained pertinent
         and included no inappropriate messages.


Permanent Records

    Under the Federal Advisory Committee Act (FACA), the
Committee is obligated not only to provide in-office public
access to its information, but also to ensure that its permanent
records are appropriately preserved and deposited with the
National Archives and Records Administration (NARA).  Guidelines
for this process provided by NARA are explicit as to which
records are permanent and which are not. The management of
Committee document, publication, and office records collection
has been structured to conform to these requirements and to ease
the depository process.  The body of deposited records will
include the following:

    (1) the research document collection and its supporting
    electronic records management tools and indices;

    (2) those parts of the publication collection that are
    not owned by others (e.g., the DOE library), together
    with the supporting electronic management tools and
    indices;

    (3) all Committee records in whatever media that meet
    the permanency requirements of the NARA guidelines,
    including both electronic and print copies (when
    appropriate) of database records, database design
    documents and other metadata, and electronic mail and
    other records of communication, together with copies of
    the appropriate software and hardware specifications
    or, if feasible, the actual hardware and software
    required to use the information; and

    (4) other records or access facilities required to
    manage or preserve external electronic environments
    created by the Committee.

    Interest has also been expressed in the secondary deposit of
copies of some Committee documents in other Governmental
repositories.  The appropriateness and feasibility of secondary
deposits will be explored with NARA.