EPA-908/4-78-007A
DESIGN, DEVELOPMENT AND TESTING OF AN
ENERGY-ENVIRONMENT INFORMATION TRANSFER SYSTEM
Final Report
Volume I
October 15, 1978
AAI-2428-TR-4
Contract No. 68-01-4697
Prepared by:
Martha Cornog
Wendy Byer
Thomas McGeehan
Submitted to:
John W. Tucker, Jr.
Project Officer
U.S. Environmental Protection Agency
1860 Lincoln Street
Denver, CO 80295
AAI
AI'IRIi* H Ayj.ui.vli,
121 North Broad Street
Philadelphia, Pennsylvania
19107
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EPA-908/4-78-007A
DESIGN, DEVELOPMENT AND TESTING OF AN
ENERGY-ENVIRONMENT INFORMATION TRANSFER SYSTEM
Final Report
Volume I
October 15, 1978
AAI-2428-TR-4
Contract No. 68-01-4697
Prepared by:
Martha Cornog
Wendy Byer
Thomas McGeehan
Submitted to:
John W. Tucker, Jr.
Project Officer
U.S. Environmental Protection Agency
1860 Lincoln Street
Denver, CO 80295
AAI
AL'ERfiCH Associates, Inc
121 North Broad Street
Philadelphia, Pennsylvania
19107
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TABLE OF CONTENTS
PARAGRAPH TITUE PAGE
SECTION I. EXECUTIVE SUMMARY
1.1 ANALYSIS OF USER AND USER NEEDS (TASK 1) 3
1.2 FUNCTIONAL DESIGN (TASK 2) 4
1.2.1 Input Activities 4
1.2.2 File Maintenance and Storage Activities 5
1.2.3 User Match 5
1.2.4 Output Activities 6
1.3 SPECIFICATION OF SYSTEM OPERATIONS (TASK 3) 6
1.3.1 Selection of Data Bases 6
1.3.2 Selection of Indexing/Classification System 7
1.3.3 Recommended System Outputs 7
1.3.4 Summary of Procedures for Performing System Functions 8
1.4 STORAGE MEDIA (TASK 4) 10
1.5 ORGANIZATIONAL ARRANGEMENT FOR SYSTEM IMPLEMENTATION (TASK 5) . 10
1.5.1 Placement of System Within the Region VIII Office 10
1.5.2 EEITS Internal Organization 11
1.6 STEPS INVOLVED IN SYSTEM IMPLEMENTATION (TASK 6) 12
1.6.1 Steps in System Implementation 12
1.6.2 Implementation Schedule 13
1.6.3 Resource Requirements for Implementation 13
1.7 ESTIMATED COSTS INVOLVED IN IMPLEMENTATION AND OPERATION
(TASK 7) 14
1.8 MONITORING, EVALUATION AND ACCOUNTING PROCEDURES (TASK 8) ... 14
1.8.1 Measuring System Effectiveness 14
1.8.2 Measuring Operating Costs 16
1.9 SYSTEM TESTING (TASK 9) 16
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TABLE OF CONTENTS (CONTINUED)
PARAGRAPH TITLE PAGE
SECTION II. INTRODUCTION AND BACKGROUND OF STUDY
2.1 ORGANIZATION OF THIS REPORT 18
2.2 NEED FOR THE STUDY 19
2.3 STUDY DESIGN 20
SECTION III. SUMMARY OF USERS AND USER NEEDS ANALYSIS (TASK 1)
3.1 FINDINGS 23
3.1.1 Types of Users Specified in the Project Design 24
3.1.2 Types of Users Included in the Survey 24
3.1.3 Characteristics of User Groups Analyzed 27
3.1.4 Estimated Number of Potential Users in Region VIII 28
3.1.5 Information Needs by User Group Category 28
3.2 RESULTS 36
3.2.1 General Implications 36
3.2.2 Implications of Findings in Developing the System
Functional Design 37
3.2.3 Conclusion 39
SECTION IV. SUMMARY OF FUNCTIONAL DESIGN (TASK 2)
4.1 SCOPE OF THE ENERGY-ENVIRONMENT INFORMATION TRANSFER SYSTEM. . 40
4.1.1 Service Objectives of the EEITS 41
4.1.2 Considerations for Design Flexibility 42
4.2 GENERAL SYSTEM DESCRIPTION 44
4.2.1 EEITS Inputs and Input Functions 44
4.2.2 File Maintenance 48
4.2.3 EEITS Output Functions 49
4.2.4 User Match Function 50
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TABLE OF CONTENTS (CONT.NUED)
PARAGRAPH TITLE PAGE
SECTION V. SPECIFICATION OF SYSTEM OPERATIONS (TASK 3)
5.1 SELECTION OF DATA BASES 53
5.1.1 EEITS Search File (Includes Bibliography File and Energy
Projects File) 54
5.1.2 Document Storage File 61
5.1.3 Environmental Data Files 65
5.1.4 User File 67
5.2 SELECTION OF A CLASSIFICATION/INDEXING SYSTEM 71
5.2.1 Candidate Controlled Vocabularies 71
5.2.2 Recommended EEITS Controlled Vocabulary 72
5.3 RECOMMENDED SYSTEM OUTPUTS 73
5.3.1 On-Demand Outputs 73
5.3.2 Proactive Outputs .80
5.4 PROCEDURES FOR PERFORMING SYSTEM FUNCTIONS 82
5.4.1 Identification and Screening Function 83
5.4.2 Analysis, Classification and Indexing Function 88
5.4.3 Repackaging Function (Includes Abstracting and Synthesis). . 102
5.4.4 File Maintenance and Storage Function Ill
5.4.5 Communication With Other Systems and Data Bases 120
5.4.6 Demand Request Function 124
5.4.7 Automatic Dissemination Function 131
5.4.8 User Match and Information Retrieval Function 138
SECTION VI. RECOMMENDED STORAGE MEDIA (TASK 4)
6.1 CONSTRAINTS AND ASSUMPTIONS ................. 151
6.2 STORAGE MEDIA OPTIONS INVESTIGATED ............. 152
6.3 RECOMMENDED STORAGE MEDIA .................. 155
6.3.1 EEITS Search File 155
6.3.2 Document Storage File .................
6.3.3 User File .................. '.'.'.'.'.'.'.. 157
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TABLE OF CONTENTS
PARAGRAPH TITLE PAGE
SECTION VII. RECOMMENDED ORGANIZATIONAL ARRANGEMENT
FOR SYSTEM IMPLEMENTATION ( TASK 5)
7.1 ALTERNATIVES FOR ORGANIZATIONAL ARRANGEMENT 158
7.1.1 Alternatives for Placement of System Components within
the EPA Region VIII Office 159
7.1.2 Alternatives for EEITS Internal Organization 160
7.2 RECOMMENDED EEITS ORGANIZATIONAL ARRANGEMENT 161
7.2.1 Recommended Placement of Data Bases and Functions within
the EPA Region VIII Office (External Structure) 161
7.2.2 Recommended EEITS Internal Organization 165
SECTION VIII. STEPS IN SYSTEM DESIGN, TEST AND
IMPLEMENTATION (TASK 6)
8.1 ASSUMPTIONS AND CONSTRAINTS 168
8.2 IMPLEMENTATION STEPS 169
8.2.1 Generalized Implementation Steps 169
8.2.2 Identification and Screening Function 170
8.2.3 Analysis, Classification and Indexing Function 171
8.2.4 Repackaging Function 171
8.2.5 File Maintenance and Storage Function 171
8.2.6 Demand Request Function 171
8.2.7 Automatic Dissemination Function 171
8.2.8 User Match Function 172
8.3 IMPLEMENTATION SCHEDULE 172
8.4 RESOURCE REQUIREMENTS 177
8.4.1 Staff 177
8.4.2 Space 179
8.4.3 Equipment 179
8.4.4 Computer Time 181
8.4.5 Purchases Services 181
8.4.6 Purchased Materials 183
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TABLE OF CONTENTS (CONT.NUEO)
PARAGRAPH TITLE PAGE
SECTION IX. ESTIMATED COSTS INVOLVED IN IMPLEMENTATION
AND ROUTINE OPERATION OF SYSTEM (TASK 7)
9.1 KEY COST ASSUMPTIONS AND CONSTRAINTS 185
9.2 SYSTEM IMPLEMENTATION COSTS 186
9.2.1 Staff 186
9.2.2 Space 186
9.2.3 Equipment 186
9.2.4 Computer Time 187
9.2.5 Purchased Services 188
9.2.6 Purchased Materials 188
9.3 SYSTEM OPERATION COSTS 188
9.3.1 Staff 188
9.3.2 Space 189
9.3.3 Equipment 189
8.3.4 Computer 189
9.3.5 Purchased Services 190
9.3.6 Purchased Materials 191
9.3.7 Travel and Living 191
9.4 SUMMARY OF COSTS BY YEAR 191
9.5 SUMMARY OF COSTS BY EPA ORGANIZATIONAL UNIT 193
SECTION X. MONITORING. EVALUATION. AND ACCOUNTING
PROCEDURES (TASK 8)
10.1 DETERMINE SYSTEM EFFECTIVENESS 196
10.1.1 Collecting Internal Feedback 196
10.1.2 Collecting External Feedback ' 3.99
10.1.3 Using Feedback to Measure System Effectiveness 204
10.2 DETERMINING OPERATING COSTS 205
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TABLE OF CONTENTS (CONTINUED)
PARAGRAPH TITLE PAGE
SECTION XI. DESCRIPTION OF SYSTEM TESTING (TASK 9)
11.1 SYSTEM TEST METHODOLOGY 209
11.1.1 Test Environment 209
11.1.2 Functions to be Tested 209
11.1.3 Test Inputs and Outputs 210
11.1.4 Test Monitoring and Evaluation 210
11.2 TEST RESULTS 211
11.2.1 Identification and Screening Function 211
11.2.2 Analysis, Classification and Indexing Function 212
11.2.3 Repackaging Function 213
11.2.4 File Maintenance and Storage Function 213
11.2.5 Communication With Other Systems and Data Bases 220
11.2.6 Demand Request Function 223
11.2.7 Automatic Dissemination Function 223
11.3 PROBLEMS ENCOUNTERED 229
11.4 DISCUSSION 230
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LIST OF ILLUSTRATIONS
FIGURE TITLE
2-1 EEITS Study Work Flow ................... 22
3-1 Number of Users in Survey ................. 25
3-2 Matrix of User Group Categories Present in Data
Sets (expansion) ..................... 26
3-3 Number of Users/Groups Included in Analysis, by Areas
and Type ......................... 29
3-4 User Groups and User Group Members ............ 30
3-5 Format Preferences .................... 32
3-6 Subject Needs (Broad Classes of Subjects) ......... 33
3-7 Subject Needs (Specific Subjects) ............. 34
4-1 EEITS System Functions .................. 45
5-1 EEITS System Functions .................. 52
5-2 Sample Records - Current Resources and New Resources File. 59
5-3 Sample Computer-Printed Master Record of System Resources. 60
5-4 Document Storage File ................... 64
5-5 Sample User Profile Record ................ 70
5-6 Sample Output - Factual Answer .............. 75
5-7 Sample Output - References/Referrals ........... 77
5-8 Sample Output - Interpretations/Syntheses ......... 79
5-9 EEITS Resource Input Worksheet, Part I .......... 87
5-10 EEITS Resource Input Worksheet, Part II .......... 91
5-11 EEITS Resource Input Worksheet, Part III ......... 92
5-12 Sample Catalog Card Masters ............... J_Q^
5-13 Product Suggestions for EEITS Repackaging ........ 106
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LIST OF ILLUSTRATIONS
FIGURE TITLE PAGE
5-14 Sample Catalog Card Set 113
5-15 Sample Catalog Card Master Referencing EPA Environmental
Data File 119
5-16 Sample Catalog Card Masters Referencing Information
Systems and Organizations 123
5-17 EEITS Demand Request Search Form 129
5-18 EEITS User Profile Form 134
5-19 Sample Set of Profile Sheets Referencing One User 137
5-20 Example of User Match - Automatic Dissemination 143
5-21 Mailing Label Input Form and User Address File Input Form. 144
5-22 Sample Outputs of Mailing Label Computer Run 147
5-23 Sample Cards for Manual User Match (Automatic
Dissemination) 148
7-1 Organization Chart: Placement of Data Bases and EEITS
Functions Within the Region VIII Office Organizational
Structure 164
7-2 Recommended Internal Organizational Structure of
the EEITS 166
8-1 Implementation Schedule: Summary 173
8-2 Implementation Schedule: General Steps 174
8-3 Implementation Schedule: System Functions 175
8-4 EEITS Prototype Floor Plan 180
10-1 Prototype Quarterly Internal Feedback Report 200
10-2 EEITS User Opinion Form 203
10-3 Sample EEITS Cost Reporting Form 207
11-1 Completed EEITS Resource Input Worksheet 214
11-2 Typed Master Sheet of Catalog Cards 217
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LIST OF ILLUSTRATIONS
FIGURE
11-3
11-4
11-5
11-6
11-7
11-8
11-9
TITLE
PAGE
Labeled Input 218
EEITS Document Abstract 219
Sample Catalog Card Masters 221
Query Referred to Another System 222
Typical Query and Response 224
Typical User Interest Profile Form 226
Automatic Dissemination: Typical Match, With Outputs. . . 227
LIST OF TABLES
TABLE
4-1
5-1
5-2
6-1
7-1
9-1
9-2
TITLE
PAGE
Sources of EEITS Input 43
EEITS Recommended User Priority Decision Table 126
EEITS Search Parameters Decision Table 130
EEITS File Size 153
EEITS Functional Activity Responsibility 162
Summary of Implementation and Operation Costs by Year .... 192
Summary of Implementation and Operation Costs by EPA
Organizational Unit 194
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SECTION I. EXECUTIVE SUMMARY
This report documents the efforts of AUERBACH Associates, Inc. (AAI)
to design, develop and test an Energy-Environment Information Transfer System
(EEITS). This work was conducted under Contract No. 68-01-4697 between
August 16, 1977 and October 15, 1978, for the Office of Energy Activities (OEA)
at the Environmental Protection Agency's Region VIII Office in Denver, Colorado.
This system is designed to support energy-environment policy making and imple-
mentation decisions by Federal, state and local officials within Region VIII,
and to serve the information needs on energy-environment issues of a wide range
of user groups, including state agencies, legislatures, planning agencies,
Indian reservations, energy impacted communities, universities and industry.
The objective of the project is to ensure effective utilization
of a wide variety of information resources including executive summaries,
technical reports, legislation and environmental and energy data banks.
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This project is Phase II of a larger study of which Phase I,
performed by EPA, consisted of gathering information about potential
Region VIII information users and their needs. The Phase II system design
is therefore based on the Phase I user data.
The Design, Development and Testing of an Energy-Environment
Information Transfer System involved nine tasks:
Task 10 Analyze the User and User Needs
Task 2. Define the System Functions
Task 3. Specification of System Operations
Task 4. Selection of Storage Media
Task 5. Describe the Organizational Arrangement for
System Implementation
Task 6. Define the Steps Involved in Detailed Systems
Design and Implementation
Task 7. Estimate the Cost Involved in Implementation and
Routine Operation of the System
Task 8. Develop Monitoring, Evaluation and Accounting
Procedures
Task 9. System Testing
The remainder of this Executive Summary (Section I of this Final Report)
presents a brief overview of each task result. Complete details about
the results of each task are contained in following sections of the report:
Section II: Introduction and Background of Study
Section III: Summary of Users and User Needs Analysis (Task 1)
Section IV: Summary of Functional Design (Task 2)
Section V: Specification of System Operations (Task 3)
Section VI: Recommended Storage Media (Task 4)
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Section VII: Recommended Organizational Arrangement for
System Implementation (Task 5)
Section VIII: Steps in System Design, Test, and Imple-
mentation (Task 6)
Section IX: Estimated Costs Involved in Implementation and
Routine Operation of System (Task 7)
Section X: Monitoring, Evaluation and Accounting Procedures
(Task 8)
Section XI: Description of System Testing (Task 9)
1.1 ANALYSIS OF USER AND USER NEEDS (TASK 1)
The following points summarize the findings from the user and
user needs survey data:
Most users have non-technical backgrounds; users with
technical backgrounds are scattered randomly across many
of the user groups.
In regard to formats, most users want executive summaries
and lists of what is available. They are also interested
in documents dealing with energy/environment regulations
and legislation, and with management and policy. Technical
reports, data, statistics, etc, are needed only by those
users with technical expertise, and only on a region/project/
situation-specific basis.
In regard to subject needs, the user group preferences do not
break down in clear-cut group patterns. Environmental impacts
is the general subject area of greatest interest, with
energy resource information and socioeconomic impacts coming
next. Energy/environment research projects and financial
assistance information are also of considerable interest.
Comments from respondents provide the following additional insights
Bibliographies (with summaries and indexes) are highly
desirable
Information subject needs vary by region and by project
situation, and vary over time
Much information that is currently being sent is seen as
too technical by the recipients
Many users need help in understanding how to apply state/
Federal regulations and policies to their own region/
situation.
Based on these findings, AAI developed a set of service objectives
to serve as the basis for the EEITS functional design. These functional
objectives are:
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Access to documents, including bibliographies and summaries
Access to information
Access to energy-environment data sources
Awareness of energy-environment information
products and services
Access to informed people
The key concepts behind the five service objectives introduced
above are awareness and access. These concepts, as expressed by the five
objectives, serve as a basis for system functions, procedures, and products.
1.2 FUNCTIONAL DESIGN (TASK 2)
The EEITS is an information storage and retrieval system and as
such, is a formalized set of functions concerned with communicating facts,
data and knowledge among people for the purpose of decision making. The
functional design for the EEITS has been based on objectives derived from
analysis of the user and user need survey data.
The EEITS system functions were developed with full consideration
for system flexibility, and are broadly categorized as input activities, file
maintenance activities, and output activities all leading to a match with user
needs, targeted toward the five service objectives derived from the user
survey.
1.2.1 Input Activities
The EEITS will use information resources provided from a variety
of sources. Functions relating to input of these resources into the system
are described briefly below.
Identification and Screening
This is a clerical function dealing with the receipt of
incoming mail and other communications, and recognition
of the relevance of information resources to the EEITS.
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Analysis, Classification and Indexing
"Analysis" is concerned with a two-part decision relating
to each item judged relevant by the previous function:
- What is the message of each item input to the EEITS
which is to be conveyed to the system's user
- What medium is appropriate for storing and/or
disseminating the message
"Classification and indexing" are concerned with encoding
data for EEITS search files.
Repackaging
This function is involved with creating summaries, biblio-
graphies and notifications of availability in order to make
technical or non-print material comprehensible and/or known
to EEITS users,
1.2.2 File Maintenance and Storage Activities
File maintenance is the function by which information accessible
through the EEITS is organized for search and retrieval. The EEITS resources
are retrieved through three functional files, each with its own role in the
system. These files are:
EEITS Search Files
- Documents
Energy projects
Technical experts
etc.
Document Storage File
Environmental Data Files
In addition, the EEITS will provide a mechanism to allow the
EEITS to exchange data between the EEITS data files and other State and
Federal energy agencies' files.
1.2.3 User Match
This function encompasses a matching operation in which formal
search requests, in controlled language, are compared to the EEITS files and
a system output is generated to notify a user of selected information resources
that have a high probability of being of interest to the user. A second
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feature of the User Match Function is to consider the type of user
submitting a request and determine the level of effort that EPA personnel
should expend.in helping to effect the information transfer process.,
1.2.4 Output Activities
The EEITS output functions allow for two modes of activity. One
mode allows for on-demand requests for information on a given subject. The
second mode allows a user to submit a "standing order" to receive all the
information which comes into the EEITS on a current basis.
1.3 SPECIFICATION OF SYSTEM OPERATIONS (TASK 3)
The following summary of system operations includes these elements:
Recommended data bases
Recommended indexing/classification system
Recommended system outputs
Detailed procedures for performing system functions
1.3.1 Selection of Data Bases
The recommended EEITS data bases include files for facilitating
access to information resources and to descriptions of users; files for
document storage, and files of environmental data, accessed through the
Surveillance and Analysis Division of the EPA Region VIII office. The
specific files included in the system are:
EEITS Search File, which includes references to:
- Bibliographic and audiovisual materials
- Energy projects
People
Events
- Groups/systems
Document Storage File
Environmental Data Files
User File
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1«3.2 Selection of Indexing/Classification System
An effective indexing and classification system is required for
the EEITS to ensure that system resources are described in such a way that
they can be matched with users and user needs. The system should also be
compatible with existing EPA classifications. AAI considered several con-
trolled vocabularies for application to the EEITS.
Environmental Microthesaurus--A Hierarchical List of
Indexing Terms Used by NTIS, May, 1977. (PB 265 261)
Energy MicrothesaurusA Hierarchical List of Indexing
Terms used by NTIS, July, 1976. (PB 254 800)
Integrated Energy Vocabulary. NTIS, 1976. (PB 259 800)
A vocabulary developed by AAI during Task I of this
project for use in analysis of the user data
Since the EEITS is anticipated to be a relatively small system, the first
three options were judged problematical because of the size of the
vocabularies. The AAI vocabulary, on the other hand, while of a manageable
size, was developed to represent interests reported in Phase I
of this Contract and was not compatible with the NTIS terminology which is
currently used in indexing EPA technical reports.
After consultation with the Project Officer, the following
solution was chosen: the AAI vocabulary was revised so that whenever possible,
terms from the NTIS Environmental Microthesaurus were used. In some cases,
the Environmental Microthesaurus had no term at all for a concept which was
in the AAI vocabulary. In these cases, the AAI term was retained, but tagged
with an asterisk. The resulting controlled vocabulary (illustrated in
Appendix G) is recommended for use in EEITS indexing.
1.3.3 Recommended System Outputs
There are two main categories of EEITS outputs: on-demand outputs
and proactive outputs. On-demand outputs are produced in response to a
specific, usually one-time, request from a user. Proactive outputs are pro-
duced in advance of user need, either as monthly automatic dissemination of
information based on user subject profiles, or as products created to publi-
cize an issue which is judged to be of interest to system users.
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The following outputs are recommended for the EEITS:
Specific documents
Environmental data
Factual answers to questions
References/referrals (to documents, people, groups)
Interpretations and syntheses of information
Visits, seminars, workshops
1.3.4 Summary of Procedures for Performing System Functions
The following is a task-by-task outline of procedures developed for
performing system functions.
Identification and screening function
- Entry of Resource Inputs through the mail
- Other entry (inputs)
Checking for duplicates
- EEITS Resource Input Worksheet (filling in Part I)
Analysis, Classification and Indexing Function
- Relevance decision
- Repackaging decision
Classification/indexing decision
- Obtaining more information
- Creation of the citation
Subject indexing
- Updating the controlled vocabulary
- Labeling resources
Production of catalog card masters
Repackaging Function
- Types of repackaged information products
Condensations
- Lists
Interpretations and syntheses
Combinations
File Maintenance and Storage Function
- EEITS Search File
Duplication of catalog cards
Creation/update of New Resources File
Creation/update of Current Resources File
Creation/update of Master Record of System Resources
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Document Storage File
Filing resource inputs
Weeding resources
Updating the Master Record of System Resources
Environmental Data Files
Data Files as integrated into the EEITS Search File
Accessing the Data Files
Communication with other systems and data bases
Identification and analysis
Classification/indexing
File maintenance
Accessing groups, systems, data bases
Demand Request Function
Determine user priority
Perform query negotiation
Develop search strategy
Automatic Dissemination Function
Determine user priority
Send Profile Form to user
Negotiate query with user
Complete Profile Form
File user profile sheets
Duplicate Profile Form
Profile Maintenance
User Match and Information Retrieval Function
User Matchdemand requests
User Matchautomatic dissemination
- User matchEPA-initiated general announcements
and publicity
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1.4 STORAGE MEDIA (TASK 4)
The following storage media options were investigated by AAI:
Automated storage media
- Punched cards
- Disk
- Tape
File storage media (index cards and similar files)
Microfilm/fiche
Library (i.e., collection of materials in full text)
Selected for recommendation as EEITS data base storage media
were the following:
File Name
EEITS Search file
New Resources File
Current Resources File
Master Record of System
Resources
Document Storage File
Environment Data Files
User File
Storage Media
index cards
index cards
punched cards
Library
Automated storage media*
index file, 8 1/2 x 11" sheets
1.5 ORGANIZATIONAL ARRANGEMENT FOR SYSTEM IMPLEMENTATION (TASK 5)
1.5.1 Placement of System Within the Region VIII Office
AAI considered the following options concerning placement of the
EEITS within the EPA Region VIII Office:
The Environmental Data Files are to be incorporated into the EEITS "as is"
and are not under its control.
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Place the EEITS within the Office of Energy Activities (OEA)
Place the EEITS within the Region VIII Library
Place the EEITS within the Office of Public Awareness and
Intergovernmental Relations (OPAIR)
Subcontract the operation of the EEITS to another organization
(such as the Denver Public Library Regional Energy/Environment
Information Center (RE/EIC).
The final arrangement, developed and recommended by AAI, is a blend
of the above options. The system functions and data bases are placed in
different organizational units of the EPA Region VIII so that the unit best
equipped at present to perform an activity is matched with the responsibility
for that activity. Responsibility for the supervision, policy, planning
and design of the system is centered in an EEITS Management Committee which
reports to the Region VIII Library.
Io5o2 EEITS Internal Organization
The recommended EEITS internal organization is built around the
existing capabilities of EPA Region VIII organizational units. The system will
be run on a day to day basis by an EEITS Management Committee, which is
composed of:
The Region VIII Librarian (Chairman)
Director, OEA
Director, OPAIR
Director, Management Division
Representatives from other groups as deemed appropriate
Each representative is responsible for seeing that the designated EEITS
activities assigned to his/her organizational unit are carried out. In addition,
the OEA representative acts as a liaison to obtain services from the
Computer Systems Branch and the Data Analysis Branch as needed.
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1.6 STEPS INVOLVED IN SYSTEM IMPLEMENTATION (TASK 6)
This section summarizes the following:
Steps in system implementation
Implementation schedule
Resource requirements
Recommended system test plan
1.6.1 Steps in System Implementation
Listed below are (a) generalized steps (steps not tied to any
one function); and (b) steps required to implement specific functions.
Generalized Implementation Steps
- Select EEITS Management Committee members
- Establish EEITS physical location
- Arrange for office furniture, equipment and supplies
- Acquire appropriate reference tools
Finalize and duplicate description of system procedures
- Print copies of all forms
- Acquire and train staff
Arrange for purchased services
Identification and Screening Function
- Arrange for mail routing
- Notify EPA Region VIII staff of EEITS
Analysis, Classification and Indexing Function
Purchase catalog cards
Repackaging function
- Write and disseminate EEITS publicity
File Maintenance and Storage Function
Develop, test and document programs
Demand Request Function
- Prepare list of energy impacted communities
Automatic Dissemination Function
- All required steps for this function are described under
generalized and User Match steps
User Match Function
Develop, test and document programs
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1.6.2 Implementation Schedule
The implementation schedule provides for all system functions
to be fully operational at the end of six months:
General implementation steps: carried out over a
period of the first 3 months
Identification and Screening Function and Analysis, Classification
and Indexing Function: operational at the end of the second month
Repackaging Function: operational at the end of the fifth
month
File Maintenance and Storage Function: operational at the
end of the fourth month
Demand Request Function, and Automatic Dissemination Function:
operational at the end of the sixth month
User Match Function: operational at the end of the fifth month
1.6.3 Resource Requirements for Implementation
Staff Requirements
1 Research Analyst
- 1 Clerk/Typist
Space Requirements
- Approximately 200 square feet of floor space
Equipment Requirements
Standard office furniture for two people
7 file cabinets
Computer Time Requirements
80 minutes of CPU time to develop and test programs
Purchased Services Requirements
10 mandays of programmer support
- Keypunching services for keying 2,200 cards
Photocopying Requirements
11,000 pages of processing forms
1,000 pages of catalog cards
2,000 pages constituting the User File
Purchased Materials Requirements
file folders
catalog cards
general office supplies
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1.7
ESTIMATED COSTS INVOLVED IN IMPLEMENTATION AND OPERATION (TASK 7)
Costs have been estimated for implementation (6 months) and for the
first five years of operation for staff, space, equipment, computer time,
purchased services, purchased materials, and travel. All costs were
estimated, as if the system were to be created "from scratch". The cost
estimates are summarized below:
~"= TIME
RESOURCE ' ______^
STAFF
SPACE
EQUIPMENT
COMPUTER TIME
PURCHASED SERVICE
PURCHASED MATERIAL
TRAVEL AND LIVING
TOTAL
IMPLE-
MENTA-
TION
17,000
900
4,350
2,400
1,250
150
-
26,050
YEAR
1
34,000
1,800
350
4,200
14,550
100
4,500
59,500
YEAR
2
34,000
1,800
350
4,350
14,350
100
4,500
59,650
YEAR
3
34,000
1,800
350
4,500
14,600
100
4,500
59,850
YEAR
4
34,000
1,800
350
4,800
14,600
100
4,500
60,150
YEAR
5
34,000
1.P10
350
5,100
14,600
100
4. 500
60/15(1
1.8 MONITORING, EVALUATION AND ACCOUNTING PROCEDURES (TASK 8)
Recommended monitoring, evaluation and accounting procedures
designed to measure system effectiveness, and system operating costs are
outlined below.
1.8.1
Measuring System Effectiveness
System effectiveness may be measured by collecting internal
feedback, collecting external ("user") feedback, and by analyzing these
feedbacks as indicators of the quantity and quality of system products and
procedures. AAI recommends quarterly measurement and reporting for the
-14-
AA!
-------
first two years, then yearly. We have devised several reporting forms to
facilitate this,
Monitoring parameters for internal feedback
Number of resource inputs entering the system
Number of resource inputs indexed and filed
Number of terms added to the EEITS Controlled Vocabulary
Number of abstracts written
Number of index terms assigned per resource input
Number of resource inputs in each subject area
Number of resource inputs in each format
Number of demand requests entering system
Time range to respond to a query
Percent "successful" demand request responses
Number of current users and new users
Number of documents sent on automatic distribution to users
Number of copies made of each document
Types of action taken on requests
Formats preferred by requestors and users
Subjects preferred by requestors and users
Monitoring parameters for external feedback
- Use of EEITS Demand Request Search Form to record user feedback
- Use of EEITS User Opinion Form to elicit user feedback
- Use of EEITS User Interest Profile Form to elicit user feedback
Internal and external feedback may be used as indicators of system
quantity and quality as in the following examples:
Quantity
Comparison of input and processing quantities against
original projections of quantity in the system design
may indicate loss of effectiveness if actual quantities
are so high that the staff is insufficient to get all
the work done
Comparison of actual number of users against projected
number of users can indicate increasing effectiveness (if
number of users increases steadily and continue to request
information) a lack of effectiveness (if number of users
remains low, and few users submit requests more than once).
-15-
AAI
-------
Quality
Opinions of users solicited and recorded via external
feedback techniques
- Correlation of subjects and formats of items entering
system with subjects and formats requested by users. If
there is a low correlation, the system cannot produce
quality products efficiently which are responsive to user
needs.
1.8.2 Measuring Operating Costs
AAI recommends that the EEITS track its costs as they accrue and
report them quarterly. Costs may be tracked by the seven categories of
costs listed in Section 1,7 above.
Staff
Space
Equipment
Computer Time
Purchased Services
Purchased Materials
Travel and Living
AAI has designed a cost reporting form formatted to record fixed
costs (costs which are fixed in advance - e.g., space rental) and variable
costs (costs which depend upon quantities processed - e.g., photocopying,
keypunching).
Costs submitted quarterly should be reviewed by the EEITS Management
Committee concurrently with the review of system effectiveness, as the two sets
of data are interrelated.
1.9 SYSTEM TESTING (TASK 9)
AAI tested the EEITS for a period of one month. Methodology for
the test was designed to come as close to "real life" as possible, in that
actual documents and other inputs were used to create the files, against
which real queries and profiles of real users were passed to develop test
outputs. The first two weeks of the test were conducted in AAI's Phila-
delphia office, during which the test system was set up and run by AAI
project personnel. The latter two weeks of the test were conducted at the
EPA Region VIII Office in Denver, and the system was run by AAI and EPA.
-16-
AAI
-------
All functions of the system were tested. Inputs were supplied by
EPA in advance of and during the test, and included:
Information required to create user profiles
Queries
Documents and other inputs
Outputs from the system test included:
Responses to queries
Automatic dissemination products
Abstracts
No major problems were encountered during the test.
The test has shown that an EEITS, when implemented by EPA, will provide
a workable and effective energy-environment information transfer mechanism.
In addition, the test has provided EPA with a small nucleus of information resources
upon which to build in implementing the system.
-17-
AAI
-------
SECTION II. INTRODUCTION AND BACKGROUND OF STUDY
This document is the Final Report of a study to Design,
Develop and Test an Energy-Environment Information Transfer System. This work
was performed by AUERBACH Associates, Inc. of Philadelphia under Contract
No0 68-01-4697 for the Region VIII Environmental Protection Agency (EPA)
Office of Energy Activities (OEA) in Denver, Colorado. This section
presents a general introduction to and description of the study, and includes:
Organization of this Report
Need for the Study
Study Design
2.1 ORGANIZATION OF THIS REPORT
This Final Report is designed to address all requirements of Phase II
tasks listed in Section 2.2 below. Section I of this report is an Executive
-18-
AAI
-------
Summary of the entire report. This section, Section II, provides an introduc-
tion and relevant background information about the study. The remainder of the
report is organized as follows:
Section III is a summary of user and user needs analysis
(Task 1).
Section IV is a summary of the functional design (Task 2).
Section V describes specification of system operations (Task 3).
Section VI presents recommended storage media (Task 4).
Section VII describes recommended organizational arrangement
for system implementation (Task 5) .
Section VIII shows steps in system design, test and
implementation (Task 6).
Section IX presents estimated costs involved in implementation
and routine operation of the system (Task 7).
Section X describes recommended monitoring, evaluation
and accounting procedures (Task 8).
Section XI describes the methodology and results of the
system test
A separate volume of supporting material contains the following
Appendices:
Appendix A. User Group Names and Respondent Titles
Appendix B. User and User Need Data, by User Group
Appendix C. Environmental Data Base Specifications
Appendix D. Flow Charts Depicting Inputs, Procedures, and
Outputs of Functions
Appendix E. EEITS Resource Input Worksheet
Appendix F. Recommended Systems and Groups with which
the EEITS should Interface
Appendix G. EEITS Controlled Vocabulary and Index
2.2 NEED FOR THE STUDY
The OEA at EPA's Region VIII office has been involved during the last
several years in administering an energy-environment coordination, research and
information program for the six states in Region VIII: Colorado, Montana,
North Dakota, South Dakota, Utah and Wyoming. It became evident to OEA that
-19-
AAI
-------
there was a need to ensure effective transfer and utilization of the energy-
environment data and information generated in the course of the program via
formal and systematic means.
Concurrently, the demand for information in the areas of
energy and environment had been on che rise as the Region VIII states
demonstrated increased concern over energy-environment issues arising from
natural resource development and exploitation. Decision makers at all
levels of government were faced with assessing the individual and cumulative
consequences of energy-related development upon environmental, social, and
economic structures within their jurisdiction. Before making a rational
decision, the decision maker should have available as much information
on the subject as possible to review alternatives and estimate the conse-
quences of each possible action. The effects of these decisions are
regional in scope, requiring Federal, state, local, Indian and non-governmental
coordination on a broad scale. Industrial groups in Region VII had also
expressed an increasing need for information in order to support environ-
mental investment programs.
This study was designed to produce an Energy-Environment
Information Transfer System (EEITS) which will be supportive of the OEA
role to foster more effective utilization of the information and data being
generated by EPA Region VIII's energy-environment program, and others
involved in energy-environment activities. This EEITS, when implemented,
will provide for timely and responsive service to decision-makers at
the Federal, state and local levels of government, as well as providing
information to non-government groups.
2.3 STUDY DESIGN
This study was originally conceived in two phases by EPA:
Phase I, gathering of data on users and user needs, was performed by
EPA/OEA and assisted by regional agencies in the Region VIII states; and
Phase II, performed by AAI, was the Design, Development and Testing of an
Energy-Environment Information Transfer System. The design of the system
-20-
AAI
-------
in Phase II was based on an analysis of the user and user needs data
developed in Phase I.
Phase II of the study was structured into nine tasks:
Task 1. Analyze the user and user needs
Task 2. Define the system functions
Task 3. Specification of system operations
Task 4. Selection of storage media
Task 5. Describe the organizational arrangement for
system implementation
Task 6. Describe the steps involved in detailed
system design and implementation
Task 7. Estimate the cost involved in implementation and
routine operation of the system
Task 8. Develop monitoring, evaluation and accounting
procedures
Task 9. System testing
Figure 2-1, the EEITS Study Work Flow, illustrates the sequence and relation-
ship among the phases and tasks making up the study design.
-21-
AAI
-------
PHASE I (EPA)
GATHER
USER NEEDS
EATA
PHASE II (AAI)
Design, Development and
testing of an Energy-
Environment Information
Transfer System (EEITS)
TASK 1:
ANALYZE USER
AND
USER NEEDS
TASK 2:
DEFINE
SYSTEM
FUNCTIONS
TASK 3:
SPECIFICATION
OF SYSTEM
OPERATIONS
TASK 4:
SELECTION OF
STORAGE
MEDIA
TASK 6:
DEFINE
IMPLEMENTATION
STEPS
TASK 5:
DEFINE
ORGANIZATIONAL
ARRANGEMENT
TASK 7:
ESTIMATE
COSTS
TASK 8:
DEVELOP
MONITORING AND
ACCOUNTING
PROCEDURES
PRODUCE DRAFT
FINAL
REPORT
DRAFT
FINAL
REPORT
TASK 9:
TEST
SYSTEM
PRODUCE
FINAL
REPORT
FINAL
REPORT
Figure 2-1. EEITS Study Work Flow
-22-
AAI
-------
SECTION III. SUMMARY OF USERS AND USER NEEDS ANALYSIS
(TASK 1)
Task 1 of this contract was concerned with analyzing the user
characteristics and user needs as shown in the Phase I data supplied by EPA.
This analysis was structured so that resultant findings provide some basis
for design and definition of system functions, operations, and requirements
for the Energy-Environment Information Transfer System, This section presents
the findings and the results of Task 1.
3,1 FINDINGS
The following subsections describe:
Types of users specified in the project design
Types of users included in the survey and the subset for whom
the interview data were analyzed
Characteristics of the users for whom the interview data
were analyzed and included in the functional design of the
Energy-Environment Information Transfer System
The estimated number of potential users in Region VIII
The information needs of the users, by type
-23-
AAI
-------
3.1.1 Types of Users Specified in the Project Design
The projected scope of the proposed Energy-Environment Information
Transfer System was planned by EPA zo include approximately 350 groups of
potential users of the system. These user groups were expected to fall into
the following nine categories, as discussed in the Statement of Work of
Contract No, 68-01-4697:
EPA Region VIII organizational units
Other Federal agencies
State executive agencies
Planning agencies
Legislatures
Impacted communities
Indian reservations
Private industry
Universities
3.1.2 Types of Users Included in the Survey
The actual survey data covers 375 groups and 580 respondents, as
shown in Figure 3-1, which are subdivided into ten data sets. (Some groups
had more than one representative respondent interviewed, and in some
interviews more than one respcndent was interviewed.)
Each of the ten data sets covered different combinations of user
group categories. Figure 3-2 shows which user group categories were present
in each data set. It should be noted that no representatives from universities
or "other U.S. government" were included in any of the survey data, even
though these two categories were specified within the scope of the original
project design (Section 3.1.1).
No single data set contained all the information required (ideally)
for a detailed system design, and no two data sets presented the data elements
consistently. Therefore, AAI and EPA chose to limit the detailed data analysis
to those data sets which proved to be most complete and consistent. These were:
Colorado (State Govn.)
Montana (State Govn., western communities, and other groups)
Utah (Local Govn.)
-24-
AAI
-------
^^ AkEA
^"^\,
I. STATE GOVERNMENT
USEK CROUPS
A. ('rtjvemur b Office
Personnel
B. Slate Cov«rn.
Uejidr l men la
C. Slrtle Legislative
Croups
1. Let-Is la tlve Conn.
Oninclls
U. Hide. Sidle
"i KJU 1 ial Ion j
SUBTOTAL
11. I.OCA1 /RECIONAI. CROWS
A. City/Town Personnel
U. (.utility l4>twuJb»Jon3
C. County tt Ket; loiut 1
I'l J nn Ing
iJ. City/County Llbrjr if?,
SUBTOTAL
III. CITIZEN CKUUVS
AND COAI.ITIONS
IV. INDUS TKIAI CROW'S
V. EPA
nriAI
COLORAUO/slati
HO.
CROUPS
8
11
2
I
'2
«
-
-
-
24
NO.
RESP.
10
50
2
1
2
-
-
-
-
-
-
65
COLORADO/IOC.
NO.
CROUPS
-
-
-
~
-
25
8
8
-
41
~
-
-
"_
NO.
RESP.
-
-
-
~
-
54
8
8
-
70
-
-
_-T.
70
MONTANA/eabtn
NO.
CROUPS
-
-
-
-
-
-
18
1
3
-
22
-
-
-
22
NO.
RESP.
-
-
-
-
-
-
12
1
4
-
17
-
-
-
17
HUNT ANA
state & west.
NO.
GROUPS
2
12
4
1
8
27
1
12
12
11
36
13
6
-
82
NO.
RESP.
2
12
4
1
8
10
1
12
15
11
39
21
6
-
96
N. DAKOTA
NO.
CROUPS
-
-
-
-
-
-
26
-
-
-
26
-
-
-
26
NO.
RESP.
_
-
-
-
-
.
90
-
-
-
90
-
-
-
90
S. MkOTA/
ptate, local
NO.
CBOUPS
2
a
-
1
-
11
r
-
8
-
8
-
-
2
21
NO.
RESP.
2
8
-
1
-
11
-
-
8
-
G
2
21
S. DAKOTA/
w. local
NO.
CROUPS
-
,
-
-
-
-
13
-
-
-
13
-
-
-
13
NO.
RESP.
-
-
-
-
-
_
21
-
-
-
21
-
-
-
21
UTAH/ sttte
NO.
CROUPS
1
21
-
1
7
30
-
-
-
-
-
-
-
-
30
NO.
J:tsp.
1
;i
-
1
7
:>o
-
-
-
-
_
-
-
-
30
UTAH/local
NO.
CROUPS
-
-
-
-
-
-
46
-
6
-
52
8
-
60
NO.
RESP.
-
-
-
-
-
-
141
-
7
-
148
12
-
160
u von INC
NO.
CROUPS
1
2
1
-
r"
38
-
9
-
47
-
56
MO.
RESP.
-
-
-
-
-
-
1
-
9
-
10
-
-
10
TOTALS
NO.
CROUPS
l<,(41)
54(14%)
7(2*)
4(U)
22(61)
10(271)
I67(44Z
21 (6Z)
46(l2i
11(11)
245(65Z
6(21)
375
NO.
-------
\^
^Xs^ USER GROUP
^X. CATEGORIES
\.
DATA SETS ^X
^"S.
\^
1. COLORADO
(State Govn.)
2. COLORADO
(Local Govn. )
3. MONTANA
(Eastern
Communities)
4. MONTANA
(State Govn.
Western
Communities)
5. NORTH DAKOTA
6. SOUTH DAKOTA
(State, Local
Govn . and
Communities)
7. SOUTH DAKOTA
(Western Local
Govn.)
8. UTAH
(State Govn. )
9. UTAH
(Local Govn. )
10. WYOMING
0)
H
3
o en
0) 0)
X -H
Cd o
01 01
u
CO
X
X
X
X
X
ac en
C 0)
H t-t
C U
C C
CO CU
rH OC
Pu <
X
I
X
X
X
X
en
0)
H
4-)
H
en
01
^
C
^
&
X
01
3
u
CO
i I
en
00
0)
X
X
X
X
CO
01
H
O AJ
Ol i-1
0 3
c. S
o
H U
I
x
X
X
x
X
X
en
c
o
H
u
CO
tf >
i-4 01
TS en
c i-l
H I*)
M -H
CU O
c
o
o
01
.C C/3
U
O 3
i
x
X
Ul
u
CO
3
a
c
H
X
I - inferrable from other data
X - explicitly present in sample
Figure 3-2. Matrix of User Group Categories Present in Data Sets (expansion)
-26-
AAI
-------
As shown in Figure 3-2, selection of these three data sets resulted in
inclusion of the following user group categories for detailed analysis:
State executive agencies (CO, MT)
Planning agencies (CO, MT)
Legislatures (CO, MT)
Impacted communities (MT, UT)
Indian reservations (MT)
Private citizens (MT, UT)
Industry (MT)
Excluded were:
Universities
EPA
"Other U.S. Government"
3.1.3 Characteristics of User Groups Analyzed
This subsection describes the characteristics of the user types
included in the three data sets selected for analysis.
3.1.3.1 Breakdown of User Group Types
It proved useful for analysis and design purposes to break down the
user group categories listed in Section 3.1.2 into a slightly narrower
classification. The following list represents the more detailed classification
of user group types included in the analysis:
I. State Government User Groups
A. Governor's Office Personnel
B. State Government Departments
C. State Legislative Groups
1. Legislative Committee
2. Legislative Councils
D. Miscellaneous State Organizations
II. Local/Regional Groups
A. City/Town Personnel
B. County Commissions
C. County and Regional Planning
D. City/County Libraries
III. Citizens Groups and Coalitions
IV. Industrial Groups
-27- AAI
-------
3.1.3.2 Number of Users/Groups Included
Figure 3-3 presents a chart of the number of different user group
types included by state. (This chart is in effect a subset of figure 3-1.)
It should be noted that certain types had small number of representatives
(e.g., industrial groups, legislative groups). Therefore, results drawn from
the survey data concerning the needs of these group types should not be
considered as representative as the results drawn from user group types with
more representation (e.g., state government departments, city/town personnel,
and citizen's groups and coalitions).
3.1.3.3 User Groups and User Group Members
The actual make-up of the user group categories is shown in Figure 3-4.
The first column lists "typical" organizations considered as belonging to that
user group, the second column lists typical respondent titles within those
groups, and the third column summarizes available data on respondent/user
background. A full list of user group names and respondent titles is included
in Appendix A.
3.1.4 Estimated Number of Potential Users in Region VIII
Figure 3-1 shows the number of users in the survey, broken down
by state, data set, and number of groups vs. respondents, AAI assumes that
the total of groups in the survey represents a fairly close "fix" on the
actual number of user groups to be served by the Energy-Environment Information
Transfer System; in other words, the survey population is not a "sample", and
the EEITS was conceived with a potential user population of 350-400 groups;
and that in most cases a few people (one or two) in each group would serve as
point(s) of contact with the system.
3.1.5 Information Needs by User Group Category
Appendix B includes User Needs data tabulations by user group.
Highlights of these findings are discussed below.
-28-
AAI
-------
^~~~~-~^^^ AREA
TYl'E ^^~~^^^^
1 . STATE OWIiKNMIiNT
U^EK CKOUl'S
A. Covei uur ' i Office
1'ersonne 1
B. otate 'lovern.
Departments
C. State Legislative
Croups
1. Legislative COIIUD.
2. Legislative
Couuc 1 la
1) . Misc. S I a I e
Oln-Jii I *at Ions
SUBTOTAL
11. LOCAL/ IUCC IONA1. (iUOUI-i
A. c.'l iy/'l'uwu Personnel
IK County Conunlss iona
C. County i KegionaJ
1' hunting
1). Clty/C'oinuy Lilirarlea
SUBTOTAL
111. CITU'.KN (ilUllll'S
AND COALITIONS
IV. INWISTKIAL CKOUl'S
TOTAL
MONTANA
No.
Croupa
2
12
1
8
27
I
12
12
11
16
13
6
H2
No.
i
15
1
8
30
1
12
15
11
3'J
21
6
90
COLORADO
No.
Croups
8
11
2
I
'
24
-
24
No.
Reaponden t^
10
50
2
1
2
65
-
C5
UTAH
Mo.
Croups
|
46
6
-
52
8
1,0
No.
Respondents
141 !
7
-
148
12
H,0
TOTAL
No.
Croups
10
23
6
10
51
47
12
IS
11
HI)
21
6
Ihb
No.
12
65
b
10
'J5
142
12
22
1 1
187
n
6
m
Figure 3-3. Number of Users/Groups Included in Analysis, By Areas and Type
-29-
AAI
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USER~- ^_^
GROUP TYPES -^_
GOVERNOR'S
ut't'ICE PERSONNEL
SIAl'li (X>V£RNKENr
DEPARTMENTS
STATE LEGISLATIVE
-
MISCELLANEOUS
STATE ORGANIZATIONS
CITY/TOWN
PERSONNEL
COUNTY
COMMISSION
COUNTY AND
REGIONAL PLANNING
CITY/ COUNTY
LIBRARIES
CITIZEN GROUPS
AND COALITIONS
INDUSTRIAL
GROUPS
TYPICAL
USER GROUPS
MI. Governor's Gasification
Task Force
State Planning and
Coordinating Council
Land Use Commission
Dept. of Agriculture
Dept. of Health
Dept. of Natural Resources
Senate Business and
Industrv Committee
House Fish and Game
Committee
Legislative Council
MT. Energy Advisory Councill
Water Quality Bureau
CO Housing 4 Finance
Authority
Area-wide Planning Organiz.
City/County Planning Comm.
Planning and Zoning Comm.
Intermountain Consumer
Power Assn.
MT. Wilderness Assn.
N. Rockies Action Group
Coal Council
AFL - CIO
Montana Stockgrowers Assn.
TYPICAL
TITLES OF RESPONDENTS
Liaison Representative
Executive Director
Staff Director
Commissioner of Agriculture
Director of Engineering
and Sanitation
Director, Soil
Conservation Board
Chairman
Chairman
Researcher; Staff Attorney
Energy Research Coordinator
Bureau Chief
Executive Director
Mayor
City Manager
Consulting Engineer
County Commissioner
Administrative Officer
Water Quality Soecialist
Director
Commissioner
Chief Librarian
Librarian
Member
President
Director
Executive Director
Member
Executive Vice President
RESPONDENT/USER
BACKGROUND
Survey Data
Professionals with back-
ground in administration
and/or technical areas, e.g.
engineering. Some depts.
interface with the non-
technical public.
Legislators : independent
businessmen, e.g. ranchers.
foresters. Legislative
Council: researchers, attor-
{minimal info, available
in survey_data)
Administrators, profession-
specialists, educators
Part-time administrators
with no formal training as
such. Some engineers and
technical experts are
retained by municipalities
on a consultant basis.
Part-time administrators.
Private citizens who are
'businessmen and ranchers
professionallv.
Professional planners,
administrators, researchers
with degrees in planning,
engineering, architecture
Library users mostly
private citizens. Some
students, some have
technical/ research back-
grounds.
Mostly private citizens
ground. A few groups have
members with technical
background, attorneys, etc.
Private citizens;
engineers, professionals
Figure 3-4. User Groups and User Group Members
-30-
AAI
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3.1.5.1 Formats
Figure 3-5 summarizes the format preferences of the ten user
group types. In this exhibit, formats are grouped by percentage of users
selecting that format. Within each block, formats are listed in order of
preference, (e.g., for "Governor's Office Personnel" in the second column,
technical reports were preferred by more of that group than legislation/
regulations.) Of overall preferences, executive summaries are far and above
the most preferred format for all user groups except libraries and
miscellaneous state organizations, for whom they are the second most preferred
format. Also high ranking are energy/environment legislation/regulations,
technical reports, and management reports (especially the Region VIII
Accomplishment Plan).
3.1.5.2 Subjects
Subject needs, as expressed by survey respondents, were classified
into both broad and narrow categories. The major categories consisted of
the following:
*Energy resources (coal, oil shale, petroleum, etc.)
*Environmental impacts (air quality, water quality, etc.)
*Biological impacts (human health, plant life, etc.)
*Socioeconomic impacts (taxes, housing, social structure, etc.)
Financial assistance information
Pollution control
Energy/Environmental research projects
Broader categories marked with the asterisk (*) were broken down into narrow
including chose given as examples in parentheses.
Figures 3-6 and 3-7 present the broad and narrow subject areas
selected by more than 25% of the respondents. Within each block, subjects
are listed in order of preference. Narrower subject areas within "energy
resources" are not reported here, as the correlation is geographic rather
than by user group type. Among overall subject needs, "Environmental impacts"
is the broad subject class of greatest or second greatest interest to all
user groups. The subcategories of "environmental impacts" (water quality, air
quality, water supply, noise, pesticides, radiation, drinking water, sewage/
solid wastes) are the most frequently selected specific subjects. High
interest is also shown in energy resource topics, socioeconomic impacts,
financial assistance information, and energy/environment research projects.
-31- AAI
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TYPE OF\
USER \^
GROUP N.
GOVERNOR'S
0 ICE
PERSONNEL
SELECTED BY
75%-r OF
RESPONDENTS
EXECUTIVE SUMMARIES
SELECTED BY
50-74% OF
RESPONDENTS
TECHNICAL REPORTS
E/E LEGISLATION/ iEGU-
LATIONS
SELECTED BY
25-W; OF
RESPONDENTS
NONE
MANAGEMENT REPORTS
| STATE GOVERNMENT
} DEPARTMENTS
EXECUTI'/E SUMMARIES
E/E LEGISLATION/ REGULA-
TIONS
TECHNICAL REPORTS
MANAGEMENT REPORTS *
STATE
LEGISLATIVE
GJIOUPS
MISCELLANEOUS
STATE
ORGANIZATIONS
CITY/ TOWN
PERSONNEL
\
COUNTY
COMMISSIONS
COUNTY AND
I REGIONAL
PLANNING
CITY /COUNTY
LIBRARIES
CITIZEN GROUPS
AND
COALITIONS
INDUSTRIAL
GROUPS
EXECUTIVE SUMMARIES
NONE
E/E LEGISLATION/REGU-
LATIONS
TECHNICAL RPTS & DATA
NONE
NONE
NONE
NONE
NONE
NONE
TECHNICAL REPORTS
NONE
EXECUTIVE SUMMARIES
EXECUTIVE SUMMARIES
BIBLIOGRAPHIES
EXECUTIVE SUMMARIES
EXECUTIVE SUMMARIES
BIBLIOGRAPHIES
E/E LEGISLATION/
REGULATIONS
.rat* s^,,!M
TICNS
MANAGEXE:-n REPORTS * :
EXECUTIVE SUMMARIES'
BIBLIOGRAPHIES I
STATISTICS ;'
EXPERT CONSULTANTS
1
NONE
\
1
1
BIBLIOGRAPHIES
NONE |
MAPS/GRAPHICS
TECHNICAL REPORTS
STATISTICS
STATISTICS/DATA
TECHNICAL REPORTS
' Region VIII AccompHshoencPlan
**Execucive surunaries to mayors, to'-m presidents; legislation Co clerks,
tracers; technical data to consulting engineers.
Figure 3-5. Format Preferences
-32-
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^\
USER GROUP ^\.
GOVERNOR' S
OFFICE
PERSONNEL
STATE GOVERNMENT
DEPARTMENTS
STATZ
LEGISLATIVE
CROUPS
MISCELLANEOUS
STATE
ORGANIZATIONS
cmr/TOUN
PERSONNEL
COUNTY
COMMISSIONS
COUNTY AND
REGIONAL
PLANNING
CITY/ COUNTY
LIBRARIES
CITIZEN GROUPS
AND
COALITION'S
| INDUSTRIAL
1 GROUPS
\
SELECTED BY 75Z + OF
RESPONDENTS
ENERGY RESOURCES
ENVIRONMENTAL IMPACTS
ENVIRONMENTAL IMPACTS
ENERGY RESOURCES
ENVIRONMENTAL IMPACTS
ENERGY RESOURCES
ENVIRONMENTAL IMPACTS
SOCIOECONOMIC IMPACTS
ENERGY RESOURCES
ENVIRONMENTAL IMPACTS
SOCIOECONOMIC IMPACTS
FINANCIAL ASST. INFO.
ENVIRONMENTAL IMPACTS
ENERGY RESOURCES
ENVIRONMENTAL IMPACTS
SOCIOECONOMIC IMPACTS
ENERGY RESOURCES
ENVIRONMENTAL IMPACTS
BIOLOGICAL IMPACTS
SOCIOECONOMIC IMPACTS
ENERGY RESOURCES
ENVIRONMENTAL IMPACTS
SOCIOECQHOMIC IMPACTS
ENERGY RESOURCES
ENVIRONMENTAL IMPACTS
BIOLOGICAL IMPACTS
SELECTED 3Y 50-7431
OF RESPONDENTS
FINANCIAL ASSISTANCE
INFORMATION
FINANCIAL ASSISTANCE
INFORMATION
SOCIOECONOMIC
IMPACTS
E/E RESEARCH PROJECTS
NONE
ENERGY RESOURCES
SOCIOECONOMIC IMPACTS
FINANCIAL ASST. INFO.
NONE
E/E RESEARCH PROJECTS
BIOLOGICAL IMPACTS
E/E RESEARCH PROJECTS
E/E RESEARCH PROJECTS
SELECTED BY 25-49Z
OF RESPONDENTS
SOCIOECONOMIC IMPACTS
ENVTRONME:JTAL IMPACT
STATEMENTS (EIS)
ENERGY RESOURCES
BIOLOGICAL IMPACTS
SOCIOECONOMIC IMPACTS
EIS
BIOLOGICAL IMPACTS
FINANCIAL ASSISTANCE
INFORMATION
FINANCIAL ASSISTANCE
INFORMATION '
POLLUTION CONTROL
NONE
1
BIOLOGICAL IMPACTS
E/E RESEARCH PROJECTS
BIOLOGICAL IMPACTS
FINANCIAL ASSISTANCE
INFORMATION
E/E RESEARCH PROJECTS !
POLLUTION CONTROL
FINANCIAL ASSISTANCE
INFORMATION
WHAT OTHER AREAS
.HATE DONE
SOCIOECOHOMIC IMPACTS
Figure 3-6. Subject Needs (Broad Classes of Subjects)
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\^
TYPE \.
OF ^-^
USER GROUP ^^
GOVERNOR'S
OFTICE
PERSONNEL
STATE GOVERNMENT
DEPARTMENTS
STATE
LEGISLATIVE
GROUPS
MISCELLANEOUS
STATE
ORGANIZATIONS
CITY/TOWN
PERSONNEL
SELECTED 3Y 75%+OF
RESPONDENTS
NONE
NONE
NONE
NONE
I
SEWAGE/ SOLID WASTE
DRINKING WATER
WATER TREATMENT
WATER QUALITY
SELECTED BY 50-74%
OF RESPONDENTS
AIR QUALITY
WATER QUALITY
SEWAGE/SOLID WASTE
WATER QUALITY
SEWAGE/SOLID WASTE
AIR QUALITY
WATER QUALITY
TAXES
AIR QUALITY
SELECTED BY 25-49%
OF RESPONDED
DRIKKING WATER
NOISE
SOCIAL STRUCTURE
ECONOMICS
DRINKING WATER
NOISE
AIR QUALITY
WATER SUPPLY
TAXES
ENVIRONMENTAL MONITOR.)
AIR QUALITY
WATER QUALITY ;
RADIATION
NOISE
EDUCATION
STORM WATER '
NOISE
SOCIAL STRUCTURE 1
ECONOMICS
HOUSING
LAW ENFORCEHEHT/FIRE
MEDICAL
COUNTY
COMMISSIONS
COUNTY .AND
REGIONAL
PLANNING
CITY/ COUNTY
LIBRARIES
CITIZEN GROUPS
i COALITIONS
INDUSTRIAL
GROUPS
NONE
WATER QUALITY
NONE
NONE
WATER QUALITY
WATER QUALITY
TAXES
SEWAGE/ SOLID WASTE
AIR QUALITY
TAXES
WHAT OTHER AREAS HAVE
DONE
AIR QUALITY
WATER QUALITY
DOMES TIC /FARM ANIMALS
PLANT LIFE/AGRICULTURE
SEWAGE/ SOLID WASTE
WATER SUPPLY
AIR QUALITY
PESTICIDES
WATER SUPPLY
MOISE
SOCIAL STRUCTURE
ECONOMICS , TAXES
RECREATION
EDUCATION
AIR QUALITY
WATER QUALITY
ENVIRON. MONITORING
PESTICIDES
WATER SUPPLY
HUMAN HEALTH
PLANTLIFE/ACRICUL.
WILDLIFE
DOMESTIC/ FAR:: AIIIXALS
SOCIAL STRUCTURE
ECONOMICS
RECREATION
SEWAGE/ SOLID VASTE
WATER SUPPLY
PLANT LIFE/AG3.ICUL.
WILDLIFE
HUXAN HEALTH
SOCIAL STKUCTuKi:
ECONOMICS
TAXES
AIR QUALITY
PESTICIDES
LAND USE
WATER SUPPLY
EDUCATION
RECREATION
Figure 3-7. Subject Needs (Specific Subjects)
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The other specific subjects selected most (other than environmental impact)
were socioeconomic impacts: taxes, social structure, economics.
3.1.5,3 Comments
Many respondents offered comments which were incorporated into
the survey data. Since many of the data set survey forms were structured in
such a way so as to allow only certain responses, the comments represent input
over a wider range of information product possibilities. Below, input from
comments are summarized by user group type-
Governor's Office Personnel
Request monthly list of EPA publications
Express need for a region-wide ElS/monitoring system of
energy development
State Government Departments
Interested in both national trends and state/regional issues
- Mentioned frequently: a monthly list of EPA
publications with summaries
Some departments need educational materials: brochures, news
releases, elementary grade level materials, slide shows, etc.
State Legislative Groups
State legislators get information mostly from Legislative
Council, lobby groups, media. Usually little current
interface with EPA
All information (especially for Legislative Councils)
needed on extremely short notice
Miscellaneous State Organizations
Expressed need for lists of what is available (e.g.,
bibliographies and summaries)
More information needed specific to region/situation;
information should be aimed for use at local level
Would like a centralized system for information
City/Town Personnel
This group consists of part-time officials who are
overwhelmed by recent impacts, especially as felt in water/
sewer areas. Funding lags behind needs,
- Material currently sent "too long, too technical, too full
of jargon." Wanted: summary of available programs and an
EPA representative available for consultation
County Commissions
Don't know what information is available
Feel they get too much information
- Want situation-specific and region-specific information
Have problems understanding state/federal regulations
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County and Regional Planning
- Don't know what information is available
Feel they get too much untargeted information
- Want situation-specific and region-specific information,
especially baseline studies
- Have problems understanding state/Federal interaction,
e.g., laws, regulations, policies
City/County Libraries
- Don't know what is available
- Need general interest information, rather than technical
- Favor regional/state depository or regionally-focused
Faderal informative system
Favor networking and interlibrary loan
Citizen's Groups
Strong regional interest
- Need summaries of government activities (legislation,
projects, funding) impacting region
- Would like regularly issued bibliographies, summaries,
index, newsletters, of EPA publications and activities
Industrial Groups
- Currently not dealing much with EPA. Get much more
information from professional groups, universities, and
somewhat from state and Federal governments.
In summary, the most frequent comments were the following:
Need regular lists of publications and programs with
indexes and summaries.
Information that is region-specific and situation-specific
is needed rather than general or untargeted information.
Too much information is currently sent, and it is too
technical.
Have problems making sense out of state and Federal
regulations.
3.2 RESULTS
3.2.1 General Implications
Based on the findings, the following statements can be made about
potential EEITS users and their needs:
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Most users have non-technical backgrounds; users with
technical backgrounds are scattered randomly across many
of the user groups,
In regard to formats, most users want executive summaries
and lists of what is available. They are also interested
in documents dealing with energy/environment regulations
and legislation, and with management and policy. Technical
reports, data, statistics, etc. are needed only by those
with the technical expertise, and only on a region/project/
situation-specific basis,
In regard to subject needs, the user group preferences do not
break down into clear-cut group patterns. Environmental impacts
is the general subject area of greatest interest, with
energy resource information and socioeconomic impacts coming
next. Energy/environment research projects and financial
assistance information are also of considerable interest.
Comments from respondents provide the following additional
insights:
Bibliographies (with summaries and indexes) are of higher
desirability than responses to "format" preferences indicate
Information subject needs vary by region and by
project situation
Much information that is currently being sent is seen as
too technical by the recipients
Many users need help in understanding how to apply state/
Federal regulations and policies to their own region/
situation.
3,2.2 Implications of Findings in Developing the System Functional Design
In consideration of the user survey data findings and the general
remarks presented above, AAI developed a set of objectives to serve as a
basis for the EEITS system functional design (discussed in Section IV, following),
These objectives, together with the specific rationale behind their
formulation, are discussed briefly below.
3.2,2.1 Access to Documents, Including Bibliographies and Summaries
It is clear that many types of printed materials are of considerable
value to potential users of the EEITS in their original form. Consequently,
there is a need for the EEITS to selectively forward documents that come into
it to users whose interests match the level of sophistication and subject
content of incoming documents. In part, the need can be met by automatically
disseminating documents as they are received by the EEITS. However, instead
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of simply receiving documents sent automatically, many users wish to initiate
document delivery on specific topics, themselves, as their information needs
vary on a regional/project/time basis. Therefore, we conclude that access
to documents through retroactive search files as well as on an automatic basis
according to specifically defined standing requests, are primary objectives
of the system. Document types available should include bibliographies, summaries
of all types, legislative/regulatory documents, policy and planning documents,
and technical reports.
3.2.2.2 Access to Information
Documents are one method by which information is distributed. How-
ever, in some situations, and for some EEITS users, original documents may
not be an effective medium for information transfer. When appropriate, the
EEITS must provide alternative media for presenting energy-environment issues
including:
Seminars and conferences to apprise regional groups on
the relevance of recent legislation and EPA program plans.
Abstracts and summaries of technical reports, targeted
to non-technical users.
Personal consultation and advisory services from EPA
representatives,
Aid in locating sources of information in addition to the
EEITS files.
Experts to analyze and interpret technical materials in lay
and/or regional terms.
3.2.2.3 Access to Energy/Environment Data Sources
Those users with technical background and need for technical infor-
mation (users in state government, planners, engineers, etc.) need access
to specific data through sources such as SAROAD, STORET, and REAP. The EPA
EEITS can act as a switching center, referring users, at their request, to
the data source(s) most likely to be responsive to their information needs.
AAI
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3.2,2.4 Awareness of Energy-Environment Information Products and Services
Many users stated that they don't know what information is available
from EPA. The EEITS should provide a full spectrum of awareness tools to
encourage the potential Region VIII users to become actual system users, and
to alert current users to other sources and types of information. This is,
in essence, an advertising/promotion objective. Products to satisfy this
objective could include bibliographies, indexes, brochures, system descriptions,
etc.
3.2.2.5 Access to Informed People
In many situations where information is needed, a dialog process
between user and provider of the information is helpful (and may prove
essential) in clarifying the need and targeting the response. For this
reason, a most important resource of such an information system as the
EEITS is informed people: experts, consultants, technicians, educators and
persons with detailed knowledge of specific energy projects who can respond
to users on a person-to-person basis. Therefore, it is an objective of the
EEITS to provide a registry of informed people.
3.2.3 Conclusion
In summary, the key concepts behind the five functional objectives
introduced above are awareness and access. Users have specific, varied, and
changing needs. They express the strong preference to learn what is available
(awareness) and then to initiate, themselves, the information transfer
cycle on specific topics (access).
The concepts of awareness and access as expressed by the five
objectives, must serve as a basis for the system functional design which can
satisfy these objectives and in turn lead to system outputs and procedures
specifications. Section IV, following, describes a functional design which
fulfills these criteria.
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SECTION IV. SUMMARY OF FUNCTIONAL DESIGN (TASK 2)
The functional design presented in this section is a general system
description, and includes:
Scope of the EEITS
General System description in terms of
EEITS input functions
EEITS processing functions
EEITS output functions
More detailed information on systems components and procedures is given in the
following sections: Section V. Specification of System Operations and Section
VI. Recommended Storage Media.
4.1 SCOPE OF THE ENERGY-ENVIRONMENT INFORMATION TRANSFER SYSTEM
The EEITS is an information storage and retrieval system. As such,
it is a formalized set of functions concerned with communicating facts, data
and knowledge among users for the purpose of decision making. As discussed
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in Section III, the variety and range of user needs which can be inferred from
the user survey data is great. Consequently, the EEITS must have the capability
of providing a broad base of information to state and local officials and
planning professionals in EPA Region VIII energy impacted localities with respect
to all air pollution, water pollution and the socioeconomic impacts associated
with energy development.
One aspect of the EEITS is designed to make information materials
available to users on a proactive basis according to their specific interests
and abilities to comprehend the material.* Another key aspect of the EEITS
will be its capability to respond to user initiated requests for information
and to identify appropriate EPA resources to satisfy the request according to
the urgency and importance of each request.
According to the AAI project team's assessment of the user data,
the crucial requirements, from an information system point of view, are twofold.
First, users need to be made aware of what EPA information resources are
available to them; and second, the EEITS must have the ability to provide access
to specific information and information resources upon request.
4.1.1 Service Objectives of the EEITS
It should be recognized that technical and other informational documents
produced by EPA and other energy-concerned Federal agencies will go far in
helping to inform many users of the EEITS. Nevertheless, printed documents
alone will not be sufficient to meet all the information needs of EEITS users.
Therefore, while outputs of documents and other "hard-copy" printed materials
will constitute a major component of the EEITS service, the overall objectives
of the EEITS go beyond simply providing documents. The purpose of the EEITS is
summarized in five functional objectives. They are:
*"Proactive" is used in the context to mean a service which is provided on
automatic basis rather than as a reaction to a specific ad hoc request.
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1. Provide access to documents
2. Provide access to information
3. Provide access to energy-environment data sources
4. Provide awareness of the EEITS products and services
5. Provide access to informed people
4.1.2 Considerations for Design Flexibility
The EEITS is designed for flexibility. In essence, it is designed
to match energy-environment resources with users who require such information
when the users say they want the information. The inputs to the EEITS can
encompass a full range of energy-environment resources from whatever source
they originate. However, the EEITS is not concerned with generating initial
source materials and information resources such as trained experts, technical
reports, journal articles, data bases, audio-visual materials, and so forth.
Nevertheless, as such materials become known to the EEITS each resource will be
used to generate a record in an EEITS master file for future reference and
referral in response to user initiated requests. Moreover, for those users
who may wish to receive information from the EEITS on a routine basis, the EEITS
will provide automatic dissemination of information and materials in accordance
with user profiles.* An additional function contemplated for the EEITS is that
materials and informational items which are input to the EEITS but are non-
specific to Region VIII or too technical to be of general interest in this full
form will be "repackaged" by the EEITS as newsletters, excerpts or non-elaborate
announcement brochures. These products are intended to capture the interest
of EEITS users who may then request that the EEITS forward the full materials
or put them in touch with an informed person who can discuss the local signifi-
cance of the informational item in a knowledgeable manner.
*User profiles are lists of specific subjects and information media that are of
interest to a given user or group of users. Materials input to the EEITS which
match a user's profile will be forwarded to participating users without their
having to request them.
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TABLE 4-1. SOURCES OF EEITS INPUT
I. Documents
a) Technical reports and summaries provided by EPA
Region VIII Offices
b) Technical reports and summaries provided by State, Regional
and Local agencies within Region VIII
c) Technical reports and summaries provided by EPA Office of
Research and Development (particularly the Office of Energy,
Minerals and Industry)
d) Monitoring information including reports and raw data
e) Energy-related legislation
f) Energy-related guidelines
g) Environmental Impact Statements (EIS) and reviews
h) Official correspondence and memoranda
i) Pamphlets and brochures
j) EPA newsletters (quarterly)
k) Abstracts including NTIS Weekly Government Abstracts for "Energy"
and "Environment", and "Major Recent Publications of the
Interagency Energy/Environment R&D Program", published by EPA/ORD
(OEMI)
1) Energy-Environment related bibliographies
II. EPA Consultants
Technical experts available for on-site visits such as those planned
for the 208 (Water Quality) planning agencies to explain the Surface
Mining Act and Regulations and to assist local communities plan for
energy development impacts.
III. Films and other Audio-visual Materials
a) Non-print collection of the Regional Energy-Environment Information
Center at the Denver Public Library
b) Non-print materials provided by EPA
IV. Seminars and Demonstrations
Prepared EPA programs on community impacts, modeling, planning
and so forth.
V. Data Files (including operational and proposed files)
a) STORET
b) SAROAD
c) Notice of Violations (Enforcement Data Bases)
d) Summary environmental data files (generated upon request for
State and Regional planning agencies, grantees, and contractor;
Basically these are subsets of STORET and SAROAD of special
interest to Region VIII
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The outputs generated by the EEITS will provide a variety of options
ranging in elaboration from referring a user to a specific document or document
source, such as the Energy/Environment Information Center at the Denver Public
Library, to arranging an cm-site seminar or workshop to discuss specific problems
with officials and citizens of an energy impacted community.
In order for the EEITS to provide maximum response flexibility, it is
designed to operate efficiently with a fairly low volume of activity. Response
times will vary from a few minutes for referrals to several man-days of effort
depending upon the level of elaboration to be expended on the responses.
The more elaborate responses may be met by EPA technical experts who will be called
upon to augment the EEITS.
4.2 GENERAL SYSTEM DESCRIPTION
This section provides a overview of the EEITS functional design.
The EEITS has been designed with careful consideration having been given to
satisfying the currently identifiable needs of the EEITS users represented in
the Phase I user data and to the need for design flexibility in order to
respond to future needs. AAI believes the referral concept, which is responsive
to user initiated requests and underlies the EEITS design, provides a miximum
degree of design flexibility. Moreover, it is directly responsive to the
characteristic self-reliance of the EEITS users as discussed in Section III.
Figure 4-1 presents a graphic overview of the functions to be performed
by the Energy-Environment Information Transfer System. As the diagram shows, the
functions are broadly categorized as input activities, file maintenance
activities, and output activities all leading to a user match. This functional
design fulfills the objectives of (1) access to documents. (2) access to inform-
ation, (3) access to energy-environment data sources, (4) awareness of inform-
ation products and services, and (5) access to informed people.
4.2.1 EEITS Inputs and Input Functions
The EEITS will use documents and information resources provided from
a variety of sources. Table 4-1 lists the primary inputs of interest to the
EEITS. It is important to emphasize that the EEITS does not generate these
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INPUT ACTIVITIES
FILE MAINTENANCE
ACTIVITIES
FILE
MAINTENANCE
AND STORAGE
FUNCTION
:OMMUNICATION
WITH OTHER
SYSTEMS AND
DATA BASES
1
1 NEW
i / RESOURCES
SEARCH
FILE
i
X
CURRENT
RESOURCES
0
\
DOCUMENT
-
FASTER RECORD
OF SYSTEM
RESOURCES
STORAGE
FILE
USER
REQUESTS
FOR
INFORMATION
AUTOMATIC
DISSEMINATION
FUNCTION
OUTPUT ACTIVITIES
OUTPUTS
On Demand
Automatic
Dissemination
General
Announcements/
Publicity
\>
\>
Figure 4-1. EEITS System Functions
-------
information resources itself. Primarily, it encodes and stores references
to existing documents and other information resources which will be submitted
to the EEITS through the OEA, as well as all relevant information resources
that come to the Region VIII OEA through normal channels. However, it will
not be a formal function of the system to actively seek out and collect data
sources, documents and other information resources of potential interest to
EEITS users.
4.2.1.1 Identification and Screening Function
This function has to do with receipt of incoming mail and other
communications and recognition of the relevance of information resources to
the EEITS. As documents arrive each day, the EEITS selector will choose items
relevant to energy environment issues and assign them for EEITS processing.
The selection process involves the following procedures:
Consider the general information content and format of the
document - "What is it?"
Scan the text or appropriate summaries
Scan any tables of data
Read any covering letters and note the reason, if any, why
the document was sent to OEA
Decide whether the document should be processed by the EEITS
Items of no interest to the EEITS are immediately forwarded to the addressee.
On the other hand, if the decision is made to process the document, a separate copy
should be made or requested for the EEITS, if necessary, and the original is
then forwarded to the addressee without delay. A processing form will be used
to indicate the need for indexing or classification, and to serve as a file
update input worksheet. It will be attached to the document at the time the
decision is made to include an item in the EEITS and accompany it through
all the input processing functions until the document is incorporated into the
EEITS.
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4.2.1.2 Analysis, Classification, and Indexing Function
"Analysis" involves a two-part decision:
(a) What is the message of each item input
to the EEITS which is to be conveyed to the
system users, and
(b) What medium is appropriate for disseminating and/
or storing the message.
Classification and indexing is concerned with encoding data for EEITS Search
File. Classification is concerned with grouping information resources under
major headings in a organized reference file. Indexing is an intellectual
process concerned with characterizing the information content and concepts of
EEITS inputs. The classification and indexing function will be accomplished
through assignment of specific descriptive terms from a controlled vocabulary*
to each item of input to the EEITS. Classification will also characterize
resources by type.
4.2.1.3 Repackaging Function
"Repackaging" involves creating new information products (such as
bibliographies, summaries) from existing documents and information resources
in order to make the information content more consonent with user comprehension
abilities and format preferences. Many of the resources offering potentially
useful information of interest to EEITS users will not have wide acceptability
and utility in their original form. As an obvious example, a film on the
effects of thermal pollution resulting from processes associated with energy
development industries could not be duplicated and disseminated to the many
registered EEITS users who indicate interests in the subject. Moreover, while
official correspondence may contain implications for Region VIII communities
in energy impacted areas which the EEITS should communicate to state and local
officials> the implications might have to be put in a local context such chat
the meaning for the local communities is clear.
*The EEITS Controlled Vocabulary is presented in Section 5.2.
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Methods of repackaging information may include: summaries of
technical reports and other documents, bibliographies of print and non-orint
resources on specific subjects, and notifications of the availability of
information resources which can not be widely disseminated on an automatic basis.
4.2.2 File Maintenance
File maintenance is the function by which information accessible
through the EEITS is organized for search and retrieval. The EEITS resource
files comprise three functional files, each with its own role in the system.
These files are:
EEITS Search File
Document Storage File
Environmental Data Files
4.2.2.1 EEITS Search File
The EEITS Search File is a compact, sequential file which provides
efficient searching on a large number of data elements. The search file is a
tool for comparing the descriptions of EEITS resources (created by indexing
and classification) with descriptions of requests for information. As Figure
4-1 shows, the descriptions of both the resources and the requests are
represented by lists of terms selected from a common, controlled vocabulary.
Retrieval is the result of matching a set of request terms with the descriptions
of particular information resources and finding concurrence.
4.2.2.2 Document Storage File
The role of the document storage files is to provide a convenient,
local resource of full text materials to disseminate to EEITS users upon request
or in support of an EEITS search. While one primary function of the EEITS is to
automatically disseminate materials to interested users on a proactive basis,
it must be recognized that not all needs can be anticipated in advance.
Consequently, the EEITS must maintain a document resource. This file will
contain all full text materials of lasting value which can be stored in a
*The User File is considered part of the Automatic Dissemination Function.
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library-like manner, such as on shelves, in cabinets or on microform. It
will be linked to the search files by identifiers, codes, titles or such other
types of file headers. If the document storage function is delegated to an
existing library or libraries, the document may also be accessible through
that institution's catalog files.
4.2.2.3 Environmental Data Files
These files will consist of AEROS* and subsystems and STORET
(Storage and Retrieval for Water Quality Data). These files will be utilized
as provided by EPA and will not require modification. The function provided
by the EEITS has to do with user interface.
4.2.2.4 Communication with Other Information Systems and Data Bases
Interface with other agencies will allow the EEITS to provide an
extensive range of information to its users, again as in the case of the
environmental data base with the assistance of energy oriented individuals to
put the information in an energy context. In addition to interaction with
other energy information systems, the EEITS will have links through the EEITS
search file to commercial data bases and the computer literature searching
and data bases of EPA's Environmental Research Center at Cincinnati, Ohio.
4.2.3 EEITS Output Functions
The EEITS output function allows for two modes of activity. One
mode allows for on-demand requests for information on a given subject (Demand
Requests Function). This type of request will ordinarily be a one-time
request in which the role of the output function is to structure the request
into a formal list of search parameters, including terms from the EEITS
controlled vocabulary and user class/level of response parameters. Such a
search is referred to as a "retroactive" search because it results in a report
or list of all the resources known to the: EEITS from its inception which match
the search parameters.
*AEROS: Aerometric and Emissions Reporting System
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The second mode allows a user to submit a "standing order" to
receive all the information on a specified subject which comes into the EEITS
on a current basis (Automatic Dissemination Function). This mode utilizes
a formal request consisting of terms from the controlled vocabulary against
which the input to the system is matched as part of the user match function.
In the EEITS, this mode of output is referred to as "proactive."
4.2.4 User Match Function
User match is the central function of the EEITS, in which formal
search requests, in controlled language, are compared to the EEITS files and
outputs are prepared and sent to users. This function is carried out on each
request on an independent basis. Thus, individualized outputs are generated
for each specific request.
A second feature of the user match function is to consider the type
of user submitting a request and determine the level of effort that EPA
personnel should expend in helping to effect the information transfer process.
Services involving analysis and interpretation, and seminars and demonstrations,
as two examples, will require more effort on the part of EPA than, for example,
supplying a photocopy of a requested document. The EEITS will be supplied
with a decision table to help select an appropriate mode of response for the
various categories of users. In addition, a registered list of users, the
"User File," will be maintained as a component of the EEITS. A separate
record will be generated for each user and his/her information needs, translated
into the terminology of the EEITS.
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SECTION V. SPECIFICATION OF SYSTEM OPERATIONS (TASK 3)
This section describes the operational details of the EEITS, dis-
cussing how the various functions of the system should be performed. This
operational design builds upon the functional design which is described in
Section IV of this report and illustrated schematically in Figure 5-1.
This section is organized to address all requirements on Task 3,
Specification of System Operations, and includes the following:
Selection of data bases
Selection of indexing/classification system
Recommended system outputs
Procedures for performing system functions
Sample forms and formats are included wherever appropriate.
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INPUT ACTIVITIES
FILE MAINTENANCE
ACTIVITIES
Ul
ro
I
1 NEW
i / RESOURCES
SEARCH
FILE
1
CURRENT
RESOURCES
D
-
^\ RASTER RECORD
^XOF SYST
HOniMFNT "'SOURCES
STORAGE
FILE
OUTPUT ACTIVITIES
OUTPUTS
On Demand
Automatic
Dissemination
General
Announcements/
Publicity
\>
te:
Figure 5-1- EEITS System Functions
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5.1 SELECTION OF DATA BASES
The recommended EEITS data bases include: (a) index files for facilit-
ating access to information resources and to descriptions of users; (b) document
storage files for retaining documents and information for reference; and (c)
environmental data files, accessed through the Surveillance and Analysis Division
of the EPA Region VIII office. The specific data files described below include:
EEITS Search File; includes references to:
Bibliographic and Audiovisual Materials
Energy projects
People
Events
Groups/Systems
Document Storage File
Environmental Data Files
User File
For each file the following information is presented:
General content/purpose
Data elements
Sequence of filing and access points
Inputs and outputs
Linkage to other files
Storage medium
Illustration of a sample record (if appropriate)
Volume and growth rate
Maintenance and update
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5 i.i EEITS Search File (Includes Bibliography File and Energy Projects File)
A. General Content and Purpose
The EEITS Search File is the index to EEITS information resources, and
includes the information to be covered by the "Bibliography" file and the "Energy
Projects" File as specified in EPA Contract No. 68-01-4697. Altogether, the
Search File includes index references to:
Bibliographic materials (e.g. Technical Reports)
Audio-visual materials ("A/V")
Energy projects
People (technical experts)
Events (such as workshops, seminars)
Groups/systems (such as the Denver Regional Energy/Environment
Information Center)
The purpose of the Search File is to provide access to these types of
information resources, by subject, title, author, etc.
B. Data Elements
The Search File comprises one logical file, although information is
included about the six types of resources listed under A. above. However,
the data elements present in the file differ slightly, depending on the type
of resource. Data elements are listed below for each type of resource.
Bibliographic and A/V Materials
* - EEITS No.: A unique accession number assigned to all
resources except events. The general form can be 78-001,
78-002, etc., using a prefix for the year.
Resource type: technical report, film, bibliography, etc.
* - Title: Title of publication or AV
* Access point. Other access points may be added if judged relevant to system
retrieval
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* - Author: Personal author, if present, last name first
* - Source: Issuing organization or publisher
Date: Date published or issued
Length: Pages, if publication. Modify for AVnumber
of Slides, etc.
* - Report number: For publication, if present
Available: Location and/or how to obtain
Abstract/Summary: Indicate if present in EEITS
* - Subjects: Index terms chosen from the EEITS Controlled
Vocabulary (see Section 5.2 and Appendix G)
Technical level: Technical, Moderately technical, Non-
Technical
Comments: Enter here any other potentially relevant
information, including descriptive data, if needed
In EEITS: Date resource is entered into the EEITS
Last update: The most recent date that the individual
record was updated.
Energy Projects
* - EEITS No.: Same as for bibliographic materials
Resource type: Project
* - Name: Title; or name of project
- Location: Siting of project
* - Sponsor: Sponsoring agency
* - Govn. sponsor: Principal Federal or State agency
involvement
Contact: Person to be contacted for further information,
including address and telephone
Access point. Other access points may be added if judged relevant to system
retrieval.
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* - Subjects
Comments v for bibiiographic materials
I
Last update
People, Groups, Systems
* - EEITS No.: Same as for bibliographic materials
Resource type: Person, library, information network, etc.
* - Name: Person or group name, include title of person
* - Affiliation: Affiliation of person, including address,
organizational sponsor of group or systems (if any)
Contact; Preferred method of contacting, e.g., phone,
mail, include phone number and address
* - Subjects ~|
Comments I _ ,. , ., , . ,. . . -,
T _,__ > Same as for bibliographic materials
In EEITS
Last update _)
Events
* - Date of event: Date(s) the event will take place. This
acts as an accession number, and replaces the EEITS No.
in the record.
Type of event: Seminar, Workshop, etc.
Title/Name: Name of event
Location: Full address where event is to be held
A - Sponsoring group or organization, and address
Contact: Whom to contact for further information - name
address, phone number
* - Subjects ~|
Comments I
In EEITS | Same as f°r bibliographic materials
Last update _)
* Access point-Other access points may be added, if judged relevant to system
retrieval.
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C. Sequence of Filing and Access Pointy
Each resource record in the file has as access points all those data
elements listed in B. above which are tagged by an asterisk (*). In other
words, a technical report which is indexed in the Search File is accessible
numerically through its EEITS Number and report number, and alphabetically by
title, author, source organization, and subjects. The records sequenced in EEITS
number order comprise what is called in library terminology the "shelf list",
which is a master list of all acquisitions in accession number order.
D. Inputs and Outputs
The Search File is created in the Analysis, Classification/Indexing and
File Maintenance and Storage Functions (see Sections 5.4.2, 5.4.4). Inputs include:
Resources (or information about resources) to be added to
the system.
Classification and indexing forms and procedures
The EEITS Controlled Vocabulary (see Section 5.2 and Appendix G)
Outputs may include virtually all'system outputs discussed in Section 5.3
which are created by using the Search File to access EEITS resources for
information.
E. Linkage to Other Files
The Search File is linked to the Document Storage File by EEITS Number,
and linked to the User File by subject terms. The Environmental Data Files are
also referenced in the Search File by subject terms. (See Section 5.1.3, 5.4.4
and 5.4.5.)
F. Storage Medium
The EEITS Search File is segmented physically into three subfiles,
depending on dates of resource acquisition:
"New Resources" (records of resources entering the system during
the current month).
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"Current Resources" (records of resources entering the system during
the current year, prior to the current month.
Master Record of System Resources (records of all resources which
entered the system prior to the current year).
The Current Resources and New Resources segments are stored in the form of index
cards (the typical library card catalog) with an individual card for each access
point.
The Master Record of System Resources is created by computer from
keypunched shelf list cards (see C. above for definition of "shelf list")
and takes the form of a computer-printed book catalog.*
G. Illustration of Sample Record
Figure 5-2 illustrates sample catalog cards which typify records in
the New Resources and Current Resources Files. Figure 5-3 illustrates a
sample page from a prototype for a computer-printed Master Record of System
resources.
H. Volume and Growth Rate
The volume of resource inputs is assumed to not exceed 600 items
per year, including a maximum of 500 documents (bibliographic materials).*
New Resources File should not exceed 50 records (600 + 12
months) and 500 index cards (allowing for a maximum of 10
access points per record). There is no growth rate to this
file, as it represents only one month's acquisitions.
Current Resources File should not exceed 600 records (one
year's acquired resources) and 6,000 index cards (allowing for
a maximum of 10 access points per record.) The file should not
exceed this maximum as it represents only one year's acquisitions.
Master Record of System Resources will begin with one year's
holdings (600 records) and increase an average of 600 records
per year thereafter.
* Catalog in the form of a book; not a catalog of books
** Discussion with Project Officer, January 20, 1978
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78-001
Card 2
Report No.: EPA-600/7-78-021
Available Fr. EPA/ORB, Cincinnati,
Oil 45268
Abstract In EEITS
Subjects: Shale Oil, Solid Wastes, Pollution,
Plant Ecology, Colorado
Tech. Level: Moderately Technical
In EEITS: 8/1/78
EEITS No:
78-001
TECHNICAL REPORT
Title: Vegetative Stabilization Of Spent Oil
Shales. Vegetation, Moisture, Salinity
And Runoff 1973-1976.
Author: Harbert, H.P.
Source HI Colorado State University, Dept. of
Agronomy, Ft. Collins, CO
Source 12 US EPA/ORD, Industrial Environmental
Research Lab, Cincinnati, Oil
Date: 2/78 Length: 183p.
(continued)
EEITS No.: 78-010
PAMPHLET
Title: In Productive Harmony; A Brief
Explanation of Environmental Impact
Statements
Source: US EPA, Office of Public Affairs,
Washington, DC
Date: 6/76 Length: 12 p.
Available From Source
Subjects: Enviroratental Impact Statements
National Environmental Policy Act
T«ch. Level: Non-Technical
In EEITS: 8/3/78
EEITS No.:
Name:
Affiliation:
Subjects:
78-027
PERSON
Thoera, Terry, Deputy Director,
Office of Energy, EPA
US EPA/Region VIII, Office of
Energy, Denver, CO
Phone: (303) 837-5914
Electric power, Coal, Shale oil,
Environmental impacts, Energy/
environment research
Tech. Level: Technical
In EEITS: 8/4/78
Figure 5-2. Sample Records - Current Resources
and New Resources File
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1
ON
O
I
O
O
O
O
0
O
-
cT
0
O
T
EEITS MASTER RECORD OF SYSTEM RESOURCES
6/1/79
SHELF LIST
79-055
ENVIRONMENTAL ASSESSMENT OF THE ALASKAN CONTINENTAL SHELF. ANNUAL TECHNICAL
SUMMARY REPORT TO THE BUREAU OF LAND MANAGEMENT FOR THE YEAR 1976
NATIONAL OCEANIC AND ATMOSPHERIC ADMINISTRATION OUTER CONTINENTAL
SHELF ASSESSMENT PROGRAM, BOULDER, CO
ENVIRONMENTAL IMPACTS
OUTER CONTINENTAL SHELF ASSESSMENT PROGRAM (OCSEAP)
ALASKA
PB-273 210 03/76 584P TECHNICAL REPORT
AVAILABLE FROM EEITS ABSTRACT IN EEITS
MODERATELY TECHNICAL IN EEITS 7/1/79 LAST UPDATE 7/1/79
~~^^-~~^^
INDEX ^ ~~~ V -""^^
ENVIRONMENTAL IMPACTS
79-055 ENVIRONMENTAL ASSESSMENT OF THE ALASKAN CONTINENTA
79-0101 IMPACTS OF OIL SHALE EXTRACTION: PROCEEDINGS OF A
79-0204 COPING WITH THE POTENTIAL IMPACTS OF THE ALTERNATI
-""""""" 1 _ - ) _^~ - -7 -
O
O
O
O
0
0
- - ^
^-^
O
O
7 ^
Vv*-
Figure 5-3. Sample Computer-Printed Master Record of System Resources
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I. Maintenance and Update
New Resources File: Maintained and updated by filing new
catalog cards produced during current month, estimated maximum
of 500 cards to be filed per month. At end of month, cards
are refiled in Current Resources File.
Current Resources File: Maintained and updated by filing
previous month's cards from New Resources File, estimated
maximum of 500 cards to be filed per month. At end of year,
shelf list cards are keypunched as input to the Master Record
of System Resources, and remaining cards are discarded.
Master Record of System Resources: Produced on a yearly basis
by adding records keypunched from the shelf list of the
previous year's Current Resources File, approximate growth
volume of 600 records per year. Also during yearly computer
run to produce this file, records are updated and modified to
reflect weeding, change in location, etc. of holdings.
5.1.2 Document Storage File
A. General Content and Purpose
The Document Storage File contains the resource inputs which
are entered into the EEITS. Typical contents of the file might include:
Technical reports
*
Environmental and energy legislation
Descriptions of information centers, libraries, and networks
Brochures advertising a coming conference or workshop
Curricula vitae of technical experts in energy and environmental
areas
Descriptions of proposed and in-progress energy projects
Films, slides, microforms
The purpose of the file is to retain these resource inputs in a logical order so
they may be accessed quickly through the EEITS Search File, and be available
to EEITS personnel for use in providing information to EEITS users.
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B. Data Elements
The file itself is comprised of the resource inputs with the added
data elements:
EE1TS Number (or in the case of information about events, the
event date)
EEITS identification
Date entered into the EEITS (date stamp)
C. Sequence of Filing and Access Points
All resource inputs are filed by EEITS Number, except for those
involving information about events, which are filed in order of date. This
is the only point of access. (The resource inputs can, of course, be accessed at
many points through the Search File.)
D. Inputs and Outputs
The file is created as new resource inputs enter the system and are
processed. The resources themselves are the outputs, if multiple copies
exist in the file; otherwise photocopies are made from the resource inputs for
distribution to users..,
Other outputs may be created by extracting and synthesizing portions
of the resource inputs in the file, as discussed in Section 5 .4.3.
E. Linkage to Other Files
The Document Storage File is linked to the Search File by EEITS
Number (or, in the case of information about events, a number corresponding
to the date of the event).
F. Storage Medium
The resource, inputs entered into the Document Storage File are stored in
Pendaflex folders in file cabinets (the so-called "vertical file" arrange-
ment) .
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G. Illustration of Sample Record
Figure 5-4 illustrates the appearance of the file.
H. Volume and Growth Rate
Since the volume of resource inputs is assumed to not exceed 600 items
per year, the number of records added to the Document Storage File per year
is assumed not to exceed 600 and the entire size of the file will not exceed
1800 records (see I. below). (It is assumed that the Document Storage File
will contain some type of record for each resource input entering the system.)
I. Maintenance and Update
The Document Storage File is updated by adding new resource inputs entered
into the system. At the end of the first three years of system implementation,
the oldest year is weeded and the contents of the file for that year are either:
Discarded
Transferred to the EPA Region VIII library
Transferred to the Regional Energy/Environment Information Center
of the Denver Public Library
Appropriate updates are made in the Search Files reflecting the discarding
of resources and change of location. Each year thereafter, the oldest year
in the file is weeded in this manner so that the Document Storage File
always reflects the most current three years.
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EEITS
NUMBER
PENDAFLEX
FILE FOLDER
Figure 5-4. Document Storage File
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5-1-3 Environmental Data Files*
A. General Content and Purpose
The Environmental Data Files to be considered part of the EEITS data
bases are STORE! (Storage and Retrieval for Water Quality Data) and certain
subsystems of AEROS (Aerometric and Emissions Reporting System). STORET contains
water quality data taken at specific identified U.S. locations, and data on
specific identified municipal waste treatment facilities. AEROS is a complex
of data systems and analysis systems which collect, store, analyze and produce
reports on various types of pollution data which are collected and reported to
EPA by state and local agencies. The subsystems of AEROS available are:
NEDS (National Emissions Data System) A subsystem of AEROS,
which stores and produces reports on the five criteria pollutants
(particulates, SOX, NOX, CO and hydrocarbons)
SIP (State Implementation Plan Regulations) A subsystem of
AEROS which stores and retrieves the full text of all EPA state
air pollution regulations.
REPS (Regional Emissions Projections System) A subsystem of
AEROS which uses the NEDS file of emission data and other input
to project probable emissions to the year 2000.
EHIS (Emissions History Information System) A subsystem of
AEROS which produces air pollutant emission estimates when supplied
with such data as emission factors, fuels, and control device
information.
WSAP (Weighted Sensitivity Analysis Program) A subsystem of
AEROS which uses the NEDS data to compute tolerated variances
in emission estimates for each source category.
HATREMS (Hazardous and Trace Substance Emission System)
A subsystem of NEDS which codes and stores for any NED source,
non-criteria pollutants.
« CAASE (Computer Assisted Area Source Emissions Gridding
System) A subsystem of AEROS which apportions the NEDS
county source emission estimates into smaller areas within each
county.
SAROAD (Storage and Retrieval of Aerometric Data) A sub-
system of AEROS which stores and analyzes ambient air data
collected at nationwide monitoring sites.
* Some of the characteristics of the Environmental Data Files have not been made
available to AAI, and are not included below. This is because the Environmental
Data Files are controlled by another segment of EPA and for the purpose of the
EEITS may be considered a "black box".
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The purpose of these files is to store, organize, and retrieve water
quality and air quality data reported to EPA.
B. Data Elements
The specific data elements for these files have not been made
available to AAI.
C. Sequence of Filing and Access Points
This information has not been made available to AAI.
D. Inputs and Outputs
The inputs to and outputs from these files are described in Appendix
C., Environmental Data Base Specifications.
E. Linkage to Other Files
A record will be created in the EEITS Search File for each
environmental data file: each file will be assigned index terms, so that
when environmental data is needed by an EEITS user, an EEITS staff member can
consult the Search File and choose the most appropriate environmental data
file. Then the staff member contacts the Data Analysis Branch of the
Surveillance and Analysis Division of EPA Region VIII: this branch is res-
ponsible for conducting searches on environmental data bases. The Data
Analysis Branch accesses the data according to the needs of the users, and
sends the data to the EEITS who in turn sends it to the user.
F. Storage Medium
All the Environmental Data files exist in machine readable form for
utilization by the computer based environmental data systems listed in A.
above.
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G. Illustration of a Sample Record
H. Volume and Growth Rate
I. Maintenance and Update
This information has not been made available to AAI. File update
and maintenance are the responsibility of the personnel at EPA, Research
Triangle Park, North Carolina where the environmental data systems are built,
updated, and processed by computer.
5.1.4 User File
A. General Content/Purpose
The User File serves as a record for the EEITS of system users and
their information needs. Its purpose is to provide access to information
about the users in order to match the resources coming into the system with
users needing these resources or information about these resources.
B. Data Elements
The following data elements are included in the User File:
* User number: A unique number identifying each user and assigned
sequentially
Priority: The priority group of the user**
* Name: Name of individual user, last name first
Title of individual user
* Affiliation: Name of agency, department, county, organization to
which the individual user belongs
Organizational subdivision: Subdivision of the affiliation, if
relevant
* Access point
** The basis for assigning users to priority groups is discussed in Section 5.4.6,
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Office address
Office telephone number
Interest/background keywords: user's own words describing
subjects and formats desired.
* EEITS Subjects: the user's needs translated by EEITS personnel
into the EEITS Controlled Vocabulary
Technical level: Level of technical expertise at which the user
prefers to receive information
Comments
In EEITS: Date user was first registered with the EEITS
Last update: Date of last update
C. Sequence of Filing and Access Points
Each user record in the file has as access points all those data
elements listed in B. above which are tagged by an asterisk (*). In other words,
information about a user is accessible through the name of the user, the user's
agency, organization, etc., and the user's subject interests. The records
sequenced by user number comprise a master list of users in the order in which
they established contact with the EEITS.
D. Inputs and Outputs
The User File is created by EEITS staff utilizing input from users
in the form of completed profile forms mailed to the EEITS, and phone
conversations between users and EEITS staff. Users' input are solicited at
regular intervals so that the profiles comprising the User File may be kept up-
to-date.
The User File has no specific output products per se; it is used to
match users with resources contained in the Document Storage File.
* Access Point
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E- Linkage to Other Files
The User File is linked to the EEITS Search File by subject terms:
i.e., the same controlled vocabulary is used to describe both EEITS resources
and EEITS user needs.
F. Storage Medium
The User File is stored in the form of 8 1/2 x 11" sheets with
an individual sheet for each access point. (In other words, the User File
functions identically to a "typical card catalog"; however, the records are
stored on 8 1/2 x 11" sheets instead of index cards.) The sheets are to be
stored in Pendaflex folders in a file cabinet.
G. Illustration of a Sample Record
Figure 5-5 illustrates a sample user profile, which constitutes a
record in the User File.
H. Volume and Growth Rate
The initial size of the User File during the first year of operation
of the EEITS is estimated not to exceed 400 records,* and, allowing for a
maximum of ten access points per record, 4,000 8 1/2 x 11" sheets to be filed.
Thereafter a growth rate of an average of 20 new users per year is
estimated, resulting in 20 new records and 200 sheets to be added to the file.
I. Maintenance and Update
The User File is updated by:
Adding records for new users as they establish contact with
the system
Revising profiles for existing users by contacting them
regularly to ascertain changes in their subject interests.
* Discussion with Project Officer, January 20, 1978.
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EE
USER INTEREST
PART I. To be filled out by the
user. See bael< of fann for instruction*.
^«»- !ir&*~ & &a-c*
/
Title: ff^t^^t-^J*-v* -*^ f*
^-"-f -^£ t^"-*-*
Affiliation: J4f*~~ft*, 'i £^//r L .
^^/ SL I/ / ' '
_Zi-*~-i--e-v C-J( '
'
Org. Subdivision: ^t-^c^fn^^rLf^^r^^
&e.^ _
,^-vl__ ^t^i_-^ ^^^_-, ^i
t^« *T_-1^-WU ' l-'-L^L--^
Pref erred Forcats: (sea back of fom for lisc)
7<*^i-<5 4*t^-«^X <-iS.x*»t-Xr
x^t^^t^ i" * «-X7 /f X ^i» ^3>*e r^^^S,, Si
} ' ' J -
Technics! lev»!C«1: Xi^^/ X^^ ^_
Date: f/^o/1
ITS
PROFIL2 FORM
PART II. For EEITS use only. (Type)
User No.: 250 Priority: 1
Vamc. John Q. Doe
Tiflr- £l*Y JiIonTnenCa^ ^n^ins^r
\friliation- "aV3r's Office. n»nver..rn
<"lrg_ SnhfHvJ.3tnn- Environmental Pegearch
Task Force
Qf-1-f ,^^,-.,fi. f|p vn-jn ^f n.ni-.^ rn
^c<:, _ , v (303) 000-0000
Subjects :
1 Environmental impacts
2. Solar energy
3. Public ooinion
4.
5 .
fi. !
i
Let?is lation
Tech. Level (s) : $\\
Comments :
!
In EEITS: 9/1/78
Last Updats: 1/1/79
Figure 5-5. Sample User Profile Record
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Removing records from the file corresponding to users who
no longer wish to use the system.
5.2 SELECTION OF A CLASSIFICATION/INDEXING SYSTEM
An effective indexing and classification system is required for the
EEITS to ensure that system resources are described in such a way that they can
be matched with users and user needs. The system should also be compatible
with existing EPA classifications. AAl's recommended procedures (see Sections
5.4.2 and 5.4.8) require that EEITS resources, accessed through the EEITS Search
File, and system users and their interests, accessed through the User File,
both be characterized by the same set of key terms. (For a description of
the Search File and the User File, see Section 5.1) A list of key terms of
this nature is called a controlled vocabulary.
5.2.1 Candidate Controlled Vocabularies
AAI considered several controlled vocabularies for application to
the EEITS:
Environmental MicrothesaurusA Hierarchical List of Indexing
Terms Used by NTIS, May, 1977. (PB 265 261)
Energy MicrothesaurusA Hierarchical List of Indexing Terms
Used by NTIS, July, 1976. (PB 254 800)
Integrated Energy Vocabulary. NTIS, 1976. (PB 259 000)
A vocabulary developed by AAI during Task I of this project for
use in analysis of the user survey data
Since the EEITS is anticipated to be a relatively small system (with
accessions of less than 600 new resources per year) the first three options
were judged problematical because of their size. (The Environmental Micro-
thesaurus contains 1800 terms, the Energy Microthesaurus 900 terms, and the
Integrated Energy Vocabulary 30,000 terms.) When a large vocabulary is used
to index a small iocument set, documents on similar topics may not be grouped
under the same termsT as so many fine divisions of subject categories exist
in the vocabulary. Moreover, a large controlled vocabulary can be unwieldy
to use and to update.
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The AAI vocabulary, on the other hand, while of a manageable size
(about 80 terms) was developed to represent interests reported in the User
Survey Phase of this Contract, and was not compatible with the NTIS terminology
which is currently used in indexing EPA technical reports. Thus the use of this
vocabulary in the EEITS would create a file that would not mesh with existing
EPA indexing practices.
5.2.2 Recommended EEITS Controlled Vocabulary
After consultation with the Project Officer, the following solution
was chosen: the AAI vocabulary was revised so that whenever possible, terms
from the NTIS Environmental Microthesaurus were used. In some cases, the
Environmental Microthesaurus had no term at all for a concept which was in the
AAI vocabulary (and which represented a known user interest as reported in the
Phase I User Survey). In these cases, the AAI term was retained, but tagged
with an asterisk. The resulting controlled vocabulary is recommended for use in
EEITS indexing, and is presented in Appendix G.
The characterstics of this EEITS controlled vocabulary are described
briefly below.
Length: 105 terms*, plus provision for proper name terms to be
added as appropriate
Format: Hierarchical arrangement, by subject class, with an
alphabetic term index
Source of concepts: Concepts reported by users in the Phase I
User Survey as of interest to them, translated into the terms
used in the NTIS Environmental Microthesaurus, and augmented by
AAI to provide a more uniform coverage of energy environment
subject areas.
Updating: New concepts, encountered in the course of indexing
resources for the EEITS, should be added to the controlled
vocabulary after first being translated (if possible) into the
NTIS Environmental Microthesaurus terminology.
*The original list of 77 terns was augnentcd during the nyctoiri test.
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5.3 RECOMMENDED SYSTEM OUTPUTS
This section describes the end products of the EEITS including
recommended outputs and formats based on information determined from analysis
of users and user needs as assessed in the Phase I User Needs Survey. For
each output is described:
Purpose
Content
Media and format(s)
Use/distribution (audience, frequency)
How produced/obtained
Illustration (if appropriate)
There are two main categories of EEITS outputs: on-demand outputs
and proactive outputs. On-demand outputs are produced in response to a
specific, usually one time, request from a user. Proactive outputs are pro-
duced in advance of user need, either as monthly automatic dissemination of
information based on user subject profiles, or as products created to publicize
an issue which is judged to be of interest to system users.
5.3.1 On-Demand Outputs
A. Specific Document (or A/V item)
Purpose: to supply needed documents upon user request
Content: any subject
Media and format: print media in any format, e.g.,
technical report, piece of legislation, published
bibliography. (Audiovisual media, e.g., slide shows
and films, may also become outputs, probably on a loan
basis)
Use/distribution: sent as response to user request,
and sent directly to user to keep (unless a special
item or an audiovisual item, which may be loaned rather
than given)
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How produced/obtained: Obtained from EEITS document files or
photocopied from a master copy in EEITS files, or photo-
copied from a master copy in the collection of another
information center (e.g. Denver Public Library Regional
Energy/Environment Information Center).
B. Environmental Data
Purpose: To supply environmental data to users who request it
Content: Water quality data, air pollution and air quality data
Media and format: Print media, computer printout
Use/distribution: Sent as response to user request, and sent
directly to user to keep
How produced/obtained: User query is relayed to Data Analysis
Branch, Surveillance and Analysis Division of EPA Region VIII,
where a computer run is done on STORET or one of the AEROS
subsystems. A printout is produced off-line which is then
mailed to the user.
C. Fact Answer
Purpose: To answer user's queries and general needs for
information in energy/environment subject areas.
Content: Any subject
Media and format: Print media (photocopied page(s) of reference,
written response), or oral medium (telephone call-back)
Use/distribution: Upon user request
How produced: User query triggers search of EEITS files and
communication with other sources of information until an answer
is found to the query. If the answer is from a printed item, it
is photocopied and sent to the user (or read over the phone if
a high priority is placed on the query). Otherwise a brief
written response may be prepared and sent to the user.
Illustration: See Figure 5-6 (Shows photocopied pages)
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Querv: I'd like a brief rundown on the sewage treatment facilities in
the energy impacted communities in Utah.
Source of answer; A Report on Regional Profile, Energy Impacted Communities
FEA, Lakewood, CO, 1977.
Figure 5-6. Sample Output - Factual Answer
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D. References/Referrals (Lists)
Purpose: To refer users to documents and other resources
upon request, or when actual information cannot be provided
directly.
Content: Description of one or more documents, persons,
group/systems, with information as to how to obtain/contact
(any subject orientation).
Media and format: Print media; bibliography (with or without
abstracts or summaries), directory formats.
Use/distribution: Sent to user upon request. If subject/
query is a popular one, output may be retained and indexed by
the EEITS for future distribution to other users.
How produced/obtained: References/referrals obtained by
searching EEITS Search Files which contains descriptions of
documents, technical experts, and group/systems.
Illustration: See Figure 5-7.
E. Interpretations/Syntheses
Purpose: To provide information which is not readily
available per se from an available information source.
Content: Any energy-environmental subject area.
Media and format: Printed media, short document of from one
to ten pages, prepared by the EEITS.
Use/distribution: Prepared, on request, for high priority users.
May be indexed and entered into the EEITS resource collection
if judged of future relevance.
How produced/obtained: EEITS personnel (with assistance as
needed from OEA technical experts) locate references and
information on desired topic through the EEITS Search Files
and other information systems. Then a custom document is
prepared, synthesizing the located information to create a
response tailored to the user's query.
Illustration: See Figure 5-8.
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QUERY: A LIST OF TECHNICAL REPORTS ON ENVIRONMENTAL
IMPACTS OF ELECTRIC POWER PLANTS IN UTAH
EEITS No.: 78-100
TITLE:
SOURCE:
REPORT No.:
SUBJECTS:
COMMENTS:
TECH. LEVEL:
IN EEITS:
TECHNICAL REPORT
ENVIRONMENTAL IMPACT STUDIES OF THE NAVAJO AND
KAIPAROWITS POWER PLANTS
SEE COMMENTS
DATE: 5/73 PAGES: 260
PB-242 846
AVAILABLE FROM NTIS
ENVIRONMENTAL IMPACTS, ELECTRIC POWER, UTAH,
NAVAJO INDIANS
PREPARED IN COOPERATION WITH ARIZONA PUBLIC SERVICE
COMPANY, PHOENIX, SALT RIVER PROJECT, PHOENIX,
ARIZONA, AND BRIGHAM YOUNG UNIVERSITY, PROVO, UTAH.
CENTER FOR HEALTH AND ENVIRONMENTAL STUDIES
MODERATELY TECHNICAL
10/1/78 LAST UPDATE: 10/1/78
EEITS No.: 78-101
TITLE:
SOURCE:
REPORT No.:
SUBJECTS:
TECH. LEVEL:
IN EEITS:
TECHNICAL REPORT
ENVIRONMENTAL STUDIES OF THE KAIPAROWITS GENERATING
STATION: SUPPLEMENTAL REPORT
PREPARED IN COOPERATION WITH SOUTHERN CALIFORNIA
EDISON COMPANY, LOS ANGELES
DATE: 7/74 PAGES: 28
PB-242 844
AVAILABLE FROM NTIS
ENVIRONMENTAL IMPACTS, ELECTRIC POWER, UTAH
MODERATELY TECHNICAL
10/5/78 LAST UPDATE: 10/5/78
Figure 5-7. Sample Output - References/Referrals
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QUERY: A LIST OF INFORMATION CENTERS
IN THE SUBJECT AREA OF COAL RESEARCH
1. EEITS No.: 78-201
INFORMATION CENTER
NAME:
AFFILIATION:
SUBJECTS:
TECHNICAL LEVEL:
COMMENTS:
BATTELLE ENERGY INFORMATION CENTER (BEIC)
BATTELLE MEMORIAL INSTITUTE
BATTELLE ENERGY PROGRAM
PHONE: (614) 299-3151 x3711
CONTACT: BY PHONE OR MAIL:
BEIC, 505 King Avenue, Columbus, OH 43201
COAL, ENERGY ENVIRONMENT RESEARCH, ENERGY
ENVIRONMENT INFORMATION
ALL
REFERENCE, LITERATURE SEARCHING, AND ON-LINE
DATA BASE ACCESS AVAILABLE AT COST
2. EEITS No.: 78-300
NAME: BITUMINOUS COAL RESEARCH, INC. LIBRARY
AFFILIATION: NATIONAL COAL ASSN.
PHONE: (412) 327-1600
CONTACT: BY PHONE OR MAIL:
350 HOCHBERY ROAD
MONROEVILLE, PA 15146
Figure 5-7. (cont'd)
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QUERY: PLEASE GIVE ME A BRIEF RUNDOWN ON HOW AN
AIR CURTAIN DUST PROTECTION DEVICE WORKS
IN PROTECTING MINE WORKERS.
CAMOPT-MOUNTED AIR CURTAIN PROTECTION DEVICE
This device reduces the exposure of mining machine operators to
respirable du»t by blowing a protective curtain of filtered air down around
the operators head, from « manifold mounted on the machine canopy.
The device consists of a manifold connected by flexible tubing to
a filter and centrifugal blover. Mine air is drawn into the system through
the filter, which removes respirable dust. The filtered air enters the centri-
fugal blower which pushes it through flexible hose to the manifold, which Is
mounted on tha canopy above the operator. Air leaves the manifold through a
perforated plate and flows down around the operator's head.
An important advantage of this dust protection system is that it is
not worn or carried, or In any way connected to Che operator. It is therefore
not uncomfortable, encumbering, or restrictive. Another advantage is that the
air curtain, unlike a wlndov, does not become dusty over a period of time.
In underground field tests, the system was mounted on drum type
continuous miners at four different mines. Overall exposure to dust during
the shift was reduced by 30 to 75 percent. Laboratory noise measurements of
85 dbA at the operator's ear are 5 dbA below the permissible level for 8-hour
exposure.
The only maintenance required is replacement of the filter element
after about 40 hours of operation, under normal mining conditions. Except for
the hydraulically powered blower, there are no moving parts in the system.
Because of the amount of power drawn by an air curtain unit, its use
is limited to personnel within a fixed location, such as on a mining machine.
Similar air curtain systems could be used at dusty operating stations in coal
preparation plants, ore beneficiation plants and other industrial plants.
Installed cost on a continuous miner is about $1,400, varying somewhat
with the machine type. A Icit is available for about $900.
The canopy-mounted system was developed by the Donaldson Company, Inc.
under a Bureau of Mines research contract. Donaldson is now marketing these
units and has sold several systems for coal and potash raining applications.
For further information:
Develop and Test Canopy Air Curtain Device
(PB 246 041/AS) (available from NTIS)
"Air Curtain Provides Dust Protection"
Bureau of Mines Technology Sews Mo. 21, Jan. 1976.
Figure 5-8. Sample Output - Interpretations/Syntheses
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F. Visits, Seminars, Workshops
Purpose: Provide expert counseling in response to an
expressed user need.
Content: Advice/tutorial on any energy/environment topic.
Media and format: Personal communication (may be augmented
by documents, hand-outs, A/V)
Use/distribution: May be scheduled by EEITS in cooperation
with the EPA Repion VIII Office of Public Awareness and
Intergovernmental Relations (OPAIR), the EPA Office of Energy
Activities (OEA) and the Regional Library at the request of a
group of high priority users in one geographical area. (See
Section 5.4.8 for a discussion of user priority groups)
How produced/obtained: Exact content and format of such a
meeting would depend upon the particular user need as well
as the personnel resources available at EPA at the time. A
prototype meeting might be planned by a committee consisting
of an EEITS staff member, a representative of OPAIR, a represent-
ative of the Regional Library and one or more technical experts in
the appropriate subject areas from OEA. The committee would plan the
meeting including location, date, duration, attendees and program.
A decision would be made during the planning whether or not to publi-
cize the meeting to other EEITS' users in the nearby geographical area.
5.3.2 Proactive Outputs
A. Documents
Purpose to provide new documents to users regularly, in the
areas of expressed user interest.
Content : ~
Same as on-demand output
Media and format:
Use/distribution: Sent monthly to users who have indicated (in
their information profiles) that they wish to receive new
documents monthly in designated subject areas.
How produced/obtained: Appropriate documents which match a
user's subject interests are selected from the EEITS "New
Resources File" section of the EEITS Search File and photo-
copied.
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B. Reference/Referrals (Lists)
Purpose: To alert users to the most up-to-date resources
in subject areas and formats of interest ("Current awareness")
Content:
i
Same as on-demand output
Media and format:
Use/distribution:
Sent monthly to users who have indicated (in their
information profiles) that they wish to receive lists
of resources (with or without abstracts/summaries).
May be created in response to a new "hot" issue, and sent
to users who have indicated interest in that subject area.
May be created in response to a new "hot" issue and
repackaged into a press release or article submitted to
government press, local press, public interest group press.
9
How produced/obtained: Citations/referrals to appropriate
resources which match the desired subject area(s) are obtained
from the EEITS Search File, usually from the "New Resources"
section. If abstracts or summaries are desired, they are
pulled from document storage (if already in the EEITS) or
written from the full document, and photocopied for distribution
with the references.
Illustration: same as on-demand output, Figure 5-7-
C. Interpretations/Syntheses
Purpose: To alert users to new issues and activities
relevant to their stated subject interests.
Content:
Same as on-demand output
Media and Format:
Use/distribution: Created to publicize a new, important issue,
and either sent to users who have indicated interest in that
subject area, or repackaged into a press release or article
submitted to government press, local press, public interest
group press.
How produced/obtained: Same as on-demand output.
Illustration: Same as on-demand output, Figure 5-8.
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D. Visits, Seminars, Workshops
Purpose: To keep users informed on the latest issues and
activities, and to allow for personal interchange between
EPA and Region VIII users.
Content: 1
) Same as on-demand output
Media and format: J
Use/distribution: May be scheduled on a regular basis at
key locations within Region VIII (e.g. one meeting in each
state per year).
How produced/obtained: Similar to on-demand output. Topics
would vary depending on needs of the geographical area, and
which issues EPA wished to promote.
5 .4 PROCEDURES FOR PERFORMING SYSTEM FUNCTIONS
This section describes in Detail the procedures involved in perform-
ing the following EEITS system functions:
Identification and Screening Function
Analysis, Classification, and Indexing Function
File Maintenance and Storage Function
Repackaging Function
Communication with Other Systems and Data Bases
Demand Requests Function
« Automatic Dissemination Function
User Match Function (Information Retrieval)
The interrelationships of these functions are illustrated graphically in
Figure 5-1, presented at the beginning of Section II of this report. Flow
charts of the detailed procedural flow within each function are included in
Appendix D.
The operational details for each of these functions are discussed in
the following format:
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Inputs to each function, including form, format and source.
Description of procedures, including forms required
Outputs from each function, including form, format and
disposition.
References are made where appropriate to other sections of this report,
including: Section 5.1, Selection of Data Bases; Section 5.2, Selection
of Indexing/Classification System; and Section 5.3; Recommended System Outputs.
5.4.1 Identification and Screening Function
This function is concerned with the receipt of incoming mail and
other communications and information, and the recognition of the relevance
of information resources to the EEITS.
A. Inputs
(1) Form and Format
Inputs to the Identification and Screening Function comprise the
actual information resource inputs to the EEITS. These inputs may be classified
as follows:
Physical Resources (items which themselves constitute the
resources)
- Documents (any type of printed matter: publications,
memos, bibliographies, etc.)
Non-print media (slides, micrographics, films, etc.)
Knowledge Resources (Resources which may be described in the
EEITS files, but which, themselves, cannot be physically part
of it) .
People (technical experts, etc.)
Groups and system^ (information and data systems
external to the EEITS, such as the Western Information
Network on Energy (WINE; and the Regional Energy/Environment
Information Center)
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Events (workshops, seminars, etc.)
Projects (energy-environment research, energy resource
development projects)
(2) Source
Most physical resources will enter the EEITS through the EPA
Region VIII mail room, from a variety of source organizations: EPA/ORD/OEMI,
Bureau of Mines, Geological Survey, etc. These resources may be directed to
the EEITS, the Library, the OEA, or to specific individuals within Region VIII.
Other such resources may come directly from individuals, such as when a
Region VIII representative attends a meeting or conference and contributes to
the EEITS a copy of the proceedings.
Information about potential knowledge resources can enter the system
in a variety of ways:
9 Through the mail (e.g., a resume of a technical expert,
brochure on an information network)
Personal contacts (e.g., an EPA representative visits a
community or goes to a conference and is made aware of a
new energy project)
Input from OPAIR, EPA/HQ, etc.
Title pages of selected new Library acquisitions, photocopied
by Library staff
B. Procedures
(1) Entry of Resource Inputs Through the Mail
In order to maximize the acquisition of relevant information resources
for the EEITS, AAI recommends that one person each be designated in the OEA,
OPAIR and the Library to screen incoming mail which appears to be of interest
to the EEITS.
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The staff member scans the mail addressed to the organizational unit
or addressed to an individual who has given permission to have mail intercepted
for EEITS input, and decides whether or not a given piece of information should
be included in the EEITS, using the following criteria:
Energy-related information
Environment-related information
Information about people, events, groups, and organizations
in the energy or environment areas
Information about any Region VIII topic which relates to
energy-environment issues (e.g., basic statistics, descrip-
tions of housing and recreational patterns, etc.)
If a piece of mail is not judged relevant, it is allowed to continue to the
addressee. If the piece of mail is judged relevant but it is addressed to an
individual, identifying information about the item is copied and retained,
and the item is allowed to continue to addressee. (This would usually take
the form of photocopying the title page of a document, and retaining the
photocopy.)
(2) Other Entry
Resource inputs, both physical (documents, A/V) and knowledge-related
(information about experts, systems, data bases) can come into the EEITS
through personal contacts, etc., as discussed in A. (2) above. These physical
resources, and information about the knowledge resources are routed to the
desk of the staff member responsible for identification and screening.
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(3) Checking for Duplicates
Most physical resources (and some knowledge resources, as judged
appropriate) are checked against the EEITS Search File. (see Section 5.1.1 for
a description of this file) This procedure identifies duplicate resource inputs
at the outset of processing in order to avoid extra work. If a resource input
is identified as a duplicate, it may be judged relevant to keep as an extra copy.
In this case, the EEITS number of the original is also affixed to the duplicate
and the resource input is set aside to be filed in document storage. If the
decision is made not to add the duplicate to the EEITS, the item may be returned
to donor or allowed to continue to addressee, or discarded, as appropriate.
Generally speaking, it is recommended that the lengthier documents be retained in
multiple copies for a period of one year, as this reduces photocopying time and
costs when such documents are disseminated.
(4) EEITS Resource Input Worksheet
Each resource input to be added to the EEITS must have an EEITS Resource
Input Worksheet, which accompanies it throughout processing. Part I (Figure
5-9)* relates to the Identification and Screening Function, and is filled
out by the staff member performing this function. The Worksheet is then
clipped to the resource (if physical) or the description of the resource
(if knowledge-related).
C. Outputs
(1) Resource Inputs Selected for the EEITS
Form and format: any which are listed under "Inputs"
(A. above), each with a Worksheet
Disposition: Analysis, Classification and Indexing Function.
* The entire EEITS Resource Input Worksheet is included in Appendix E.. Throughout
the text, subsections of it are presented for illustration purposes.
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EEITS RESOURCE INPUT WORKSHEET
PART I. Identification and Screening Date Name
1. Type of resource input: Publication Group, system, data base_
Audiovisual Project, research
Person Event
Other
2. Title/name:
3. General subject area(s):
(a) Energy topics (fuels, technology, conservation, etc.)
(b) Environmental topics (air, water, ecology, sewage/wastes, animal,
plant life, etc.)
(c) Social/economic issues (population, housing, financial, medical,
etc.)
(d) Information about any of the 6 Region VIII state-s:
Colorado N. Dakota Utah
Montana ^ Dakota Wyoming,
(e) Other (describe)
Figure 5-9. EEITS Resource Input Worksheet, Part I
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(2) Duplicate Resources
Form and format: Printed documents, duplicate descriptions
of knowledge resources (e.g., duplicate flyers describing the
Western Information Network on Energy, WINE)
Disposition
- Duplicates to be added: File Maintenance and Storage
Function
Duplicates rejected for the EEITS: routed appropriately
or discarded.
(3) Items Rejected for the EEITS
Form and format: any which are listed under "Inputs" (A. above)
Disposition: routed appropriately or discarded
5.4.2 Analysis, Classification and Indexing Function
This function involves deciding the specific relevance of each
resource input to be included in the EEITS for the particular users of the system,
and encoding the resources for the EEITS Search File.
A. Inputs
(1) Resource Inputs Selected for the EEITS
Form and format: any of the following:
Documents ) "Physical Resources"
Non-Print media J
Information about
People I
Groups, Systems, data bases I , ,
Events I Knowledge Resources
Projects J
Each resource input has an accompanying EEITS Resource Input Worksheet, Part I
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Source: Identification and Screening Function
(2) Repackaged Outputs Selected for Entry into the EEITS
Form and format: any described in Section 5.4.4, Figure 5-13,
each with a Worksheet
Source: Repackaging Function
(3) EEITS Controlled Vocabulary
See Section 5.2 for form, format, and source of this controlled
vocabulary.
B. Procedures
(1) Relevance Decision
The resource input is scanned and evaluated carefully for its relevance
to the EEITS. Specific import of the resource or part of the resource for
any part of the Region VIII user community is assessed. (If the resource input
is reassessed as non-relevant, it is rejected at this point, and routed or
discarded, as appropriate)
(2) Repackaging Decision
The resource input is inspected to determine if an abstract and/or
summary is part of the resource. A decision is made whether to extract
such an abstract or summary (for possible use as a surrogate or an
announcement vehicle) or to create an abstract or summary if one does not
exist as part of the resource. Also, its value is assessed as input to an
announcement or notification output, either as a unique resource, or as
part of a bibliography, set of abstracts, or flyer discussing a specific
issue, etc.
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(3) Classification/Indexing Decision
In almost all cases, a resource input will be indexed and classified
In a few cases, however, the decision may be made to disseminate a resource
in some fashion which bypasses this function. (e.g., to send a resource
directly to a specific user.)
(4) Need More Information?
In some cases, mainly with knowledge resources, enough information
may not be present to integrate the resource into the EEITS (e.g., the
title of an upcoming conference; not yet known are the date and place.) In
this case a decision is made to write or telephone for more information
about the resource. The additional information is then attached to the
original information and the Worksheet.
(5) The Worksheet - Part II
Part II of the EEITS Resource Input Worksheet, Figure 5-10, is
filled out, documenting the decisions discussed above.
(6) Creation of Citation
Part III of the EEITS Resource Input Worksheet is integral to
this and the following step. Figure 5-11 illustrates Part III. To create
the citation, an EEITS staff member fills out sections 1, 2, 3 or 4 cf Part
III, depending on whether or not the resource is a person, group, physical
resource or event, leaving the "subject" lines for Step 7. The data elements
on Part III of the worksheet correspond to the data elements in the EEITS
Search File, and are discussed in Section 5.1.1. Part III of the Form also
doubles as a keypunch input form to be used in creating the Master Record of
System Resources (See Section 5.4.4.1).
(7) Subject Indexing
Using the EEITS Controlled Vocabulary shown in Appendix G, an
EEITS staff member selected up to six terms which describe the resource
as specifically as possible. Additional terms for proper names and geographical
concents should also be added as appropriate. The terns are written on the lines
labeled "Subject" in Part III of the forn.
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PART II. Analysis Date Name
1. Does resource input belong in EEITS? yes no_
2. Are any aspects of special significance to EEITS usersin general, or a
specific group? Describe.
3. Should resource input be classified/indexed? yes no (explain, if
no)
4. Should resource input be repackaged into an abstract or summary?
Abstract/summary may be extracted, pp.:
Abstract/summary should be created
5. Should resource input be repackaged into another information product such as
a list, synthesis, etc.?
6. Need more information? yes no_
7. Comments:
Figure 5-10. EEITS Resource Input Worksheet, Part II
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EEITS RESOURCE INPUT WORKSHEET
Part III. Classification/Indexing Date:
Name:
1. Information about physical resources (publications and A/V)
Title:
(con
(con
1
ft)
ft)
6
789
46
|0 2 |
45
80
Author:
Source: (1)
(con't)
(2)
(con't)
Report No.:
(con't)
789
46
| 0 3
42
6| Available:
7 8 9
LIZ.
7 8
46
Abstract:
Summary:
46
Figure 5-11. EEITS Resource Input Worksheet, Part III
45
80
7 8
|0 4 1
7 8
9
46
9
46
Date: 1 ° 5 1 / Length:
(mo/yr) 789 13 " " 31
45
80
45
80
40
80
45
80
45
80
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Subjects: (1) | 0 8 |
7 8
(2)
1 0 9
(3) l__
78
(5) 1 1 0
7 8
(6)
(Resource type: write
Abstract (s)
Audio tape
Bibliography
Directory
EIS & reviews
Film
Guidelines /standards
Handbook
U 11
7 8
Tech. Level:
1 -i O I
Comments | i * \
7 8
(con't)
(con't) 1 1 3 1
7 8
(con't)
In EEITS: I 1 4 |
7 8
Location: 1 1
7 8
9
46
|
1
9
46
1
9
46
in one below)
Legislation Slides
Management report Statistics
Microfiche Summary
Newsletter Technical data
Pamphlet/brochure Technical report
Phono disc Textbook
Regulation Other (specify)
1
9
46
9
46
9
46
/ / Last Update: /
9 25 27
9
45
80
45
80
45
80
45
80
45
80
45
80
/
42
45
46
80
Figure 5-11. (continued)
-93-
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EEITS RESOURCE INPUT WORKSHEET
Part III. Classification/Indexing Date: Name:
2. Information about persons, groups, systems, data bases
EEITS No.: . 1
Name:
(Tnclude t
(con't)
(con't)
(con't)
Affiliation:
(con't)
(con't)
(con't.)
(con't)
(con't)
(con't)
Subiects: (T
L b
| 0 1 |
Ltle)7 89 45
46 80
1 0 2 [
789 45
46 80
1 0 3 1
789 45
46 80
|04j
789 45
46 80
Contact- 1 ° 6I
r., li1.t_.V. 7 ?T 0 r
46 80
|0 7|
789 45
46 80
) |0 8|
789 45
(2}
o;
(4;
46 80
|0 9|
789 45
46 80
Figure 5-11. (continued)
-94-
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(5)
(6)
ILL
789
46
(Resource type: write in one below)
Person
Organization
Information center/system
Data base
Other (specify)
45
80
Tech. Level:
Comments:
(con't)
(con't)
(con't)
In EEITS:
Location:
(con't)
1 5
78
46
ll 2 | _
789
46
1 3
78 9
46
46
Last Update:
27
80
45
80
45
80
45
80
Figure 5-11. (continued)
-95-
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EEITS RESOURCE INPUT WORKSHEET
Part III. Classification/Indexing Date:
3. Information about projects
EEITS. No.:
Name:
Name:
(con't)
Location:
(con't)
Sponsor:
(con't)
(con't)
Contact:
(con't)
(con't)
(con't)
789
46
0 2
789
46
[ 0 3
7 8
46
Govn. Sponsor: I 0 ^ I _
789
46
Dates of Project:
0 5
789
[ 0 6 | _
7 8 9~
46
789
46
45
80
45
80
45
80
45
80
45
45
80
45
80
Figure 5-11. (continued)
-96-
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Subjects:
(1)
(2)
(3)
(4)
(5)
(6)
I08 I
7 6
|0 9 [
7 8
7 8
1 1
7 8
46
46
46
PROJECT
15
45
80
45
80
45
80
Comments :
(con't)
(con't)
(con't)
In EEITS:
Location:
LLU _
789
1 3
7 8
46
46
789
HU _
789
46
Last Update:
25
27
45
80
45
80
42
45
80
Figure 5-11. (continued)
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EEITS RESOURCE INPUT WORKSHEET
Part III. Classification/Indexing Date: Name:_
4. Information about events (workshops, seminars, etc.)
Date of Event: | |
(mo/dy/yr) 1 6
Name: I 0
45
(con't)
46 80
Location: I 0 2 I
789 45
(con't) .
46 80
Sponsor: I 0 3 |
789 45
46 80
7 8 9 T5
(con't)
46 80
Dates of Event: I 0 ^ [
789 45
Contact: I 0 6
fcon't)
789 45
46 80
7 '
789 45
~* " s7
Figure 5-11. (continued)
-98-
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Subjects: (1)
(2)
(3)
(4)
(5)
(6)
7 8
0 9
7 8
1 0
46
9
7 8
46
9~
46
(Resource type: write in one below)
Workshop
Seminar
Conference
Other (specify)
1 1
7 8
45
80
80
80
45
Tech. Level:
Comments:
(con't)
(con't)
(con't)
In EEITS:
Location:
(con't)
46
LLAJ
789
46
1 3
7 8
46
LL-4J _
789
1 5
7~T 9
46
Last Update:
25
27
80
45
80
45
80
42
45
80
Figure 5-11. (continued)
-99-
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(8) Updating the Controlled Vocabulary
If additional subject concepts are needed which are not represented
in the controlled vocabulary, a decision is made whether or not to add terms
representing such concepts to the vocabulary. Concepts chosen for inclusion
should first be translated, if possible, into the terminology used in the
NTIS Environmental Microthesaurus (PB 265 261). If the Environmental
Micro thesaurus has no term representing the needed concept, an appropriate term
should be chosen, if possible, from another NTIS indexing tool such as the NTIS
Energy Microthesaurus (PB 254 800). If none of the NTIS tools consulted
contain a term corresponding to the needed concept, then a term for the concept
is chosen by EEITS personnel and added to the vocabulary, prefaced by an
asterisk (*).
The new term should be added at an appropriate place in the
hierarchy of the controlled vocabulary, and incorporated into the vocabulary's
alphabetical term index.
(9) Labeling Resources
Resources and the information about resources are marked on the outside
and inside with the EEITS number, date and EEITS identification. (Information
about events is marked with the date, which functions as the EEITS number for
this type of resource.)
(10) Production of Catalog Card Masters
Information from Part III of the Worksheet is typed onto catalog
cards to produce a catalog card master. Several typical catalog card masters
are shown in Figure 5-12. The master card constitutes the shelf list card. The
master card is kept with the resource input, which proceeds to repackaging
activities if such a decision was made earlier.
C. Outputs
(1) Resource Inputs and Their Card Masters to be Used as Input For
Repackaging
-100-
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78-022
Card 2
Comments: Directory of Individuals Responsible
for ProHects Conducted within the
EEITS No.: 78-022
DIRECTORY
Title: Mho's Mho II in the Interagency
Energy/Environment R&D Program
Source: US EPA/ORD/OEMI, Mashington, DC
Date: 10/76 Length: 18 p.
Available From Source
Subject: Energy/Environment Research
Tech. Level: Non-Technical
(continued)
78-032 Card 2
Comments: On-line searches of more than 70
data bases, document delivery and
EEITS No.:
Name:
78-032 INFORMATION CENTER/SYSTEM
Environmental Research Center
Library
Affiliation: US EPA, Environmental Research
Center, 26 Mest Saint Clair St.,
Cincinnati, OH 45268
Phone: (513) 684-7701.
address above.
Subject: Energy/environment infoi
Tech. Level: All levels
(cc
o
78-011 Card 2
Comments: Printed for the use of the Senate
Committee on Environment and Public
Morks
EEITS No.:
Title:
Author:
Source:
78-011
LEGISLATION
78-019 Card 2
Subjects: Land Use, Montana
Tech. Level: Non-Technical
The Clean Air Act as Amended August
1977 (42 U.S.C. 1857 et seq.)
(Committee Print)
US Congress
USGPO
1977 Length: 185 p.
No. 95-11
ble USGPO
llution, Air Quality,
atlon
(continued)
EEITS No.: 78-019
TECHNICAL REPORT
Title: A Study of Federal Land-Use Planning
in Energy-Impacted Areas; The
Decker-Birney Planning Unit in MT:
Final Report
Source tl Moodward-Clyde Consultants, San
Francisco, CA
Source 92 US EPA, Washington, DC
Date: 12/77 Length: 137p., appendices
Summary in EEITS
(continued)
o
o
Figure 5-12. Sample Catalog Card Masters
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Form and format: any form and format listed in Section 5.4.1,
A. Each is labeled, and has in it its catalog master
Disposition: Repackaging Function
(2) Resources selected for the EEITS (not to be repackaged)
Form and format: any form and format listed in Section 5.4.1,
A. Each is labeled with EEITS number, date, and EEITS
identification.
Disposition: File Maintenance and Storage Function
(3) Catalog Card Masters (for resources not to be repackaged)
Form and format: See Figure 5-12
Disposition: File Maintenance and Storage Function
(4) Resource Inputs not to be Cataloged/Indexed
Form and format: any
Disposition: discretion of EEITS staff
(5) Resources Rejected for EEITS
Form and format: any
Disposition: routed appropriately or discarded
(6) EEITS Resource Input Worksheets
Form and format: See Appendix E
* Disposition: Filed for system backup and system monitoring
procedures (See Section X of this Report)
5.4.3 Repackaging Function (Includes Abstracting and Synthesis)
Many of the resource inputs which offer useful information to FRITS users
may not have wide acceptability and utility in their original form. Repack-
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aging involves taking these resources and creating from them new information
products (such as abstracts, bibliographies, and synthesized "fact sheets")
which should prove more useful to the customers of the EEITS. These inform-
ation products are then disseminated to users. They may also be added to the
EEITS collection as new resource inputs.
A. Inputs
(1) ^Resource Inputs and their Card Masters to be Used as Input for
Repackaging
Form and format: any form and format listed in Section 5.4.1,
A, each labled with its catalog card master
Source: Analysis, classification and Indexing Function
B. Procedures
(1) Types of Repackaged Information Products
A wide variety of information products may be created by the EEITS
in response to and anticipation of user needs. Types of information products
depend upon three sets of parameters:
Type of resource
Type of repackaging method
Type of format and delivery
(b) Type of Repackaging Method
AAI has developed the following classification of repackaging methods:
Condensation
An extract or summarization which conveys the content of an
information resource in an abbreviated form. Example: abstract,
summary.
List
An enumeration with or without brief explanatory text, of the
names (or other identifying information) of a series of inform-
ation resources. Example: bibliography, directory.
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Interpretation/Synthesis
An evaluation or clarification of one or more resources,
generally targeted to the specific interests of a user population.
Example: discussion of new trends in solid waste processing
(citing specific technical reports) relevant to the needs of
rural Wyoming.
Combination
Two or more of the above methods combined, e.g., a collection of
abstracts (list plus condensation)
(c) Type of Format and Delivery
There are many ways information products may be packaged and delivered.
The following list encompasses those that should prove of interest to the EEITS:
Flyer/fact sheet (1 page), single issue, direct mail
Brochure «5 pages), single issue, direct mail
Capsule report (>5 pages), single issue, direct mail
Newsletter, direct mail
Press release - to government press, local press, public
interest group press*
Column or short item for column in government press, local
press, public interst group press
Article, written for government press, local press, public
interest group press
Advertisement in government press, local press, public interest
group press
Presentation, face to face (seminar, workshop, lecture)
* Government press:government agency newsletters, e.g., "EPA-Log"
Local press: newspapers of cities and towns
Public interest group press: newsletters of such groups as The Sierra Club,
Montana Wilderness Association, Northern Rockies Action Group, Inc.
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These three sets of parameters may be combined to produce a variety
of "repackaged" information products. Figure 5-13 presents in chart form 20
such products with types of repackaging, resource, and format and delivery
indicated. The first column indicates the type of repackaging used to produce
the product: condensation, list, interpretation/synthesis, or combination.
The second column indicates the type of resource being repackaged. The third
column describes format and delivery mode and the fourth column presents an
example of an information product appropriate for the EEITS to produce.
The remainder of this section will describe in general the three
types of repackaging methods. More than one type of repackaging may be chosen,
of course, for a resource. (e.g., a technical report may be "repackaged" into
an abstract, a bibliography and a capsule report of a state-of-the-art of a
new technology). Which type(s) of repackaging is chosen may depend upon the
following:
User profiles (described in Section 5 .4.7)
Recent trends in demand requests (Section 5.4.6)
General awareness °n the part of EEITS staff of what new
development in the energy - environmental areas might be of
interest to whom
Input from other groups, such as the Office of Public Affairs
and Intergovernmental Relations, Office of Energy Activities,
the Region VIII Library.
The decision of repackaging type is discussed further in Section 5.4.8.3 in
the description of the User Match Function.
(2) Condensations
Creating condensations involves the development or extraction
of abstracts or summaries from or about a resource. In most cases, these will
take the form of creating abstracts or summaries from documents, although
condensations may be created about people, projects, groups or events.
-105-
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TYPE OF
REPACKAGING
TYPE OF
RESOURCE
FORMAT AND DELIVERY
PRODUCT EXAMPLE
1. Condensation
Document
Flyer, single issue, mail
Technical report abstract
2. Condensation
Document
Flyer, single issue, mail
Technical report executive
summary
3. Condensation
Groups/systems/
data bases
Press release to local and
public interest press
Description of the EEITS
with purpose, functions,
and contact point*
4. Condensation
Project
Article, written for local
and public interest press
Summary of an important
new energy project
5. Condensation
Event
Advertisement in local and
public interest press
Description of up-coming
EPA-sponsored workshop
6. List
Document
Flyer, single issue, mail
Bibliography of new EEITS
acquisitions on a subject**
List
Person
Brochure, single issue, mail
Directory of experts on a
subject
List
Groups/systems/
data bases
Brochure, single issue, mail
List of groups doing re-
search on a subject**
9. List
Project
Press release to local and
public interest press
List of energy/projects
planned for a given locatio
*This product should have a high priority
**An illustration of this type of product is shown in Section 2.3, Recommended System Outputs
Figure ~-13. Product Suggestions for EEITS Repackaging
-------
TYPE OF
REPACKAGING
10. List
11. List
12. List
13. Interpretation/
Synthesis
14. Interpretation/
Synthesis
15. Interpretation/
Synthesis
16. Interpretation/
Synthesis
17. Interpretation/
Synthesis
18. Combination
19. Combination
20. Combination
TYPE OF
RESOURCE
Event
A/V
Groups /systems/
data bases
Document
Person
Groups /systems/
data bases
Project
Event
Document
Project
Document
FORMAT AND DELIVERY
Advertisement in local and
public interest press
Flyer, single issue, mail
Brochure, single issue, mail
Article written for local
and public interest press
Article written for local
and public interest press
Capsule report, direct mail
Newsletter, direct mail
Article written for local
and public interest press
Capsule report, single
issue, mail
Article written for local
and public interest press
Newsletter, mail
PRODUCT EXAMPLE
List of seminars planned
by EPA on a subject
EPA films and slide shows
available for loans to groups
List of E/E data bases
available
Critical review of the
impact of a new technology*
Discussion of the contribu-
tion of an outstanding
individual in an E/E area
Discussion and description
of various ways E/E informa-
tion users can obtain
information
Brief discussion of research
trends in a given subject
Summary of proceedings and
implications of a conference
Technology state-of-the-art
with a short bibliography
List of current energy
projects in a geographic area
with discussion assessing
the relative impacts
Collection of abstracts on
a subject
*An illustration of this type or product is shown in Section 5.3, Recommended System Outputs
Figure 5-13. (cont'd)
-------
In many cases, a condensation may simply be extracted from the
resource. (NTIS - issued technical reports have abstracts in the front, and
many technical reports have as Section I an executive summary). Resources from
which condensations may be extracted are simply given to a clerk who photocopies
the appropriate pages.
Resources from which condensations are to be created "from scratch"
are given to a staff member who scans the resource, reads appropriate sections,
and writes an original condensation, taking into account EEITS users and
appropriate standards.* The condensation is then typed and photocopied.
Condensations are valuable to the EEITS in two ways: first, useful
as announcement tools as discussed herein, and second, as part of the permanent
file, should the condensation be required for another information product.
Therefore, an extra copy of condensations should be made, marked with the
same EEITS number as the original resource, and stored with the resource in
the EEITS Document Storage File.
(3) Lists
Lists can constitute a major form of announcement in alerting EEITS
users as to:
What resources are available from whom on a given subject
What new resources have been received by the EEITS
What energy development projects are about to begin in
their geographical area
What_information centers in close proximity can respond to
queries on specific subjects
What experts are willing to provide advice on specific
technical subjects
* e.g., Writing Abstracts. American National Standards Institute ANSI Z 39 14-
1971.
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Lists may be compiled on a proactive or on-demand basis. Compiling
a proactive list generally involves assembling citations for only the most
recent resources of a given type or in a given subject area. The New Resources
File of the EEITS Search Files (see Section 5.1.1) contains the most recent
materials and may be searched as an aid to compiling a proactive list.
On-demand lists are created in response to a specific need or query
of a specific user. Proactive lists may also be compiled for a specific
purpose (e.g., a newspaper article citing Federal sources for energy
environment information) and may be compiled from any of the EEITS Search
Files.
If a list is determined to have a lasting value (e.g., a lengthy
bibliography on a specific subject) the decision may be made to enter it into
the EEITS as a new resource. In that case, an extra copy is made, and paired
with an EEITS Resource Input Worksheet. Part I of the worksheet is filled
out and the extra copy proceeds to the Analysis, Classification and Indexing
Function.
(4) Interpretations and Syntheses
An interpretation of a resource may be created in the same way as a
condensation. The resource Input is scanned, appropriate sections are read, and
an original piece of writing is produced. An interpretation, however, relates
the resource to an issue, another resource(s) or the specific interests of
a given group of EEITS users.
A synthesis combines the technique above with that of creating a
list: a small group of pertinent resources is assembled and a piece of
writing is produced which draws on the various resources, explaining the
information and any relevant impacts on EEITS users. These products may be of
any length, but those produced by the EEITS would be mostly short (one to ten
pages).
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If an interpretative or synthesis product is determined to have a
lasting value, it may be added to the system as a new resource. An extra copy
is made, and paired with an EEITS Resource Input Worksheet. Part I of the
worksheet is filled out, and the extra copy proceeds to the Analysis,Class-
ification and Indexing Function.
(5) Combinations
Combination products are developed by combining the methodologies
described in (2), (3) and (4) above. In many cases a combination product may
be the most effective type of repackaging for a particular user group: a list
of resources may be provided for example, with critique and commentary on each.
C. Outputs
(1) Repackaged EEITS Resource Products
Form and format: Printed condensations, lists, interpretations/
syntheses, combinations.
Disposition
User Match Function
Analysis, Classification and Indexing Function, if the
decision has been made to add the repackaged product to
the EEITS as a new resource
(2) EEITS Resources and Card Masters (which served as input to
Repackaging)
Form and format: any form and format listed in Section 5.4.1,
A, each resource labeled, with its catalog card master
Disposition: File Maintenance and Storage Function
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5.A.A File Maintenance and Storage Function
File maintenance is the function by which information accessible
through the EEITS is organized for search and retrieval. The EEITS files
comprise four functional files, each with its own role in the system:
EEITS Search File
Document Storage File
Environmental Data Files
User File
The specifications for these files are described in detail in Section 5.1,
Selection of Data Bases. This section addresses the creation and updating
of .the first three of these files.*
5.4 .4.1 EEITS Search File
The EEITS Search File is a tool for comparing descriptions of EEITS
resources (created in the Analysis, Classification and Indexing Function) with
descriptions of requests for information.
A. Inputs
(1) Catalog Card Masters
Form and format: See Figure 5-12
Source:
Analysis, Classification and Indexing Function
Repackaging Function
* Creation and updating of the User File is discussed in Section 5.4.7,
Automatic Dissemination Function.
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(2) Updates to the Search File
Form and format: See Figure 5-16
Source: "Weeding Resources" and "Updating the Master Record
of System Resources" procedures, Section 5.4.4.2, B, 2 and 3.
B. Procedures
In this section the component subfiles of the EEITS Search File
are listed, followed by a description of the procedures used to create them.
The EEITS Search Files consist of the following component subfiles;
New .Resources File (current month's acquisition, card file)
Current Resources File (current year's acquisitions, card file)
Master Record of System Resources (computer printout)
(1) Duplication of Catalog Cards
The catalog card masters are photocopied in sets to produce an
individual card for each access point on the card. (Access points for
resources are shown in Section 5..1.1, B.) On the individual cards, the access
point for that card (also indicating the card's filing location) is underlined
manually. Figure 5-14 illustrates a sample set of cards for one resource with
the access points tagged. The card masters will have the EEITS number as the
access point, producing the master shelf list of all acquisitions.
(2) Creation/Update of New Resources File
The purpose of the New Resources File is to segregate in one file
reference to all new resources to be used to create current awareness and
notification products. Ail new cards are filed in this file, with entries under
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.. fllfHM***
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EEITS No.:
Name:
Affiliation:
Subjects:
78-029
PERSON
Rachal, Ernest Albert, Technical
Advisor
US EPA/Region VIII, Air and
Hazardous Materials Div., Denver, CO
Phone: (302) 837-3711
Air pollution. Energy/environment
policy and planning, Dust
Tech. Level: Technical
In EEITS: 8/4/78
'SHELF LIST"
CARD
EEITS No.:
Name:
Affiliation:
Subjects:
78-029
PERSON
Pachnl, Ernest Albert. Technical
Advisor
US EPA/Region VIII, Air and
Hazardous Materials Div., Denver,
Phone: (302) 837-3711
Air pollution. Energy/environment
policy and planning, Dust
CO
Tech. Level: Technical
In EEITS: 8/4/78
NAME
CARD
EEITS No.:
Nome:
Affiliation:
Subjects:
78-029
PERSON
Rachal, Ernest Albert, Technical
Advisor
US EPA/Region VIII, Air and
Hazardous Materials Div., Denver, CO
Phone: (302) 837-3711
Air pollution. Energy/environment
policy and planning. Dust
Tech. Level: Technical
In EEITS: 8/4/78
EEITS No.:
Name:
78-029
PERSON
Rachnl, Ernest Albert, Technical
Advisor
Affiliation: US EPA/Region VIII, Air and
Hazardous Materials Div., Denver, CO
Phone: (302) 837-3711
Subjects: Air pollution. Energy/environment
policy and planning, Dust
Tech. Level: Technical
In EEITS: 8/4/78
o
AFFILIATION
CARD
SUBJECT CARD
(One Card is Made
'for Each Subject)
Figure 5-14. Sample Catalog Card Set
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author, name/title, organization entry, report number, and subject. (Shelf
list cards are filed sequentially in one section of the file.)
All catalog cards are interfiled and allowed to cumulate in the New Resources
File for one month.
(3) Creation/Update of Current Resources File
At the end of each month, the contents of the New Resources File are
interfiled with the Current Resources tile, which cumulates cards for resources
put into the system during the current year.
(4) Creation/Update of the Master Record of System Resources
(book catalog* form)
At the end of the year, (or, as an option, every six mo.nths) the shelf
list for the preceding year (or six months) is keypunched. Section III of the
Resource Input Worksheet (Figure 5-11) for those items is used as a keypunch input
form. The cards are sorted by computer and merged with any cards from previous
years. Then a series of computer sorts are run upon this data base to produce a
cumulating book catalog with access as explained under (1) above.
At the same time these merges and sorts are being performed, updates
to the catalog regarding change of location and discarding of resources will be
keypunched and added. These updates will be prepared within the Document Storage
component of the File Maintenance Function (See Section 5.4.4.2, below)
C. Outputs
(1) EETTS Search File: New Resources File
Form and format: typed and photocopied index cards (See Figure
5-14)
Disposition: User Match Function
*i.e., Catalog in book form
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(2) EEITS Search File: Current Resources File
Form and format: typed and photocopied index cards (See Figure
5-14)
Disposition: User Match Function
(3) Master Record of System Resources
Form and format: computer printout (See Figure 5-3)
Disposition: User Match Function
5.4.4.2 Document Storage File
The role of Document Storage File is to provide a convenient local
resource of full-text materials to disseminate to EEITS users upon request or
in support of an EEITS Search.
A. Inputs
(1) Resource Inputs Selected for the EEITS
Form and format: any form and format listed in Section 5.4.1,
A, or Figure 5-13
Source:
Analysis, Classification and Indexing Function
- Repackaging Function
(2) Duplicate Resources
Form and format: printed documents, duplicate descriptions of
"knowledge resources", marked with the same EEITS number as the
original copy
Source: Identification and Screening Function
B. Procedures
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(1) Filing Resource' Inputs
All inputs at this stage are in t-Ke physical form of documents or AV,
and all have EEITS numbers: either an accession member or a date (events).
All are filed sequentially by number in Pendaflex folders in vertical files
(file cabinets).
(2) Weeding Resources
After 3 years of resources have accumulated, the oldest year is
weeded. This will then happen every year, so that only 3 years of holdings
are retained at any one time. Weeding is done as follows:
Resources judged not to be of future use to the EEITS are
discarded. (This might include descriptions of events which
have already happened, drafts of technical reports of which a
final version has been issued, etc.)
Resources duplicating the holdings of the Denver Public
Library Regional Energy/Environment Information Center are
discarded
Resources duplicating the holdings of the EPA Region VIII
Library are discarded
Remaining resources are transferred to the collection of EPA
Region VIII Library or of the Regional Energy/Environment Information
Center
(3) Updating the Master Record of System Resources
When resources are weeded, the Master Record of System Resources must
be updated with the new locations of the weeded items.* Part III of the Master
Record of System Resources (Figure 5-11) is to be used for this. The EEITS number
is entered at the top of the first section. Then the last line of that section,
"Location" is completed with one of these new locations, as appropriate:
Discarded
In Denver Public Library RE/EIC
In EPA Region 8 Library
* E.g., records for resources duplicating holdings in the RE/EIC will have added
a notation "in RE/EIC" or a similar phrase.
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These forms are keypunched anu used to update the Master Record of System
Resources, as discussed in Section 5.4.4.1, B, (4).
C. Outputs
(1) Document Storage Files
Form and format: resources, labeled with EEITS numbers, filed
in Pendaflex folders, stored in file cabinets. ("Vertical file"
format)
Disposition: User Match Function
(2) Updates to the Search File Subfile "Master Record of System
Resources"
Form and format: Keypunched cards
Disposition: use in updating a subfile of the EETTS
Search File. See Section 5.4.4.1, B, (4).
5.4.4.3 Environmental Data Files
The third portion of the EEITS files consists of environmental data
files. These will be used exactly as provided by EPA currently, with no
modifications. All are stored on the EPA Research Triangle Park, NC computer,
and are accessible through EPA Region VIII computer facilities in the Surveil-
lance and Analysis Division, Data Analysis Branch.
A. Lnputs
The form, format and source of the environmental data files are discussed
in Section 5.1.3, Environmental Data Files and Appendix C. Th_e files available are
(1) STORET (Storage and Retrieval for Water Quality Data)
(2) AEROS (Aerometric and Emissions Reporting Systems). Subsystems:
NEDS (National Emissions Data System)
SIP (State Implementation Plan Regulations
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REPS (Regional Emissions Projections System
EHIS (Emissions History Information System)
WSAP (Weighted Sensitivity Analysis Program)
HATREMS (Hazardous and Trace Substance Emission System)
CAASE (Computer Assisted Area Source Emissions Gridding System)
SAROAD (Storage and Retrieval of Aerometric Data)
B. Procedures
(1) Data Files as Integrated into the EEITS Search File
The individual data files listed above should be classified, indexed
and entered into the Search File as is done for groups and information systems
outside EPA Region VIII. This will facilitate selection of the proper file
in responding to a user request. Figure 5-15 shows how catalog cards for these
EPA data files might look.
All available relevant documentation (brochures, etc.) about the data
files will be kept in document storage under the EEITS number assigned to the
record in the Search File.
(2) Accessing the Data Files
As representatives of EPA, the EEITS will serve as an interface
between the data files and users. In some cases, a user request or need may be
answered by merely sending the computer-printed report; in other cases a brief
analysis of the data may be necessary. The EEITS must keep on file the access
points for the data files as well as descriptive materials. These access
points (as of 5/15/78) are:
STORET: Bill Tabor
Data Analysis Branch
Surveillance and Analysis Division
EPA Region VIII
(303) 837-2226
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78-111 Card 2
Subjects: Drinking water, Water pollution,
Water quality
Tech. Level:
Comments;
In EEITS:
Technical
Contains sampling data on US water
quality. Various reports available
in batch mode
8/29/78
EEITS No,
Name:
Affiliation:
78-111
DATA BASE
STORET (Storage and Retrieval for
Water Quality Data)
US EPA
Contact: Bill Tabor, EPA/Region 8,
Surveillance & Analysis Div., Data
Analysis Br., (303) 837-2226
(continued)
o
Figure 5-15. Sample Catalog Card Master Referencing
EPA Environmental Data File
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AEROS: Barry Levene
Data Analysis Branch
Surveillance and Analysis Division
EPA Region VIII
(303) 837-2226
SIP
REPS
EHIS
WSAP
SOTDAT ) Subsystems of AEROS: same contact point as AEROS
SIEPA
HATREMS
CAASE
SAROAD
Information about specific capabilities of these data files, to be used to
respond to EEITS user needs, may be obtained through the contact points.
C. Outputs
(1) EEITS Search File Records for Environmental Data Files
Form and format: index cards describing the available data
files. See Figure 5-16
Disposition: User Match Function
(2) Document Storage Files, Containing Information about the
Data Files
Form and format:
sample printouts
printed descriptions of the data files;
Disposition: User Match Function
5.4.5 Communication With Other Systems and Data Bases
Interface with other groups, systems and data bases is one of the
key features of the EEITS, as such networking represents maximum utilization
of already established endeavors with maximum payoffs, with minimum commitment
of EEITS resources. Information about groups, systems, and data bases is to be
entered into the system as described in the sections on the functions of
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Identification and Screening; Analysis, Classification and Indexing; Repack-
aging; and File Maintenance and Storage. However, because this class of
information is so critical to the EEITS, a descriptive overview of the EEITS
interface with other groups, systems and data bases is included here.
A. Inputs
Information about other groups, systems and data bases may come to
the notice of the EEITS in a variety of ways: flyers and brochures in the
mail, personal contacts of EEITS personnel, referrals from other EPA persons.
AAI has compiled a descriptive core list of 13 such sources which should be
considered as initial inputs. These sources fall into six general types:
Libraries (primarily depositories, with some information services)
Libraries/information centers (centers providing full inform-
ation services and documents as well)
Bibliographic retrieval systems (systems providing bibliographic
information, but no documents)
Information referral services (systems which refer users to
sources of information rather than providing the actual inform-
ation)
Information networks (systems which link organizations with
mutual information interests, to promote information resource
sharing and transfer)
Community assistance/technology transfer (groups which act as
an interface between technologygovernment R&D efforts and
universitiesand state and local government planners)
The list of these sources together with sponsor, contact point and description
is included in Appendix F.
B. Procedures
(1) Identification and Evaluation
When information about a group, system or data base enters the EEITS,
a decision is made whether to include the potential source in the system.
Since resources of these types are not physical resources, only information
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about them (rather than the resources themselves) can be incorporated into
the EEITS. Parts I and II of the EEITS Resource Input Worksheet (Figure 5-9
and 5-10) are filled out as for any other resource input. More information
is obtained when needed.
(2) Classification/Indexing
Resources of these types are classified and indexed with the EEITS
Controlled Vocabulary (Appendix G) as well as are the other resource inputs,
and Part III of the Worksheet (Figure 5-11) is -filled out. Figure 5-16 shows
how catalog cards for an information system and organization might look.
(3) File Maintenance
Since groups, systems, and data bases are knowledge resources, the
information about the resources is matched with the EEITS number and interfiled
with other resources. Cards are interfiled with cards for other resources.
(4) Accessing Groups, Systems, Data Bases
In a few cases, it may only be necessary for an EEITS staff member
to refer a user to one of these information sources. In most cases, however,
the EEITS will serve as an interface between these outside sources and users.
The EEITS must, then develop on-going working relationships with representatives
of these resources. Information kept on file (under the EEITS number in the
document file) about these resources should, therefore, include:
Name of specific individual to call or write
Forms necessary to request information from the resource
Specific services available and any fees, e.g. on-line
searches, referrals to experts, document delivery
This information will facilitate efficient access to these resources,
should a user match indicate that such a system or group outside the EEITS can
supply information to satisfy the need of an EEITS user.
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78-031 Card 2
Comments: Co-sponsored by EPA, DOE and others.
Svc available to public include
fact references, computer searches
(fee), referral, and assistance in
locating publications.
In EEITS: 8/4/78
EEITS No.:
Name:
78-031 INFORMATION CENTER/SYSTEM
Regional Energy Environment
Information Center
Affiliation: Denver Public Library, 1357
Broadway, Denver, CO
Phone: (303) 837-5994. See also
address above.
Subject: Energy/environment information
Tech. Level: All levels
(continued)
o
78-079 Card 2
Subjects) Socioeconomic factors
Tech. Level: All
Comments: Performs and coordinates research to
provide solutions to urban problem*.
Research teams come from local univ-
adminis
EEITS No.
Name:
Affiliation:
78-07$
ORGANIZATION
Denver Urban Observatory, Box A 097
University Center, 4200 E. 9th Ave.,
Denver, CO 80262
Univ. of Denver, Univ. of Colorado,
Metropolitan State College, Community
College of Denver, City and County of
Denver
Telephone: (303) 394-8701
(continued)-\
Figure 5-16. Sample Catalog Card Masters Referencing
Information Systems and Organizations
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C. Outputs
EEITS Search File Records Referencing System and Groups
Form and format: See Figure 5-16
Disposition: User Match Function
0. Document Storage Files Containing Information About the
Systems and Groups
Form and format: printed flyers, brochures, booklets, etc.
Disposition: User Match Function
5.4.6 Demand Request Function
The Demand Request Function involves responding to specific, one-
time, user queries for information. The role of the function is to structure
the request into a formal set of search parameters.
A. Inputs
(1) Demand Requests from Users
Form and format
Written letter from user
Telephone call from user (The EEITS should have an in-WATS
line to encourage user requests)
Walk in visit (most likely from EPA/Region VIII personnel)
Source
Impetus: contact with EPA/EEITS publicity*
Impetus: previous experience with EPA/EEITS
Impetus: referral to EEITS from another person/information
source/group (e.g., WINE)
E.g., brochures, .articles about the EEITS, etc.; these are outputs of the
Repackaging Function. See Section 5.4.3
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(2) List of Energy-Impacted Communities
Form and format: Printed list
Source: EPA/OEA, updated bi-monthly
B. Procedures
(1) Determine User Priority
As soon as a request enters the EEITS, a decision must be made as to
the priority of the user, since EPA cannot expend maximum effort and funds to
locate information for all possible persons who might contact the EEITS for
information. The level of priority to which a user is assigned determines what
level of service s/he will receive in satisfaction of the request for information.
(See (3) below) According to the contract, the highest priority is to be given
to:
EPA Region VIII Organizational units
State and local government agencies with energy or environment
regulatory responsibilities
In addition, first priority is also to be given to Indian reservations.*
AAI has developed a prototype decision table for determining the
level of priority to be assigned to any given user, depending on the user group
and other user characteristics. This table, EEITS Recommended User Priority
Decision Table, is shown in Table 5-1. This table may be summarized as follows:
User Priority Number 1
EPA
State government groups with energy or environment
("E/E") regulatory responsibility
* Discussion with Project Officer, January 20, 1978.
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TABLE 5-1 EEITS RECOMMENDED USER PRIORITY DECISION TABLE
' R 1 2 3
4
' Cl U,er » EPA? Y
C2 User * State government? Y
i i
03 User = Local government? ; Y
' C4 User - Indian reservation? j
i i
5
Y
C5 User Citizen's group.'
i
C6 User Industrial group? j
i
C7 User « University?
CS User - "private citizen1' or
' other group
C9 User group has energy/ :
environment regulatory ' Y Y
responsibility? .
i
CIO User from energy-impacted
community?
Cll User Librar"? N
C12 User from Region VIII? Y IY Y
Y
N
Y
Y
-
y
6
Y
N
N
Y
Al User - Priority No. 1 X X IX
X
X
7
Y
Y
Y
8
Y
Y
Y
Y
, A2 User Priority No . 2 i i x
A3 User = Priority No . 3 ;
A4 User B Priority No. 4 ,
I
!
Legend Read table from
C - Condition R3 states, "if
A Action energy/environs
Y Condition present is from an ener
\ - Action rpc"nm=nded library, then 1
R = Rule
Condition doesn't matter
X
9
10
Y
I
1
1
Y
Y
Y
X X
1
i
N
N
-
Y
11
Y
12
i
Y
Y
Y
13
14
15
M
17 18
I
y
Y
1
-
Y
X X X X
top to bottom along R (rule
user group is local governme
ent regulatory responsibilit
gy- impacted community, and u
abel the user "priority numb
N
Y
j
1
Y
N
x |x
i
N
N
X
) columns , e.g.,
nt , and user group has
y, whether or not user
ser sroup is not a
er l7"
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Local government groups with E/E regulatory responsibility
££ from energy impacted communities*
Indian reservations
(All Region VIII)
User Priority Number 2
- State government groups without E/E responsibility, and
state libraries
- Local libraries from energy-impacted communities
Private citizen or other groups from energy-impacted
communities
(All Region VIII)
User Priority Number 3
Local government groups not from impacted Region VIII
communities and without E/E responsibility
Citizens and public interest groups (Region VIII)
Industrial groups (Region VIII)
Universities (Region VIII)
Private citizens and other groups not from energy-
impacted communities (Region VIII)
- Any library/information center not in Region VIII
User Priority Number 4
Groups other than libraries which are not in Region VIII
(2) Perform Query Negotiation (If Necessary)
Query negotiation involves contacting the user who is the source of a
demand request and inducing him/her to clarify the request. Also at this point
the EEITS can suggest possible courses of action to the user based on his/her
* AAI recommends that energy-impacted communities also be given first priority.
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priority. In other words, the EEITS can let the user know what the EEITS can
and cannot do for him/her. The EEITS staff member who is handling the query
uses an EEITS Demand Search Request Form (Figure 5-17) to record identifying
information and a narrative description of the query, including subjects,
formats, geographic limitations and technical level preferred by the user
(Part I of the form).
(3) Develop Search Strategy
Development of search strategy involves translating the user's
query into EEITS terminology and determining the exact limits of potential
EEITS effort based on the priority level of the user. First the terminology
of the query is translated into the terminology of the EEITS Controlled
Vocabulary (Appendix G) and entered on the Demand Request Search Form. Formats,
geographic delimiters and technical level(s) desired are also explicitly
specified. Then the recommended actions of the prospective search are chosen..
with regard to user query and user priority and entered on the form (Part II
of the form).
AAI has developed a prototype decision table specifying recommended
sets of search actions to correspond to levels of user priority. This table
is included as Table 5-2. This table may be summarized as follows:
For User Priority Number 1, the EEITS will, as Appropriate:
Locate and supply a reference, document, data
referral to expert, or other source of information from the
EEITS, or from outside the system if there is little or no
system backlog
- Create and supply interpretations/syntheses
Arrange visits/seminars and factor user into existing
visit/seminar schedule
For User Priority Number 2, the EEITS will as Appropriate:
Locate and supply a reference, document in the EEITS files,
fact answer, referral to expert, or other source of
information
- Factor user into existing visit/seminar schedule
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EEITS DEMAND REQUEST SEARCH FORM
PART I. User-Supplied Information
Date
Name
Date of request :
Requestor name:
Title:
Affiliation:
Org. subdivision:
Office address:
Office telephone:
Priority:
Narrative description of query:
PART II. Search Strategy
Subject terms:
Formats:
Technical level(s):
Action directive: Supply item/information
Supply reference/referral
Perform analysis/interpretation
Arrange visit/seminar
Comments:
PART III. Search Results
Date completed:
Action directive successful (describe)
Other action taken (describe)
Comments: (solicit and include comments from user)
Figure 5-17. EEITS Demand Request Search Form
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TABLE 5-2 EEITS SEARCH PARAMETERS DECISION TABLE
R
Cl User - Priority 1?
C2 User - Priority 2?
C3 User - Priority 3?
C4 User - Priority 4?
C5 Is there a system backlog?
Al Locate and supply reference,
location of document, AV
A2 Locate and supply document, AV
in EEITS file
A3 Locate and supply document, AV
from sources other than EEITS
A4 Locate and supply data
A5 Locate and supplv fact answer
A6 Locate and supply referral to
technical expert
A7 Locate and supply referral to
other source (group, system)
AS Create and supply interpretations/
syntheses
A9 Arrange visit/seminar
A10 Factor into EPA existing
visit/seminar schedule
1
Y
N
X
X
X
X
X
X
X
X
X
X
2
Y
Y
X
X
X
X
X
X
X
X
X
3
Y
N
X
X
X
X
X
X
X
X
X
4
Y
Y
X
X
X
X
X
X
5
Y
N
X
X
X
X
X
X
6
Y
Y
X
X
X
7
Y
N
X
X
X
8
Y
Y
X
X
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Supply services accorded to Priority Number 1 users if
there is little or no system backlog
» For User Priority Number 3, the EEITS will, as Appropriate:
Locate and supply a reference, fact answer, referral to
other source of information
Supply Services accorded to Priority Number 2 Users if
there is little or no system backlog
For User Priority Number 4, the EEITS will, as Appropriate
- Locate and supply a reference, referral to other source
of information
Supply services accorded to Priority Number 3 users if
there is little or no system backlog
(This table specifies the limits of searches, that is, if a query from a
priority Number 1 user may be answered by supplying a reference to a document,
the EEITS need do nothing further. However, should greater effort be necessary,
the EEITS will perform all the actions listed above to satisfy the user.)
C. Outputs
(1) Demand Request Search Form
Form and format: See Figure 5-17. Parts I and II of the form are
filled out
Disposition: User Match Function
5.4.7 Automatic Dissemination Function
This function allows the user to submit a "standing order" to receive
information on specific subjects (and in specific formats) which comes into the
EEITS, on a current basis. This mode of information delivery utilizes what is
called a "profile"*, which is a formal description of a user and his/her needs
couched in terms from the EEITS Controlled Vocabulary.
* The full set of profiles constitute the records from which the User File is
produced. Sec Section 5.1.4.
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A.
(1) Requests for Automatic Dissemination Service
Form and format
Written letter from user
- Telephone call from user
Walk in visit (most likely from EPA/Region VIII personnel)
Source
Impetus: Contact with EPA/EEITS publicity or solicitation
Impetus: previous experience with EPA/EEITS
Impetus: Referral to EEITS from another person, or group/
information source (e.g., the Denver Public Library Regional
Engery/Environment Information Center)
B. Procedures
(1) Determine User Priority.
It is unlikely, at least for the first several years of EEITS existence,
that the EEITS will have the time and personnel to provide automatic dissemination
services to all prospective system users. Therefore, AAI recommends that the
EEITS provide this service for Priority Level 1 users only. (At regular periods
the service load will be evaluated and decision made whether or not to extend
the service to other priority levels of users. This procedure is discussed
in Section X of this Report, Monitoring, Evaluation and Accounting
Procedures.)
The decision table shown in Table 5-1 indicates which users fall into
the Priority Number 1 class. These are:
EPA Region VIII
State government groups with energy or environment ("E/E")
responsibilities
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Local government groups with E/E regulatory responsibility
Local government groups from energy-impacted communities
Indian reservations
If a requestor for automatic dissemination does not fall into the Priority
Number 1 class, the EEITS will respond with a form letter (or phone call)
stating the priorities of the EEITS and offering the requestor other EEITS
services.
(2) Send Profile Form to User
Figure 5-18 illustrates a sample profile form. The left hand side of
the front of the form is to be filled out by the user; the back of the form
gives instructions, including a list of possible formats. This form is sent to
the user so that s/he may complete Part I. (If a request comes over the telephone
and there is no system backlog, an EEITS staff member can fill this side out as
the user dictates the information over the telephone.)
(3) Negotiate Query With User
When the Profile Form is returned, it is examined by an EEITS staff
member. If parts of the form are incomplete or unclear the user is contacted
by telephone so that the Profile Form can accurately reflect his/her needs and
preferences.
(4) Complete Profile Form
After query negotiation is complete, an EEITS staff member completes
Part II of the form. This involves translating the user's stated need into the
terms of the EEITS Controlled Vocabulary shown in Appendix G. This part of the
form should be typed in. Also added are the date the profile is entered into
EEITS. If the profile is being revised, the date of the revision is added in
after "last update". A sequential number is assigned to the user and added after
"User Number".
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EE
USER INTEREST
PART I. To be flUsd out by the
user. See back of form for instructions.
Title:
Affiliation:
Org. Subdivision:
Office Address:
Office Telephone:
Suggested terms for desired interest areas :
(Please supply in order of priority)
.
Preferred Formats: (see back of form for list)
Technical level (al:
rnnrni»nf«.
Date:
ITS
PROFILE FORM
PART II. For EEITS use only. (Type)
User No. : Priority:
Tlrlr-
Affiliation-
' nrS, piihiHv»«<_in-
Of fir* A'HriiiR
Subjects
i
2.
3.
4.
5.
fi-
Formata :
Tech. Level (s) :
Comments:
In EETTS-
Last Update:
Figure 5-18. EEITS User Profile Form (Side 1)
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EEITS USER INTEREST PROFILE FORM
Instructions to Users
Please complete the left side of the form only.
When listing terms to represent your information subject interests, please
consider geographic limitations ("air pollution" in Denver, for example)
When specifying formats, you may use the following list as a guide:
Abstract(s)
Audio tape
Bibliography
Directory
EIS & reviews
Film
Guidelines/standards
Handbook
Legislation
Management report
Microfiche
Newsletter
Pamphlet/brochure
Phono disc
Regulation
Slides
Statistics
Summary
Technical data
Technical report
Textbook
Other (specify)
For technical level, please specify if you prefer information that Is
Non-technical
Moderately technical
Technical
All levels
If you wish to describe your needs at greater length, you may attach a
separate sheet.
If you have any quettions or problems, please call the EEITS at (303) 837-0000
Return this form to:
EPA/EEITS
1860 Lincoln St.
Denver, CO 80295
(303) 837-0000
Figure 5-18. (con't)
EEITS User Profile Form (Side 2)
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(5) Duplicate Profile Form
The completed Profile Form is used to create the User File in the
same way the typed catalog card master is used to create the EEITS Search
File (see Section 5..4.4.1). Photocopies are made from side 1 of the form:
a copy for each of the access points: name of user, affiliation, each subject
term entered. (see Section 5'.1.4 for a description of the User File data
elements and access points.) When the copies are made the access point for
each sheet (also indicating the filing location of that copy) is marked
manually with a check or arrow. Figure 5-19 illustrates a sample set of
copies of a profile referencing one user.
(6) File User Profile Sheets
The copies of the user profiles are interfiled to produce a sort of
"card catalog" of profile forms. The original profile forms are filed under
the user number to create a "shelf list", or master file of all profiles in the
system. Sheets are filed in pendaflex folders in a file cabinet.
(7) Profile Maintenance
Users with profiles in the EEITS User File are to be contacted at
regular intervals to ensure that their profiles are up-to-date. AAI recommends
that users be contacted an average of twice a year to ensure profile currency.
C. Outputs
(1) The EEITS User File
e Form and format: See Figure 5-18 and 5-19; also Section
5.1.4
9 Disposition: User Match Function
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USER NUMBER"
SHEET
EZIIS
CSZR EfnSTST PSO
PART I. To b« Hlltd out by tit
"NAME"
SHEET
PA1C II. To: HITS vu« only.
Di«r So.t 2?
Q-
AJiill«tloo:
ECTTS
DSIX EHZXE5T PROniZ
PAKT 1. To b. flll«d out by ch«
uacr. Se« back ot Ion for ini cruet totu.
_. ^ ,0^
f
Iltl.:^ gh.,.,^~.-MW*-^
A«nin?o^r^x<^, -! <-r/^ ;
"y.» n;- i^/' ^ ' J
Org. Subd1vl«lnn .f*^-- . , >^^.* _^ ,/
^WrfTT^^^^^
IT farm 1',-f / .^iw-*-^- T*^» «:
II. For ELITS u^i only.
Di«r Ho.: 2iO
hn Q. Do»
Priority- L.
AffllUtloc:
Org. Subdivl
Ttck Forct
OtfU. T.l.jhon.
C303) COO-0000
ubJ.cti;
I Environm«nc«l
2. Sol«r ggtrgy
3. Pub1ic oclnla
Ttch.
nns: 9/1 "8
U»c Tpdato: 1/1 ''9
B
-------
5.4.8 User Match and Information Retrieval Function
The User Match is the central function of the system. It is here
that user need statements, in the form of automatic dissemination "profiles"
and demand requests, are matched by keyword with resources which have been
indexed and entered into the EEITS. Three kinds of user match activities are
discussed below:
User Match in filling demand requests
"Proactive" (~ User match in automatic dissemination
Outputs ^
[_ User match in EPA-initiated general announcements and publicity
5.4.8.1 User MatchDemand Requests
These procedures are essentially similar to those performed by a
reference librarian at a library or information center.
A. Inputs
(1) Demand Request Search Form
Form and format: See Figure 5-17. Part I and II are filled
out
Source: Demand Request Function
(2) EEITS Search File
Form and format: See Section 5.1.1 and Section 5.4.4
Source: File Maintenance and Storage Function
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Procedures
(1) Match Request With Records in Search File
The purpose of the user match is to answer a user's question
and satisfy his information need. For most queries the starting point in
locating the desired information is the EEITS Search File. The subject terms
listed in Part II of the Demand Request Search Form can be looked up in the
Search File to locate probable sources of information to answer the query-
This activity yields one or more references or referrals indicating likely
sources.
(2) Set Limits of Search For User Priority Level
As discussed previously in Section 5.4.6, the EEITS cannot serve all
possible users equally. At this point, the EEITS researcher must clearly under-
stand the reasonable limits of the search, based on user priority, the action
directives specified on Part II of the Demand Request Search Form and the
Search Parameters Decision Table, Table 5-2.
(3) Continue Search as Necessary to Limits
It is impossible here to describe a search technique for all possible
searchers. However, a few prototype examples may be given:
Query: A Priority Number 1 user requests a full description
of a certain waste processing method
(a) Search EEITS files. Record references to:
documents
people (technical experts)
groups with interest in the area
projects using that technology
(b) Pull documents. If description in the documents does
not satisfy request,
(c) Contact other group or system for references and/or
documents
(d) Order other needed documents
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(e) Send acquired documents and referrals to technical
experts and groups to the user
Query: A Priority Number 2 user requests an EPA representative
to visit his community and give personal advice concerning an
energy facility siting problem
(a) Search EEITS files to identify workshops and conferences
scheduled for the user's geographical area
(b) Scan EPA/OEA's schedule for visits within the Region for
the coming year
(c) Locate referrals to EPA technical experts in the Search
Files
(d) Notify user of coming activities in his geographical area,
and supply as backup referrals to EPA technical experts
Query: A businessman in California (Priority Number 4) requests
information on the latest automobile fuel consumption regulations
and standards
(a) Consult Search File
(b) Refer user to source such as the Energy Information Center
in San Francisco
Each search is conducted within the limits appropriate to the user priority.
In some cases, additional query negotiation may be necessary.
(4) Send Results of Search to User
The search results are put in a mailing envelope, addressed, and sent
to the user. If documents are required, photocopies are made so that the
original remains in the EEITS document storage file.
In some cases when a search results in a significant repackaged
product (e.g., a lengthy bibliography, a new abstract or summary written for the
user, an interpretation/synthesis of information) it may be judged valuable to
make a copy of the product and enter it into the EEITS resource collection
through the Analysis, Classification and Indexing Function.
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(5) Complete Search Form
Part III of the Demand Request Search Form is now filled out.
recording search results. The Search Forms will be incorporated into procedures
for monitoring, evaluation and accounting, discussed in Section X of this
report.
C. Outputs
(1) On-Demand Outputs
Form and format: See Section 5.3.1, On-Demand Outputs
Disposition: sent to user. Copy kept if judged valuable and
input to system at Analysis, Classification and Indexing Function
(2) Completed Demand Request Search Form
Form and format: See Figure 5-17
Disposition: File by date for backup and system monitoring
5.4.8.2 User MatchAutomatic Dissemination
Two sets of procedures are given for this sub-function: a set of
procedures requiring the computer, and a set of procedures which may be carried
out manually.
A. Inputs
(1) Records from the New Resources File
Form and format: See Figure 5-14
Source: File Maintenance and Storage Function
(2) The User File
Form and format: See Figure 5-19
Source: Automatic Dissemination Function
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B. Procedures
(1) Procedures (Computer Assisted)
(a) Match New Resources File to User File by Subject
This step matches new resources entering the system with users
registered in the User File for the automatic dissemination service. The
match is made initially by subject keyword.
The shelf list portion of the New Resources File constitutes a master
set of records for the new resources, and is used in the match process. A
shelf list card is scanned for the "subjects" listed. Then the User File is
searched under those subjects to retrieve a set of users who have declared
interest in the subject(s) of the new resource. Format and technical level are
matched at the same time. The matching procedure may be followed once a month
or one by one as new resources enter the system and are indexed. AAI recommends
that the actual dissemination, as described in the steps below, take place once
a month regardless of the timing of the matching process. Figure 5-20
illustrates a sample user match action. Formats and technical level of the
resources would also be compared with those specified by the user.
(b) Fill out Mailing Label Input Form
The user match action is recorded on a Mailing Label Input Form which
is illustrated in Figure 5-21. The purpose of this form is to record which
resources are matched with which users. The form is then keypunched in order
to allow the computer to produce mailing labels and counts of the number of
copies needed of each resource.
(c) Create/Update User Address File
In order for the computer to print mailing labels each month for the
automatic dissemination outputs, a machine-readable file must be created of user
identification numbers, names and addresses. This file may be created and updated
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79-100/p.2
Shelf Environment Assessment Program
(OCSEAP), Alaska
Tech. Level: Non-technical
In EEITS: 7/10/79 Use Update: 8/1/79
EEITS Mof: 79-10CJ) TECHNICAL REPORT
Environmental Assessment of the Alaskan
Continental Shelf. Annual Technical Summar;
Report to the Bureau of Land Management foi
the Year 1976
Source: National Oceanic and Atmospheric Administri
tion, Outer Continental Shelf Assessment
Program, Boulder, CO
Date: 3/76 Pages: 584
Report No.:PB-273 210
Available
EEITS
Subjects: f Environmental impacts). Outer Continental
---continued-
SHELF LIST CARD,
"NEW RESOURCES" FILE
mi3
UXT I. To b. -illri cue tr. ch>
u*«f. 5*« btefc a( fora far t
lrljloo: /^ ___ r"T- «n
S. 1~- . .. X >v
_^t_ 7*.. tU,
Qfflc* T»l«pl»oa»: _i-/g/_!
/L. SoU
'/
t.elu.ml 1...1 fill slsS^X-
n..r*,.{ !50
AiJllUtlm:
r'* TIM '"i-fb*
USER FILE
SUBJECT ENTRY
0708
USER ID
09JlQ|ll|l2
a y 2. a
003.'
o a o f
o y o /
O 3 J- O
EEITS MAILING irffBEL FNl'DT FORM
Figure 5-20. Example of User Match
Automatic Dissemination
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Card 1
2
3
4
S
6
7
EEITS
01|02|03
7 * -
7 5* -
75--
79-
7? -
-^
NO.
0^0506
3 l> 9
3 6 9
Of/
3 J 3
/ o o
^
0708
USER ID
09Jlo|lljl2
o y 2. 2
O O 3^ /
6 0 C 9
o
-------
as users are registered for the automatic dissemination service. Figure 5-21
shows a User Address File Input Form which is filled out as each new user profile
is completed. (See Section 5.4.7) This fonn is then keypunched.
(d) Computer Prints Mailing Labels and Tabulates Number of
Copies Needed
Once a month, a computer run takes the information keypunched from
the Mailing Label Input Form and. drawing on the User Address File maintained
on IBM cards, prints mailing labels for that month's batch of automatic dissem-
ination outputs. Each mailing label also has printed on it the EEITS numbers
of the resources which are to be sent to that user. At the same time a
printout is produced giving the number of copies needed of each resource so that
each user identified in the match action gets one copy. Samples of both of
these computer outputs are illustrated in Figure 5-22.
(e) Pull Resources to be Sent and Make Additional Copies
A copy of each resource to be sent is pulled from the Document Storage
File and sufficient copies are made, as indicated in the printout from the mailing
label computer run, mentioned in (4) above. Then the original copies of the
resources are refiled.
(f) Mail Out Resources
The resource copies are grouped together in batches corresponding to
the grouping listed on the mailing labels. Then the copies are put in mailing
envelopes, mailing labels pasted on and they are sent out to the users.
(2) Procedures (Manual)
(a) Match New Resources File to User File by Subject
This step of the manual procedure is essentially identical to the
computer assisted procedure: located specific items in the New Resources File
which correspond to user preference indicated on the profile in the User File.
(b) Record User Match
Instead of a Mailing Label Input Form, a series of cards may be used
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to keep track of successive matches. Figure 5-23 illustrates some of these cards.
One card is made up for each user in the User File, and as matches are found
document numbers written on the appropriate cards.
(c) Type Mailing Labels
The cards recording the User Match are given to a typist, who types
a mailing label for each card with matches on it.
(d) Tabulate Number of Copies Needed
A staff member goes through the cards and records on a separate sheet
the number of occurances of each individual document. This acts as a tally, of
the number of copies needed of each document, and substitutes for the printout
from the mailing label computer run.
(e) Pull Resources to Be Sent and Make Additional Copies
(f) Mail Out Resources
These two steps are identical to (e) and (f) in the automated
procedures above.
C. Outputs i
(1) Automatic Dissemination Outputs
Form and format: See Section 5.3.2, Proactive Outputs, batched
for sending, with mailing labels
Disposition: Sent to user
(2) Printout Giving Number of Copies (Computer-Assisted Procedure Only)
Form and format: See Figure 5-22
Disposition: File by date for backup and system monitoring
procedures (discussed in Section X)
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0423
0422
GEORGE SPACCAMONTAGNE
PROJECT MANAGER
SALT LAKE CITY DEVELOPMENT ASSN.
PLANNING BRANCH
99E MAIN STREET
SALT LAKE CITY, UT 00000
78-369
78-544
79-091
79-063
MAILING LABELS
EEITS No. COPIES
NEEDED
0
78-081 05
O 78-091 02
I
^ 78-369 02
O
O
O
^^1 ^^1
DATE: 02/04/79
O
O
0
O
O
^-7
OUTPUT TABULATION
Figure 5-22. Sample Outputs of Mailing Label Computer Run
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7 * -
O
O
Figure 5-23. Sample Cards for Manual
User Match (Automatic Dissemination)
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5.4.8.3 User MatchEPA-Initiated General Announcements and Publicity
Previous sections of this report have discussed proactive and
repackaged outputs and how they are produced (Section 5.3.2, Proactive Outputs,
and Section 5.4.3, Repackaging Function). Some of these outputs are matched with
users during automatic dissemination procedures discussed in Section 5.4.8.2
above. However, some of these outputs may be disseminated differently. Some
outputs of this type together with mode of dissemination/delivery are:
* Brochures describing EEITS and its services, mailed to all
prospective users, handed out at energy/environment workshops
and conferences, available as a "handout" at the EPA Region VIII
Library
List of energy development projects planned for a given
geographical area (with brief discussion), press release to
local press in that geographical area
Write-up of a recent or prospective energy/environment-related
conference, in the form of an article published in local,
government, public interest press.
It can be seen that the purpose of these kinds of outputs is to publicize or
announce an issue, event, or service but not to a particular user who has indicated
a specific interest. Rather these types of outputs may serve as vehicles through
which EPA can educate and inform larger and more general groups within Region
VIII of EPA priorities, and issues which are judged by EPA to be worth publicizing.
How these outputs may be disseminated by EPA is discussed briefly below.
A. Inputs
(1) Awareness of National Energy Environment Issues
Form and format: Conceptual
Source: Scanning national newspapers, government documents, etc.
(2) Awareness of EPA Region VIII Issues
Form and format: Conceptual
Source: User feedback, personal contact with users, scanning
local press, etc.
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(3) Awareness of National and Region VIII EPA (and EEITS)
Priorities
Form and format: Conceptual
Source: official documents, correspondence, policy meetings, etc.
B. Procedures
(1) Design Products and Dissemination Methods
Since these products serve to further EPA interests and priorities,
all inputs listed above will act as general and specific stimuli to product
design. Actual product development may be performed in the Repackaging
Function, as discussed in Section 5..4.3. First priority should go toward develop-
ing publicity on the EEITS so that prospective users may be drawn into the system.
Contact will be maintained with the office of Public Awareness and Intergovern-
mental Relations (OPAIR) of EPA Region VIII since this office produces many
such products itself and maintains awareness of the priority areas of industry
and environmental groups within Region VIII. Dissemination methods will be
designed at the same time as the products. Included may be any of those methods
listed in Section 5.4.3, B, (1) (c), Type of Format and Delivery (of Repackaged
Information Products).
(2) Disseminate Products
Products should be disseminated according to the designed methods.
It is possible that some EEITS products may be disseminated by OPAIR and other
groups 'and that products from OPAIR and other groups may be disseminated by
the EEITS.
C. Outputs
Form and format and disposition: for examples, see Figure 5-14,
items 3,4,5,9,13,14,15,17 and 19.
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SECTION VI. RECOMMENDED STORAGE MEDIA (TASK 4)
This section addresses the recommended storage media for storing
source information and data and index data, as required by Task 4, Selection
of Storage Media. These media have been selected as an outgrowth of the
system operations specifications, developed in Task 3 and discussed in Section
V. preceding. This section is organized to include the following:
Constraints and assumptions
Storage media options investigated
Recommended storage media
EEITS Search File
Document Storage File
Environmental Data Files
User File
6.1 CONSTRAINTS AND ASSUMPTIONS
AAI has considered the following constraints and assumptions
in selecting storage media for EEITS files.
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A. Coverage of Storage Media
The storage media must cover files for storing source information
and data and index data. (Source: Contract 68-01-4697, Statement of Work,
p. 2.) This coverage thus applies to the following files:
EEITS Search File
New Resources File
Current Resources File
Master Record of System Resources ^ index data
User File
Document Storage File > source information
J 1
Environmental Data Files > data
B. Financial Constraints
The storage media selected must be the most economically efficient
alternative. (Source: Contract 68-01-4697, Statement of Work, p.2.)
C. File Size
Table 6-1 summarizes the size parameters of the 3 files listed
under A. above. (For more detailed file specifications, see Section 5..1,
Selection of Data Bases.)
6.2 STORAGE MEDIA OPTIONS INVESTIGATED
AAI has considered a range of storage media for use in the EEITS.
These are listed below, together with advantages and disadvantages of each.
A. Automated Storage Media
These media include punched (IBM) cards, disk, and tape.
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TABLE 6-1. EEITS
FILE SIZE
File*
New Resources
File
Current
Resources File
Master Record
of System
Resources
Document Storage
File
Environmental . . .
Data Files
User File
Record Size
21 data elements
(maximum)
21 data elements
(maximum)
12 data elements
(maximum)
range from 1 p.
to multi- volume
reports
Not under the conti
19 data elements
(maximum)
Number of Records**
50 (maximum)
600 (maximum)
600 (first year
maximum)
600 (first year
maximum)
Growth**
-
600/yr.
(maximum)
600/yr.
(maximum)
Number of Access Points
10 per record (maximum)
10 per record (maximum)
10 per record (maximum)
One
ol of EEITS i.
400 first year
maximum
20/yr.
(maximum)
9 per record (maximum)
U)
I
* See Section 5.1 for more detailed file descriptions
** Discussion with Project Officer, 1/20/78
-------
Punched cards:
Advantages: Inexpensive to create and update file.
Can be read manually if necessary. Permits manipulation
by computer, resulting in high-speed updating and "massaging"
of file.
Disadvantages: Impractical for very lar^p files, or full
text. Computer processing, if complex and required frequently,
may be expensive. Random access is a problem.
Disk
Tape
Advantages: Practical for very large files with many access
points. Permit manipulation and access (random for disk)
by computer, resulting in high speed updating and manipula-
tion of files.
Disadvantages: Impossible to read manually. Requires
computer run to create and update, which may be expensive.
Computer processing, if complex and required frequently,
may be expensive. May deteriorate over time. Requires
controlled temperature and atmosphere storage.
B. File Storage Media
"File" is used here to refer to index card files (the usual library
"catalog card" files) and variations thereof.
Advantages: tnexpensive to create and update file. May be
duplicated on photocopier or other equipment. No special training
or expensive equipment required to create and access file.
May be designed to permit conversion to machine readable media.
Disadvantages: Can be unwieldy for very large files with a great
number of access points, as one card is required for each access
point. If frequent updates are required, amount of staff filing
time required may offset the inexpensiveness of the medium.
C. Microfilm/fiche
Advantages: Can store large files in a very small space.
Economical to duplicate (film to film or fiche to fiche) and
transport. Materials acquired in this medium are generally
inexpensive.
AAI
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Disadvantages: Requires special equipment, time, and expense
for file conversion (i.e., converting paper copy to film/fiche)
Bifficult to "browse". Requires ready availability of readers/
printers. Likely to meet with considerable user resistance and
probably staff resistance. Users unlikely to have readers/
printers readily available. Blowback equipment* for making
printed copies from film/fiche is very expensive.
D. Library
"Library" is used here to refer to collections of printed materials
(and audiovisuals) arranged in some logical order on shelves or in file cabinets
or drawers.
Advantages: Permits easy and inexpensive storage and retrieval.
No special training or equipment required. Permits "browsing".
Materials may be duplicated on any photocopier.
0 Disadvantages: May be unwieldy and expensive in terms of space
requirements for large files. Permits only one direct access
point, although file can be indexed and accessible through other
files of surrogates.
6 .3 RECOMMENDED STORAGE MEDIA
The storage media recommended by AAI for the EEITS Search File, The
Document Storage File and the User File include a combination of the media
discussed in Section 3.2 above. The Environmental Data Files are currently
held in machine-readable storage by EPA and will not be discussed further*-'-'.
6.3.1 EEITS Search File
There are three subfiles within the EEITS Search File, as shown in
Table 6-1: the New Resources File, the Current Resources File, and the Master
Record of System Resources.
* Equipment which makes paper copies from microfiche documents.
** The contract states that the Environmental Data Files should be incorporated
into the EEITS as currently handled, without modification.
AAI
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A. New Resources File
This file is an index file containing records for new resources
entering the system within the current month only. Thus it is designed as a
very small file with an estimated maximum of 50 records with maximum number
of 10 access points each. Since this file is so small the index card file
medium is recommended as the simplest and most inexpensive alternative. A
maximum of 500 index cards would constitute the file. (50 records x 10 access
points per record = 500 index cards)
B. Current Resources File
This file is an index file containing records for resources entering
the system for the current year (less the current month). This is also a fairly
small file, with a maximum of 600 records, 10 access points each. The index
card file medium is recommended for the New Resources File. A maximum of 6,000
index cards would constitute this file. (600 records x 10 access points =
6,000 index cards, approximately 5 index file drawers.)
C. Master Record of System Resources
This file is an index file designed to cumulate indefinitely references
and access points to EEITS resources. It is expected to grow at a maximum rate
of 600 records per year. If index cards were chosen as a medium for this file
it would grow by approximately 5 index file drawers per year. As a less
cumbersome alternative AAI recommends that this file be maintained in machine-
readable form and updated once a year in a computer run that would produce a
computer-printed list of system resources with an index by access points.
Punched cards are recommended as the initial medium as they are relatively
simple to generate and store. Conversion to tape storage may be a more feasible
alternative at a later date when the file grows to several thousand records.
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6-3.2 Document Storage File
This file stores the source information of the EEITS and is expected
to grow by 600 records (items) per year for a maximum of 3 years (and then
is merged with other existing collections). Since the file is designed to
cumulate for only 3 years, producing a maximum of 1800 records, the "library"
alternative proves feasible and is recommended for this file. The records
(documents) may be easily stored in file cabinets in "vertical file" format.
Microfilm/fiche was rejected as a recommended medium because the
comparative smallness of the file does not justify the lengthy and expensive
conversion required for many inputs and the expensive blowback equipment
necessary to produce the hard copy documents that would ensure user acceptance
of system outputs.
6.3.3 User File
The User File is also a small file with minimum growth potential:
maximum of 400 records the first year, with maximum growth of 20 records per
year thereafter. As the arrangement and access for this file is essentially
similar to the arrangement and access for the New Resources and Current Resources
Files, the index card file medium is again recommended. Since more information
is required for each record, however, (e.g., the user's own statement of needs)
an 8 1/2 x 11" (or similar size) sheet of paper is recommended for use instead
of the index card.
Should this file grow at a pace greater than now anticipated,
consideration may be given to partial or full conversion to machine readable
form with annual or biannual updates.
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SECTION VII. RECOMMENDED ORGANIZATIONAL ARRANGEMENT
FOR SYSTEM IMPLEMENTATION (TASK 5)
This section addresses the requirements of Task 5, Describe the
Organizational Arrangement for System Implementation. Included are descriptions
of the alternatives, as well as the recommended arrangements for the organiza-
tional structure of the information system itself, and the placement of the data
bases and the functional activities within the EPA Region VIII office.
AAI has taken into account two constraints which are presented in
the contract: the recommended organizational arrangement must be
most feasible
most economically efficient
for implementing and operating the EEITS.
7.1 ALTERNATIVES FOR ORGANIZATIONAL ARRANGEMENT
Alternatives were considered for the two concepts comprising an EEITS
organizational arrangement:
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External organization, i.e., where the EEITS fits within
the EPA Region VIII Office
Internal organization
7.1.1 Alternatives for Placement of System Components within the EPA
Region VIII Office
In considering where EEITS should "fit" into the EPA Region VIII
Office organizational structure, AAI considered the following options:
Place the EEITS within (or reporting to) the Office of Energy
Activities (OEA)
Place the EEITS within (or reporting to) the Region VIII Library
Place the EEITS within (or reporting to) the Office of Public
Awareness and Intergovernmental Relations (OPAIR)
Subcontract the operation of the EEITS to another organization
such as the Denver Public Library Regional Energy/Environment
Information Center (RE/EIC) (with an EPA Project Officer within
the Library or the OEA)
Some of the advantages and disadvantages of these approaches are discussed below.
A. Placement Within OEA
Advantages: OEA is the originator of the contract, and would
be expected to have the greatest interest in implementing and
operating the system. Also, the OEA is the only subdivision
in the EPA Region VIII Office with a specific concern for both
energy and environmental issues and their interactioncorres-
ponding to the dual energy-environment focus of the EEITS.
There are, in addition, a number of experts in energy-environment
subject areas in OEA.
Disadvantages: The OEA has undergone a reorganization, and the
information handling components of its functional statement
have been reduced. Moreover, the OEA is not currently set up
to handle information and request processing on anything but a
small scale without additional trained personnel (i.e.,
librarians, file clerks, etc.) or additional physical space.
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B. Placement Within the Region VIII Library
Advantages: The Library is set up for information processing,
with a staff of trained librarians and clerks, with some
subject expertise in environment subject areas. Also, the
Library already has many contacts with outside groups and
within EPA, and could easily publicize an EEITS.
Disadvantages: The library's mission and functional statement
emphasize the Region VIII Office, rather than the Region VIII
Community. The Library also has no energy subject focus.
Moreover, the Library is a part of the Administration Services
Branch of the Management Division, neither of which have
functional goals relating to a region-wide service such as the
EEITS.
C. Placement within the OPAIR
Advantages: The OPAIR is already "tuned in" to the needs and
priorities of potential EEITS user groups in Region VIII, and
maintains many media contacts for disseminating EPA publicity
and information. The staff are geared to researching and writing
press releases and various types of public information documents.
Disadvantages: The same as placement within the OEA.
D. Subcontract to the RE/EIC
Advantages: Same as" placement within the Library.
Disadvantages: The RE/EIC is funded by several agencies, and
thus EPA does not have full control and could not necessarily
ensure continuation of RE/EIC services should any of the other
agencies withdraw their financial backing. In addition, a
subcontract would require additional funding.
7.1.2 Alternatives for EEITS Internal Organization
Two major approaches were considered for EEITS internal organization:
Take a "start from scratch" approach and design a staffing
arrangement assuming positions can be created as needed to
perform system functions.
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Build the EEITS internal structure around existing capabilities
within one or more EPA Region VIII organizational units.
While the first option, if implemented, would ensure a successful EEITS, it
would require creation of new staff positions*, and filling these at standard
GS salary rates. The second option is more economical and efficient, but
would require a carefully designed supervisory structure for the system, and
careful coordination to set priorities and responsibility for all system
components and activities.
1.2 RECOMMENDED EEITS ORGANIZATIONAL ARRANGEMENT
The recommended EEITS organizational arrangement considers both
external and internal organizational structure.
7.2.1 Recommended Placement of Data Bases and Functions within the EPA
Region VIII Office (External Structure)
AAI considered the advantages and disadvantages of the alternatives
discussed in Section 7.1.1 for external system organization. The recommended
arrangement is a blend, combining the advantages of most of the options and
minimizing the disadvantages.
The recommended arrangement segments the system functions and data
bases, and places the responsibilities for the functions and data bases in
different organizational units of the EPA Region VIII Office. This decentral-
ized arrangement is designed to match each EEITS activity with that unit(s) best
equipped at present to perform or hold responsibility for that activity with
a minimum of additional resource outlay in staff and dollars. Table 7-1 lists
system functions and data bases and those activities applicable to some or all
functions, and shows which EPA Region VIII organizational unit would be
responsible under the recommended design. The system as a whole would operate
under the general aegis of the EPA Region VIII Library.
* EPA resources available in the order of most constrained to least constrained
are: Staff, dollars, storage space, and computer support. (Discussion with
project officer, January 20, 1978.)
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TABLE 7-1. EEITS FUNCTIONAL ACTIVITY RESPONSIBILITY
FUNCTIONAL ACTIVITY OR COMPONENT
RESPONSIBLE EPA REGION VIII
ORGANIZATIONAL UNIT
Activities
1. Administration of EEITS and day-to-
day supervision
Library
2. Policy, planning and design (all
functions)
EEITS Management Committee*
Computer programming and
processing (all functions)
OEA, coordinating with Computer
Systems Branch and Data
Analysis Branch
Energy/environment subject
expertise (all functions)
OEA
5. Functional processing procedures
Identification and screening
Analysis, Classification and
Indexing
Repackaging
File Maintenance and Storage
Automatic Dissemination
Demand Requests
User Match
Photocopying and mailing in
connection with all processing
procedures
Library
Library
Library, OPAIR
Library
Library
Library
Library
Library
6. Communication with other systems
and data bases
OEA, Library (others ad hoc)
7. Data Bases
Search File
Document Storage File
Environmental Data Files
User File
Library
Library
Data Analysis Branch
Library
*See Section 7.2.2
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As shown in the table, some activities applicable to all functions are
centralized. Thus the administrative activities are centered in the Library,
which is responsible for all information handling and request processing, with
additional input from OPAIR. The computer processing activities are handled
in the Computer Systems Branch. The "policy, planning and design" activities
which are delegated to an EEITS Management Committee include those in the
following list:
Defining the future direction and scope of the EEITS
(mission and objectives)
Obtaining funding for the EEITS
Updating the criteria for inclusion of EEITS resource
inputs and users
Setting policy on the updating procedures for the EEITS
Controlled Vocabulary
Design of new system outputs (including repackaging)
Updating EPA priorities for EEITS service to various
classes of users
Setting policy as to the extent of resource sharing between
the EEITS and other information systems, both inside and
outside Region VIII
Updating and controlling monitoring and feedback activities
Preparing policy and planning documents such as an EEITS
Annual Report, and annual budgets
Figure 7-1 presents essentially the same information as Table 7-1,
however, in the form of an organization chart derived from the current Region
VIII organization chart. The brackets enclose the responsibilities for the
adjoining organizational unit. Solid lines indicate firm organizational
lines of authority. Broken lines indicate paths of cooperative activity,
coordinated by the EEITS Management Committee. The zig-zag line indicates a
communications link between the EEITS and other systems.
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AAI
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Energy-environment
I
M
ON
I
(subject experts
(all functions)
ACTIVITIES
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1 1
1 ,
I 1 MANAGEMENT SURVEILLANCE
1 1 DIVISION AND ANALYSIS
1 , DIVISION
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omputer / COMPUTER
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ADMINISTRA-
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Search File
Document Storage
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Figure 7-1. Organization Chart: Placement of Data Bases
and EEITS Functions Within the Region VIII Office
Organizational Structure
-------
The manner in which this decentralized organizational design
is to be coordinated and staffed is presented in the following section.
1.2.2 Recommended EEITS Internal Organization
For the design of the EEITS internal organization, the second of
the two approaches described in Section 7.1.2 was chosen: the recommended
design is built around existing EPA Region VIII capabilities. This design
is illustrated graphically in Figure 7-2.
This recommended structure is specifically designed to:
Maximize use of existing staff capabilities within EPA Region
VIII organizational units (thus proving very efficient and
economical)
Provide for supervisory coordination among the decentralized
components of the EEITS (thus making the design feasible to
implement and operate effectively).
As shown in Figure 7-2 the EEITS Management Committee (which has the
responsibility for policy, planning and design of the EEITS components) is composed
of representatives from the primary EPA organizational units responsible for
carrying out the functional procedures of the system, with the Region VIII
Librarian as Chairman (See Table 7-1). In addition, it is suggested that
representatives from the Denver Public Library RE/EIC, WINE, and other groups and
systems attend committee meetings with sufficient frequency to ensure coordination
between the EEITS and other energy-environment information providers.
The representative of the Library, OEA, and OPAIR will each be
responsible for seeing that the designated activities are carried out under the
responsibility of his/her organizational unit as specified in this design.
IiV addition, the OEA representative will act as liaison to obtain services
"froW the Computer Systems Branch and the Data Analysis Branch. Should it be
necessary to modify the organizational arrangement, the committee members can
reallocate resources within the staffs of their respective organizational units
depending on changing needs and priorities. The Librarian, in addition, will
be responsible for representing the EEITS in contact with the EPA Regional
Administrator's Office.
AAI
-------
EPA REGION VIII
LIBRARY
0 Professional
Staff
Library clerks
EEITS MANAGEMENT
COMMITTEE
EPA Region VIII
Librarian
(Chairman)
Director, OEA
Director,
Management
Division*
Representatives
from other
groups (advisory
only)
OPAIR STAFF
Public info
officers
Writers
t> Editors
OTHER
GROUPS AND
SYSTEMS
OEA
Energy
Environment
Subject
Experts
COMPUTER SYSTEMS
BRANCH
Programmers
Computer
Operators
Included on the Committee because the EPA
Region VIII Library is part of the Management
Division.
DATA ANALYSIS
BRANCH
Access points
to Environ-
mental Data
Files
Figure 7-2. Recommended Internal Organizational
Structure of the EEITS
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SECTION VIII. STEPS IN SYSTEM DESIGN, TEST AND
IMPLEMENTATION (TASK 6)
This section presents AAI's work plan, laying out recommended
actions for the detailed design, testing, and implementation of the EEITS,
Included are:
Assumptions and constraints
Implementation steps, by function
Implementation schedule
Resource requirements
- Staff
- Space
Equipment
Computer Time
Purchased Services
Purchased Materials
Recommended system test plan
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AAI
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Sol ASSUMPTIONS AND CONSTRAINTS
AAI has considered the following assumptions and constraints in
defining the steps involved in detailed systems design and implementation.
Scheduling; As much of the system as possible is to
be operational within one year of the date of
commencement of implementation.
Staffing: While staff requirements are discussed in Section 8.4.1
in terms of several full time people, it is to be understood
that EPA may spread the defined positions among several
part-time individuals, who divide up the job functions among
them as may prove expedient.
Equipment and Supplies: Although EPA Region VIII has most
required office equipment and supplies available, all required
equipment and supplies for the EEITS are specified below as if
the system were to be created "from scratch"
Computing Facilities; The following computer facilities are
available at the EPA Region VIII office as of 7/31/78
IBM 370/168 available through remote job entry
Card reader (input)
- Line printer (output)
Processing Volumes: The following represent approximate
maximum volumes for the most important EEITS inputs, outputs,
and services:
- Number of user profiles (first priority users) to be
maintained in system:
200 first year
20 additional each subsequent year
Number of unique system inputs:
600 per year (documents, persons, etc.)
Number of input items to be distributed per year: 600 inputs/
year x 50 (average) number of multiple copies = 30,000 items
- Number of requests per year: 2,400 (estimate based on
average of b requests/year/user, or 400 x 6)
Estimated breakdown:
requests answered by a document-: 1,200
requests answered by referral to expert
person or other source: 600
requests requiring analysis or
synthesis of information: 200 (repackaging)
requests answered by data sources
(SAROAD, STORET, etc.): 200
requests answered by other service
(AV, seminar, EPA consultant, etc.): 200
2,400
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AAI
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8.2 IMPLEMENTATION STEPS
This section lists recommended implementation steps for the
EEITS. Listed first are generalized steps (not tied to any one function)
followed by those steps required to implement specific functions. The
sequence of steps assumes system testing has taken place; but that the majority
of files still need to be created.
8.2.1 Generalized Implementation Steps
A. Select EEITS Management Committee members
It is essential that this step be done first, as then the
Committee may allocate responsibilities and assign tasks
in order to accomplish system implementation. The committee
membership is discussed in Section VII, Recommended
Organizational Arrangement.
B. Establish EEITS Physical Location
It is assumed most EEITS activities will take place and files
will be stored in a central location in the Region VIII office
in Denver. (The desirable square footage is discussed in
Section 8.4.2 below)
C. Arrange for Office Furniture, Equipment, Supplies
Included should be the following items:
Desks
Tables
Bookcases
Typewriters
File cabinets
Card catalog
EEITS stamp and letterhead
Date stamp
Telephone
D. Acquire Appropriate Reference Tools
The EEITS staff will need:
NTIS vocabulary control tools
EEITS Controlled Vocabulary
Appropriate published standards*
EPA authority file tools
Card catalog filing rules
etc.
E.g., Writing Abstracts.
ANSI Z39.14-1971.
American National Standards Institute,
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AAI
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E. Finalize and Reproduce Description of System Procedures
Section V. Specification of System Operations, of this
report may be used as a prototype for an initial procedures
manual.
F. Print Copies of all Forms
AAI assumes these forms could be photocopied on the Xerox 9200
located in the Region VIII office. The forms to be duplicated
include:
User Profile Form
EEITS Resource Input Worksheet
Demand Request Search Form
Mailing Label Input Form
User Address Input Form
G. Acquire and Train Staff
It is expected that most s>':aff will be drawn from personnel
currently employed at the EPA Region VIII office,
H. Arrange for Purchased Services
Three types of support services will be needed:
Keyboarding support
Programmer support
Computer time rental (through Computer Systems Branch)
These services are needed to produce a computer-printed
Master Record of System Resources (Master file of all system
holdings) and the mailing labels for the automatic distribution
service (automated mode of operation).
8.2.2
Identification and Screening Function
For more details on the processing aspects of this and the
following sections, see Section V; Specification of System Operations.
A. Arrange for Scanning of Mail
Mail addressed to OEA, OPAIR, and the EPA Library is
to be scanned for relevant inputs. An individual must
be designated in each group to screen the incoming
general mail.
B. Notify EPA Region VIII Staff of EEITS
It is expected that Region VIII staff in and outside OEA
may prove to be good sources of inputs if they are
requester! to notify the EEITS of likely items and other
sources.
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AAJ
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8.2.3 Analysis, Classification and Indexing Function
A, Purchase Catalog Cards
AAI recommends that the catalog cards for the Search File
be reproduced on EPA's Xerox 9200. Needed for this procedure
are special blank sheets with perforations which may be
separated after reproduction to form catalog cards.
8.2.4 Repackaging Function
A. Write and Disseminate EEITS Publicity
Strictly speaking, this step is not a step in implementation
of this function, but its first assignment. The publicity
should include:
Brochures describing request and automatic dissemination
services
Press releases to Region VIII local press and government
press
This step will ensure that when the EEITS commences operation,
that some of the potential user population will be aware of
its services.
8,2.5 File Maintenance and Storage Function
A. Develop, Test, and Document Programs
Needed are computer programs, to be run on EPA's 370/168 (RJE)
for the twice-yearly production of a computer-printed Master
Record of System Resources.
8.2.6 Demand Request Function
A. Prepare List of Energy-Impacted Communities
This list should be readily available so that EEITS staff
may assign a priority to users who contact the system.
(See Section V.)
8.2.7 Automatic Dissemination Function
Steps required for this service are described under "general"
and User Match steps.
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AAI
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8.2o8 User Match Function
A. Develop, Test and Document Programs
Needed are computer programs to print mailing labels for
the automatic dissemination outputs, and to compute number
of copies needed of each output item.
8.3 IMPLEMENTATION SCHEDULE
This section presents and describes the recommended time schedule
for the implementation steps listed in the previous section. Figure 8-1
gives an overall summary of the recommended time frame for carrying out the
generalized implementation steps and implementing the system functions. As
can be seen on the schedule, all functions should be operational at the
end of 6 months. Figure 8-2 and 8-3 show the specific steps within the
implementation schedule. Specific comments regarding the scheduling of
particular steps and their interrelationships follow.
A. Generalized Implementation Steps
Since these steps are concerned with the fundamental activities
of system location, staffing and support, they are to be
accomplished first, within the first 3 months. The committee
must be selected first; then committee members may assume
responsibility for ensuring completion of other implementation
tasks.
B. Identification and Screening Function
The implementation steps relating to this function may commence
as soon as the Committee is selected. Operation of the
function after two months will ensure a sizeable collection
of resources by system start-up, after the 6th month.
C. Analysis, Classification, and Indexing Function
These steps may be done in parallel with those of the previous
function. Both functions are designed to commence operations si-
multaneously so that as soon as resource inputs enter the
system, they may be processed.
D. Repackaging Function
Publicity for the EEITS should not commence until just before
the system is to be fully functioning. Document abstracting,
however, (not shown on the milestone chart) can commence along
with classification and indexing.
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AAI
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indicates implementation
A ^ indicates operation of function
1
COMMENCEMENT OF IMPLEMENTATI ONj
GENERALIZED IMPLEMENTATION
STEPS
IDENTIFICATION AND SCREENING
FUNCTION
ANALYSIS, CLASSIFICATION AND
INDEXING FUNCTION
REPACKAGING FUNCTION
FILE MAINTENANCE AND STORAGE
FUNCTION
DEMAND REQUESTS FUNCTION
AUTOMATIC DISSEMINATION
FUNCTION
USER MATCH FUNCTION
All System Functions In. operation
k
2
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3
t
k
MONTH
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5
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9
10
11
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Figure 8-1. Implementation Schedule: Summary
-------
A. SELECT COMMITTEE
B. ESTABLISH LOCATION
C. ARRANGE FOR OFFICE EQUIPMENT
AND SUPPLIES
D0 ACQUIRE REFERENCE TOOLS
E. FINALIZE AND REPRODUCE
PROCEDURES
F. PRINT FORMS
G. ACQUIRE AND TRAIN PERSONNEL
H. ARRANGE FOR PURCHASED
SERVICES
1
2
-
_j_
__
-
3
-
__
MONTHS
4
5
6
7
8
9
10
11
12
Figure 8-2. Implementation Schedule: General Steps
-------
indicates implementation
A ^ indicates operation of funct]
1. IDENTIFICATION AND SCREENING
FUNCTION
A. Arrange for mail
B. Notify EPA staff
Begin function operation
2. ANALYSIS, CLASSIFICATION AND
INDEXING FUNCTION
A. Purchase cards
Begin function operation
3. REPACKAGING FUNCTION
A. EEITS publicity
Begin function operation
4. FILE MAINTENANCE AND STORAGE
FUNCTION
A. Develop, test and docu-
ment computer programs
Begin function operation
5. DEMAND REQUEST FUNCTION
A. Prepare list of impacted
communities
Begin function operation
Lon
1
2
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3
A(
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»
MONTHS
4
5
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6
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7
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8
9
10
11
12
(continued)
Figure 8-3. Implementation Schedule: System Functions
-------
indicates implementation
^ $ indicates operation of funct
6. AUTOMATIC DISSEMINATION
FUNCTION
Begin function operation
7. USER MATCH FUNCTION
A. Develop, test, and docu-
ment computer programs
Begin function operation
:ion
1
2
3
MON
4
THS
5
6
L
1
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7
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-~t
f
8
9
10
11
12
Figure 8-3 Implementation Schedule: System Functions (cont.)
-------
E. File Maintenance and Storage Function
As resource inputs are processed and cards are produced,
these items may be filed. Two months, however, are
allotted for design and test of computer programs to
produce the Master Record of System Resources. This program
is designed to be run at the end of the first year (i.e. after
6 months of system operation) and at 6 month intervals thereafter.
F. Demand Request Function
G. Automatic Dissemination Function
These user-directed functions are the last to be
implemented and operational, as sufficient backlog of processed
inputs should build up in order to constitute an adequate
resource collection.
H. User Match Function
Development and testing of the computer programs for producing
mailing labels has been scheduled to overlap by two weeks with
the development of computer programs to produce the Master
Record of System Resources. Thus the programmer who develops
the programs can write one set and while these are being tested
and documented, write the second set. (Three weeks of
continuous effort)
8.4 RESOURCE REQUIREMENTS
This section presents the resource requirements for system
implementation. Types of resources discussed include:
Staff
Space
Equipment
Computer Time
Purchased Services
Purchased Materials
8.4.1 Staff
AAI has characterized recommended EEITS staffing in terms of
full time personnel. However, in actuality, several part-time individuals
could divide up the responsibilities and job activities to satisfy the full
time equivalent requirement.
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AAI
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The following staff positions are recommended for system imple-
mentation (and subsequent operation). (Estimated salaries are given in
Section IX, Estimated Costs,) The requirement for two full time staff
positions (or the equivalent) is based on a rough estimate of time required to
perform system procedures at the level of inputs, outputs, and service
listed in 8.1, Assumptions and Constraints.
A. EEITS Research Analyst
Title: Research Analyst
Reports to: EEITS Management Committee
Major functions:
Performs analysis, classification and indexing
of all inputs
Performs abstracting and repackaging activities
Performs all weeding activities after 3rd year
of system operation
- Fulfills demand requests
Completes user profiles for automatic dissemination
Performs user match (research) for demand requests,
automatic dissemination, and other, repackaged,
products
- Supervises clerk-typist
- Oversees monitoring activities and accounts for
EEITS activities and expenditures to the EEITS
.Management Committee
Educational Requirements
- M.S. in library or information science, or equivalent
- Experience or degree in technical subjects related
to energy/environment topics is desirable.
Experience requirements
At least 2 years experience in library or information
handling, including cataloging, indexing, reference
- Knowledge of Region VIII and current energy/environment
issues
B. EEITS Clerk-Typist
Title: Clerical Assistant and Typist
Reports to: EEITS Research Analyst
Major functions:
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AAI
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Performs identification and screening of inputs
Checks new inputs against files for duplicates
- Labels new inputs to system
Types catalog card masters
Responsible for having printed material photocopied
- Pulls and refiles documents, files documents and
cards, updates all files
- Mails out all items, typing mailing labels when needed
Keeps statistics and logs as directed
Types correspondence, abstracts, other outputs
Educational Requirements
- High school diploma
College degree desirable
Good typing and filing skills
Experience Requirements
At least 2 years experience in an office environment,
typing, filing, etc.
8.4.2 Space
AAI estimates that approximately 200 square feet of floor
space would be needed to house the EEITS. This estimate is based on a
prototype floor plan, which is shown in Figure 8-4. As is seen in Figure 8-4,
an area 12 feet by 16 feet is sufficient to hold two desks, several tables,
and bookcases, seven file cabinets, a card catalog, all which are required
for EEITS activities (see 8.4.3, below).
8.4.3 Equipment
The following furniture and equipment are deemed necessary for
implementation and operation of the EEITS.
General office equipment
- 2 desks
2 tables working and intermediate work
- 2 bookcases holding areas
2 chairs
telephone: 1 instrument with 2 lines
- 2 typewriters
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AAI
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12'
BOOKCASE
TABLE
CARD
CAT.
FILE
CABINETS
:
TABLE
BOOKCASE
DESK
1
TYP
Chair
TABLE
i
Chair
TYP.
DESK
A
Figure 8-4. EEITS Prototype Floor Plan
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File storage equipment
7 5-drawer file cabinets (for Document Storage File
and User File)
35 Pendaflex drawer frames (one per drawer)
1 6-drawer card catalog unit (potential holding capacity
of 6,000 index cards)
Labeling equipment
date stamp
- EEITS identification stamp
8.4«4 Computer Time
Two computer programs are required by EEITS procedures: one to
print a Master Record of System Resources (twice per year), and one to print
mailing labels and perform counts for the automatic dissemination service (once
a month). CPU* times given below are estimated for application on an IBM
370/168.
Master Record of System Resources programs:
CPU time to develop and test: 45 minutes
CPU time to run: 10 minutes (the first year, required
time increases to 30 minutes at the end of the fifth
year as the file grows larger)
CPU time for operation per first year: 20 minutes
(assuming program is run twice a year)
Program to print mailing labels:
CPU time to develop and test: 35 minutes
CPU time to run: 10 minutes
CPU time for operation per year: 120 minutes (assuming
program is run 12 times per year, once a month)
8.4.5 Purchases Services
EEITS purchased services are of three types: (a) Programmer
support (required for the two programs cited in the preceding section),
(b) Keypunching (required for data conversion preliminary to operation of
these programs), and (c) photocopying.
*Central Processing Unit
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AAI
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A. Programmer support
To develop and test Master Record of System Resources
program: 5 mandays
To develop and test mailing label program: 5 mandays
Bo Keypunching (estimated maximum volume)
Master Record of System Resources program
- implementation: 600 cards (program cards)
- operation: 9000 cards first and second year
9600 cards each following year (creation
of file, and file updates)
Mailing label program
- implementation: 1600 cards (program cards plus
creation of initial User Address File)
Operation: 5100 cards per month x 12 =
61,200 cards per year
(inputs to monthly run of program to create
mailing labels)
C. Photocopying
Forms printing
- User Profile Form
initial printing: 1,000 (2 sides)
per year thereafter: 50 (2 sides)
- Resource Input Worksheet
initial printing: 1,000 (4 pages)
per year thereafter: 1,000 (4 pages)
- Demand Request Search Form
initial printing: 3,000 (1 page)
per year thereafter: 3,000 (1 page)
Mailing Label Input Form
initial printing: 1,500 (1 page)
per year thereafter: 1,500 (I page)
User Address Input Form
initial printing: 500 (1 page)
per year thereafter: negligible
Total Pages per first year: 11,000 (initial printing)
Total Pages second and following years: 3,600
Catalog cards:
- printed on 6-up sheets ( 6 cards/sheet), to produce
6,000 cards (10 cards each for 600 inputs): 1,000
pages (per year)
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AAI
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User File
200 records, 10 sheets per record: 2,000 pages
(first year)
- 20 records, 10 sheets per record: 200 pages
(subsequent years)
Copies of items sent to users:
600 items per year, average distribution to 50 users,
30,000 copies, @ 10 pp each: 600 x 50 x 10 - 300,000
pages (per year)
Total Photocopied pages first year:
Forms: 11,000
Cards: 1,000
User File: 2,000
14,000
Total Photocopied pages, second and following years:
Forms: 8,600
Cards: 1,000
User File: 200
Copies of
Items: 300,000
309,800 pages/year
8.4.6 Purchased Materials
The following purchased materials and supplies are required:
Stick-on labels: 600 (per year) for labeling documents)
Catalog card sheets, reproducible masters, 6-up: 150 (per year)
(includes extra for errors, revisions)
Pendaflex 4" box bottom file folders: 250 (total needed)
General office stationary: letterhead, envelopes (franked), etc.
Estimated volume of outgoing mail: 40,000 items/year
-183-
AAI
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SECTION IX. ESTIMATED COSTS INVOLVED IN
IMPLEMENTATION AND ROUTINE OPERATION OF SYSTEM (TASK 7)
The previous section of this report has listed the steps to be
taken and resources required to implement the EEITS. This section presents
costs associated with both this initial implementation, and on-going operation.
Included are:
Key cost assumptions and constraints
System implementation costs (duration of six months)
System operation costs (first five years)
Summary of costs by year
Costs have been estimated by the 6 resource categories discussed in the
previous section:
Staff
Space
Equipment
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AAI
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Computer tine
Purchased materials
Travel and living
Based on discussions between AAI and EPA, AAI understands that much
of the resources required for implementation and operation of the system will
be drawn from EPA's Region VIII support services, with no incremental costs to
the EEITS. However; AAI has shown all significant costs without regard to
whether these would be absorbed or additional costs. (Costs which actually would
be charged to the EEITS are shown in Table 9-2, and discussed in Section 9.5.)
9.1 KEY COST ASSUMPTIONS AND CONSTRAINTS
The following list of key assumptions and constraints, developed
in conjuction with EPA, were made in deriving system costs.
Staff:
Salary is to be estimated based on the current going rate
for personnel with experience and qualifications required
Space:
Space is to be costed at $9.02 per square foot per year
Equipment:
Purchased equipment costs may be estimated from business
equipment catalogs. Telephone is to be costed at $350/year
for 1 instrument with 2 lines.
Computer Time:
Computer time is to be costed on the basis of $30 per minute
of CPU time.*
Purchased Services:
Programmer support: costed at current going salary for a
programmer with two years experience with COBOL and JCL
(overhead, fringe and other such elements have no't been included)
Keypunching: costed at the rates of $75 per thousand cards to
key and verify. Source based on commercial service bureau rates
Photocopying: costed at EPA rate of .03 per page (includes paper
and supplies)
^Consideration was given to basing computer cost estimates on the pricing algorithm
used by COMNET, which EPA uses. However, it was agreed upon by AAI and EPA that
this algorithm was not feasible to apply at this design stage, and therefore AAI
may base the computer cost estimates on current experience with EDP processing
and service bureaus.
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AAI
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Purchased Materials^
Costed from current business and library equipment and supply
catalogs. Mailing costs are not to be given: estimated number
of pieces of mail is supplied in Section 8.4.6.
Travel and Living,:
Travel costs are estimated on the basis of $35 per day, plus
transportation, plus $25 per trip (per person). (EPA travel
allottment)
9.2 SYSTEM IMPLEMENTATION COSTS
System implementation is designed to last over a six month period,
during which various functions become operational at different points in
time within the six months. Costs have been rounded to the nearest $50.
9.2.1 Staff
Since staff are to be hired at the beginning of implementation, costs
have been given for the entire 6 month period.
Position: Research Analyst (one person)
Estimated salary: $21,000 per year
Employment for six months (1/2 year)
$21,000 * 2 $10,500
Position: Clerical Assistant and typist (one person)
Estimated salary: $13,000 per year
Employment for 6 months (1/2 year)
$13,000 * 2 $6>500
TOTAL ESTIMATED IMPLEMENTATION COSTS
FOR STAFF: $17.000
9.2.2 Space
200 square ft. x $9.02 per square foot per year, Rental/
overhead for 6 months (1/2 year)
200 x $12 * 2 $ 900
9.2.3 Equipment
* 2 desks each $150
$150 x 2 $300
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AAI
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2 tables each $75
$75 x 2 $150
2 bookcases each $100
$100 x 2 $200
2 chairs each $100
$100 x 2 $200
Telephone
- one instrument, 2 lines
- service for 6 months (1/2 year)
$350 * 2 = 175 $200
Two typewriters IBM Correctible Selectric
or equivalent, each $850
$850 x 2 &1700
7 steel five-drawer file cabinents each $180
$180 x 7 - 1260 $1250
35 Pendaflex drawer frames each $5
$5 x 35 - 175 $200
One 6-drawer wood card catalog unit
each $150 $150
Date stamp, EEITS stamp negligible
TOTAL ESTIMATED IMPLEMENTATION
COSTS FOR EQUIPMENT $4,350
9.2.4 Computer Time
Master Record of System Resources Program
CPU time to develop and test: 45 minutes
at $30 per minute $1350
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AAI
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Program to print mailing labels : CPU time to
develop and test: 35 minutes at
$30 per minute $1050
TOTAL ESTIMATED IMPLEMENTATION COSTS
FOR COMPUTER TIME $2400
9.2.5 Purchased Services
Programmer support: 10 man days (2 work weeks)
Estimated salary: $19,000 per year
$19,000 * 26 = 730 $700
Keypunching: 2,100 cards at $75 per thousand
$75 x 2.1 - 157 ..$150
Pho to copying:
Forms: 11,000 pages (initial printing)
- Catalog cards: 1,000 pages
User file: 2,000 pages
Total: 14,000 pages each .03
.03 x 14,000 = 420 $400
TOTAL ESTIMATED IMPLEMENTATION COSTS FOR
PURCHASED SERVICES $1250
9.2.6 Purchased Materials
Pendaflex box bottom file folders: 250 at .40 each
.40 x 250 = 125 $150
General office stationary negligible
TOTAL SYSTEM IMPLEMENTATION COSTS $26,050
9.3 SYSTEM OPERATION COSTS
This section presents estimated costs projected over the first
five years of system operation. Costs have been rounded to the nearest $50.
9.3.1 Staff
Staff costs are projected to remain constant over the first five
years.
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Position: Research Analyst (one person)
Estimated salary: $21,000 per year $21,000
Position: Clerical Assistant (one year)
Estimated salary: $13,000 per year $13,000
TOTAL STAFF COSTS PER YEAR FOR OPERATION, YEARS
1 THROUGH 5 $34,000
9.3.2 Space
200 square feet, at $9.02 per square feet per year
$12 x 200 $1800
(space cost is projected to remain constant over
the first five years)
9.3.3 Equipment
Telephone
one instrument, 2 lines
service per year: $350 $350
(telephone cost is projected to remain
constant over the first five years)
EQUIPMENT COSTS PER YEAR FOR .OPERATION,
YEARS 1 THROUGH 5 $350
9.3.4 Computer
Master Record of System Resources Program* Run twice
per year, $30 per minute of CPU time
*As the size of the file increases, computer time to process the file increases
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Year 1: 20 minutes; 20 x $30 $600
Year 2: 25 minutes: 25 x $30 $750
Year 3: 30 minutes: 30 x $30 $900
Year 4: 40 minutes: 40 x $30 $1200
Year 5: 50 minutes: 50 x $30 $1500
Program to print mailing labels, run 12 times per
year, 10 minutes per run
120 minutes per year
$30 per minute
$30 x 120 $3600
TOTAL COMPUTER COSTS PER YEAR FOR OPERATION, YEARS
1 THROUGH, 5:
Year 1 $4200
Year 2 $4350
Year 3 $4500
Year 4 $4800
Year 5 $5100
9.3.5 Purchased Services
Keypunching:
70,200 cards per year, years 1 and 2
$75 x 70.2 = 5,265 $5250
70,900 cards per year, years 3-5
$75 x 70.9 = 5,317 $5300
Photocopying:
Forms: 8,600 pages per year
Catalog cards: 1,000 pages per year
User file: 200 pages per year
Copies of items: 300,000 pages per year
Total: 309,800 pages x .03 = 9,294 $9300
(Photocopying costs are projected to remain constant over
the first five years)
TOTAL PURCHASED SERVICE COSTS PER YEAR FOR OPERATION,
YEARS 1 AND 2 $14,550
TOTAL PURCHASED SERVICE COSTS PER YEAR FOR OPERATION,
YEARS 3-5 $14,600
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9.3.6 Purchased Materials
Stick-on labels: 1000 per year at $4 per
thousand negligible
Catalog card sheets, reproducible masters, 6-up,
1,000 per year at $70 per thousand $100
General office stationary: negligible
(Purchased materials costs are projected to remain constant
over the first five years)
TOTAL PURCHASED MATERIALS COSTS PER YEAR $100
9.3.7 Travel and Living
AAI estimates that a maximum of 25 trips per year to energy
impacted communities within Region VIII may be desirable. In estimating
travel expenses, a trip from Denver to Pierre, South Dakota has been taken
as an average.
Air fare, round trip, Denver to Pierre $120
Per diem one day trip $35
Incidental travel costs $25
per 1 person, 1 trip $180
$180 x 25 $4,500
9.4 SUMMARY OF COSTS BY YEAR
Table 9-1 summarizes the costs presented in previous subsections
of Section IX in tabular format from the period of initiation of imple-
mentation to the end of five years of system operation.
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TABLE 9-1. SUMMARY OF IMPLEMENTATION AND OPERATION COSTS BY YEAR
^\ Time
^sPeriod
Resource\v
Category N.
Staff
Space
Equipment
Computer
time
Purchased
services
Purchased
materials
Travel and
Living
TOTAL
Implementation
(6 months)
$17,000
900
4,350
2,400
1,250
150
~
26,050
YEAR OF OPERATION
12345
$34,000 $34,000 $34,000 $34,000 $34,000
1,800 1,800 1,800 1,800 1,800
350 350 350 350 350
4,200 4,350 4,500 4,800 5,100
14,550 14,550 14,600 14,600 14,600
100 100 100 100 100
4,500 4,500 4,500 4,500 4,500
59,500 59,650 59,850 60,150 60,450
1x3
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9.5 SUMMARY OF COSTS BY EPA ORGANIZATIONAL UNIT
Of the seven resource categories for which costs are presented above,
several are directly charged to the EEITS, several to the EPA Region VIII office,
and the remainder to EPA Headquarters:
Staff: directly charged to the EEITS
Space: charged to EPA/HQ
Equipment: EPA Region VIII Office
Computer Time: EPA Region VIII Office
Purchased Services: EPA Region VIII Office
Purchased Materials: EPA Region VIII Office
Travel and Living: directly charged to the EEITS
Table 9-2 presents the same total costs as Table 9-1 (for EEITS
implementation and operation over a five year period), but breaks these costs
by the responsible EPA organizational unit.
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TABLE 9-2. SUMMARY OF IMPLEMENTATION
AND OPERATION COSTS BY EPA ORGANIZATIONAL UNIT
^\^ Time
^^\Period
EPA ^v.
Org. Unit ^-\^
EPA/HQ
EPA Region VIII
Office
EEITS
TOTAL
Implemen-
tation
(6 Months)
$ 900
8,150
17,000
26,050
Year of Operation
1
$ 1,800
19,200
38,500
59,500
2
$ 1,800
19 , 350
38,500
59,650
3
$ 1,800
19,550
38,500
59,850
4
$ 1,800
19,850
38,500
60,150
5
$ 1,800
20,150
38,500
60,450
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SECTION X. MONITORING, EVALUATION, AND
ACCOUNTING PROCEDURES (TASK 8)
This section addresses the requirements of Task 8 of the contract,
'and describes procedures to monitor and evaluate the effectiveness of the
system, and procedures to account for the costs of operating the system.
These requirements may be restated in the following manner:
Determine system effectiveness
- How much work is the system doing? (quantity)
How good is the work? (quality)
Determine operating costs
How much is it costing us to do the work?
When effectiveness and costs are measured, this information may be used in
management, policymaking and planning to reallocate resources towards a more
effective system. The following sections list and describe recommended
monitoring parameters. These parameters are summarized in Section 1.8.1.
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10.1 DETERMINE SYSTEM EFFECTIVENESS
System effectiveness, (quantity and quality), is measured by two
general methods:
Collecting internal feedback
Collecting external feedback
This section describes how internal and external feedback may be (a) collected
and (b) used to evaluate system effectiveness. AAI recommends that feedback
be collected and analyzed quarterly for the first two years, then yearly.
10.1.1 Collecting Internal Feedback
Internal feedback comes as the result of the system's systematically
monitoring its own activities at key internal processing points. AAI recommends
that the following internal information be collected about the EEITS. The
processing forms described and illustrated in Section V provide the basis for
these procedures.
(A) Input and Processing
Number of resource inputs entering system
Processing point: Identification and Screening Function
Purpose: Assess input quantity
- How collected: Count of the number of Resource Input
Worksheets initiated during the designated time period
(date is given on the Worksheet)
Number of resource inputs indexed and filed
Processing point: File Maintenance and Storage Function
Purpose: Determine how many items are actually processed,
versus how many are initially selected (above), assess
workload
How collected: Count of the number of Worksheets completed
during the time period ~
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Number of terms added to the EEITS Controlled Vocabulary
Processing point: Analysis, Classification and Indexing
Function
Purpose: Determine new subject areas in system inputs
How collected: Compare old edition of vocabulary with
new edition
Number of abstracts written
Processing point: Repackaging Function
Purpose: Assess workload
How collected: Determine from Part II of the Worksheet
(indicates if abstract should be written)
A number of other, more complex types of counts may be taken, including the
following:
Range or average of index terms assigned per resource input
Number of resource inputs in each subject area
Number of resource inputs in each format
These counts may all be taken from the completed Resource Input
Worksheets. Since Part III of the Worksheet doubles as a keypunch form for
later processing, it would be possible to keypunch the cataloging and indexing
information quarterly and compile these and other types of statistics by
computer. What is recommended as more feasible (at this stage) for the
EEITS, however, is a more informal method. Several dozen Worksheets may be
chosen randomly, and the index terms, subject areas, and formats analyzed
for these and projected for the whole. There would also be value in simply
leafing through the worksheets, noting trends and ranges of the data elements.
(B) Output
Number of demand requests entering system
Processing point: Demand Requests Function
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Purpose: Assess workload; determine effect of EEITS
publicity
How collected: Count of Demand Request Search Forms for
designated time period
Time range/average time to respond to a query
- Processing point: Demand Requests Function
Purpose: Determine response/turnaround time of system
How collected: Difference between the dates at the
beginning and end of the Demand Request Search Forms
Percent "successful"* demand request responses
- Processing point: Demand Request Function
Purpose: Assess "hit rate" of system
How collected: From Part III, "Search Results," of
Demand Request Search Form
Number of current users and new users receiving automatic
dissemination
- Processing point: Automatic Dissemination Function
Purpose: Assess effect of EEITS publicity, workload
How collected: Count new user profiles, total number
of profiles in User File
Average number (or range) of documents sent on automatic
distribution to users
Processing point: Automatic Dissemination Function
Purpose: Identify heavy users; assess general patterns
of the use of the service
How collected: Count number of EEITS numbers per user
number on EEITS Mailing Label Input Form (Figure 5-22)
(could be done by sampling)
Number of copies made of each document
*A "successful" response to a request is defined here as a response to which
the user clearly expresses satisfaction.
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Processing point: Automatic Dissemination Function
Purpose: Determine which documents are requested most
How collected: Compile tabulations from the Output
Tabulation Print of the mailing label computer runs (Figure
5-25) (Could be done by sampeling)
Other, more complex variables which maybe counted include:
Types of action taken on requests (number of bibliographies,
documents sent, etc.)
Formats preferred by requestors and users (for both demand
requests and automatic dissemination)
Subjects preferred by users (for both demand requests and
automatic dissemination)
Again it is recommended that either the Demand Request Search Forms
and User Profiles be sampled to take the above counts, or that an informal
overview of the forms be done.
Figure 10-1 illustrates what a prototype reporting form might
look like, which contains the information described above.
10.1.2 Collecting External Feedback
Enternal feedback consists of qualitative and subjective user
reactions to the system: reactions to existing products and services, and
reactions to simply interacting with the system (sometimes in requesting new
products and services). External user feedback may be solicited on a
continuing or periodic basis. Unsolicited feedback may also be received.
Ways the EEITS may collect and record user feedback are described below.
A. EEITS Demand Request Search Form (Figure 5-19)
This form provides a place to record user comments, and directs
the EEITS to solicit comments and opinions. This form will act continuously
as a medium for capturing both solicited and unsolicited user feedback.
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EEITS QUARTERLY REPORT
Jan. 1, 1980-March 31, 1980
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
Number of inputs:
Number of inputs processed:
(Comment: 7 were duplicates)
Number of terms added to controlled
vocabulary: (See attached list)
Number of abstracts written:
Range of t£rms assigned per document
- Average (based on sample)
Top 5 subject terms assigned:
(based on sample)
Top 5 formats of inputs:
(based on sample)
Number of demand requests:
Time range to respond to requests:
- Average time: (based on sample)
Percent "successful" responses
(based on sample)
Number of profiles in system
New profiles
137
130
5
51
1-6
2
Air quality
Water quality
Air pollution
Solid wastes
Financing
Technical reports
Legislation
Standards
EIS
Bibliographi &?
201
1- 10 days
2 days
82%
158
5
Figure 10-1 Prototype Quarterly Internal Feedback Report
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EEITS QUARTERLY REPORT
Jan. 1, 1980-March 31, 1980
INTERNAL PROCESSING COUNTS
L. Range of documents sent on
automatic distribution:
Average: (based on sample)
M. Number of copies made: most
popular documents (top 10)
(based on sample)
N. Types of action most frequently
taken on requests: (based on
sample)
0. Top 5 formats preferred by
users: (based on sample)
P. Top 5 subjects preferred by users:
(based on sample)
_. , . . ... ..
1-25
2
78-101 79-436
78-306 79-500
79-002 79-531
79-081 80-002
79-093 80-031
Provided reference to
document
Sent document
Referral to other
organization
Bibliographies
Summaries
Directories
Abstracts
Legislation
Air quality
Solar energy
Financing
Environmental impacts
Socioeconomic impacts
Figure 10-1 Prototype Quarterly Internal Feedback Report (Continued)
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B. EEITS User Opinion Form
Figure 10-2 illustrates a User Opinion Form which may be used to
solicit user feedback on a periodic basis. This form (together with a return
mail franked envelope) may be sent to users who are being sent responses to
their demand requests, and to users who receive materials or automatic
distribution. The form may be sent with all outputs (not all will be returned),
or with all outputs during, say, one month out of the quarter.
C. EEITS Uspr Interest Profile Form (Figure 5-20)
All users with registered profiles in the User File should be
requested to update their profiles twice per year. A new User Interest Profile
Form (together with a copy of the old profile, a cover letter, and a franked
return envelope) is sent to them for the purpose of this update. The revised
profile replaces the old profile in the User File. In addition, the form
also provides space for comments from users.
Feedback may be tabulated and summarized from the three forms
mentioned above. Depending on the quantity of date, all feedback may be
analyzed, or samples may be taken. The following is a recommended outline
for tabulation:
1. Number of Demand Request Search Forms with comments
2. Number of User Opinion Forms
3. Number of Profile Forms with comments
4. Total
5. Sample size analyzed (if sample is used)
6. Number of "negative" comments
Type: Format
Subjects
Long delivery time
Difficulty in access etc.
7. Positive comments, types (list by major type)
8. New products/services suggested
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EEITS User Ooinion Form
Please Cake a feu minuses to complete this form, and give us your opinion
of EEITS products and services.
Date
Name (opcional)
Was infonnacion supplied to you what you wanted?
Yes No Whv noc?
Was the information in the form you wanted?
Yes No What form did you want?
Were Che subjeccs what you wanted?
Yes No WhaC subjeccs did you wane?
Other cooments (add a separate sheet, if necessary)
Thank you! Please Recurn in enclosed franked envelope
Figure 10-2 EEITS User Opinion Form
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10.1.3 Using Feedback To Measure System Effectiveness
At the end of the quarterly period, the EEITS Management may be
supplied with:
Quarterly Report of Internal Processing Counts
Tabulation of user feedback
Copies of actual user feedback
Demand Request Forms with comments
User Opinion Forms
Profile Forms with comments
This section describes how this information may be used to assess effectiveness,
of the EEITS, through quantity and quality.
A. Quantity
There are two uses for measurements of quantity: to judge if
the scope of their system is the same or different from previous assessments,
and to reallocate resources or redesign parts of the system if the change
should be great enough to justify it. More specifically, the EEITS was
originally designed to handly a maximum of 600 inputs a year, and satisfy
approximately 400 user groups. The subject scope of the system as reflected
in the Controlled Vocabulary, was designed to cover energy-environment topics.
Quarterly counts of inputs, users, and terms added may indicate variance from
this scope, however, If number of users remains very low, the system is not
effectively transmitting information to all of Region VIII. If the number
of inputs far exceeds the projected 600, the system may lose effectiveness
in retaining too much diverse information, and in diverting too much staff
time to processing (rather than providing outputs to users). Management
review of these factors may then lead to such decisions as increasing
publicity and user education (to increase the number of users) and revising
input criteria and increasing staff (to controll input quantities while
improving service delivery).
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Quantity measures may also be used in assessing costs of system
operation, as discussed in Section 10.2.
B. Quality
The EEITS may be operating within the projected scope and with
the estimated number of inputs and users. However, if the products and
services of the system are not of the quality needed by the user, system
effectiveness again drops. The most obvious indicator of product and service
quality is user feedback - positive comments; negative comments; how many of
each; how the users would like the system improved, how many users continue
to use the system over a period of time.
Internal processing counts can also be used to measure quality,
though indirectly. Specifically, there should be some correlation between
subjects and formats of system inputs (items F and G on Figure 10-1) and
subjects and formats of user preferences (items 0 and P on Figure 10-1).
If the system is not acquiring what the users need, quality products can
not be produced efficiently, and the system is not being effective.
In summary, internal and external feedback can provide EEITS
Management with information on the quantity and quality of EEITS services,
from which system effectiveness may be assessed. Equally important, this
information indicates to management where corrective action may be taken
in order to improve quality, quantity, and system effectiveness.
10.2 DETERMINING OPERATING COSTS
The most effective system ever designed and implemented will not
long endure if costs cannot be determined, or if costs are too high for
continued operation. The EEITS must track its costs as they accrue, and
report them quarterly just as it must track and report its effectiveness.
Costs of operating the system may be accounted for by utilizing
the seven categories of costs presented in Section IX:
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Staff
Space
Equipment
Computer time
Purchased service
Purchased materials
Travel and living
Within each of these categories are fixed costs and variable costs. Fixed
costs are costs which can be predicted in advance, (e.g., salary of major
personnel, space rental). Variable costs depend on number of inputs, products,
level of service, (e.g., photocopying, keypunch service, travel expenses).
AAI recommends that EPA monitor EEITS costs, both fixed and variable
as they accrue, for the 6 areas listed above and report them on a quarterly
basis. The EEITS Research Analyst should keep records of all these costs
and submit them to the Management Committee quarterly (Cost elements
unknown to the Research Analyst may be obtained by the Management Committee.)
Figure 10-3 illustrates a sample cost reporting form. A sheet should be
attached explaining the basis for costing (similar to Section 9.1 of this
report) and appropriate explanations and receipts should also be attached.
Costs submitted quarterly should be reviewed concurrently with
the review of system effectiveness, as the two sets of data are interrelated.
Addition of many new users to the automatic dissemination service, for example,
should correlate to higher computer costs for the mailing label program,
and higher photocopying costs. What the new users think of the service
should be revealed in the user feedback tabulation. Then the Management
Committee can relate the increased costs to the quantity and quality of
service, and plan accordingly, deciding then to cut back the service, or
divert more funds towards supporting it.
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WJUJVLH Avimin
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EEITS COST REPORTING FORM
Time period:
^^~"~~~^~^COST
COST CATEGORY ~~~~--~^_
1. STAFF
A. Salary, full
time personnel
B. Part-time
assistants
2 . SPACE
3. EQUIPMENT
4. COMPUTER TIME
A. Book catalog
program
B. Hailing label
program
5 . Purchased svc .
A. Programming
B. Keypunching
C. Photocopying
6. Purchased Materials
7. Travel and living
TOTAL
(Quarter)
FIXED COSTS
Prepared bv:
VARIABLE COSTS
TOTAL
Figure 10-3 Sample EEITS Cost Reporting Form
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SECTION XI. DESCRIPTION OF
SYSTEM TESTING (TASK 9)
As required by Task 9 of the Contract, System Testing, AAI tested
the EEITS under actual situations (to the extent possible) for a period of
one month, from August 1 through August 31, 1978. This section describes:
System Test Methodology
Test Results
- For each function
o Activities performed
o Work rates*
o Products
Problems encountered
Discussion
* Work rates are given for AAI personnel, since no EPA personnel were available
to be trained for the system during the test. These rates do not reflect a
"learning curve," since AAI personnel were already familiar with system
procedures.
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11-1 SYSTEM TEST METHODOLOGY
Methodology for the system test was designed to come as close to
"real life" as possible, in that actual documents and other inputs were used
to create the files, against which real queries and profiles of real users
were passed to develop test outputs.
11.1.1 Test Environment
The test ran for one month, as stipulated by the contract. AAI's
test plan allowed for approximately two weeks of the test to be conducted in
AAI's Philadelphia office. During this period forms were typed and reproduced,
EEITS "mini-files" were set up, and the test system was implemented and run
by AAI project personnel.
The latter test period of two weeks was conducted at the EPA Region
VIII Office in Denver. All files and work in process were shipped to Denver,
accompanied by the AAI project team. The system was set up in the EPA Region
VIII Library and run with AAI providing the professional expertise and EPA
providing clerical support. AAI held a series of briefings at periodic intervals
to acquaint EPA personnel with the operational system.
The test was devised in this manner for the following reasons:
The first period at AAI allowed project personnel to "debug"
the system with the full resources of AAI's office support
system (secretarial help, professional indexers, abstractors,
etc.)
The second period in Denver allowed EPA to become fully
acquainted with an operational system and provide feedback
11.1.2 Functions to be Tested
All functions and procedures described in Section V of this report
were tested, EXCEPT:
Weeding procedures (Section 5.4.4.2)
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Procedures involving computer programs. (In some instances,
computer procedures were simulated manually)
Seminars, conferences and visits as EEITS outputs.
11.1.3 Test Inputs and Outputs
Inputs to the system test were supplied by EPA in advance of the
date of test start-up. These inputs included:
Sufficient information about 10 actual potential system users
to permit creation of user profiles
10 actual queries (additional queries were input when the system
was in test operation at Denver)
Approximately 50 documents of assorted types, including EPA
technical reports
Sufficient biographical information about at least 5 of the
technical experts in the OEA to permit creation of EEITS
Search file records about them.
Additional inputs were gathered by AAI from directories of
energy-environment information sources, and other documents were provided by
EPA during the Denver phase of the test.
Output from the system test included:
Responses to queries submitted
Automatic dissemination products (created by matching the 10
user profiles against the resources)
Abstracts
11.1.4 Test Monitoring and Evaluation
Throughout the test (during both the AAI and EPA phases), AAI collected
the following monitoring information:
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Work rates for performing each function and major components
of functions, e.g.,
Time required to classify and index an input
Time required to produce an abstract
Time required to respond to a query
Time required to match user needs against resources
in order to create an automatic dissemination product
Sample outputs of each function and major procedure, e.g.,
completed forms at various stages
All system test outputs
Any problems and comments, collected from AAI and EPA personnel
This monitoring information was analyzed according to two scales:
Quantity: can the system produce outputs within projected
expenditures of staff and other resources? Can procedures
be learned and carried out efficiently? Is the "turnaround
time" reasonable for query response? Can the system respond
satisfactorily to all queries?
Quality: is the EEITS Controlled Vocabulary sufficient to
encompass the scope of test inputs? Are resources input to
the system test useful in producing test outputs? Are the
system test outputs of satisfactory quality?
11.2 TEST RESULTS
All functions of the system were tested. This section describes
the procedures performed, actual work rates, and products (including sample
system outputs) for each function.
11.2.1 Identification and Screening Function
A. Procedures performed
Identification and screening for test inputs was performed by the
EPA Region VIII Librarian, since test inputs were all provided by EPA.
(The AAI team filled out Part I of the Resource Input Worksheet before classifi-
cation and indexing.) Other test inputs were provided by OEA personnel.
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B. Work Rates
As these activities were performed by EPA in advance of the test, no
information was obtained on time required to select inputs.
C. Products
Approximately 130 inputs of various types were selected by EPA for
the test. Categories of inputs included:
Abstracts
Bibliographies
Directories
Handbooks
Information Centers
Legislation
Management Reports
Organizations
Statistics
Summaries
Technical Experts (people)
Technical reports
11.2.2 Analysis, Classification and Indexing FunctJons
A. Procedures Performed
All inputs mentioned in Section 11.2.1 above were analyzed, classified
and indexed according to system procedures. The EEITS Controlled Vocabulary
was augmented as needed to index the inputs. (The final augmented vocabulary
is included in Appendix G.) Inputs were then marked with EEITS number, EEITS
name, and date. Master sheets were typed for reproduction of catalog cards.
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B- Work Rates
Approximately 20 minutes were required to analyze, classify and index
a typical input. Approximately 5 minutes were required to type a typical catalog
card master.
C. Products
Products from this function were of three kinds:
Completed EEITS Resource Input Worksheets (See Figure 11-1
for an example)
Typed master sheets of catalog cards (See Figure 11-2 for an example)
Labeled inputs (See Figure 11-3 for an example)
11.2.3 Repackaging Function
A. Procedures Performed
Approximately 40 abstracts were either extracted from or written
for documents input to the EEITS.
B. Work Rates
Abstracts extracted: about 10 minutes were required per
document to evaluate, photocopy and process an abstract
contained in a document.
Abstracts written: approximately 20-30 minutes were required
to write an original abstract for a document.
C. Products
A representative abstract is illustrated in Figure 11-4.
11.2.4 File Maintenance and Storage Function
A. Procedures Performed
Typed catalog card masters were photocopied on the sheets of catalog
card stock which were then separated and individual access points underlined.
All cards were then filed alphabetically by access point.
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EIITS SESorocE nmrr WORKSHEET
PART I. Identification and Screening Date_
1. Type of resource input: Publication *
Audiovisual
Group, ays ten, data base_
. Project, research
Person_
Otb«r
Event
2. Title/pane:
3. General subject area(s):
(») Energy topics (fuels, technology, conservation, etc.)
(b) Environmental topics (air, water, ecology, sewage/wastes, aniaal,
plant life, etc.) ^/
Cc) Social/economic issues (population, housing, financial, medical,
etc.)
(d) Information about any of the 6 Region Till states.:
Colorado H. Dakota Utah
Montana
S. Dakota
Wyoming^
(e) Other. (describe)
PAST II. Analysis
Date
Naae
ff
1. Does resource input belong in SEITS? yes
2. Are any aspects of special significance to EETTS users? Any group of users?
3. Should resource input be classified/indexed? yes \S no (explain, if
no)
4. Should resource input be repackaged into an abstract or sucaary?
(raEatracJ/alr1a1 Bry may be extracted, pp. : *?*^ ^ /*"
Abstract/summary should be created '
. Should resource input be repackaged into another information product such as
a list, synthesis, etc.? ^
6. Need nore inroraation? yes_
1. Comments:
Figure 11-1. Completed EEITS Resource
Input Worksheet
-214-
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lilts RESOURCE IHPUT WORKSHEET
Part III. Classification/Indexing Date: f/3//7Y Name:_
1. Information about physical resources (publications and A/V)
EEITS No.:
Title:
(con't)
(con't)
Author:
Source:
(con't)
I 0 2
78
/P-
(1) |0 3 [
7 7
(2)
(con't)
Date: 1° S| // / 76 Length:
(ao/yr) 789 13 31
Report No.
(con't)
^
-------
Subjects: (1)
(2)
(3)
(3)
(6)
I 0 8 |
7 8 9
Z-n
iX / /
IQ9I
789
LL2J _
739
(Resource type: write in one below)
Technical report
Textbook
Handbook
Management report
Legislation
Guidelines /standards
Directory
Statistics
EIS & revievs
Technical data Film
Newsletter
Bibliography
. Abstract (3)
Summary
Pamphlet/brochure
Microfiche
Audiotape
Fhonodlsk
Slides
Other (specify)
789
80
80
30
Tech. Level:
Connents:
(con't)
(con't)
(con't)
In EEITS:
Location:
46/
LLU _
789
LiJLl _
789
ll 4 | Pit I 2,1 17 f
789 25
Last Update:
27
SO
80
80
42
80
Figure 11-1. Completed EEITS Resource
Input Worksheet (cont'd)
-216-
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CO
('
^1
ElilTS No.: 78-126 BIBLIOGRAPHY WITH ABSTRACTS
Title: EPA Publications Bibliography
Source: US EPA, Office of Planning and
Management, Washington, DC
Date: 1970
Available From NTIS
Subjects: Energy-Environment Information
(continued)
o
7B-126 Card 2
Tech. Level: N/A
In EEITS: B/31/78
O
EEITS No.: 78-127 MANAGEMENT REPORT
Title: Region VIII FY '77 Comprehensive
Energy-Environment Program
Accomplishment Plan
Source: US EPA/Region VIII
Date: 5/78 Length: 63p.
(continued)
s~\
78-127 Card 2
Summary in EEITS
Subjects: Energy/Environment Policy and
Planning, Energy/Environment Research,
Region VIII
Tech. Level: Non-Technical
In EEITS: 8/31/78
O
EEITS No.: 78-125 ABSTRACTS
Title: Fiscal Year 1975 Health and Environ-
mental Effects Research Program
Abstracts; Interagency Energy-Environ-
ment Research and Development Program
Report
Author: Dlxon, K.
(continued)
O
78-125 Card 2
Source #1 US EPA/OKD/OEMI, Washington, DC
Source 02 VITRO Laboratories, Silver Spring, MD
Date: 11/76 Length: 377p.
Report No.: EPA 600/7-76-025b
Subjects: Energy/Environment Research
Environmental Impacts
Tech. Level: N/A
In EEITS: 8/31/78
r^
\>
Figiue 11-2. Typed Master Sheet of Catalog Cards
-------
EPA-430/9-76-003
TECHNICAL REPORT
DIRECT ENVIRONMENTAL FACTORS
AT MUNICIPAL WASTEWATER
TREATMENT WORKS
Evaluation and Control of Site Aesthetics,
Air Pollutants/ Noise and Other Operation
and Construction Factors
\
January 1976
U.S. ENVIRONMENTAL PROTECTION AGENCY
Office of Water Program Operations
Washington, D.C. 20460
EPA/Region VIII
Energy-Environment Information
Transfer System
MCD-20
Figure 11-3. Labeled Input
-218-
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Title:
Author:
Source II
Source 112
Report No.
78-007 Card 2
Abstract In EEITS
Subjects: Solid Wastes, Environmental Impacts
Tf>rh. I.pvpl: Mr»,l
EEITS No. : 78-007
TECHNICAL REPORT
Environmental Assessment of Waste-to-
Energy Processes: Source Assessment
Ananth, K.P.
Midwest Research Inst., Kansas City MO
US EPA/ORD, Industrial Environmental
Research Lab., Cincinnati, Oil
Date: 8/77 Length: 78 p.
EPA-600/7-77-091
Available From EPA/ORD, Cincinnati, OH
(continued)
o
ol
y
ABSTRACT
This report was prepared for the Industrial Environmental Research Lab-
oratory-Cincinnati under EPA Contract No. 68-02-2166, Environmental Assess-
ment of Waste to Energy Processes.
The program has the overall objective of identifying environmental im-
pacts which might result from waste-to-energy conversion processes. These
processes are categorized, on a generic basis, as: (a) waterfall incinera-
tors; (b) combined firing systems; (c) thermochemical (pyro'vsis) processes;
(d) hog-fuel boilers; (e) biochemical systems; and (f) advanced combustion
systems such as the CPU 4-00.
This source assessment document is the first publication on the subject
program and it is intended to present what is currently known on emissions
and emission control techniques in waste-to-energy conversion systems. This
report discusses constituents in solid waste primarily with the idea of il-
lustrating the diverse nature of Che feedstock used in such systems. Also
presented is an environmental impact analysis based on the contribution of
each waste-to-energy conversion system to criteria and other major pollutants.
Where emission data were lacking, engineering judgment was used to identify
probable levels. A simplified methodology for a preliminary environmental
assessment is illustrated. An overview of each of the waste-to-energy con-
version systems including their pollution potential and applicable control
technology is also contained in this document. The status of such systems
as well as their locations, capacities and processing steps involved is iden-
tified, to the extent possible*
EPA/Region VIII
Energy-Environment Information
Transfer System
figure 11-4.
EEITS Document Abstract
-219-
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Labeled resources (and abstracts) were filed sequentially by EEITS
number.
B. Work Rates
Approximately 5 minutes were required to separate one set of cards,
underline the access points, file the cards and file the document.
C. Products
Two products were produced:
New Resources (card) file (see Typical cards, Figure 11-5)
Document Storage File
11.2.5 Communication With Other Systems and Data Bases
A. Procedures Performed
All systems and data bases described in Appendix F were cataloged
and entered into the EEITS.
One query received by the EEITS was referred to one of these systems,
the EPA/Region VIII Library. See Figure 11-6.
B. Work Rates
Not applicable
C. Products
Records in the EEITS Search File for cataloged and indexed
systems and data bases
Query response utilizing these references (e.g., Figure 11-6)
-220-
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78-022 Card 2
Comments: Directory of Individuals Responsible
fnr Prnlpcts Conducted within the
EEITS No.: 78-022
DIRECTORY
Title: Who's Who II In the Inceragency
Energy/Environment R&D Program
Source: US EPA/ORD/OEMI, Washington, DC
Date: 10/76 Length: 18 p.
Available From Source
Subject: Energy/Environment Research
Tech. Level: Non-Technical
(continued)
78-032 Card 2
Comments: On-line searches of more than 70
data bases, document delivery and
EEITS No.:
Name:
78-032 INFORMATION CENTER/SYSTEM
Environmental Research Center
Library
Affiliation: US EPA, Environmental Research
Center, 26 West Saint Clair St.,
Cincinnati, OH 45268
Phone: (513) 684-7701.
address above.
Subject: Energy/environment infoi
Tech. Level: All levels
o
78-019 Card 2
Subjects: Land Use, Montana
Tech. Level: Non-Technical
EEITS No.; ?a-0]9
Title:
TECHNICAL REPORT
A Study of Federal Land-Use Planning
In Energy-Impacted Areas; The
Decker-Birney Planning Unit in MT:
Final Report
Source ffi Woodward-Clyde Consultants, San
Francisco, CA
Source l>2 US EPA, Washington, DC
Date: 12/77 Length: 137p., appendices
Summary in EEITS
(continued)
o
78-011 Card 2
Comments: Printed for the use of the Senate
Committee on Environment and Public
Works
EEITS No.:
Title:
Author:
Source:
78-011
LEGISLATION
The Clean Air Act as Amended August
1977 (42 U.S.C. 1857 et seq.)
(Committee Print)
US Congress
USGPO
1977 Length: 185 p.
No. 95-11
ble USGPO
llution. Air Quality,
ation
(continued)
O
Figure 11-5. Sample Catalog Card Masters
-221-
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PAST I. '.'ser-rus-alied Information
Requestor naae:
Title:
Affili
Org. subdivision:
Office address:
1
EW OfljVL
PART IT. Search Strategy
Subject terms: \
'
\^J
Technical level (s):
Action''directive: (.Supply iteawiaformation
Supply reference/referral
Perform analysis/interpretation
Arrange vis it.'seminar
Consents :
PAST III. Search Results
Action directive successful (dascribe)_
Other action taken (describe) , jVg./n/-
/ /
Connects :
(/
Figure 11-6. Query Referred to Another System
-222-
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11.2.6 Demand Request Function
A. Procedures Performed
Thirteen actual queries were put to the EEITS: 11 queries received
prior to the test performed in Philadelphia, and two "live" queries- which were
received during the test performed at EPA in Denver. For all queries, the
user priority was determined, a search strategy was developed, and references
were located which would satisfy the query.
B. Work Rates
Approximately 20 minutes were required to respond to a typical
test query.
C. Products
Figure 11-7 illustrates a typical query and response.
11.2.7 Automatic Dissemination Function
A. Procedures Performed
EPA provided sufficient information about 10 potential EEITS users to
enable AAI to complete 10 User Interest Profile Forms. Then the interests
expressed on these forms were matched against the EEITS Search File. Matches
were found for 9 out of the 10 users.*
B. Work Rates
Approximately 15 minutes were required to look through the Search
File to obtain references matching the interests of an individual user.
C. Products
Completed User Interest Profile Forms for 10 potential system
users (see Figure 11-8 for a typical form)
Documents and referrals from the EEITS Search files which
correspond to the interests expressed on the Profile Forms
(See Figure 11-9 for the outputs of a typical match).
*The tenth user requested information in only one subject area: transportation.;
no documents about transportation were entered into the EEITS files during
the test.
-223-
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EEITS DEMAND REQUEST SEARCH FORM
PART I. User-Supplied Information
Requestor name:
/??&*
Title:
Affiliation:
<*.£
Org. subdivision:
Office address:
Office telephone:_
Priority:_
Narrative description of query:
?ART It. Search Strategy
Subject tenna;
Form«ts :
it v/
Technical level(s):
Action1 'directive: Supply
7g'-ao3. '
Perform (Analysis /interpretation tA
.
Comments :
Arrange \^3it/3«ainar
^
&ST/7S as/a'''/ tfaSef rrl£<-t
PAST III. Search Results
Action directive successful (describe)_
Other action taken (describe)
Comments:
Figure 11-7. Typical Query and Response
-224-
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;-,/ -
£!
EEITS No.; 78-003
Title:
ABSTRACTS
Fiscal Year 1976 Health And Environ-
mental Effects Research Program
Abstracts
Author: Gerard, A.
Source 01 Automation Industries, Inc., Silver
Spring, HD
Source t2 US EPA/ORD/OEMI. Washington, DC
Date: 12/76 Length: 346 p.
(continued)
(*>-< 2)
Figure 11-7. Typical Query and Response (cont'd)
-225-
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"" " USES ISTiKESl
PART-'I. To be filled out by the
user. Sss back of fora for -las true Cior.3.
K'TIC ^>/\/ r'&.y
^ L i n A' « n v/
/
Ticl«- Ffr /r, n/V/-
VJ
Affiliation: /.| S
ep'/i
Org. Subdivision:
Office Address'; |)f
[jf'fl tC* t
Office Telephone:
r':f4ir ,- .-4- f^lt-rr-., V
°/
7 r* /^lnC.-l,1 ^s^~
O" Vr; xf< v
^- -^ ^_ ^^ /^y
Suggested terms for desired interest, areas :
f ( **! friijfr ala*k A i't- bt //LiT/en
S«/»>- ^vr^ry
FtofraV rwiier^sr)ir*i
Cru,l '
£»\»r«vi ke*rU JHMI'I^C (.".
*bm//J Wftsfes *J
Slul.. ^// Nly'ilcl/l'fe AtHf.ill-hin'
Preferred Forsats:
~~fffbi\\ril eefmvrs
(see back of foro for list)
LttffA ICli^BlA
-------
HITS
USES ETtSaSST PROFILE FORM
?A£r"1- ~° b« -Hi=d out by the
user. Sse badi of fora for iaatruetiots
PART II. For E2ITS use only.
Ream:
ir/f/ f I,n,|
*r\.y
Affiliation: /-I S £ p/
Org. Subdivision:
Office Addr.»i IW-
f1
Office Telephone: X 3 7~ O1? /VT
Suggested terns for desired interne are
?ref«rrad For=ati: (see back of form for li*c)
A la 4-t oisi
Comments: .
Date:
Priority:
Kaae:
, Shirley F.
Title: geologist
Affiliation: 7i3i SnYtroBaancaL
Protection Agency, Region VIII
' Org. Subdivision: Office of Energy
Office iAA-r.,.- I860 Lincoln St.,
Denver, CO 80295
Office Telephone:
Subject! :
olanta
2. EDTlronmeacal monitoring
3. A
-------
I I
H
EPA-450/3-74-046-a
JULY 1974
H
H
u
&
99th Coafrtu 1
AIR POLLUTION
CONSIDERATIONS
IN RESIDENTIAL PLANNING
UME I:
UNUAL
SOME OF THE RESOURCES
IDENTIFIED IN THE MATCH
THE CLEAN AIR ACT
AS AMENDED AUGUST 1977
EEITS No.:
78-029
PERSON
Name: Rachal, Ernest Albert, Technical
Advisor
Affiliation: US EPA/Region VIII, Air and
Hazardous Materials Div., Denver, CO
Fhone: (302) 837-3711
Subjects: Air pollution, Energy/environment
policy and planning, Dust
Tech. Level: Technical
In EEITS: 8/4/78
o
SERIAL NO. 95-11
Printed tat tne UM of the Senate
Committee T7
EPA/Region VIII
Energy-Environmant Informacioa
TrAtufar System
N AGENCY
menl
Standards
Una 27711
Figure 11-9. Automatic Dissemination:
Typical Match, With Outputs (cont'd)
-228-
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11.3 PROBLEMS ENCOUNTERED
No major problems were encountered during the test. However, some
minor areas of concern arose, which are discussed briefly below.
A. Authority for Search File Entries
During indexing of the test documents, it became evident
that a standard was needed to establish a uniform approach
to corporate names. Since the document base for the test
was quite small, lack of a standard did not impede locating
relevant documents in the file. However, when the EEITS is
implemented, a standard should be established immediately
before additional indexing is begun.
B. Expansion of EEITS Controlled Vocabulary
During indexing, inputs were processed in subject areas not
fully covered in the EEITS Controlled Vocabulary. As a
result, the vocabulary was updated to include these subject
areas. (The updated vocabulary is included as Appendix G
to this report.)
C. Simulation of Computer Procedures
Although the EEITS was designed for ready conversion to
computer-assisted operation, no computer design or imple-
mentation work was provided for in the current system design
and testing phase. Therefore, the test substituted manual
for computer-assisted operation.
D. Responding to Queries Using a Small Resource File
The small size of the Search File and Document Storage
File (about 100 items) during the test made it impossible
to produce the same scope of query response as would be
possible during actual system operation, when the resources
in the EEITS could number a thousand or more. Specifically,
test responses to queries contained a higher proportion of
referrals to experts and other information sources and
systems and a lower proportion of references to documents
than would likely be provided for queries produced
during system operation. This did not constitute a problem,
as such, as the EEITS is designed to provide referrals to
outside sources if relevant documents cannot be identified
in the EEIT? collection.
-229-
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11.4 DISCUSSION
The EEITS has been designed to respond to the information needs of
Region VIII energy-environment policy makers identified in a user needs survey,
and to accommodate the constraints and resources available in the EPA/Region VIII
Office to satisfy these needs. The successful completion of the EEITS system
test (Task 9) has shown that the EEITS, when implemented by EPA/Region VIII,
will provide a workable and effective system for transferring energy-environment
information to governmental policy and decision makers and other users within
Region VIII. The test has also provided EPA with a nucleus of information
resources upon which to build in implementing the system.
Thus, a microcosm of an EEITS now exists as a result of the test.
This small resource collection and the system as a whole are products developed
according to current (1978) needs of Region VIII policy makers and the current
priorities of EPA in Region VIII to respond to these needs. These needs are,
however, constantly changing, as are EPA's priorities for providing services
to the Region. If the EEITS is implemented in the near future, monitoring pro-
cedures provided for in the system design (see Section X) may be used to assess
changes in user needs and EPA's priorities, and to redirect the objectives and
procedures of the EEITS accordingly.
-230-
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TECHNICAL REPORT
(Please read Instructions on the reverse
DATA
before completing)
1. REPORT NO.
EPA-908/4-78-007A
2.
3. RECIPIENT'S ACCESSION NO.
4. TITLE AND SUBTITLE
Design, Development and Testing of an Energy-
Environmental Information Transfer System:
Final Report. Volume I.
5. REPORT DATE
October 15, 1978
6. PERFORMING ORGANIZATION CODE
AUTHOR(S)
Martha Cornog, Wendy Byer, and
Thomas McGeehan
8. PERFORMING ORGANIZATION REPORT NO.
AAL-2428-TK-4
9. PERFORMING ORGANIZATION NAME AND ADDRESS
AUERBACH Associates, Inc.
121 N. Broad Street
Philadelphia, PA 19107
10. PROGRAM ELEMENT NO
1 1. CONTRACT/GRANT NO.
68-01-4697
12. SPONSORING AGENCY NAME AND ADDRESS
U.S. Environmental Protection Agency
Office of Energy Activities
1860 Lincoln Street
Denver, CO 80295
13 TYPE OF REPORT AND PERIOD COVERED
Final Report;8/16/77-10/15/78
14. SPONSORING AGENCY CODE
15. SUPPLEMENTARY NOTES
16. ABSTRACT
This is the final report on a project to design, develop and test an information
transfer system to support energy-environment policy making and implementation
decisions in Region VIII by Federal, State and local officials, and to serve
the information needs on energy-environment issues of state agencies, legislatures,
208 planning agencies, Indian reservations, energy-impacted communities and
other user groups. Phase I of the study, conducted by EPA, involved gathering
information on potential users and user needs. This project was Phase II of the
study. The report contains an analysis of user needs; definition of system
functions; description of system operations, storage media and organizational
arrangement; steps and costs projected for implementation; monitoring and
accounting procedures; and results of the system test.
17.
KEY WORDS AND DOCUMENT ANALYSIS
DESCRIPTORS
b.IDENTIFIERS/OPEN ENDED TERMS
c. COSATI l-ield/Group
Information retrieval
Information systems
Energy
Environmental impacts
Information transfer
5B
10A
13B
8. DISTRIBUTION STATEMENT
Unlimited
19. SECURITY CLASS (This Report/
Unclassified
21 NO. OF PAGES
240
20. SECURITY CLASS (Thu pa%e)
Unclassified
22. PRICE
EPA Form 2220-1 (Rev. 4-77) PREVIOUS EDI TION is OBSOLETE
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