This memo describes a document archive which has been created to provide central storage of important memos, reports, minutes of meetings, and other documents associated with the GBT project. It will include items which are, for whatever reason, deemed not appropriate for the numbered GBT Memo series. The archive will consist of hardcopy documents filed under one of several subjects as described below. An archive secretary will be responsible for maintaining the files and a document index. When a document is submitted, the secretary will e-mail to the standard GBT distribution an announcement containing the document title, author, and other header information. Personal copies may then be requested by contacting the secretary.
Documents which are likely to be of use in the future should be submitted to the archive. Sue Shears is currently the archive secretary and maintains the archives in Green Bank; duplicates are kept in the GBT office in Charlottesville.
SUBMITTING A DOCUMENT:
Anyone may submit a document for storage in the archive by sending a reproducible copy to the archive secretary. Submission by e-mail is also acceptable, but the secretary will print a hardcopy for actual storage. Formatted computer files may be accepted for printing, but the formats which will be supported is at the discretion of the secretary. Documents submitted in HTML format will be posted to the GBT project WWW area.
To assist in e-mail submittals or correspondence, e-mail sent to gbtarchive@nrao.edu will be routed to the archive secretary.
The submitter or author may request automatic distribution of the document to the GBT distribution list. Documents submitted by e-mail will by default be distributed by e-mail. The submitter need not be an author of the document.
DOCUMENT FORM:
The documents placed in the archive may be in any form, including handwritten. Certain information should be placed on the first sheet: A title or subject line; the date; the name of the author(s); the name of a subject file (see below); and one or more index keywords (see below).
ARCHIVE SECRETARY:
All access to the document archive should be through the secretary who maintains the archive. The secretary's responsibilities include:
Maintain the files holding the document master copies and the index database.
Search for and provide copies of documents upon request.
Ensure that required information is on the document first page.
Assign document sequence numbers.
Confirm receipt of submittals by broadcasting an announcement to the GBT distribution list via e-mail.
Make available on the WWW an index to the archive and any documents submitted in an appropriate format.
Revise the lists of subject files and keywords as needed.
Assist those searching for information by providing document lists sorted by keywords, date, author, etc.
SUBJECT FILES:
Documents in the archive are filed under one of twelve subjects, along the lines of the project organization:
ANTENNA, ACTIVE SURFACE, CORRESPONDENCE, DATA ANALYSIS, ELECTRONICS, LASER RANGING, MONITOR/CONTROL, MANAGEMENT, OPERATIONS, POINTING, SERVO, SITE.
Many documents could well be appropriately placed into more than one file. Rather than file multiple copies, however, a system of keywords and a computer database will be used to link documents to multiple subjects. The person who submits a document will designate the single subject file which will hold the archive copy.
The list of subject files may be revised in the future by the archive secretary.
KEYWORDS:
To categorize a document, the person who submits it should select one or more appropriate keywords from the following list:
<account numbers>
AIPS++
C++
FITS
Glish
HVAC
IDL
IF
IRAF
LO
LVDT
Motif
PTCS
RFI
Solaris
TCL/TK
Unipops
VLBI
VxWorks
X11
active surface
actuator
advisory committee
algorithm
alignment
antenna
autocollimator
autostow
azimuth
backend
budget
bug
bullgear
cable
calculations
calibration
cardinal points
class
closed loop
commentary
conferences
continuum backend
contour map
control building
coordination
correspondence
cost
cryogenics
data analysis
data collection
design
documentation
dynamics
electronics
electrical
elevation
error reporting
estops
experimental data feedarm
feedarm servo
finite element
floodlight
focus tracking
gravity deflection
holography
hydrostatic level
integration
interface
journal article
JPL contract
laser enclosure
laser location
laser ranging
lighting
lightning
log
management
maintenance
meeting
minutes
mockup
monitor/control
motor
observing
open-loop
operations
optics
optical fiber
outfitting
paint
panels
panel gaps
panel setting
patents
photogrammetry
pointing
policy
power
precision pointing
prime focus
progress report
quadrant detector
quality control
quotations
receiver
remote observing
requirement
retroreflectors
safety
schedule
servo
site
software
specification
spectral processor
spectrometer
standards
start-up
subreflector
surface error
surveys
test
thermal
time
track
transducer
vendor data
vibration measurement
visualization
weather
The list of keywords may be revised in the future by the archive secretary.
INDEX DATABASE:
To assist in retrieval of information from the archive, the archive secretary will maintain a document index using a computer database . Fields in the database will consist of the following:
DATE, TITLE, AUTHORS, SUBJECT FILE, SEQUENCE NUMBER, KEYWORDS.
The secretary will assign a sequence number when the document is filed. Information needed to fill the other fields must be provided by the person who submits the document, and should appear on the first page of the document.