STANDARD REFERENCE DATA PROGRAM
Sections
14.05.05 Special Services by Data Centers
14.05.07 Calculation of Charges
14.05.08 Exemptions from Charges
14.05.09 Collection of Charges
14.05.10 Use of Funds Collected
14.05.14 Other SRDP-Supported Projects
14.05.15 Review of New Substantial Standard
Reference Data Projects
14.05.01
PURPOSE
This subchapter primarily contains guidelines for special services
performed by the Standard Reference Data Program (SRDP) data centers within
NIST. It also contains information concerning outside data centers
under contract to SRDP (1) funded solely by NIST and (2) funded jointly
by NIST and other agencies (see Section 14.05.13).
14.05.02
SCOPE
This subchapter applies to NIST-Gaithersburg and NIST-Boulder.
14.05.03
OBJECTIVE
The primary objective of the Standard Reference Data Program is to
make critically evaluated reference data readily available to scientists,
engineers, and the general public, through published tables, computer diskettes,
and other dissemination mechanisms that reach a broad section of the technical
community. Except in special circumstances, each project supported
by SRDP will have as its main goal the preparation of data for broad distribution
in this manner. The normal channels of distribution are the Journal
of Physical and Chemical Reference Data, appropriate NIST publication series,
private publishers under contract to SRDP, PC diskettes, and other modes
developed by SRDP.
14.05.04
RESPONSIBILITIES
a. The leader of each data center, in consultation with the Chief,
Standard Reference Data Program will establish the schedule of charges
for that data center relating to special services performed by the data
center. SRDP should be consulted when any change in this schedule
is proposed.
b. Data center leaders have the authority to waive charges on the grounds listed in Section 14.05.08. Charges may still be made, at the discretion of the data center leader, even if one or more of the conditions for waiver apply.
c. Waiver of charges greater than $500 must be approved by the
Chief, Standard Reference Data Program.
14.05.05
SPECIAL SERVICES BY DATA CENTERS
a. In order to prepare data for critical evaluation and subsequent
publication, several preliminary steps are required, such as retrieval
of papers from the literature, indexing, and extraction and organization
of data. In this way each continuing data center develops files that
provide comprehensive coverage of its field of interest. These files,
together with the expertise of the staff, represent a resource that has
other potential uses. For example, they can serve as a base for answering
inquiries for specific data, for preparing selective bibliographies on
request, and for selective dissemination of information or current awareness
services.
b. Data centers are encouraged to respond to such requests and
to provide other useful services that do not interfere significantly with
their progress toward the primary goal of preparing evaluated data for
publication.
14.05.06
COST OF SERVICES
The cost of these special services by data centers should be charged
to the individual or organization for which they are provided, unless there
are circumstances which justify waiving the charges. In determining
the charges, only the incremental costs incurred in providing the service
should be considered, since the cost of developing the database is properly
charged to the project supporting the data center. These incremental
costs include:
(1) Labor of data center personnel (including overhead) required to perform the service.
(2) Cost of computer related activity, including literature searches.
(3) Cost of any additions to the database made specifically for the purpose of providing the service.
(4) Any other costs that would not be incurred in the absence of the
service in question.
14.05.07
CALCULATION OF CHARGES
a. Labor - To simplify bookkeeping, a standardized charge
of $25/hour for clerical labor and $60/hour for professional labor will
be made.
b. Computer - Either actual cost for each search, calculation, or any other computer activity, or a standardized scheduled of charges for specified types of activity. In the latter case, the schedule should reflect the average cost of searches and must be approved by SRDP.
c. Current Awareness Services - Prices should reflect the cost of preparation, printing, and mailing.
d. Other - Actual cost.
14.05.08
EXEMPTIONS FROM CHARGES
a. Charges for special services may be waived on any of the following
grounds:
(1) The time required is four hours or less and the total of other costs is less than $500.
(2) The service is performed for a member of the NIST staff.
(3) The requester has made (or is expected to make) contributions to the Standard Reference Data Program through supplying data or other information, carrying out evaluations, reviewing manuscripts, advising on program priorities, etc.
(4) The service is provided for another data center on an exchange basis.
(5) The request is concerned with the evaluation procedures of the data center and is thus materially related to the credibility of the data center's output.
(6) The request comes from another government agency or from Congress
and is of sufficient importance to justify waiving of charges.
14.05.09
COLLECTION OF CHARGES
When it is determined that a charge should be made for a particular
service, the data center should inform the requester of the estimated amount
and obtain concurrence, preferably in writing, before proceeding with the
work. After the service is completed, a form (available in SRDP)
should be submitted to SRDP with full information required for billing.
SRDP will follow the established mechanism for billing and collection,
through the Office of the Comptroller.
14.05.10
USE OF FUNDS COLLECTED
SRDP funding of data centers is predicated on the delivery of a tangible
product to SRDP, while the provision of other services represents a diversion
of resources from this primary goal. To avoid interference with the
commitments of the data center to SRDP, all funds collected from the services
of a data center will be returned to that data center.
14.05.11
REPORTING PROCEDURE
Data centers will keep records of services provided, including a notation
of the grounds for waiving charges when this is done. Reports should
be submitted to SRDP if charges are collected. A simplified reporting
form used by the data center is acceptable if it includes the required
information.
14.05.12
OTHER SRDP FUNCTIONS
In addition to the responsibilities detailed above, SRDP will refer
all inquiries and requests received to the appropriate data center.
If no data center exists in the technical area covered by the request,
SRDP will attempt to refer the requester to an appropriate expert at NIST
or elsewhere. If the request can be satisfied easily by the SRDP
staff (specifically, with the expenditure of no more than one hour of staff
time), SRDP may respond directly. In general, services requiring
greater staff time will not be performed by SRDP for individual requesters.
However, such services as are provided by SRDP will be subject to the same
provisions regarding charges and waiver requirements that apply to the
data center.
14.05.13
OUTSIDE DATA CENTERS
a. The guidelines in this subchapter are primarily for SRDP data
centers within NIST. They also apply, with necessary modifications,
to outside data centers under contract to SRDP. In the case of outside
data centers, the following situations must be considered:
(1) Joint funding by SRDP and another agency for a single class of output - A procedure consistent with the policies of both agencies will be established by negotiation. User charges that are collected will be apportioned between agencies according to the funding ratio. The SRDP portion will be retained by the data center in accordance with the principle outlined in Section 14.05.10.
(2) Joint funding of a data center in which a class of outputs can be identified exclusively with the SRDP portion of the funding - Procedure will be established by negotiation. User charges collected by the data center that are identifiable with the scope of SRDP support will be reported to SRDP. In accordance with the principle outlined in 14.05.10, these funds will be retained by the center.
(3) Sole funding by SRDP - Procedures consistent with the guidelines
in this subchapter will be negotiated with the data center. Charges
may be collected and retained by the data center if this is more efficient,
but reports will be submitted to SRDP as described in Section 14.05.11.
14.05.14
OTHER SRDP-SUPPORTED PROJECTS
SRDP supports a number of projects that cannot be characterized as
data centers because of their narrow technical scope and limited time span.
Such projects do not lead to comprehensive files and other facilities upon
which services of the type described above can be based. When a NIST
staff member engaged in such a project responds to a request for technical
information, this activity is considered to fall under the general provisions
for NIST Consulting and Advisory Services. Thus no specific reporting
or accounting will be required by SRDP. Similar projects conducted
by SRDP contractors outside NIST will not be subject to user charge requirements.
14.05.15
REVIEW OF NEW SUBSTANTIAL STANDARD REFERENCE DATA PROJECTS
a. Background - To carry out an effective information
dissemination program, knowledge of the marketplace in which the information
dissemination product is to be placed is useful. To design the best
possible product and to minimize the instances of duplication, before a
substantial project is undertaken NIST should consider whether or not particular
information dissemination needs have been met by others. Any consideration
should include communication and consultation with the users and providers
of particular information dissemination products. Adequate notice
of information dissemination plans and an opportunity to comment on those
plans should be part of the consideration. In certain circumstances
the responsibility to disseminate information may be independent of the
availability of similar information dissemination products, even where
another public or private entity has offered a similar information dissemination
product. In those instances, NIST may conclude that despite the availability
of similar projects, there is nonethelesss a responsibility to disseminate
NIST's own product.
b. Policy - As part of its responsibilities under 15 U.S.C. 290 to collect, evaluate, and publish high-quality Standard Reference Data (SRD), NIST creates SRD databases. NIST acknowledges the desirability to minimize duplication, overlap, and competition with similar private sector databases. Duplication, overlap, and competition can be minimized by giving consideration to comments from interested parties and peers and by giving consideration to the merits and drawbacks of creating or modifying SRD databases. It is therefore NIST policy that substantial SRD database projects which may compete with private sector databases shall be created or significantly added to only after the proposed database project has been evaluated in accordance with the procedures listed below. In addition, the NIST Board of Assessment will peer review NIST Standard Reference Data activities on a regular basis.
c. Procedures - Before creation or modification of a substantial SRD database, the chief of the division proposing the new or revised database should:
(1) Publish in the Federal Register or the Commerce Business Daily or in a similar publication, notice of the proposed action and provide at least 15 days for comments from interested parties. The notice may invite interested parties to attend meetings or workshops;
(2) Request that the NIST Standard Reference Data Program publish notice on its web page of the proposed action and provide an opportunity to comment;
(3) Consider the need in the scientific community for the proposed action;
(4) Consider the impact of the proposed action on similar existing private-sector databases; and
(5) Make a written determination as to the need for the proposed action, including a finding as to whether or not the mission of NIST or the SRDP outweighs any concerns raised.