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1. Find the publisher’s record for the item that you’re processing

2. Determine if the work is a federal government document

   1. Check if the publisher is a U.S. government department or agency. Check if any authors’ affiliations are a U.S. government department or agency

      1. Federal government agencies often have U.S. or national in their name, e.g. U.S. Department of Energy, National Aeronautics and Space Administration (NASA). They can also be identified by a .gov URL (see exceptions below). Sometimes, you simply have to know that it's a federal government agency, e.g. Smithsonian Institution, Los Alamos National Laboratory. 

      2. Some common government agencies that we encounter are:

         1. NOAA (National Oceanic and Atmospheric Administration, U.S. Department of Commerce)

         2. The National Weather Service

         3. NASA Goddard Flight Center and any other NASA (National Aeronatics and Space Adminstration) agencies

         4. Army Research Labs

         5. Navy Research Labs

         6. NIST (National Institute of Standards and Technology, U.S. Department of Commerce)

         7. CDC (Center for Disease Control and Prevention) and any CDC department or divisions

         8. Los Alamos and other National Laboratories

         9. Smithsonian Institute

      3. If you're not sure if a publisher is a U.S. federal government agency, google and look for the .gov in the URL. If the .gov is in the URL, it's a U.S. federal government agency.

      4. The U.S. government is notthe publisher of works on ERIC, eric.edu.gov, (works on education), Medline/PubMed, https://www.ncbi.nlm.nih.gov/pubmed/  (medical works), and the NASA Technical Report Server, https://www.sti.nasa.gov/  (NASA Publications and NASA employee publications), except for works on the NASA Technical Report Server where another publisher isn't given in the record for the item

      5. City, state, and county publications are not U.S. Federal Government publications.

   2. Find the authors affiliated with federal government agencies. At least one must be only affiliated with a government agency.

3. If either publisher is a federal government agency, or an author is only affiliated with a U.S. government department or agency, it’s a federal government document.

4. If the work isn’t a federal government document, look for a creative commons license on the work.

Arxiv

• If items in arxiv have been published, handle them as published works.

• If the work isn’t published, note arxiv next to it.

• Process it using Zotero if

  • working a set the faculty member has asked us to add

  • an author is on the annual revisit list, here https://umbc.box.com/s/9cbm6oxiaxqhj9w4vyicoawhxgljvo2u

• If it’s not a set a faculty member has asked to add and an author isn’t on the annual revisits lists, don’t add it to Zotero. In these instances, we have to ask permission to add it.

Processing

1. Use the publisher’s record to add to Zotero. If unpublished, use the record where the work appears. When on the correct record, go to extension, and Zotero, and a pop up will appear that you can use to download the work and it’s metadata to Zotero. 

2. On the Word document, record fed gov doc, cc lic, arxiv, unpublished, or which version(s) we can add as appropriate, and zot to indicate that you’ve added it to zotero.

3. If the info loaded into Zotero seems minimal, check that the title, authors and URL have been added to Zotero. If not, add them manually, or add the work using a regular spreadsheet that will be input manually.

4. Copy the citation going to “edit” and then “copy bibliography”

5. On the info tab, change the format to journal articles.

6. On the info tab, paste the citation into Journal Abbr

7. On the info tab, If the work is a fed gov doc, copy and paste this rights note into the ISSN: “This work was written as part of one of the author's official duties as an Employee of the United States Government and is therefore a work of the United States Government. In accordance with 17 U.S.C. 105, no copyright protection is available for such works under U.S. Law.”

8. On the info tab, If the work is on a CC License, copy and paste the name of the CC license into the ISSN

9. On the info tab, If the URL is the DOI, change it to the URL

10. On the notes tab, and any necessary notes and Delete any extra notes that Zotero created when adding the record

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