XML Supplement
Updated 12/06/2004

(1) A table of requested and required fields has been generated as part of the 
    guidance document to assist in preparing XML data entry.

(2) The DTD and XML sample records have be copied from the guidance document 
    and provided for easy download from the information page.

(3) These tags continue to accept multiple values:

    <br>
    <pi>
    <nfp>

    Please see sample XML records.

(4) For all other fields allowing multiple values, the values should be 
    separated using semicolons.

(5) The characters "&", "<", and ">" are used in XML code.  If they are present 
    in the text of a field, they must be replaced with the following entities: 

    Character Entity
    --------- ------
    &         &amp;
    >         &gt;
    <         &lt;

    Example 1: the correct way to format "M&O" is "M&amp;O".
    Example 2: the correct way to format "R&D" is "R&amp;D".
    
    This has been the cause of many errors in previous years.

(6) For past data calls, some XML files arrived at OSTI with excessive white 
    space to the right of the data (thousands of characters).  Some file sizes 
    were near 20 megabytes due to excessive white space.  Before uploading a 
    file to the XML upload form, be sure to ensure that there is not excessive 
    white space as this will increase the loading time and waste hard drive 
    space.

(7) Since the fiscal year 2004 data call, OSTI no longer able to accept comma 
    delimited data.  All batch submissions must be uploaded to the XML upload 
    form.

(8) You are encouraged to use the R&D data entry screens if you have a few 
    projects to enter or update.

(9) To upload XML, you must become a registered user with the R&D web site.  A 
    link to this site can be found on the "Administrative Log In" page.

(10) There are many web sites which discuss the XML format as well as freeware, 
     shareware, and proprietary software written to assist users with 
     generating and validating XML files.  Please search the web for the World 
     Wide Web Consortium (W3C) and XML resources to assistance with general XML 
     problems.

(11) If you do not have a requested value to place in the XML file, you have 
     three options:

     (a) Do not include the tags in the XML record.

     (b) Include beginning and ending tags with nothing between.  Example:

         <progress></progress>

     (c) Use a single tag of the format "<tag/>". Example:

         <progress/>

     You can mix and match the three options.  If you have a requested value 
     that is present for 50% of your records, option "b" would be your best 
     choice.  If 100% of your records do not have a value, option "a" would 
     probably be the simplest to implement.  Option "c" is available, but seems 
     like more preparation work than "a" and "b".  Required fields must contain 
     a valid value.

(12) The completion date has now been downgraded to be a requested field for 
     all funding mechanisms.