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:
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
--------- ------
& &
> >
< <
Example 1: the correct way to format "M&O" is "M&O".
Example 2: the correct way to format "R&D" is "R&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:
(c) Use a single tag of the format "". Example:
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.