Distribution metadata

A document distribution (hereinafter, the Distribution) is the process by which a report or another document gets distributed to its designated consumers and not gets distributed to anyone else.

Notice

A notice of distribution and access restrictions is an optional part of report's front matter; when the notice is included, it functions as a part of report's descriptive metadata.

The ANSI/NISO Scientific and Technical Reports standard details,

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5.1.3.1 Copyright

Some organizations may opt to use a traditional copyright page common within the publishing industry. The copyright section may include the following information, if available:

• The complete name of the sponsoring organization, including the contract number authorizing the research, and/or any organizations providing funding for the report

• Library of Congress Cataloging-in-Publication (CIP) Data

• An ISBN and/or ISSN

• The country in which the report was produced

• Permission for use of proprietary information, such as photo credits

• The mission statement of the producer, trademark information, and any disclaimers from the producer

• A copyright symbol, year, and the name of the copyright holder

• Authority to copy the contents or require permission from the producer prior to copying. While federal government publications may be freely copied by the public, a request for permission allows the publisher to track the uses of the report.

• The name, complete address, and phone number of the producer and how additional copies of the report may be obtained; a Web or email address, or both, may be included. Copyrights on reports are not always formally registered; material prepared for the U.S. Government is usually available for public dissemination without copyright.

The order of appearance is not important so long as all elements appear. The recommended location is the verso (back) of the title page. If these elements are included on the copyright page, it is at the discretion of the publisher if they are included in other sections of the front matter.

5.1.3.2 Distribution Limitations / Notices

When necessary to call attention to certain aspects of a report, such as its security classification, restricted distribution, or proprietary information, appropriate notices appear on the cover and title section. For example, a notice may alert the reader that a particular report is:

• a presentation of preliminary findings subject to revisions, or

• a formal draft or a working paper intended to elicit comments and ideas.

If disclaimers or similar notices are needed, they appear on the inside front cover or the optional copyright page that follows the title page of a printed report. Notices may also alert the reader to certain legal conditions, for example, using brand or trade names in the report.

Generic terms are preferable to brand or trade names if scientific and technical accuracy can be maintained in using them.

A disclaimer may or may not be appropriate for government-generated reports. It is the responsibility of each organization to determine the appropriate notice for the reports it produces and to coordinate these decisions with the appropriate legal counsel. Government classified material will have specific regulations; producers should follow the regulations applicable to their government agency.

Distribution List

If included, the distribution list follows the index (or glossary, if there is no index). The list indicates the complete mailing address of the individuals and organizations receiving copies of the report and the number of copies received. The Privacy Act of 1974 forbids federal agencies from listing the names and home addresses of individuals, so in a government report a distribution list contains business addresses only. Distribution lists provide a permanent record of initial distribution. In the case of classified reports, restricted-distribution reports, and reports containing proprietary data, such lists are extremely valuable as they can be used later for communicating instructions regarding handling and classification downgrading. A distribution list is also useful if errata are discovered and changes are issued to correct a report.