standard documentation procedures are adopted. (3) Long-term availability of the scientific and technical information to scientists and engineers not included in the primary distribution of a technical report depends upon efficient, comprehensive systems for storage and retrieval of technical reports containing the scientific and technical information. (4) Both the primary distribution of technical reports and the documentary processes for storage and retrieval of the reports can be made more efficient if all DoD technical reports adhere to a single standard for presentation of data used in descriptive cataloging and in the storage and retrieval of reports. § 265.2 Applicability and scope. (a) The provisions of this part apply to the Military Departments and to other DoD components performing R&D. This part covers technical reports prepared by in-house laboratories, contractors, subcontractors, and grantees. (b) Progress reports containing scientific and technical information of more than transient interest are included within the scope of this part as a special form of technical report; administrative and managerial progress reports are not included. However, the Document Control Data form provided in this part may be used in any report where subsequent storage and retrieval or bibliographic control is desirable. (c) It is not intended that the provisions of this part affect the content, mode of presentation, or editorial style of the technical report. (a) Technical reports are documents written for the permanent record to document results obtained from and recommendations made on scientific and technical activities relating to a single project, task, or contract or relating to a small group of closely-connected efforts within the DoD R&D program. (b) An abstract is a brief and factual summary of a document. An indicative abstract tells what the author wrote about. It refers to the purpose, the method, the results, and the conclusions. For documentation purposes, it is highly desirable that the abstract of classified reports be unclassified. Therefore, the abstract should include only descriptive statements with the lowest possible security classification. (a) Internal technical reports. All DoD components responsible for R&D work shall arrange for inclusion of a DD Form 1473,1 Document Control Data-R&D, in each copy of all technical reports issued on work performed in DoD laboratories and offices. (b) Contractor, subcontractor, and grantee technical reports. (1) All DoD scientific, technical and/or military personnel responsible for the management and direction of R&D work shall indicate in their statement of procurement requirements that a completed DD Form 1473 shall be included in each copy of all technical reports prepared by their contractors, subcontractors, and grantees. (2) It is planned to make the appropriate modifications to ASPR or other DoD procurement instructions so as to require the use of DD Form 1473 by contractors, subcontractors, and grantees. Failure to include the Form in DoD scientific and technical reports shall bring into effect the provisions of § 9.207 (Data-Withholding of Payment) of the Armed Services Procurement Regulations (Subchapter A of Title 32). § 265.5 Standards for documentation of technical reports. (a) Mechanical specifications. (1) Technical reports will be printed in accordance with the current standards for U.S. Government printing. As of this date, these are contained in "Government Printing & Binding Regulations," published by the Joint Committee on Printing, Congress of the United States; April 1, 1963; No. 15. (2) All DoD technical reports are subject to further duplication by photographic processes. This requirement will be kept in mind during preparation and reproduction. Specifically: (i) Reproduced text material will be in the form of black characters on white opaque paper. (ii) Halftones will be kept at an absolute minimum consistent with the communication of technical information: black-and-white linework is preferred. Linework will be sharp and clear, of consistent density, and reproduced on white opaque paper. Color will be used only when it serves a functional purpose. 1 Copies of DD Form 1473 may be obtained from the Departmental Contracting Office. (iii) Material presented in the form of charts, tables, or graphs will appear in a final reproduced size large enough to be clearly legible. Graph coordinate rulings or grid lines will be spaced as far apart as practical. Data-R&D. (b) Document Control DD Form 14731 will be completed and provided as the last page of each DoD technical report. Instructions for preparation are contained on the form. (c) Optional data. (1) If possible, the important terms (key words) shall have their roles and weights listed under the column headings "A", "B" and "C" which in turn shall refer to paragraphs in the Abstract. (2) The "role indicators" shall be numbered from 0 (zero) through 10 (ten) and shall have the following meanings: (i) (a) The term indexed in Role 8 represents the concept of primary importance in an intellectual relationship of ideas in a document. If there are a number of such intellectual relationships, there may be a number of terms in Role 8. When Role 8 is used on a number of terms to describe the intellectual relationships in a document, indexers must be certain that they determine if all of them can be used in one link or whether two or more links must be used to prevent false retrieval. Once the indexer has determined what term or terms should properly be assigned in Role 8, selecting other terms and their proper roles will follow logically. The term(s) in Role 8 is the key idea in an indicative abstract statement of document content. (b) Role 8 has the following meanings: the primary topic of consideration is; the principal subject of discussion is; the subject reported is; the major topic under discussion is; there is a description of. (ii) (a) Role 1 is used on terms for materials, devices, apparatus, and equipment which are subjected to processes or operations which modify or change the original identity, composition, configuration, molecular structure, physical state, or physical form of the materials. To be indexed in Role 1, one or more of these characteristics or properties must be changed. (b) Role 1 is used on a form of energy when the purpose of the operation or system is to change the form of energy. (c) Role 1 is used on terms for data and data quantities which are inputs to mathematical operations and systems. (iii) (a) Role 2 is used on terms for materials, alloys, mixtures, devices, equipment, apparatus produced in a process, operation, or system in which materials in Role 1 have had one or more of the following changed or modified: original identity, composition, configuration, molecular structure, physical state, or physical form. (b) Use Role 2 on data and data quantities derived in a mathematical process or operation from input data indexed in Role 1. (c) Use Role 2 on a form of energy to which a form of energy in Role 1 has been converted. (iv) Role 3 has the following meanings: Undesirable component; waste; scrap; rejects (manufactured devices); contaminant; impurity, pollutant, adulterant, or poison in inputs, environments, and materials passively receiving actions; undesirable material present; unnecessary material present; undesirable product, by-product, co-product. (v) Role 4 is used primarily when a material, mixture, device, etc., is being manufactured, produced, fabricated, or is passively receiving an operation or process, and the content or intent of the information points out how or in what situation or manner it can be or is subsequently used. (vi) (a) Terms in Role 5 represent only materials present in or introduced into an operation, process, or other material, for the purpose of facilitating completion of the operation or process or to improve the qualities, conditions, or characteristics of the other material. (b) Materials in Role 5 describe the gas, liquid, or solid in which or on which other materials are processed or operated. Role 5 materials may be present with input materials but are not themselves inputs in the sense of Role 1. In this sense they are "inert" or "neutral." (c) Role 5 has the following meanings: environment; medium; atmosphere; solvent; carrier (material); support (in a process or operation); vehicle (material); host; absorbent, adsorbent. (vii) (a) Role 6 is used primarily on terms which represent properties, conditions, qualities, and characteristics serving as causes (independent variables). It may be used on terms for processes, operations, and systems to indicate how using or not using a process, operation, or system affects something in Role 7. (b) Role 6 may be used on terms such as performance, reliability, and dependability, as qualities or influencing factors of equipment, devices, and apparatus. (c) When two variables alternately or simultaneously affect each other, index both in Role 6 and in Role 7. (viii) Role 7 is used almost exclusively on terms representing effects (dependent variables), including concepts such as characteristics, qualities, conditions, and properties as well as terms which describe the ability of materials or devices to do something or to have something done to them. (ix) Role 9 has the following meanings: Passively receiving an operation or process with no change in identity, composition, configuration, molecular structure, physical state, or physical form; possession such as when preceded by the preposition of, in or on meaning possession; location such as when preceded by the prepositions in, on, at, to, or from meaning location; used with months and years when they locate information (not bibliographic data) on a time continuum. (x) Role 10 is used to denote means to accomplish the primary topic of consideration or other objective, such as devices, equipment, apparatus, operations, processes, methods, procedures, techniques, test methods, analytical methods, process conditions (if quantified), materials, classes of uses of materials, forms of energy, and inspection methods. fessional societies; plants and laboratories will frequently be used as bibliographic data terms. (3) If possible, each key word will have a suffix numeral indicating the relative weight of the subject of the key word in describing the technical content of the report. The "weight factors" shall range from 0 (zero) to 3 (three), with the highest weight assigned to the suffix numeral "3". (Unless clear distinctions of weight or importance can be determined, only the suffix numerals "0" and "3" should be used.) data. 266.201-4 266.201-5 266.201-6 266.201-7 266.201-8 266.201-9 266.201-10 Disposal. 266.201-11 (xi) (a) Role 0 is used with bibliographic or source-identifying These are terms such as personal names of authors, corporate authors, dates of publication, and terms which describe the types of documents and which do not describe the informational content of the document. (b) Role 0 is assigned to adjectives which modify terms in other roles. (c) Terms in this role play only a minor role in assisting in retrieval; only adjectives in this role contribute to the fineness of discrimination in location of scientific or technical information. Terms indexed in this role, other than adjectives, are primarily description of administrative or control data. (d) The names of companies; persons; other organizations, such as institutes, universities, and governmental agencies; publications; types of documents; pro 266.201-12 266.300 266.301 266.302 266.303 266.304 Transferee. Disposal agency. DELEGATIONS OF AUTHORITY Scope of §§ 266.300 to 266.304. Action by the Assistant Secre- Redelegation to Secretaries of military departments. Delegation of authority by the The regulations in this part shall apply to the administration of all property in the National Industrial Reserve, and to all transfers and dispositions of property into and out of the National Industrial Reserve which may be effected on or after the effective date of the regulations in this part. It shall also apply, to such extent as is practicable, to transfers and dispositions of property effected prior to the effective date of the regulations in this part but shall not be construed to invalidate any action taken or any transfer, disposition, or other transaction effected prior to such effective date. Rules, regulations and directives of the Department of Defense, the General Services Administration, and disposal agencies of the Government or of any department or subdivision of any of them, affecting property in the National Industrial Reserve not in conflict with the regulations in this part, as from time to time amended, shall remain in full force and effect. Anything in this subpart to the contrary notwithstanding, the regulations in this part shall have no application to property of the Army, Navy, or the Air Force which has not heretofore, or is not hereafter, determined to be surplus to its needs and responsibilities by the Department having jurisdiction thereover. § 266.103 Effective date of regulations in this part. The regulations in this part shall be effective on and after April 1, 1949. § 266.104 Amendment of regulations in this part. The regulations in this part may be amended from time to time by the Secretary of Defense. Unless otherwise specifically provided in any amendment, compliance therewith shall not be mandatory until thirty days after the date of its issuance, although compliance shall be authorized from such date. § 266.105 Procedures for implementing the regulations in this part. The Administrator of General Services, and the head of any disposal agency may implement the regulations in this part by prescribing for their respective departments or agencies detailed procedures which are not inconsistent with the regulations in this part. Copies of such procedures shall in each instance be forwarded to all other interested departments or agencies. Questions of interpretation of the regulations in this part shall be resolved by the Secretary of Defense. § 266.106 Delegations of authority. The Secretary of Defense, the Administrator of General Services, and the head of any disposal agency may to the extent permitted by law, delegate, and provide for the sub-delegation of, the authority and administrative functions imposed upon each of them respectively by the act or by the regulations in this part. § 266.107 Periodic reports to the Secre tary of Defense. For the purposes of the report required to be submitted by the Secretary of Defense to the Congress on April 1 of each year under section 12 of the act, the Administrator of General Services and the head of each disposal agency having control of properties in the National Industrial Reserve shall, on or before February 1 of each year, submit to the Secretary of Defense a report of: (a) All of the property under his control in the National Industrial Reserve as of January 1 of such year; (b) the properties which have been received by him or certified for transfer to him during the preceding twelve months to become a part of the National Industrial Reserve; (c) the physical condition |