Policy for the documentation of non-U.S. Geological Survey computer programs used for analysis in ground-water projects In Reply Refer To: August 14, 1991 Mail Stop 411 OFFICE OF GROUND WATER TECHNICAL MEMORANDUM NO. 91.04 SUBJECT: Policy for the documentation of non-U.S. Geological Survey computer programs used for analysis in ground- water projects The purpose of this memorandum is to define policy for the documentation of computer programs that will be used or cited in ground-water project reports that receive Director's approval. The long-standing policy of the U.S. Geological Survey (USGS) is that a program written by USGS employees to perform other than routine tasks must be documented (either in a separately approved report or in a report that makes use of the program) before it can be cited or used in a USGS report (see Office of Ground Water Technical Memorandum No. 79.04). However, no clear policy has been defined for required documentation of programs written by outside sources. The proliferation of programs from non-USGS sources makes it important that guidelines be established for use of these programs in USGS investigations. The two classifications for computer programs written outside of USGS are: (1) public domain and (2) proprietary. Public-domain programs are not copyrighted. Common sources of public-domain programs are universities and other government agencies. Proprietary programs are developed by businesses or organizations in order to sell them to customers and are copyrighted. Public-domain programs are held to the same requirements as in- house programs. The policy for use of a public-domain computer programs is: 1. The program must be documented in a published report. 2. The documentation must describe both the theoretical basis for the calculations performed by the program and the implementation of the theory. This documentation should show that the program functions as described, and if not shown, independent checks must be undertaken by the user. The results of any testing should be placed in the project files and made available to reviewers of project reports. 3. The source code for the program must be included in the documentation or be available from a formal distribution center. Proprietary computer programs cause policy difficulties due to the secrecy that vendors require in order to protect their products. Complete documentation as described above is generally not provided for proprietary programs; in particular, the source code is usually not available. The broad purpose of the requirements for documentation of in- house programs is to ensure a high probability that the programs function correctly, ensure that the theoretical basis is explained and defensible, allow others to learn from our work, and allow others to reproduce and evaluate our work. In order to attain the same purpose without requiring disclosure of source code, the following policy has been adopted for the use of proprietary computer programs in USGS reports. 1. The proprietary program must be available for purchase by anyone. 2. The vendor must provide documentation with the program that describes how to use the program and the theoretical basis for calculations. If the standard documentation provided by the vendor does not contain an adequate description of the theoretical basis, then the user must contact the vendor to obtain the theoretical basis and must reference or describe this theory in the reports that use the program. 3. The user of a proprietary program must make tests by comparing results from the program to known solutions to show that the program functions as claimed by the vendor and as used in their project work. Users should retest new versions of a program to make sure errors have not been introduced. The results of the testing should be placed in the project files and made available to reviewers of project reports. This policy is intended to insure the reliability and reproducibility of our work. Any question regarding this policy and the applicability to specific software should be clarified in the early stages of a project by contacting the Office of Ground Water. Thomas E. Reilly Acting Chief, Office Ground Water Distribution: A, B, S, FO, PO cc: OGW File/Chron--MS 411 WGS:WRD:AWHarbaugh:ves:7/22/91 Dir: vestockd/harbaugh/10.doc File Code: Tech MM. 91