© OverDrive, Inc. 2007Version Spring 2007 1 March, 2007 Publishers: Metadata Update & Working in the NIMAC Portal

1© OverDrive, Inc. 2007

Version Spring 2007

March, 2007

Publishers: Metadata Update & Working in the NIMAC

Portal


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What Will We Cover Today?

Metadata: News/Updates

Submitting Batch Files to OverDrive

Working with Files in the Publisher Portal

Working with Publisher Subaccounts


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Metadata News/Updates


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Metadata Review

In the NIMAS file, metadata include information about the source print book, such as the title, author, publisher, series.

NIMAS files include metadata in the OPF.

Batch submissions must also include metadata in an Excel spreadsheet for loading into the OverDrive system.


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Why is this information so important?

1. The information you provide is what users will search. The completeness and accuracy of this information directly affect how effectively users of the NIMAC can find the files they need.

2. The information in the OPF and spreadsheets is used by NIMAC staff to provide quality control in the database.

3. Verification of metadata is the second step in the certification process.


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For additional information . . .

Please sign up for our webcast training, “Publishers and Metadata: Working with the OPF and the OverDrive Metadata Spreadsheet.”

Or, view and listen to the archived webcast at this link: http://www.nimac.us/meta2.htm

Download the updated metadata document from our web site: www.nimac.us


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Metadata Update #1: PDFs

Because the NIMAC does not have access to the print books, staff relies on the PDF to verify title, copyright and ISBN information.

NIMAC requires that publishers submit in the NIMAS file a PDF from the book—wherever these pieces of information are found.

Usually this will be the title page and page following the title page.


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Metadata Update #2: UPC Codes and Identifiers

The NIMAS specification requires that the Identifier for a file set be based on the ISBN.

However, if a title has no ISBN but does have a UPC code, this code may be used as the basis for the Identifier.

Please use this format: UPC238744563NIMAS


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Metadata Update #2: UPC Codes and Identifiers

Do not use UPC codes in the Source ISBN field.

If you have an item that has neither an ISBN or UPC code, contact NIMAC.

Please inform NIMAC if you are preparing files for materials that are not standard textbooks or ancillary materials.

NIMAC is working with OverDrive to develop necessary metadata for serials—this was not material that was planned for based on discussions during the development phase.


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Metadata Update #3: Series and Reading Programs

This information is commonly used for searching, but is often not found on the title page of the book. NIMAC relies on publishers to provide this information.

The Series field was recently modified so that up to two Series can be submitted in the Excel sheet. Please use two separate elements in the OPF if you wish to include a second series statement.


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Metadata Update #3: Series and Reading Programs

Use of the Reading Program field should be restricted to comprehensive language arts programs, or to schemes established by an outside organization, such as Accelerated Reader.

Other collective titles assigned by a publisher for a group of textbooks and ancillary materials (e.g., Scott Foresman Social Studies) should go in the Series field.


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Metadata Update #4: Teacher’s Editions

Based on IDEA and with the guidance of OSEP, NIMAC does not accept teacher’s editions of textbooks.

However, teaching materials that include pages to be distributed directly to students may be accepted if publishers submit them to the NIMAC.


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Metadata Update #5: Partial Files

The standard policy of the NIMAC is that we do not accept incomplete files.

However, in certain specific cases—as with pages from a teacher’s guide—we will make an exception.

In these cases, a Publisher Note explaining what is included in the file will be required.

Please contact NIMAC to give advance notice if you are planning to submit partial files.


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Submitting Batch Files to OverDrive


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Batch Processing: FTP Schedule

Schedule: As of March 5, 2007, OverDrive is processing batches bi-weekly, according to this schedule: Files submitted by noon on Friday will

appear by end of business day Tuesday in the portal.

Files submitted by noon on Tuesday will appear by end of business day Thursday in the portal.


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Batch Processing: FTP Schedule

Please be aware that the above schedule assumes that files validate and include all required metadata.

Files will not be loaded by OverDrive if required metadata fields are not included in the spreadsheet and the publisher will be notified of the need to complete and re-submit the metadata.


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Batch Processing: Notifying OverDrive

Please notify OverDrive every time a batch is ready for them on the FTP site by emailing:

[email protected]

This address can also be used to request FTP access if your organization does not yet have a folder on their server.


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Batch Processing: Replacement Files

In general, when you submit batch files, you must include the Excel spreadsheet with the metadata. New files will not be loaded by OverDrive without an accompanying sheet.

However, if you are sending a replacement file (for example, if an OPF had errors or omissions and you are resubmitting the NIMAS file zip file with revised OPF), it is not necessary to submit an Excel sheet. You can make any needed edits directly in the portal.

Be sure to advise OverDrive so that they know when a file is a replacement and this is the reason that no sheet is included.


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Batch Processing: For More Information …

OverDrive has created a PowerPoint for publishers explaining the file submission process.

We strongly recommend that anyone who will be submitting files review this material. It is found on the Support tab in the publisher portal.

The OverDrive metadata Excel spreadsheet can be also found at the Support tab. It includes the complete listings for all fields that use controlled vocabulary lists, as well as instructions on how to fill out the spreadsheet.


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Working with Files in the Publisher Portal: Manual Upload, Editing and

Saving of Files


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To get started, you will need…a login ID and password.

Request an administrator login ID and password from:[email protected].

Once an administrator account is created for your organization, this account can be used to create additional user accounts for Private Reserve - NIMAC.

Getting Started

If a NIMAS file set is 60MB or larger:

Do not attempt to upload the file set. Instead deliver the file and corresponding metadata to OverDrive for batch upload to the NIMAC repository.

Files less than 60MB can be uploaded through the NIMAC - Private Reserve web portal following the instructions in this section.


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Go to: http://www.privatereserve.com/nimac.

Enter your login ID and password.

Complete the security question form.

To change your password, click 'Manage User Information' on the Home Tab.

How to Login to Private Reserve - NIMAC


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To upload a new title, select option ‘Manage Inventory’ from the Home Page.

The ‘Manage Inventory’ submenu is displayed.

From the ‘Manage Inventory’ submenu, select option ‘Add New Content’.

The ‘Title Upload Screen’ is displayed.

Upload to the Private Reserve - NIMAC Web Portal

STEP ONE: Display the ‘Title Upload Screen’.


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On the ‘Title Upload Screen’ click the ‘Browse…’ button to the right of field ‘OPF File Path’.

Browse to and select the desired OPF file, then click the ‘Default Metadata’ button.


STEP TWO: Upload default metadata from the OPF File.

NOTE: The .opf file cannot be uploaded from within your .zip archive, separate upload of the .opf is required for the metadata in the .opf to be extracted.


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After clicking the ‘Default Metadata’ button you will be presented with the dialog box to the right, click ‘OK’ to continue with the .opf upload.

Upon completion of the .opf upload you will be presented with the dialog box to the right confirming that your .opf file has been validated and available metadata extracted.




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The system extracts metadata from the OPF file you selected, and populates the appropriate fields.




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Click the ‘Browse…’ button to the right of field ‘NIMAS ZIP File Path’.

Browse to and select the desired ZIP file.


STEP THREE: Upload the NIMAS ZIP file.


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If you did not extract the default metadata from the OPF, enter metadata to the fields provided.

Fields marked with an asterisk (*) are required.

Please refer to the NIMAC Metadata guidelines document available for download at: www.nimac.us for detailed information on how to enter metadata correctly.


STEP FOUR: Enter metadata, if needed.


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Once you have completed the metadata fields, you may select: ‘Upload and save to your

account’ – this saves without submitting to NIMAC

-or- ‘Upload, save, and submit

for certification’ Click the ‘Upload’ button. The source files you selected

are validated. Be patient as the system completes the validation process.

A pop-up box notifies you that files and metadata are being processed. Click ‘OK’ to close the pop-up box.


STEP FIVE: Upload the content files and metadata to the system.


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STEP SIX: Review title metadata and submit to the NIMAC repository.

Next, the ‘NIMAC - Private Reserve –Upload Summary’ screen is displayed.

Take a few moments to review that all metadata displayed is accurate.

If any metadata needs to be updated click the ‘Cancel’ button at the bottom of the page to return to the metadata edit screen.


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Once you have verified that the metadata is correct, click the ‘Save’ button at the bottom of the screen.

STEP SIX: Review title metadata and submit to the NIMAC repository.

If you chose option ‘Upload and save to your account’, the ‘Status’ reads ‘Uploaded to publisher account’.

If you chose option ‘Upload, save, and submit for certification’, the ‘Status’ reads ‘Submitted to the NIMAC’.

NOTE: If you should need to interrupt the process at any time you can save your work in progress by choosing the ‘Upload and save to your account’ option and then clicking the ‘Save’ button on the ‘NIMAC - Private Reserve –Upload Summary’ screen .


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The ‘NIMAC - Private Reserve – Inventory Submission’ screen is displayed. The screen confirms that the

content files and metadata were successfully uploaded to the system.

If you opted to submit the content to the NIMAC, NIMAC staff is alerted and will review the submission. Upon approval of the

submission, you will receive a digital certificate via email.

If you saved your work without submitting to the NIMAC, you can login and update the title record at any time.


STEP SEVEN: Content files and metadata are submitted to the NIMAC for review. ‘Inventory Submission’ screen for

saved records.

‘Inventory Submission’ screen for submitted records.


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Editing Files Uploaded to the Private Reserve – NIMAC

Portal

To edit or update an existing title select ‘Edit Existing Content/Upload Replacement ZIP Files’ from the ‘Manage Inventory’ submenu.

The ‘Edit Inventory’ screen is displayed.

Use either the ‘Quick search by’ or ‘Advanced Search’ features to locate the title you want to edit.

The ‘Edit Inventory’ search results screen will be displayed.

STEP ONE: Accessing the inventory to edit/update.


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To select the title for editing:

Double-click on the title in the search results area

OR Single-click on the

title to highlight and click on the ‘Edit’ button.


Portal

STEP ONE: Accessing the inventory to edit/update.


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On the ‘Title Upload’ screen you can: Upload an updated .opf file Upload a new .zip archive, you will be alerted if

a NIMAS file set has previously been uploaded. Update metadata manually

To update any of these elements simply re-upload the files or update the data through manual data entry in the portal.

When you have completed your revisions choose your ‘Upload action’: Upload and save to your account

OR Upload, save, and submit for certification

Click the ‘Upload’ button to proceed.


Portal

STEP TWO: Updating title information.

NOTE: If your update includes a revision to the original .opf metadata elements extracted by the Private Reserve – NIMAC portal you can upload the new .opf file to extract the revised data rather than update manually.


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Editing Files Uploaded to the Private Reserve – NIMAC Portal

STEP THREE: Review title metadata and submit your changes.

Next, the ‘NIMAC - Private Reserve –Upload Summary’ screen is displayed.

Take a few moments to review that all metadata displayed is accurate.

If any metadata needs to be updated click the ‘Cancel’ button at the bottom of the page to return to the metadata entry screen.


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Once you have verified that the metadata is correct, click the ‘Save’ button at the bottom of the screen.

If you chose option ‘Upload and save to your account’, the ‘Status’ reads ‘Uploaded to publisher account’.

If you chose option ‘Upload, save, and submit for certification’, the ‘Status’ reads ‘Submitted to the NIMAC’.

STEP THREE: Review title metadata and submit your changes continued.



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The ‘NIMAC - Private Reserve – Inventory Submission’ screen is displayed. The screen confirms that the file

and metadata were successfully uploaded to the system.

If you opted to submit the content to the NIMAC, NIMAC staff will review the submission. Upon approval, you will receive a

digital certificate via email. If you saved your work without

submitting to the NIMAC, you can login and update the record at any time.

Be sure to add the email address [email protected] to your address book so certificates will reach you.


STEP FOUR: Content files and metadata are submitted to the NIMAC for review. ‘Inventory Submission’ screen for

saved records.

‘Inventory Submission’ screen for submitted records.


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Working with Publisher Subaccounts


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Objective

This presentation provides publishers with information on Private Reserve – NIMAC User Accounts:

Creating New User Accounts

User Account Rights

Updating User Information


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Private Reserve – NIMACInformation for the Administrator

The person assigned to the Administrator role in the Private Reserve – NIMAC Account (i.e. person associated with the .admin login) is responsible for maintaining the accuracy of information associated with the account. The Administrator responsibilities include: Adding new User Accounts Maintaining User Accounts, including:

•Assisting Users with password difficulties

•Deleting User Accounts no longer in use Assigning a Primary Contact other than the Administrator if

applicable

NOTE: System-driven email notices, such as digital certificates, go to the Account Administrator. If you need to change the recipient of these types of emails, the Admin account holder can update the Name & Email Address entered for the Admin Account.


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User Accounts

To manage User Accounts, click on the ‘Users’ tab from any screen in the Private Reserve – NIMAC portal to access the ‘Manage Users’ screen.

Accessing the User Accounts Screen

NOTE: The ‘Users’ tab is not enabled for all accounts. If enabled to your account, the option allows you to create and maintain separate accounts for each individual who will use your Private Reserve – NIMAC Account. We strongly recommend that each Private Reserve – NIMAC user have a unique login and password.


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Users Tab

At the ‘Users’ tab you are able to choose from the following options:

Add User

Edit/Update User information, including User rights

Delete User


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User Accounts

At the ‘Manage Users’ screen click on the ‘Add’ button to open the ‘Add New User Account’ dialog box.

Adding a New User Account


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In the ‘Manage User Information’ dialog box, enter the required information. All required fields are marked with an ‘*’.

When you have entered all of the user information, click ‘Submit’ to create the account. Clicking ‘Cancel’ will close the dialog box without making any changes.

User rights: This section determines what the user will be able to access within the account. Hold down the ‘Control’ key (Ctrl) while clicking with the mouse to select multiple options. (More information on User Rights can be found on the following page.)

User AccountsAdding a New User Account: Entering User Information


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User Accounts

The following User Rights are available: AC = Add Content - This will allow the user to create new title records in

your Private Reserve – NIMAC account (upload new content files and enter metadata).

EC = Edit Content - This allows the user to edit titles already in your inventory. This includes changing the metadata and uploading updated files for a specific title.

DC = Delete Content - This allows the user to delete titles from your inventory.

VR = View Reports – This gives the user access to all reports available at the ‘Reports’ tab in your Private Reserve – NIMAC account.

VI = View Inventory - This allows the user to view the titles you currently have in your inventory at the ‘Shelves’ tab.

U = Manage Users - This enables the user to create, edit and delete user accounts.

MA = Manage Account - This allows the user to modify your company’s contact information and Private Reserve - NIMAC account.

Adding a New User Account: User Rights


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User Accounts

NOTE:

Where the purpose of the account is the upload of content, we recommend only the following rights be enabled:

AC (Add Content) EC (Edit Content)DC (Delete Content)VI (View Inventory)

For security purposes we recommend that only the administrator of the account have the rights to Manage Account (MA) and Manage Users (U) and that only select users have the rights to View Reports (VR).


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User Accounts

To edit an exiting user account: At the ‘Users’ tab locate the User Account to edit. Either double-click on the User listing or single-click and click on the

‘Edit’ button to access the ‘Manage User Information’ dialog box.

Editing a User Account

In the ‘Manage User Information’ dialog box you can update information such as Password and User Rights.

When you have completed your edits/updates click on the ‘Submit’ button to save your changes.


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For Technical Assistance …

If you have problems uploading records or questions regarding submitting batch loads to OverDrive, please contact OverDrive support directly at:

[email protected]


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For FTP issues …

To notify OverDrive that a batch submission has been transmitted to the FTP site; or,

To request a folder on the FTP site;

Please email [email protected]

You will receive an automated response with a ticket number. Use that tracking number to follow up with any additional questions.


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For policy or metadata requirements questions…

Contact the NIMAC! For any questions about NIMAC policy or metadata requirements, please feel free to call or email us at the NIMAC:

502-899-2230 OR 1-877-526-4622

[email protected]

Documents

© OverDrive, Inc. 2007Version Spring 2007 1 March, 2007 Publishers: Metadata Update & Working in the NIMAC Portal