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

2. © OverDrive, Inc. 2007Version Spring 2007 2 What Will We Cover Today? Metadata: News/Updates Submitting Batch Files to OverDrive Working with Files in the Publisher Portal Working with Publisher Subaccounts

3. © OverDrive, Inc. 2007Version Spring 2007 3 Spring, 2007 Metadata News/Updates

4. © OverDrive, Inc. 2007Version Spring 2007 4 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.

5. © OverDrive, Inc. 2007Version Spring 2007 5 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.

6. © OverDrive, Inc. 2007Version Spring 2007 6 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 http://www.nimac.us/meta2.htm Download the updated metadata document from our web site: www.nimac.us www.nimac.us

7. © OverDrive, Inc. 2007Version Spring 2007 7 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 bookwherever these pieces of information are found. Usually this will be the title page and page following the title page.

8. © OverDrive, Inc. 2007Version Spring 2007 8 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

9. © OverDrive, Inc. 2007Version Spring 2007 9 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 serialsthis was not material that was planned for based on discussions during the development phase.

10. © OverDrive, Inc. 2007Version Spring 2007 10 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.

11. © OverDrive, Inc. 2007Version Spring 2007 11 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.

12. © OverDrive, Inc. 2007Version Spring 2007 12 Metadata Update #4: Teachers Editions Based on IDEA and with the guidance of OSEP, NIMAC does not accept teachers 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.

13. © OverDrive, Inc. 2007Version Spring 2007 13 Metadata Update #5: Partial Files The standard policy of the NIMAC is that we do not accept incomplete files. However, in certain specific casesas with pages from a teachers guidewe 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.

14. © OverDrive, Inc. 2007Version Spring 2007 14 Spring, 2007 Submitting Batch Files to OverDrive

15. © OverDrive, Inc. 2007Version Spring 2007 15 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.

16. © OverDrive, Inc. 2007Version Spring 2007 16 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.

17. © OverDrive, Inc. 2007Version Spring 2007 17 Batch Processing: Notifying OverDrive Please notify OverDrive every time a batch is ready for them on the FTP site by emailing: FTPNIMAC@privatereserve.com This address can also be used to request FTP access if your organization does not yet have a folder on their server.

18. © OverDrive, Inc. 2007Version Spring 2007 18 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.

19. © OverDrive, Inc. 2007Version Spring 2007 19 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.

20. © OverDrive, Inc. 2007Version Spring 2007 20 Spring, 2007 Working with Files in the Publisher Portal: Manual Upload, Editing and Saving of Files

21. © OverDrive, Inc. 2007Version Spring 2007 21 To get started, you will need…a login ID and password. Request an administrator login ID and password from: NIMAC@aph.org. NIMAC@aph.org 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.

22. © OverDrive, Inc. 2007Version Spring 2007 22 Go to: http://www.privatereserve.com/nimac.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

23. © OverDrive, Inc. 2007Version Spring 2007 23 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.

24. © OverDrive, Inc. 2007Version Spring 2007 24 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. Upload to the Private Reserve - NIMAC Web Portal 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.

25. © OverDrive, Inc. 2007Version Spring 2007 25 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. STEP TWO: Upload default metadata from the OPF File. Upload to the Private Reserve - NIMAC Web Portal

26. © OverDrive, Inc. 2007Version Spring 2007 26 The system extracts metadata from the OPF file you selected, and populates the appropriate fields. STEP TWO: Upload default metadata from the OPF File. Upload to the Private Reserve - NIMAC Web Portal

27. © OverDrive, Inc. 2007Version Spring 2007 27 Click the Browse… button to the right of field NIMAS ZIP File Path. Browse to and select the desired ZIP file. Upload to the Private Reserve - NIMAC Web Portal STEP THREE: Upload the NIMAS ZIP file.

28. © OverDrive, Inc. 2007Version Spring 2007 28 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. www.nimac.us Upload to the Private Reserve - NIMAC Web Portal STEP FOUR: Enter metadata, if needed.

29. © OverDrive, Inc. 2007Version Spring 2007 29 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. Upload to the Private Reserve - NIMAC Web Portal STEP FIVE: Upload the content files and metadata to the system.

30. © OverDrive, Inc. 2007Version Spring 2007 30 Upload to the Private Reserve - NIMAC Web Portal 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.

31. © OverDrive, Inc. 2007Version Spring 2007 31 Upload to the Private Reserve - NIMAC Web Portal 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.

32. © OverDrive, Inc. 2007Version Spring 2007 32 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. Upload to the Private Reserve - NIMAC Web Portal 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.

33. © OverDrive, Inc. 2007Version Spring 2007 33 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.

34. © OverDrive, Inc. 2007Version Spring 2007 34 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. Editing Files Uploaded to the Private Reserve – NIMAC Portal STEP ONE: Accessing the inventory to edit/update.

35. © OverDrive, Inc. 2007Version Spring 2007 35 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. Editing Files Uploaded to the Private Reserve – NIMAC 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.

36. © OverDrive, Inc. 2007Version Spring 2007 36 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.

37. © OverDrive, Inc. 2007Version Spring 2007 37 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. Editing Files Uploaded to the Private Reserve – NIMAC Portal

38. © OverDrive, Inc. 2007Version Spring 2007 38 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 NIMAC@aph.org to your address book so certificates will reach you. NIMAC@aph.org Editing Files Uploaded to the Private Reserve – NIMAC Portal 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.

39. © OverDrive, Inc. 2007Version Spring 2007 39 Spring, 2007 Working with Publisher Subaccounts

40. © OverDrive, Inc. 2007Version Spring 2007 40 Objective This presentation provides publishers with information on Private Reserve – NIMAC User Accounts: Creating New User Accounts User Account Rights Updating User Information

41. © OverDrive, Inc. 2007Version Spring 2007 41 Private Reserve – NIMAC Information 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.

42. © OverDrive, Inc. 2007Version Spring 2007 42 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.

43. © OverDrive, Inc. 2007Version Spring 2007 43 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

44. © OverDrive, Inc. 2007Version Spring 2007 44 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

45. © OverDrive, Inc. 2007Version Spring 2007 45 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 Accounts Adding a New User Account: Entering User Information

46. © OverDrive, Inc. 2007Version Spring 2007 46 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 companys contact information and Private Reserve - NIMAC account. Adding a New User Account: User Rights

47. © OverDrive, Inc. 2007Version Spring 2007 47 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).

48. © OverDrive, Inc. 2007Version Spring 2007 48 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.

49. © OverDrive, Inc. 2007Version Spring 2007 49 For Technical Assistance … If you have problems uploading records or questions regarding submitting batch loads to OverDrive, please contact OverDrive support directly at: NIMACSupport@privatereserve.com

50. © OverDrive, Inc. 2007Version Spring 2007 50 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 FTPNIMAC@privatereserve.comFTPNIMAC@privatereserve.com You will receive an automated response with a ticket number. Use that tracking number to follow up with any additional questions.

51. © OverDrive, Inc. 2007Version Spring 2007 51 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 nimac@aph.org