NIMAC “Spring Training” for Publishers & Vendors Nicole Gaines March-April 2019

What we’ll cover today. . . Resources for Preparing NIMAS NIMAC metadata requirements Metadata and file reminders Excel to OPF tool File validation & Delivering files The NIMAC file certification process Quick demo: Sub users and reports

Preparing NIMAS Files

NIMAS The three essential resources for preparing NIMAS are: The NIMAS specification: http://aem.cast.org/creating/nimas-technical-specification-annotated.html#.XKJVMZhKiUk The DAISY Structure Guidelines: http://www.daisy.org/z3986-structure-guidelines NIMAC Metadata Requirements: http://www.nimac.us/pdf/NIMAC_metadata_guidelines_March_31_2017.pdf

NIMAC Website http://www.nimac.us/publishers-resources/ Archived training videos and PowerPoints, as well as other resources. NIMAC is happy to assist with metadata or technical questions.

National AEM Center The National AEM Center at CAST provides technical assistance to publishers and vendors regarding the specification. They offer a variety of resources for use in preparing NIMAS on their website: http://aem.cast.org/creating/creating-nimas-files.html#.XKJV95hKiUk

NIMAS Metadata

Required Metadata All NIMAS files must include required metadata in the OPF of the file set. Including correct & complete metadata is essential to ensuring your deliveries will upload and can be certified quickly. Not including required metadata can cause the system to reject your file for upload.

NIMAC Search The NIMAC system offers a text box search for title, author, series, ISBN, and Identifier, and pick list filters for all other metadata. It is not a Google-like search that will bring up similar records if there is no match. It is a precise search that looks for identical matches.

OPFs and Searching The metadata supplied in the OPF is extracted to create the NIMAC system record. This is the information that enables users to find your files when they search the NIMAC. NIMAC staff review all file submissions to ensure that metadata are complete and correct--so users can find the material.

OPFs and the NIMAS PDF When reviewing the file, the NIMAC checks the OPF metadata against the PDF (and the XML file) to ensure that the metadata match the print book. Metadata in the OPF should always match the PDF included with the file set. If you are using some other source for the metadata, please check the metadata against the PDF before submitting the file.

Metadata Sources If you are a publisher supplying metadata to the conversion vendor, please ensure that you include all required metadata. If you are unsure about requirements, please review the guidelines or contact NIMAC for assistance. The Excel to OPF tool can also help ensure all required metadata are included and formatted correctly.

NIMAC Metadata Guidelines Please review the NIMAC Metadata Guidelines if you are new to the NIMAC or when you have questions about how to include correct metadata: http://www.nimac.us/pdf/NIMAC_metadata_guidelines_March_31_2017.pdf

Metadata Edits NIMAC staff routinely make minor metadata corrections in order to quickly certify files. However, the NIMAC may require the publisher or vendor to supply corrected files when problems are extensive or affect a large number of files. NIMAC is not able to fix any issues in XML, PDF or image files.

Common File Problems: Issues & Reminders

Title Metadata Please ensure that the <doctitle> and title metadata include the complete title of the textbook, including any ancillary title. The title should match the complete title found on the book. Please use the title found on the print book, not an abbreviated title or catalog code used for internal tracking.

Non-title info in Title The NIMAC OPF provides metadata elements for the state edition, numerical edition, copyright, publisher and grade. Rule of thumb: If you are providing the information elsewhere in the record, don’t repeat it again in the title. Do not include “Student Edition” in the title. Just ask if you have any questions!

“Required, if applicable” Metadata for series, author(s), and numerical edition are required *only* if they apply to the book. Please just leave these OPF elements empty if they do not apply. Do not use the series element to repeat the publisher, title or subject of the book.

Metadata Guidance in Advance If you have a new program that you are preparing for delivery, we encourage you to contact the NIMAC for metadata guidance before you begin submitting files. We are happy to provide guidance on a sample file. This “preview” can help avoid basic metadata errors that might otherwise affect a large number of files.

PDF in the NIMAS file set Be sure your PDF is complete. Title page and copyright page are required. The PDF must always include: Complete title of book ISBN Copyright statement Publisher imprint If key information is found only on the cover(s), please include the covers in the PDF.

PDF file size The PDF in the NIMAS file set is used only for file verification purposes. It is not used in the production of any accessible formats. No need to provide a high-quality PDF in the NIMAS file. A large PDF adds to download times but does not add value to the user.

Cover information in XML Some educational materials include key information about the book only on the front or back covers. When bibliographic information such as the complete title, ISBN, publisher name, series or state edition only appears on the book cover, the cover information MUST be included in the XML for the NIMAS file.

XML <head /> metadata Please do not include a metadata header in the NIMAS XML file. The NIMAS specification calls for the <head /> tag to be empty. Including non-NIMAS metadata in an XML header can delay certification.

Identifiers The Identifier for the file set should be the 13-digit ISBN + NIMAS. Please use an ISBN that appears on the print book as the Identifier. Use the Identifier as the zip file name. The Identifier should also be used as the XML, PDF, and OPF file names.

Extraneous files in the zip file If a Mac computer is used to compress the file set, extraneous files may end up included in the zip archive. These additional files can cause the OverDrive batch upload process to fail. Please ensure that no additional Mac-generated files are added to the zip file. Do not include any other file—such as a validation screen shot, in the zip file.

MathML Reminders http://www. nimac

MathML 3.0 declaration <?xml version="1.0" encoding="UTF-8"?> <!DOCTYPE dtbook PUBLIC "-//NISO//DTD dtbook 2005-3//EN" "http://www.daisy.org/z3986/2005/dtbook-2005-3.dtd" [ <!ENTITY % MATHML.prefixed "INCLUDE" > <!ENTITY % MATHML.prefix "m"> <!ENTITY % mathML3 PUBLIC "-//W3C//DTD MathML 3.0//EN" "http://www.w3.org/Math/DTD/mathml3/mathml3.dtd">                 %mathML3; <!ENTITY % externalFlow "| m:math"> <!ENTITY % externalNamespaces "xmlns:m CDATA #FIXED 'http://www.w3.org/1998/Math/MathML'">]> <dtbook version="2005-3" xml:lang="en-US" xmlns="http://www.daisy.org/z3986/2005/dtbook/" xmlns:m="http://www.w3.org/1998/Math/MathML">  

MathML 2.0 declaration <?xml version="1.0" encoding="UTF-8"?> <!DOCTYPE dtbook PUBLIC "-//NISO//DTD dtbook 2005-3//EN" "http://www.daisy.org/z3986/2005/dtbook-2005-3.dtd" [   <!ENTITY % MATHML.prefixed "INCLUDE" >   <!ENTITY % MATHML.prefix "m">   <!ENTITY % MATHML.Common.attrib           "xlink:href    CDATA       #IMPLIED           xlink:type     CDATA       #IMPLIED           class          CDATA       #IMPLIED           style          CDATA       #IMPLIED           id             ID          #IMPLIED           xref           IDREF       #IMPLIED           other          CDATA       #IMPLIED           xmlns:dtbook   CDATA       #FIXED 'http://www.daisy.org/z3986/2005/dtbook/'           dtbook:smilref CDATA       #IMPLIED"  >   <!ENTITY % mathML2 PUBLIC "-//W3C//DTD MathML 2.0//EN"             "http://www.w3.org/Math/DTD/mathml2/mathml2.dtd"  >   %mathML2;   <!ENTITY % externalFlow "| m:math">   <!ENTITY % externalNamespaces "xmlns:m CDATA #FIXED   'http://www.w3.org/1998/Math/MathML'">]>  <dtbook version="2005-3" xml:lang="en-US" xmlns="http://www.daisy.org/z3986/2005/dtbook/" xmlns:m="http://www.w3.org/1998/Math/MathML">  

MathML fallback images Files that include MathML should always include fallback images on the <m:math> tags. Example: <m:math altimg="./images/thruout/Equationp23.jpg" alttext="">

MathML alttext attribute Alt text is not required for MathML. However, the alttext attribute is required. Example: <m:math altimg="./images/ch1/equationp32.jpg" alttext=""> Unless you are including a description of the math expression, leave the attribute empty. Do not include placeholder text, such as “math” as alttext.

Excel to OPF Tool

Transform Excel to OPF This optional system feature allows you to generate “starter OPFs” by uploading a completed metadata Excel sheet. The tool provides the correct NIMAS tags and formatting and emails the OPFs to the user. Using this feature can help reduce metadata errors as it includes pick lists for all fields that use controlled vocabularies.

Excel to OPF Metadata Sheet This sheet is can be downloaded from the NIMAC website: http://www.nimac.us/wp-content/uploads/2019/03/NIMAC_MetadataTemplate-updated-2019.xls This is the only sheet that the system can accept.

“Starter OPFs” The system will email you a zip file that contains an OPF for each line of the Excel sheet. You will just need to complete the manifest and spine portions of the OPF and then it can be supplied with the NIMAS file set. Feel free to play with the feature using made up data to get acquainted with how it works.

File Validation

NIMAC Validation All files submitted to the NIMAC, whether through manual upload or batch, should be run through the NIMAC Validation Wizard before submission. Files that do not pass validation will be rejected for upload to the NIMAC system. Automated validation is the first step in the certification process.

Validation Wizard The NIMAC Validation Wizard is available for download by all publishers and vendors from the Support tab of the publisher portal. This is a small stand-alone program. There is only a Windows version of the validator at this time. You can export the validation results if you wish.

The Validation Wizard can be downloaded at any time from the Resources page in the system.

Using the Validation Wizard The validation wizard checks that: The XML is well formed and validates to the NIMAS DTD (and MathML DTD, if applicable) All images referenced in the XML and OPF are present in the images folder The wizard does not: Verify that metadata are correct/complete Evaluate the content or tagging decisions Detect extraneous files in the zip archive

Validation Errors If you have errors, you can expand the window to view, or export the error report. Any errors that show up on the report must be corrected before submitting the file set. Note: Certain errors may stop the validator. After making corrections, run the file through the wizard again to ensure that there are no additional issues.

Corrupt Files After zipping your NIMAS file sets, please check to ensure that the files were not corrupted during the compression process. Just click on the zip file. If it opens, the file is probably okay and not corrupt.

Delivering Files

Manual Upload & Batch Delivery Files up to 300 MB each can be manually uploaded to the NIMAC system. Due to upload times, however, you may want to consider delivering files over 200 MB by FTP.

New files versus resubmissions New files are ISBNs not already in the system. These files are uploaded using the “Add New Content” link. Resubmissions/replacement files are ISBNS that are already in the system. These are uploaded using the “Replace Zip File” button. If you do not know if the ISBN is already in the system, just do a quick search to find out.

This ISBN is already in the system

This ISBN is not already in the system

Manually uploading files The manual upload option takes you to a page where you navigate to your zip file. After validation and upload, the system extracts the OPF metadata and presents it in a web form. You can make metadata edits before saving. Any changes made will be saved to the system record and the OPF file.

Saving files Saved files are automatically placed in Uncertified inventory and this triggers the review process. For more details on how to log in and directly upload files, please refer to the NIMAC v3 instructional videos found on our website: http://www.nimac.us/publishers-conversion-houses/

Delivering files on DVD Files that are over 1 GB each must be burned to DVD and shipped directly to OverDrive. OverDrive, Inc. Attn: NIMAC Batch Upload 1 OverDrive Way Cleveland, OH 44125 USA

DVD packing slip When delivering files on DVD, please include a packing slip that contains the Identifier(s) of the file(s) being submitted and your NIMAC login ID.

Delivering files by FTP Files that are over 300 MB but under 1 GB each must be delivered by FTP. These deliveries are supplied directly to our system vendor, OverDrive, Inc. The host location of the FTP is: transfer.overdrive.com If you do not yet have an FTP login, you can request one by emailing OverDrive: FTPNIMAC@privatereserve.com

Requesting FTP Access Please be sure to reference your NIMAC system login ID for the specific publisher in the request for FTP credentials. This is the NIMAC account that the publisher establishes for each conversion vendor in order to provide access to their inventory. You need a separate FTP login for each publisher that you work with.

Simplified FTP Process Once you have validated your files, just transfer them to the root directory of your OverDrive FTP account: You no longer need to send a delivery notification email You no longer need to supply a batch delivery metadata Excel sheet with any files You no longer need to separate new files and resubmissions into two deliveries

Place files in Root directory Place files in the ROOT directory of the FTP only. Do not use folders/subfolders on the FTP. The automated batch process at OverDrive will ignore any files that are not saved directly to the root directory of the FTP.

The Daily Batch Delivery Report

Batch Delivery Report FTP deliveries are processed overnight. The morning after your FTP delivery has been processed, you will receive an automated report that details the processing results. If you are a vendor that supplies files for multiple publishers, you will receive a separate report for each publisher.

Be sure to read the report This report takes the place of the delivery tracking system that was previously used. Be sure to review every report you receive -- this daily report is your official notification from OverDrive if a delivery fails.

Reading the Report At the top of the report you will see a summary of the upload results. If the report shows no failed uploads, you do not need to take any further action. If the report does show failed uploads, please review the Details column information, correct the issue, and deliver the file again.

Report: All uploads successful

Report including failed upload

Failed uploads If a delivery fails, the Details column in the daily report will provide the information related to the error that prevented upload. The daily report is your official notification regarding failed deliveries. It is up to you to address the problem and resubmit any file that fails upload. If you have any questions about the error, contact the NIMAC.

Uploading Corrected Files Once you have corrected and resubmitted a file, you do not need to provide any notification to OverDrive or NIMAC. Just deliver the file(s) again by FTP. The new delivery will show up on the daily report on the following day. You will be able to verify at that point that the corrected file uploaded successfully.

File Review Process

File Review & Certification To be accepted into the NIMAC, files must pass the automated validation (upon upload) and a manual quality check of the files and metadata by NIMAC staff. The publisher “super user” receives an email with the digital certificate number when each file is certified. These numbers can always be accessed in the full record or your inventory report.

File Review Checks NIMAC staff review the metadata submitted with the file set to ensure it is correct and complete. There are some additional checks to the XML and PDF files. NIMAC does not receive print books and so does not do a page-by-page comparison to ensure coding is correct.

Error Feedback NIMAC staff are able to make metadata corrections without requiring that files be resubmitted. However, if a file has a problem in the XML or PDF, we will send detailed feedback so the file can be corrected and resubmitted as quickly as possible. This feedback will be sent to the person who delivered or uploaded the file.

File Review Timeline The time for a delivery to be reviewed and certified varies depending on the number of files received at the same time. During times of light submissions, a file may be certified the day it is uploaded to the system. If a delivery is large or many other files are in the queue, it may take 1-2 weeks or longer.

File Review Timeline We strongly encourage you to submit files at least two weeks in advance of a deadline. This ensures that if there are problems, you will have time to make the needed corrections. Generally files are certified in the order received, but we are happy to prioritize files with a deadline, if possible.

Live Demo

Highlights for Publisher Users Inventory Status Stalled Uncertified Certified Reports Export button Reports options Sub User accounts publishers vendors

Questions? For any questions about your daily FTP report, the status of files in the NIMAC system, or feedback provided by our staff, don’t hesitate to get in touch with us for assistance: nimac@aph.org 877-526-4622