NIMAC 2.0 Basics for AUs: Searching, Downloading, and Assigning Files & Using the Reports Options 1www.nimac.us

In this PowerPoint: We will cover how to use the NIMAC Authorized User portal to: – Search for files in the NIMAC – Download files – Assign files to registered Accessible Media Producers – View and export reports 2www.nimac.us

NIMAC Login Screen:

Search Page Display Clicking the Search tab brings up a display of: – All Certified files in the NIMAC – A Quick Search box – A button to go to the Advanced Search page

NIMAC Search Screen From the main screen, the user can page through the inventory, perform a Quick Search, or go to the Advanced Search screen. Your best search is a Quick Search by the ISBN of the student edition. We strongly recommend this as the most reliable search for finding the exact book you need.

Quick Search Options The default Quick Search is by ISBN. Other Quick Search options include: Title Publisher Identifier

Advanced Search The Advanced Search button is located to the right of the Quick Search. Clicking the button will take you to a detailed search page. A wide range of searchable fields are available.

Advanced Search Tips Remember: Less is better! The more search terms you use, the narrower the search results will be. We always recommend searching by student edition ISBN if possible. If you do not have the ISBN, search by a key word or phrase from the title. Add additional search terms only if you need to further limit your search results.

Advanced Search Example Let’s say the user is looking for the California edition of the Treasures Practice Book for third grade but does not have the ISBN information. We will show an Advanced Search for: – “Treasures” in Title – “California” in State Edition – “Grade 3” in Grade Level

What if you don’t find the file you need? Feel free to contact the NIMAC for assistance. We are happy to follow up with publishers to try to expedite files that publishers have in conversion. You can also add the ISBN to your Watchlist to receive notification when the file is available. For more information, download the Watchlist presentation from the Support tab or our web site (

Obtaining “pre-NIMAS” files Many older books are already be available in accessible formats. Be sure to check the Louis Database of Accessible Materials, as well as Bookshare, to see if the title you need is already available in the format you need: Louis: Bookshare:

Obtaining “pre-NIMAS” files Many of the publisher contacts who are responsible for fielding requests for digital files for braille production also handle other disability requests for older materials. A list of braille contacts can be found at the APH web site:

Obtaining “pre-NIMAS” files If the publisher you need is not on that list, try using the Contact Information tab in the AU portal to locate the publisher’s web site. From there, look for the Rights & Permissions contact, or Disability Requests contact. Or, you can the publisher contact in the NIMAC Contact Information to ask where to direct your request.

Download Option Links After performing either an Advanced or Quick Search, you will see the brief search results. To the right of the brief results, you will see the download options for the file set.

Downloading There are two file set download options: – XML download (which does not include images) – Full Download (which does contain images) The XML download is much smaller and will download faster. If you don’t need the images for your conversion, choose this option. If you do need the images, choose the Full Download option.

Title page PDF download You can also choose to download and view just the title/copyright page PDF if you want to ensure you have located the correct book before downloading the file set. Note: The title/copyright page PDF is provided for file verification purposes only. The NIMAC does not receive or distribute any books in PDF format.

Downloading the NIMAS File Set Just choose the download option you want. The system will take you to a click-through Limitation of Use Agreement. Scroll down and click the “I agree” link at the bottom of the page.

The Download Process The file will then be fingerprinted and watermarked. After that has completed, you will be prompted to choose where you want to save the file on your computer. You can also rename the file at that time if you would like a file name other than the NIMAS Identifier.

Full Record Display In addition to the brief display of search results, the user also has the option to view a more complete bibliographic record for a file. Clicking on a title in the search results will take you to the full record display. Additional information includes such information as series, grade level, and source book pagination, if available.

Assigning Files to an Accessible Media Producer In addition to directly downloading files, Authorized Users can also assign files to be downloaded by Accessible Media Producers (AMPs) registered with the NIMAC. This option is provided for your convenience so that you do not have to download and ship the files to your AMP.

AMP Registration with NIMAC Registering with the NIMAC as an AMP is free and voluntary. Registration is not an endorsement by the NIMAC, and AUs should make any necessary business arrangements with the chosen AMP before assigning files to them.

What if the AMP I want to use isn’t registered with the NIMAC? In this case, you have two options: – You can download the file and ship the file to the AMP. – Or, you can encourage the AMP to go online and register an account with us:

Assign File to AMP To assign a file, just click the link to the right of the brief display. The system will bring up a page asking you to choose the AMP account and format you want. Just select your options from the pick lists provided and submit the assignment.

Currently Assigned Formats After clicking the Submit button, you will get a confirmation message in red that the assignment was successful. You will also then see the new assignment under Currently Assigned Formats. Note: If another NIMAC user has assigned this same file to an AMP, that information will also display in that area.

“Unassigning” a File If you have assigned a file in error, either by choosing the wrong AMP or wrong format, you can undo the assignment. The link to “Unassign” the file is found the left under Currently Assigned Formats. Just click the link; the system will ask you to confirm the deletion of the assignment.

Using the Unassign Option Please note that “Unassign” should only be used if you have made a mistake and the AMP is not going to be producing the format for you. Valid assignments should not be removed from the system. Removing a valid assignment will prevent other users from seeing that the format has already been assigned to the AMP.

Duplicate File Assignments Once an AMP has been assigned a file for a given format, the system will prevent another user from submitting a duplicate assignment. If the file has already been assigned, the system will alert you and advise you to contact the AMP directly for more information. The Contact Information tab in the portal contains phone and info for all registered AMPs.

Show AMPs by Format If you would like to select from a list of all AMPs who are able to produce a specific format, just click “Show AMPs by Format.” This will bring up a list of formats included in the database. Click the format you want. Then click on any AMP in the list to select.

What is Batch Assignment? An AU can assign multiple files to an AMP at one time. The Batch Assign AMP button is located to the right of the Advanced Search button. The button remains grayed out until you perform a search. For obvious reasons, please be careful with this option.

Batch Assign AMP Clicking the Batch Assign button after a search will bring up a list of ALL files in the search results. Be sure to scroll down to view them all! Use the pick lists to choose your AMP and requested format. Then use the check boxes to the left of each title to select the files to assign.

Last Step: Verify Your ISBNs! Different editions often have identical titles! Before submitting the batch assignment, verify your ISBN information against the ISBNs in the last column of the display. Once you have verified the ISBNs, just click Submit. The system will ask you to confirm the assignment.

notification As with individual AMP assignment, the AMP will receive an for each title assigned. Remember: There is no option to “batch unassign” files. If you make an error in the batch assignment, you will have to unassign each file individually. Be careful to verify the ISBNs to ensure that you only assign the right files to your AMP.

Reports in the AU Portal The Reporting functionality in the AU portal gives you the option to generate four different reports: – Your AMP assignments – Your “Watchlist” – Your file downloads – All registered AMPs in the NIMAC system

AMP Assignments Report This report can either be viewed in the browser or exported. Note: The browser view works best in IE. If you choose this report, you will be prompted to choose a sort option: – Title – Format – AMP – Date Assigned

Export Options You can also export the report in these well- known formats: – Excel – Word – PDF Additional export format options include: – CSV – XML – MHTML – TIFF

After your export… Your exported report will open in a new window or save as you choose. Once you are finished with the particular report, you can click on any tab at the top of the screen to go elsewhere in the AU portal. Or you can click the link “Back to the Reports List” and do a different report. Now we will look at the AMPs by Format report.

The Watchlist Report The Watchlist report has the following sort options: – ISBN – NIMAS Identifier – Date Added – Status This report can be exported as: – Excel – CSV

Unique Downloads Report Enter the date range for your report. Then choose from the following options for the report: – By Day – By Month – By Content Type – By Publisher Account Then choose either the Summary or Details display option.

Congratulations! You have completed this PowerPoint training. You have learned how to: – Locate files in the NIMAC – Download files to your computer – Assign individual files to an AMP – Batch assign files to an AMP – Utilize the reports options of the AU portal 120www.nimac.us

For more help… Should you ever encounter a technical problem or error while working in the system, please direct those support requests to OverDrive: All other questions can be directed to NIMAC: