1. NIMAC for Publishers & Vendors: Delivering Files
June 2018

2. Delivering Files: Manual Upload, DVD, FTP

3. How do I deliver my NIMAS files to NIMAC?
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.

4. 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.

5. This ISBN is already in the system

6. This ISBN is not already in the system

7. 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 metadata and you can view it.
You can make metadata edits or changes at this point.
Any changes made will be saved to the system record and the OPF file.

8. 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:

9. 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

10. 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.

11. 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 ing OverDrive:

12. 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.

13. Using the Validation Wizard

14. Validation
ALL files submitted to the NIMAC, whether through manual upload or batch, should be run through the NIMAC Validation Wizard before submission.
We also request that you check your zip files before FTP submission by verifying that they open.
This helps ensure that the file compression was successful and the zip file is not corrupt.

15. Validation Wizard
The 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 as an HTML file if you wish.

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

17. 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

24. 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.

25. Sample output with errors

26. 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.
Please check all files before you deliver them by FTP or on DVD.

27. Transferring by FTP
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 !
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!

28. 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.

29. The Daily Batch Delivery Report

30. 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.

31. Reading 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.

32. 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.

33. Report: All uploads successful

34. Report including failed upload

35. 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 information, contact the NIMAC.

37. Uploading Corrected Files
Once you have corrected and resubmitted a file, you do not need to provide any notification to OverDrive.
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.

38. File Review Process & Helpful Reminders

39. File Review & Certification
Once files are uploaded to the system, NIMAC staff review and certify the files.
This includes a metadata review and some additional XML quality checks.
The publisher “super user” receives an with the digital certificate number when each file is certified.
These numbers can always be accessed in the full record or your inventory report.

40. Error Feedback
NIMAC staff are able to make many OPF and portal metadata corrections without requiring that files be resubmitted.
However, if a file has a problem that NIMAC can’t fix for you, we will send detailed feedback so the file can be corrected and resubmitted as quickly as possible.

41. Reminders
Here are a few reminders regarding issues that can cause a file to fail the certification review process.
Please keep these in mind as you prepare your NIMAS files to help ensure that they can be reviewed and certified as quickly as possible.

42. Reminders: PDFs Be sure your PDF is complete. The PDF must include:
Complete title of book
ISBN
Copyright statement
Publisher imprint
If key bibliographic information is found only on the cover(s), the cover must also be included in the PDF.

43. Reminders: PDFs
Examples of key information include the full book title, author, publisher imprint, state edition or ISBN.
The PDF in the NIMAS file set is used only for file verification purposes.
It is *not* used in the production of accessible formats.
Please ensure that your PDF files are not excessively large.

44. Reminders: XML 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 often delays certification as the metadata must be removed and the file resubmitted by the vendor.

45. Reminders: Please transcribe cover information
Many print educational materials include key information about the book only on the cover(s).
When key bibliographic information, such as the full title, ISBN, publisher name, series, or state edition only appears on the book cover, the cover MUST be transcribed in the XML for the NIMAS file.

46. Reminder: Identifiers
The Identifier for the file set should be the 13-digit ISBN.
Please do not use an ISBN that does not appear on the print book as the Identifier.
Always use the Identifier as the zip file name.
We recommend that the Identifier also be used as the XML, PDF, and OPF file names.

47. Reminder: Extraneous files
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.

48. Reminder: New Imprints
To prevent the upload of inventory to the wrong account, the batch upload process checks that the publisher imprint included in the OPF is associated with the publisher uploading the file.
If there is no match, the file will be rejected.
Please notify NIMAC if you need to have a new imprint associated with your account.

49. 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: