NIMAC Operations: The File Certification Process June 24, 2008 Nicole Gaines.

NIMAC Operations:The File Certification Process

June 24, 2008

Nicole Gaines

Background• NIMAS source files can be used to create a

variety of accessible formats, including braille, large print, digital audio, or digital text.

• Having a central repository of NIMAS files helps avoid delays at the beginning of the conversion process into the student-ready version.

• Since only certified files can be accessed by users, NIMAC’s goal is to load, review and certify files as quickly and efficiently as possible.

Certification

• Certification involves two steps: an automated file validation process and a manual review of the file set and accompanying metadata.

Automated File Validation• Files are validated by running them

through the Validation Wizard created by OverDrive, Inc., our system vendor.

• Files uploaded directly through the publisher portal undergo validation as a part of the upload process. The system will not upload invalid files.

• Files submitted by batch are validated by OverDrive before load to the system.

What is automated validation?

• The Validation Wizard checks to ensure that:

– The XML is “well formed.”– All images referenced in the OPF are

present in the Images folder of the file set.

What is automated validation?

• EVERY file should be run through the wizard before submission.

• All publishers and their vendors have access to the Validation Wizard on the Support tab in the NIMAC publisher portal.

Manual File Review

• Once files are successfully loaded to the system, they undergo a manual review to check the OPF metadata, PDF and XML files to assure that they are complete and correct.

• Portal data are also reviewed to ensure that what was submitted with the batch Excel sheet matches other sources of information.

Manual File Review

• XML-only downloads of each file are performed, then the NIMAC staff member compares the contents of the files with the portal data.

• The PDF is used as the “authoritative” source of bibliographic information as it reflects the actual print book.

The Portal Data

• Because the portal data are the data in the searchable database, it is essential that this information be correct.

• In terms of the impact on end users of the NIMAC, this is actually the most critical aspect of the review process.

• NIMAC staff review the portal data to compare it with the data provided in the OPF, XML and PDF files.

NIMAS File Rejections

• NIMAC requires resubmission of the NIMAS file set when “critical” errors are present in the OPF.

• “Non-critical” errors are corrected in the portal by NIMAC staff and the file sets are certified.

“Non-critical” OPF Errors: Examples

• Punctuation or capitalization errors in the title, series or creator elements – “ThoMas CARTER” instead of “Thomas Carter”

• Wrong state edition format in the OPF – “Texas edition” instead of “TX ed.”

• Wrong NIMAS File Creation Date in the portal.

“Critical” OPF Errors = Certification Delays

• Even with NIMAC staff providing portal corrections for “non-critical” errors, a very high percentage of files (64%) must be rejected—primarily due to incorrect or incomplete metadata.

• Resubmission can lead to lengthy delays in file certification, depending on how long it takes the vendor to correct and resubmit the file.

“Top Ten” Recent Errors

1. Publication date—wrong data or missing element

2. Numeric edition—required element missing

3. State edition—wrong data or missing element

4. ISBN—missing data or typographical error

5. Publisher Name, Title or Series—format does not match previously certified files

“Top Ten” Recent Errors

6. Creator—typographical errors or wrong information (e.g., Savannah, Georgia)

7. NIMAS File Creation Dates—incorrect / inconsistent with portal data

8. Corrupt, incomplete, or incorrect PDFs

9. Grade Levels—inconsistent with portal data or missing

10. Copyright date—incorrect

Incomplete XML Data• XML file incomplete because key

information from the book cover is left out.

• The NIMAS Technical Assistance Center has clarified that key information appearing only on the cover must be included in the XML file.

• This may include title, creator, publisher, ISBN, copyright or series information.

Why are there so many errors?

• Vendor confusion regarding metadata requirements and/or what specific fields mean.

• Vendors not understanding that bad metadata will lead to file rejection. Many vendors are experts at automated XML production, and try to “automate” metadata creation by using incorrect OPF data from an existing template.

• Proofreading! MANY errors could easily be found and corrected by vendors before submission.

How can you help?• Ask new vendors to contact us—or ask us

to contact them—so that we can ensure they have all the needed documentation and understand the requirements.

• Emphasize to vendors that metadata errors lead to costly delays and additional work for everyone.

How can you help?

• Let new vendors know what you have already done with existing files—your publisher name format, established series, etc.

• Require that new vendors send the NIMAC sample OPF and PDF files so that we can review for errors BEFORE they send their first batch submissions.

How can you help?• Share policy/procedural updates with your

vendors.

• Ask your vendors to check the NIMAC web site for important procedural updates and policy notices and to contact us if they have any questions.

• Ask your vendors to send us an email so we can put them on our publishers and vendors email list.

How can you help?

• In addition to metadata errors, other problems that lead to delays include:– Insufficient notification of batch delivery

– Not using the supplied Excel sheet for batch metadata delivery

– Submission of invalid zip files

– Submission of corrupt zip files

– Multiple submissions of very small batches

Please ask that your vendors…

• Comply with all batch load requirements for every delivery. This includes:– Providing complete notification information to

OverDrive– Use only the Excel template provided by us– Use the Validation Wizard on EVERY file– Test all zip files for corruption before sending– Submit weekly batches and avoid multiple

deliveries of small numbers of files

Your ideas?