---

---

What is a conversion house?

Conversion houses are companies who contract with publishers to convert file sets into NIMAS format for submission to the NIMAC. These contractual relationships are directly between the publisher and the chosen vendor and do not involve the NIMAC.

Back to top

How do conversion houses/vendors gain access in order to upload file sets?

Access to the NIMAC repository is through an account created for you by the publisher for whom you are working. If you will be uploading file sets to the NIMAC on behalf of the publisher, you will want to be sure you have been given adequate rights to work in the portal. NIMAC recommends that vendor accounts be given the following rights:

Add Content
Edit Content
Remove Content
View Inventory

Back to top

How are NIMAS file sets accepted into the NIMAC?

Acceptance of file sets into the NIMAC involves two steps. First, an automated validation process checks to ensure that the XML is well-formed and that all images referenced in the OPF are included in the zip file. Second, NIMAC staff manually checks the file sets and reviews the OPF metadata for completeness and accuracy.

If you are preparing file sets for the first time, we strongly recommend that you review our metadata documentation, which can be found at:

— NIMAC Metadata Guidelines, Updated January 2008

A sample OPF may also be downloaded from the web site. We also encourage all vendors to contact NIMAC in advance of submitting file sets should you have any questions about how to prepare metadata. NIMAC does require that incorrectly formatted or incomplete metadata be corrected and resubmitted before file sets are accepted.

Back to top

What is the Validation Wizard and where can it be found?

The NIMAC Validation Wizard verifies that the XML is well-formed and that all referenced images are included in the images folder. All file sets submitted to the NIMAC should be checked BEFORE submission using this tool.

Please note that the validation wizard is not able to evaluate the metadata in the OPF for completeness or accuracy. It is the publisher or vendor's responsibility to ensure that all metadata are complete and complies with NIMAC policy as well as the NIMAS specification. See

NIMAC Metadata Guidelines, Updated January 2008 for further information.

The validation wizard is available on the Support tab in the publisher portal to anyone with a publisher subaccount. Publishers are also permitted to distribute the wizard to vendors whom they are contracting but who may not have a subaccount.

Back to top

How does the Validation Wizard work?

• Open the Wizard and click Next.
• Browse to a source file path and click Next. You can choose to validate either an OPF only or an entire NIMAS file.
• When the process is complete, the Wizard presents the results.
• Results may be downloaded for printing.
• If the wizard has found errors, these errors must be fixed before the file can be submitted to the NIMAC.
• Please note: The wizard does not list every occurrence of the same error, but only the first time that error is located in the file. Be sure to make any necessary changes or corrections throughout the XML file.
• After making these changes, run the file through the wizard again to ensure that no changes have been overlooked.

Back to top

How are file sets uploaded to the NIMAC?

File sets of 60 MB or smaller may be uploaded through the NIMAC online portal. Larger file sets must be submitted for batch processing, usually via FTP. For more information, please review the PowerPoint on submitting file sets, located on the Support tab in the publisher portal.

Back to top

Will I receive confirmations when I upload books via FTP?

When FTPNIMAC@privatereserve.com is notified of a batch submission, they send back an automated response providing a tracking number. This is the number to be used for any inquiries involving that batch. However, after this response, file sets will simply appear in the publisher's uncertified inventory based on OverDrive's FTP processing schedule.

Back to top

Will I receive confirmation when a file is accepted into the NIMAC?

When a file is accepted, the system automatically sends a digital certificate of acceptance to the publisher. This notice goes to the person who is the primary publisher account holder. OverDrive is working on creating a "notifications" email address option in the publisher account so that an alternate person can be designated to receive the automated notices. You can also find all file sets that have been issued a certificate for a given publisher by doing a search in the NIMAC public search interface. Please note that each digital certificate includes a unique GUID that is associated with the NIMAS file set. This GUID also is searchable via the public interface.

Back to top

What is OverDrive's processing schedule for the batch file sets?

OverDrive processes file sets twice a week. File sets submitted by noon on Friday will appear in the portal by the end of the business day on Tuesday. File sets submitted by noon on Tuesday will appear in the portal by the end of the business day Thursday.

File sets will not be loaded by OverDrive if required metadata fields are not included in the spreadsheet; the publisher will be notified of the need to complete and resubmit the data. Please be aware the resubmitted file sets are still subject to OverDrive's schedule.

Back to top

How do I request an FTP folder at OverDrive in order to submit batch file sets?

Email OverDrive at FTPNIMAC@privatereserve.com explaining who you are and that you would like an FTP folder. You will receive an automated response with a ticket number. Use that tracking number to follow up with any additional questions. This is also the email address that should be used to notify OverDrive each time a batch submission has been made to your FTP folder. (OverDrive will not download file sets from your FTP folder until they have been notified by you that the transmission is complete.)

Back to top

How does batch loading work?

These are the steps:

1. Prepare the NIMAS file sets. Each file is a zipped file containing the XML file, OPF, PDFs of ISBN, copyright and title information, and a folder containing the content images in SVG, JPG, or PNG format.
2. Check each file with the validation wizard.
3. Download the "NIMAC Private Reserve Metadata Template" available under the Support tab in the publisher portal. Batch submissions must be accompanied by metadata in the provided Excel spreadsheet. Please note that batches may be rejected if the provided template is not used or if it is altered. Please do not use a different sheet than the one that is provided to you.
4. Review metadata requirements at

   NIMAC Metadata Guidelines, Updated January 2008

   and complete the spreadsheet. Make sure that both the OPF data for each file and the Excel sheet are complete and accurate. Contact NIMAC staff if you have any questions.
5. Deliver to OverDrive either through you password-protected FTP folder, or through the mail:
   
   OverDrive, Inc.
   Attn: NIMAC Batch Upload
   8555 Sweet Valley Dr.
   Cleveland, OH 44125
   
   
6. Email OverDrive at FTPNIMAC@privatereserve.com each time you have finished submitting a batch using the FTP folder. This alerts OverDrive that you have finished sending all the file sets in that batch. OverDrive will not download file sets until they receive your notification. Please be sure to include ALL of the following:
   • Your NIMAC Login ID
   • The FTP Folder name
   • A complete list of all file(s) uploaded (this should include all of the NIMAS zip file names, as well as the Excel spreadsheet name)
   • Be sure to mention if the files you are submitting are replacement files. Do not send an Excel sheet for replacement files that already have metadata records in the system. Any needed changes to these records should be made via the portal.

Back to top

How does uploading through the portal work?

These are the steps:

1. At the Home screen in the publisher portal, click on "Manage Inventory."
2. Choose "Add New Content."
3. On the "Title Upload" screen, click the Browse button to the right of the OPF File Path box.
4. Browse and select the OPF file to extract, and click the ‘Default Metadata’ button. (NOTE: The OPF file in the NIMAS zip file cannot be accessed by the system. There must be an unzipped copy of the OPF somewhere on your machine in order for the extraction to work.)
5. The system extracts metadata from the OPF file you selected, and populates the appropriate fields.
6. Upload the NIMAS file by choosing the file path for the zip file.
7. If you did not extract the default metadata from the OPF, you may manually enter metadata into the fields provided.
8. 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’
9. Click the ‘Upload’ button.
10. The source files you selected are validated. Be patient as the system completes the validation process.
11. A pop-up box notifies you that files and metadata are being processed. Click ‘OK’ to close the pop-up box.
12. Take a few moments to review that all metadata displayed is accurate.
13. If any metadata needs to be updated click the ‘Cancel’ button at the bottom of the page to return to the metadata edit screen.
14. Once you have verified that the metadata is correct, click the ‘Save’ button at the bottom of the screen.

* 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.

There is a detailed description of uploading through the portal available as a PowerPoint in the Support tab in the publisher portal. There is also a detailed PowerPoint, "Publishers: Metadata Update & Working in the NIMAC Portal" available for download at www.nimac.us.

Back to top

What about submitting replacement file sets for uncertified titles?

Batch File sets:

• 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 the Excel sheet again. You can make any needed edits directly in the portal.
• Be sure to advise OverDrive in your FTP email notification so that they know when a file is a replacement and this is the reason that no sheet is included.

Portal File sets:

• In the publisher portal, go to the "Inventory" tab.
• Choose "Manage Inventory."
• Select "Edit Existing Content/Upload Replacement ZIP File sets."
• Follow the same instructions as above to extract updated metadata from a revised OPF, upload the new file, or manually correct the metadata fields.
• For more information, please refer to the PowerPoint, "Publishers: Metadata Update & Working in the NIMAC Portal" located at www.nimac.us.

NOTE: The system will prevent replacement of file sets after they have been issued a digital certificate. However, if you do need to submit a revised NIMAS file set, simply contact the NIMAC at nimac@aph.org for further instructions.

Back to top

If I am experiencing a problem with the portal, whom do I contact?

OverDrive is the system vendor for the NIMAC database. Technical problems should be reported directly to them by email at: nimacsupport@privatereserve.com

Back to top

Whom should I contact with questions about the NIMAS specification or constructing valid XML?

These questions should be directed to the NIMAS Technical Assistance Center at CAST. This center is responsible for outreach and training on the NIMAS specification. Chuck Hitchcock is the director and can be reached at:

EMAIL: chitchcock@cast.org
TEL: 781-245-2212 x233

Back to top

I am new to preparing file sets for NIMAC. Can I send a sample OPF to be reviewed by NIMAC before uploading a large file?

Time permitting, NIMAC staff is willing to review your OPF before you upload your file, especially for first-time vendors. Just contact us at nimac@aph.org. In order for us to effectively review the OPF, please also email us the PDFs with the print title, ISBN and copyright page information.

Back to top

Only my OPF has problems. Can I just resubmit the revised OPF?

At this time, the system is not able to replace only the OPF for a NIMAS file. If an OPF must be revised, the entire NIMAS zip file must be uploaded again to the system, either through the portal, or through the batch load process. It is not necessary to submit an Excel sheet for replacement file sets; however, do alert OverDrive that that file is a replacement when you email them at FTPNIMAC@privatereserve.com. Please note that uploading a new zip file, either through the portal or by FTP, will not automatically update the metadata in the portal. You will need to either manually make any needed changes, or extract the metadata again using a revised, unzipped OPF file.

Back to top

Can the NIMAC staff view which titles that are in my publisher's un-submitted inventory or that are on the OverDrive FTP site?

No. The NIMAC staff can only view file sets once they have been uploaded to a publisher's account AND submitted to the NIMAC for acceptance. We do not have access to file sets on the OverDrive FTP server if they have not yet been uploaded to the system.

Back to top

I am working in the portal with my subaccount but am not seeing all the menu options that I need to view or work with the file sets. What do I do?

If you are uploading file sets to the NIMAC on behalf of a publisher, you will want to be sure you have been given adequate rights to work in the portal. NIMAC recommends that vendor accounts be given the following rights:

Add Content
Edit Content
Remove Content
View Inventory

Whoever created your account can quickly and easily go into the portal and edit your account to give you the needed rights. But if they have questions, they are very welcome to call NIMAC at 1-877-526-4622. NIMAC staff does not have access to publishers' subaccounts and we are not able to make any changes to those accounts.

Back to top

I forgot my user ID or password. What do I do?

NIMAC staff do not have access to publisher subaccount information. You will need to contact the person who created your account in order to get this information.

Back to top