In most cases, books and magazines should be formatted for use with Gutenberg if NLS guidelines for metadata are followed during resource creation. However, in some cases it may be necessary to reformat older book and/or magazine Unique Identifiers (UIDs) to enable use with Gutenberg and KLAS.

Additionally, extra procedures and/or troubleshooting may be required to ensure that records within KLAS (E-Packages and E-Documents) can be successfully generated and linked with items in Gutenberg.

Information on the above topics is contained within the sections below.1) 2) 3)

UID Locations

In order to enable recognition by Gutenberg and KLAS, formatted UIDs must be added to/appear in component files (.opf, .ppf, etc.) in 10 specific locations.

The ten locations and their associated file extensions have been listed in the table below. Each location can be changed manually by opening the files in a text editor (such as Ted Notepad, or Vim) and pasting/entering in the formatted UID. Automation/partially automation of the process is possible, and a program written in C ( libxml) is used for changing UIDs at MBTBL.

File extension Location
.ncx dtb:uid
.opf dc:Identifier
.ao file name
.pncx dtb:uid
.ppf dc:Identifier
.ao file name
.smil 4) dtb:uid
.ao File name (needs to match UID)
Book uid

Formatting examples are included in each of the sub-sections below.

Book UIDs

Example of formatted book UID:

Component Explanation
us- US prefix
nls- NLS prefix
ll1a- library ID 5)
dbc##### DBC number 6)

Magazine UIDs


  • For magazines, final formatting will vary depending on issue naming conventions in the KLAS Serials module.
  • Examples in the following sections assume that Issue names in the Issues tab of the KLAS Serials module are formatted as YYYY-MM (monthly) or YYYY_MM_MM (bi-monthly)

1. Example of formatted magazine UID (monthly) 7):


2. Example of formatted magazine UID (bi-monthly) 8):

Component Explanation
us- US prefix
nls- NLS prefix
ll1a- library ID 9)
SER_ Serial prefix
TTT9- Serial ID
YYYY_ 4-digit year
MM 2-digit month

Uploading Books to Gutenberg

After fixing the UID, simply adding the book or magazine to the Local Books directory on Gutenberg should result in an E-Document being auto-generated. The KLAS Batch Manager can be used to Synchronize Gutenberg Edocs, resulting in near-instantaneous updates. However, if use of the Batch Manger is not desirable/possible, E-Document generation can also be confirmed by viewing the E-Document tab in the Catalog or Serials module 24 – 48 hours after uploading the book file to Gutenberg.

In some cases, an E-Document may not be generated automatically. While this can be caused by UID formatting errors, it can also occur even if the UID has been formatted correctly. In these cases, it may be necessary to manually create an E-Document and its associated E-Package. For more information on the process, please refer to Manually Generating E-Documents in KLAS below.

Synchronize Gutenberg Edocs with KLAS Batch Manager

New E-Documents are often available in KLAS approximately 24 - 48 hours after .zip files are uploaded to Gutenberg. However, in some cases, quickly confirming that E-Documents have been successfully generated may be desirable, and the KLAS Batch Manager enables users to run the process on demand.


  • Running the KLAS Batch Manager may require elevated user privileges.
  • For Keystone-hosted libraries, it may take approximately 24 hours after new contents have been added to the Gutenberg workstation before eDocs can be generated with KLAS Batch Manager
  • UID formatting, correspondence (within tolerance) between file names in KLAS and UIDs, and other system-level considerations may also be necessary to enable E-Documents to be generated.

Displaying the KLAS Batch Manager

After KLAS has been started,the KLAS Desktop Window should be displayed. click:

1. View menu

2. Administration

3. Batch Manager

Preparing and Running the Batch Job

When the KLAS Batch Manager is opened by a user for the first time, many of the fields may be empty. In this case, please proceed in order through the steps below. Users that have already worked through the steps for 'Synchronize Gutenberg Edocs', or a similar batch job in the past will be able to skip to step 6.

1. Remove your username from the 'Created by:' field.

2. Click the 'Filter' button.

  • All of the batch jobs run on your system will appear in the 'Job' column of the table.

3. Click the job at the top of the table to select it.

  • After the job has been selected, it should be highlighted in blue.

4. Press the End key on your keyboard.

  • The most recent job run on the system (at the bottom of the list) should now be highlighted.

5. Use the arrow keys or the scroll bar to move up the list.

6. Click the first instance of 'Synchronize Gutenberg Edocs' to select it.

7. Click the 'Copy Record' button in the bottom-left of the KLAS Batch Manager window.

  • The 'Copy Record' button is located next to the 'Edit Record' button (which is indicated by a pencil icon).

8. Next, click the 'Set Schedule' button.

9. Click the radio button next to 'Immediately' in the 'Set Schedule' window, then click 'OK'.

  • The 'Set Schedule' window will close automatically after 'OK' has been clicked.

10. To run the job, click the 'Save Record' button (disk icon) located in the lower-left of the KLAS Batch Manager window.

  • The job should start immediately, and takes approximately 3 minutes to complete.
  • It may be necessary to close and reopen the Serials or Catalog module in order to confirm changes.

Manually Generating E-Documents in KLAS

In the event that an E-Document is not generated after a book file has been uploaded to the Local Books directory on the Gutenberg workstation, it may be necessary to create one manually. The procedures for creating E-Documents (and associated E-Packages) are explained in the sections below.


  • In some cases, manually created E-Documents may not be recognized, especially in cases where the Issue title is changed manually directly prior to creating the E-Document.
  • Using the KLAS Batch Manager to Synchronize Gutenberg Edocs prior to attempting to manually create an E-Document is recommended.

Creating an E-Package

In order to create an E-Document, an E-package must be created.

1. Open KLAS, and click the E-Package tab for the desired book or magazine.

2. Add a new record.

3. Fill in the values for each item:

Field Data
Type NLS Audio / Audio Files from National Library Service
Description Local Copy of NLS Audio
Security Staff only/Only staff persons can view the package documents
Source NLS RSync/RSync from the NLS Catalog to a local storage device
Status Available/The documents are available for use
Usage Unlimited/No limit to how many items are ‘OUT’ at one time
Price 0.0

Creating an E-Document

After an E-Package has been created, it will be possible to create an E-document. For magazines, separate E-Documents will need to be created for each issue. 10)

1. Click the E-Document tab for the desired book or magazine.

2. In the Package Info section, choose the following values:

Field Data
PackageNLS Audio/Local Copy of NLS Audio
Status Available/The documents are available for use

3. Then, enter the data for the desired resource type (book, or magazine) to complete the E-Document.


Field Data
Short Desc.Local Copy of NLS Audio
DescriptionNLS Audio compressed file
File Type Zip/application/zip
Click Meaning Circ/count the click as circulation
Date Added (Auto-generated)
Host Gutenberg
Path /
Filename .zip filename 11)
URL (leave blank)12)
File Size (leave blank)13)
Playing Time (leave blank)14)


Field Data
Issue NameYYYY_MM
Short Desc.YYYY_MM
DescriptionNLS Audio compressed file
File Type Zip/application/zip
Click Meaning Circ/count the click as circulation
Date Added (Auto-generated)
Host Gutenberg
Path /
Filename .zip filename15)
URL (leave blank)16)
File Size (leave blank)17)
Playing Time (leave blank)18)
Information in this guide is primarily based on procedures/suggestions from Colorado Talking Book Library and Keystone Systems.
Procedures below are explained using Gutenberg and KLAS and may differ slightly depending on the software/hardware combination used.
while formatting the UID can often enable a book to be duplicated onto cartridges using Gutenberg, additional checks/changes may be necessary when submitting books for distribution through BARD.
In this case .smil ONLY refers to the .smil file associated with the item itself, NOT pdtb_protected.smil
5) , 9)
‘ll’ will be the first two letters of your library ID.
A prefix other than ‘dbc’ could also be used in-house book numbers
7) , 8)
According to Keystone, cases where dashes and underscores are not interchangeable exist, and, while combinations other than those appearing below may be possible, it is highly recommended to format based on the examples from this guide.
Depending on the server method/settings, it may take up to 48 hours for a book file to be recognized after it has been added and an E-Document has been created.
11) , 15)
Will auto-update after the book/magazine has been recognized by Gutenberg.
12) , 13) , 14) , 16) , 17) , 18)
Will auto-populate after the book/magazine has been recognized by Gutenberg.
preparing_books_and_magazines_for_use_with_gutenberg_and_klas_uids_e-documents.txt · Last modified: 2022/04/07 11:29 by mn1a