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.

Information on the formatting process is contained in the following sections.^{1) 2) 3)}

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

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 the formatted UID. Automation/partial automation of the process is possible, and a program written in C ( libxml) is used for changing UIDs at the Minnesota Braille and Talking Book Library (MBTBL/MN1A).

Formatting examples are included for individual material types in the sub-sections below.

Example of formatted book UID:

us-nls-ll1a-dbc#####

PLEASE NOTE:

• 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⁾:

 us-nls-ll1a-SER_TTT9-YYYY_MM 

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

 us-nls-ll1a-SER_TTT9-YYYY_MM_MM 

After the UID has been properly formatted, simply adding the book or magazine to the Local Books directory on Gutenberg should result in auto-generation of an E-Document. 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.

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. The KLAS Batch Manager enables users to run the process on demand.

PLEASE NOTE:

• 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 E-Documents 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 auto-generation of E-Documents.

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

1. View menu

2. Administration

3. Batch Manager

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 following steps. 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.

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 following sections.

PLEASE NOTE:

• In some cases, manually created E-Documents may not be recognized, especially in cases where the Issue Title is manually changed 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.

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:

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:

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