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Ebook Central Submission Guide for Content Providers -- Revised, October 2018

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This submission guide for ProQuest Ebook Central contains all that a content provider needs to know about submitting metadata and content files (cover images, PDFs, EPUBs) to this platform. This thorough guide explains all elements required for your titles (including prices, sales rights to ONIX, Excel, and accepted content files). It also provides valuable contact information, business model explanations and options, and an appendix about accepted ONIX fields. Newest version -- October 2018

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Ebook Central Submission Guide for Content Providers -- Revised, October 2018

  1. 1. ProQuest Ebook Central Submission Guide, October 2018 1 Submission Guide for Content Providers Revised – October 2018 http://www.proquest.com
  2. 2. ProQuest Ebook Central Submission Guide, October 2018 2 Contents Preface: Communication.................................................................................................................................. 4 1. Introduction ................................................................................................................................................. 5 2. Content file requirements.......................................................................................................................... 5 2.1 PDF files................................................................................................................................................ 6 2.1.1 Delivery..........................................................................................................................................6 2.1.2 PDF file types................................................................................................................................ 6 2.1.3 Compiling PDF files........................................................................................................................6 2.1.4 File size......................................................................................................................................... 7 2.1.5 Multilingual content …….......................................................................................................…………7 2.1.6 Security settings …………………………................................................................................................ 7 2.1.7 Fonts...............................................................................................................................................7 2.1.8 Omitted content............................................................................................................................7 2.1.9 Page size and orientation...............................................................................................................7 2.1.10 Cropping ...................................................................................................................................... 8 2.1.11 Navigational enhancements (e. g., bookmarks) ......................................................................... 8 2.1.12 Accessibility ................................................................................................................................. 8 2.1.13 Replacement PDF files .................................................................................................................8 2.2 EPUB files .............................................................................................................................................. 9 2.2.1 Delivery.......................................................................................................................................... 9 2.2.2 Accessibility ................................................................................................................................... 9 3. Cover images ................................................................................................................................................ 9 3.1 Image file format.................................................................................................................................... 9 4. Metadata .................................................................................................................................................... 10 4.1 Prices.................................................................................................................................................. 10 4.1.1 Price type and price type qualifiers.............................................................................................. 10 4.1.2 Price type code and taxes ............................................................................................................ 10 4.1.3 Currencies.................................................................................................................................... 10 4.1.4 Future and promotional pricing, updates,and unpriced items ............................................... 11 4.1.5 Not yet published titles ……………………………………………………………………………………………. 11 4.1.6 Discount code............................................................................................................................ 11 4.1.7 Price removal................................................................................................................................11
  3. 3. ProQuest Ebook Central Submission Guide, October 2018 3 4.2 Changes in title ownership and status.................................................................................................12 4.2.1 Title removals/Withdraw from Sale........................................................................................... 12 4.2.2 Acquisitions………………………………………………………………………………………………………………......…… 12 4.2.3 Divestitures……………………………………………………………………………………………………………………….… 12 4.2.4 Distribution changes……………………………………………………………………………………………………………. 12 4.3 Sales rights ........................................................................................................................................ 13 4.4 ONIX file format................................................................................................................................. 13 4.4.1 Header ...................................................................................................................................... 13 4.4.2 ISBN compatibility...................................................................................................................... 14 4.4.3 ISBN removal or correction ........................................................................................................ 14 4.4.4 Related products ...................................................................................................................... 14 4.4.5 Required fields ........................................................................................................................... 15 4.5 Excel template.................................................................................................................................... 16 4.5.1 Template guidelines................................................................................................................... 17 4.5.2 Updating metadata ..................................................................................................................... 17 5. Business models ..........................................................................................................................................17 5.1 Definitions ........................................................................................................................................... 17 5.2 Business models at the title level .................................................................................................... 18 6. File delivery ................................................................................................................................................. 19 6.1 Method of file submission ...................................................................................................................19 6.2 Naming conventions............................................................................................................................ 19 6.3 Image delivery......................................................................................................................................19 6.4 Timing of delivery................................................................................................................................ 20 6.4.1 File delivery sequence................................................................................................................. 20 6.4.2 Frequency ……………...................................................................................................................... 20 6.4.3 Publication date vs. on-sale date ………………………………………………………………………………………….. 20 6.5 File testing......................................................................................................................................... 20 7. Quality assurance ……………………………………………………………………………………………………………………….. 21 Appendix: ONIX fields accepted ................................................................................................................... 22
  4. 4. ProQuest Ebook Central Submission Guide, October 2018 4 Preface: Communication Welcome to ProQuest Ebook Central! We are eager to help you set up a smooth and efficient submission process. From our side, there are two different teams that will assist you. 1. All production inquiries about your file submissions (delivery and ingestion of metadata and content) can be directed to our Publisher Services team (also called the Content Production representative in this document) by emailing ebooksubmission@proquest.com. Please contact us if you have any questions about the contents of this document. 2. All inquiries concerning business models and revenues should be directed to your assigned Ebook Central Publisher Relations representative. This is the person who worked with your company on the licensing agreement. Contact us with questions! If you have questions about any of these guidelines, or about something that is not covered in this document, please reach out to your Publisher Relations representative. If you are not sure who that is, just email ebooksubmission@proquest.com. Should you have general questions regarding ONIX, Bowker®, a ProQuest affiliate, offers valuable information on creating and sending ONIX metadata.
  5. 5. ProQuest Ebook Central Submission Guide, October 2018 5 1. Introduction ProQuest Ebook CentralTM is an ebook platform, integrating key elements from the ebrary, EBL and MyiLibrary platforms. This guide highlights the important features of our submission process. Providing title details to Ebook Central per these guidelines allows us to: • Minimize our turnaround time from receipt of your metadata/content to the time it is live for customers on our ebook platforms. • Increase the discovery of your content by our librarians and patrons. • Display enhanced content, such as cover images and book descriptions for our users. • Communicate your price updates in a timely fashion. Our technology platform supports the secure online distribution of PDF and EPUB content, the formats used almost universally in the book publishing industry. We currently distribute content under two different business models: Subscription (limited duration) and Perpetual Access. Under the Subscription model, your titles may be assigned to one or more content collections. Perpetual Access titles are purchased and access to the titles is granted either for a limited time, or perpetuity based on your licensing agreement. A short glossary of terms for our business models can be found in Section 5. 2. Content file requirements Ebook Central utilizes both PDF and EPUB files. To maximize the usability of your content and take advantage of the distinct advantages each format offers, we request that you submit both types of files for each title. • Our online reader will display your content in PDF format; for offline downloads, patrons can choose between PDF or EPUB, based on their preference and the type of device they are using. • If you do not have both formats available, we ask that at minimum, you submit a PDF file for each book. PDF preserves the layout and formatting of the print book and provides the optimal viewing experience in the online reader. We prefer PDFs with bookmarks provided. • If you have only an EPUB file available for a title, we will convert it to PDF for use in the online reader. Please note that this conversion will apply a standard layout with minimal formatting. • If you do not have PDF files available for your content and only produce EPUB files, please contact us via your Content Production representative so we are aware. There are several key factors that affect PDF/EPUB processing time, including: • Your first delivery (there are some one-time setup procedures that take place). • Your delivery size (large deliveries may take longer to process). • File size (larger files may take longer to validate). • Seasonal volume. • Our Ebook Central platform prefers the delivery of metadata files first, followed by content files. This provides for easy ingestion, and the ability to make titles live on our platform so they can easily be available for sale to customers.
  6. 6. ProQuest Ebook Central Submission Guide, October 2018 6 2.1 PDF files 2.1.1 Delivery When you deliver files, we may validate the basic appearance and navigation features of each submitted PDF. Each file will then be checked, validated, merged with its corresponding metadata, submitted through our processing system, assigned to one or more content collections (if you have chosen the Subscription option in your default business model), and validated again once it becomes live. Please name your PDF file to match the ebook ISBN, not the print ISBN. Matching by the print version will slow down ingestion of your titles. Note: Your PDF ISBN should not be the same as any related EPUB ISBN. 2.1.2 PDF file types Ebook Central is compatible with PDF versions 1.2 and higher, created with Acrobat versions 3.0 and higher. If you are using an earlier version of Acrobat, contact us to determine whether your files will be accepted. Use the table below to determine your PDF file type and to make sure they are acceptable for submission to Ebook Central. Ebook Central PDF file types PDF file type Description Acceptability PDF normal Standard PDF files with recognizable text that can be edited, searched, and copied. These will be PDF files created per ISO standardized sets and subsets, e.g., PDF/X, PDF/A, and all variants of these specifications. Preferred. This type of PDF best supports the functionality of the Ebook Central reader. PDF image + OCR PDF files created from scanned documents using OCR software that include selectable, searchable text underneath the original page image. Acceptable. The quality of PDF image + OCR files can vary. Pay attention to the following: • Image quality (page images should be square and legible). • Alignment of the underlying text (when highlighting the imaged text, the selection rectangles should line up very closely). • Accuracy (underlying text should be proofread and corrected to ensure accurate searches). PDF image only PDF files that do not contain searchable text. PDF files created from scanned documents without using OCR are probably PDF image-only files. Not Acceptable. Selectable, searchable text drives much of the functionality of the Ebook Central Reader, so we do not support PDF image-only files. Ebook Central PDF file requirements conform to those of most other ebook distributors. If you have distributed your PDF files to other vendors, they will most likely work for us as well. 2.1.3 Compiling PDF files Each title submitted should be compiled into a single PDF file that includes all chapters and all pages, including fill pages along with front and back matter. When possible, include the front cover, inside front cover, inside back cover, and back cover in the same file. In the case of a multi-volume set, all volumes of the set must be compiled into a single PDF file, unless the individual volumes can be sold separately.
  7. 7. ProQuest Ebook Central Submission Guide, October 2018 7 2.1.4 File size Large files may affect platform performance. We recommend a file size no greater than 50 MB, and preferably 10 MB or less. However, we recognize that some books may require more space to maintain their quality. If your files are routinely larger than suggested, or if you have other concerns about file size, please contact us. 2.1.5 Multilingual content The Ebook Central Reader supports documents published in all languages, including right-to-left languages like Arabic, and double-byte languages such as Chinese, Japanese, and Korean. However, we do not support vertical orientation; Chinese, Japanese, and Korean, for example, are supported only when written horizontally. For documents in a language other than English, you must provide full bookmarks according to the standards described in section 2.1.11, “Navigation enhancements.” 2.1.6 Security settings Remove any security settings before submitting your content files. In some cases, a PDF may be “certified” to prevent unauthorized editing. However, document certification may cause processing delays within Ebook Central, so we recommend against including this feature. 2.1.7 Fonts To ensure an accurate representation of the original content, ProQuest suggests that all fonts should be embedded in the PDF files submitted to Ebook Central. Ebook Central is currently compatible with Type 1, Composite (2-byte), Multiple Master, True Type, and Type 3 fonts. Any font that you wish to use that is not defined as a base-14 font should be embedded in the PDF files, either fully or as a subset. 2.1.8 Omitted content We strongly encourage you to include in your ebook files all content that a patron would find in the print version of the book, including all text, tables, photographs, images, plates, etc. If you must omit something because of rights restrictions, you must replace that content with a standard placeholder or disclaimer so that patrons know that the omission is intentional and not a problem with the file. This disclaimer must be text, not an annotation or an image. We recommend the disclaimer text: “Image omitted from this version due to rights restrictions.” 2.1.9 Page size and orientation Ebook Central recommends saving PDF documents with the following page display settings: Single-Page, Fit-Visible, Non-Full Screen. All pages should be the same size, except where specific pages of the original are different sizes (for example, gatefolds and inserts). Pages that are rotated in the original document (such as maps or figures) should be rotated in the PDF to ensure proper viewing online. Do not include 2-page spreads. The Ebook Central reader is designed to show just one page at a time.
  8. 8. ProQuest Ebook Central Submission Guide, October 2018 8 2.1.10 Cropping Crop all pages to the finished size. The pages should not contain any crop marks, excessive white space in borders, registration marks, or application file notations. Margins should be standardized across even and odd pages. 2.1.11 Navigational enhancements (e. g., bookmarks) Please include navigational aids such as bookmarks and hypertext links, which help readers move efficiently through documents and locate information easily. We recommend providing bookmarks in your content files; this adds to the accessibility and functionality of your files. It is an essential navigation tool. Bookmarks are used to drive the Table of Contents in the Ebook Central online reader and are critical for enabling a patron to interact with the book. Support for embedded links are planned – specifically, links to pages within the current PDF and links to external websites. Please include such links in your files where possible. Before submitting your documents, validate all bookmarks and hyperlinks to make sure they function properly. Remove any commercial links (such as those to advertising, booksellers, or the publisher’s commerce site); these are prohibited by our library contracts. Logical page numbers will be automatically generated for PDF normal files, replacing any logical page numbers in the original. During the PDF validation process, Ebook Central may add basic navigational aids to documents that lack them. 2.1.12 Accessibility We encourage you to submit documents as accessible PDF files. This greatly improves the research experience for patrons with physical disabilities. Following the guidelines above will result in documents with many accessible-PDF characteristics: searchable text, fonts that allow characters to be extracted to text, navigational aids and hyperlinks. In addition, we recommend that your documents include language and title indication, structure tags, proper reading order, and alternate descriptions for non-text elements. For more information, including tools that can help you create or modify PDFs for accessibility, we recommend Adobe’s comprehensive overview of PDF accessibility, available here. 2.1.13 Replacement PDF files Our content team may reach out to you regarding corrupt files or files where content does not match our metadata. A content provider should email their Content Production representative at ebooksubmission@proquest.com using the subject line “ebk replacement file” to let us know that a replacement PDF has been uploaded to the FTP. The email should also list the ISBNs involved. This will ensure that the replacement PDF will be ingested properly and quickly to our platform. This includes any edition replacement files.
  9. 9. ProQuest Ebook Central Submission Guide, October 2018 9 2.2 EPUB files Ebook Central can accept content files in EPUB versions 2 and 3. Please note the file needs to be in Floating Layout format as Ebook Central does not support Fixed Layout format. Should you have enhanced EPUBs please discuss this with your Content Production representative. 2.2.1 Delivery An EPUB file is normally delivered as a zip file that contains the entire book content plus HTML, CSS, and images, along with a metadata xml file in .opf (Open Packaging Format) format. When sending both an EPUB and a PDF version of the same title, make sure that both are associated with the same print ISBN. As a best practice, the EPUB and the PDF files should each have their own individual ISBNs. This will facilitate ingestion of the files and ordering for the customer. We cannot accept PDFs or EPUBs that are produced as separate chapters, we need the text in its entirety (text, front matter and back matter) in one PDF and/or EPUB. In addition, the cover can also be sent as a separate .jpg file. 2.2.2 Accessibility The EPUB format offers many capabilities that support the production of accessible content for use by patrons with physical disabilities. These features also make your documents more usable on mobile devices. For more information and best practices, visit this link here. 3. Cover images Cover thumbnails are displayed in search results and in book details. If no cover image is submitted, an image derived from the first page of the PDF will be displayed instead. 3.1 Image file format Size images to a minimum of 250 pixels wide. We recommend an image resolution of no less than 72 dpi and no greater than: • Color images – 300 dpi • Grayscale images – 450 dpi • Monotone images – 600 dpi There are exceptions. For example, a very small color image may need to be 600 dpi to be legible, while a document with several very large color images could be 72 dpi and still retain clarity. Save color images as RGB. Ebook Central supports CMYK, ICC profiles, calibrated RGB, indexed color, and Lab (CIE) color. Contact us if you use a color model not mentioned here. Note that covers in .jpg format should be saved as RGB color rather than CMYK. OPI (Open Prepress Interface) images will appear as they do in Adobe Acrobat. Low-resolution OP images should be replaced with their original, full-resolution versions for clarity. Do not include FPO (For Placement Only) images. Use the full images without the FPO designation.
  10. 10. ProQuest Ebook Central Submission Guide, October 2018 10 4. Metadata In addition to providing content for all titles submitted to Ebook Central, each title needs metadata as part of its submissions to Ebook Central. If you are providing both a PDF and an EPUB content file, a single metadata record is preferred. We prefer that you submit metadata in ONIX 2.1 format in UTF8 encoding. (If you only have ONIX 3.0 available, please discuss this with your Content Production representative.) Our preference is for short tag usage with ONIX, but we will also accept long tags. Sections 4.1 through 4.4 refer to ONIX submissions. If necessary, you may submit metadata via our Excel template; see Section 4.5. We may enhance or add metadata missing from your submissions as necessary to improve the discoverability of your book on the Ebook Central platform. 4.1 Prices 4.1.1 Price type and price type qualifiers We give precedence to price composites that contain <PriceQualifier>10 - Library Price for sale only to libraries (including public, school and academic libraries). If multiple price composites for a particular currency are provided, we will use the price that has a <PriceQualifier>10 tag in the composite. We also accept <PriceQualifier>06 - Corporate/Library/Education price. All other <PriceQualifier> codes will be ignored. See the appendix for the codes that we support in the <PriceTypeCode> tag. 4.1.2 Price type code and taxes Ebook Central lists prices exclusive of tax. As such, we will only read these relevant tax exclusive codes from your ONIX file as supplied in the <PriceTypeCode> tag: 01 - RRP excluding tax 03 – Fixed retail price excluding tax 11 - Special sale RRP excluding tax 13 - Special sale fixed retail price excluding tax Prices with any other <PriceTypeCode> will not be listed on Ebook Central. Any Tax Rate codes that may be sent with the above <PriceTypeCode> will be ignored. When multiple <PricetypeCode> are received, we will use the codes in the following order: 01 - RRP excluding tax 03 - Fixed retail price excluding tax 11 - Special sale RRP excluding tax 13 - Special sale fixed retail price excluding tax 4.1.3 Currencies USD prices are required for all titles on our platform. We accept the following values – GBP, EUR, CAD, and AUD -- in the <CurrencyCode> if the data supplied is exclusive of tax. If you begin to send us foreign currencies, please continue to send them in future files.
  11. 11. ProQuest Ebook Central Submission Guide, October 2018 11 4.1.4 Future and promotional pricing, updates, and unpriced items Currently we are unable to support the use of Price Effective Dates within ONIX price composites. Unsupported Price Effective Date Tags: <PriceEffectiveFrom> <j161>, <PriceEffectiveUntil> <j162> We are unable to read or store price effective date tags, and the inclusion of multiple price composites that are in effect during different time periods will prevent your prices from loading on Ebook Central. Please only supply the currently effective prices in your feed and send a metadata update when a new price goes into effect. Nor do we support limited promotional pricing based on a date range. Sending date ranges in ONIX will prevent your file from loading on our platform. Promotional pricing is handled outside your ONIX feed by contacting your Publisher Relations representative. For price updates, send ONIX records containing the new price on the date the price change is to take place. Prices will not revert to pre-promotional prices until you send an ONIX file with a revised price in it. While we are currently working toward accepting Open Access titles, we still require a USD price for each title at this time. A record containing the <UnpricedItemType> <j192> tag in place of a price composite will generate an error in our system and prevent the title from becoming available on our platform. This applies to all unpriced titles, including not yet published works without a price – please only include these titles in your feed to us once they have a USD price. 4.1.5 Not yet published titles We only honor on-sale date if it was something specifically mentioned in your contact upon joining Ebook Central. The best way to monitor your titles to ensure they do not go out live on our platform prior to publication date is to send us your metadata in advance, but hold off on submitting content files until the publication date is just a few days away. Once the metadata is paired up with content files, the titles are automatically pushed out to our platform and are available for sale. 4.1.6 Discount code Ebook Central accepts discount codes relevant to the terms of your contract. These are decided on at the time of contract and cannot be changed going forward. We will make a note of the codes you indicate to us. As applicable, discount codes will be read from ONIX and applied to titles directly. Should you fail to supply the codes, our system will assign titles to the first discount tier created in our system. Please include discount codes for every title if it is listed in your contract. Use only <DiscountCodeType>02 (or <j363>). Your discount code value will be in this ONIX composite under <j364>. ProQuest encourages providers to use the various ONIX tags available. Please do not try to supply business models or rights information via the discount code tags. 4.1.7 Price removal Prices cannot be removed via ONIX, only updated. For example, if we have recorded a GBP price for a title for our Ebook Central platform and we receive a subsequent ONIX record that omits pricing information, the existing price will remain. Should you wish to reduce the set of currencies you regularly supply, please contact us via email at ebooksubmission@proquest.com.
  12. 12. ProQuest Ebook Central Submission Guide, October 2018 12 4.2 Changes in title ownership and status 4.2.1 Title removals/ Withdraw from sale For titles currently for sale on our platforms, we require an email notification requesting the removal of the specific title(s). The email must be sent to: ebooksubmission@proquest.com. Please send this email notice at least two weeks prior to the removal date you have targeted. You may also want to copy your Publisher Relations and Content Production representatives at Ebook Central on this email. While our system reads selected <ProductAvailability> and <AvailabilityCode> entries as flags for our metadata analysts, no product will be removed from our platforms without a confirmation via email from you. Titles are not removed from any platform immediately, but are subject to review. Removal of titles that are in academic subscription library collections must be performed at the end of a semester only, that being either in June or December. This ensures that a student will not lose access to the text they need on ebrary, EBL, EBC or MiL for a semester course curriculum. For Subscription titles that are involved in academic library collections, our removals team will respond to your removal email with a specific time window when we will be able to address the removal of the title(s) from our platform. For Perpetual titles, our removal department will respond to your email and let you know when the title has been removed from our platforms. These requests can usually be handled as they come to our attention. We do not have to schedule them for a specific timeframe. 4.2.2 Acquisitions ProQuest needs to receive written email confirmation from both parties as to the agreed upon ISBNs in the transfer. Please arrange this so that both our Content Production representative in Publisher Services and our Publisher Relations representative know exactly which titles can be transferred from one provider to another. It is also important to know where these titles will fit in with your portfolio. Will they be maintained as an imprint or as a separate publishing company? Will revenues be reported under the new provider account? Will there be changes to the territorial rights for these titles? We request this information with as much lead time as possible. We will need some background work to enable the titles to transfer once we receive the above information. It is important for us to consider the timing and accessibility implications of transferring titles within DDA/STL/ATO and subscription models. Your Publisher Relations representative can provide you with more details about how this change will affect customers. 4.2.3 Divestitures Please discuss with your Publisher Relations representative any divestitures as there are revenue implications for these changes. We require documentation in writing of which titles will be divested. Please try to inform us of any divestitures two weeks before this is due to happen. It is important for us to consider the timing and accessibility implications of transferring titles within DDA/STL/ATO and subscription models. Also important to consider is any effect on territorial rights for these titles. Your Publisher Relations representative can provide you with more details about how this change will affect customers. 4.2.4 Distribution changes We need to receive written email confirmation of any new/dropped publishers. This allows us to ensure payments are correctly attributed to the right party.
  13. 13. ProQuest Ebook Central Submission Guide, October 2018 13 We request this information with as much lead time as possible. There is a good amount of background work that needs to get done to enable the titles to transfer once we receive the above information. It is important for us to consider the timing and accessibility implications of transferring titles within DDA/STL/ATO and subscription models. Your Publisher Relations representative can provide you with more details about how this change will affect customers. 4.3 Sales rights We apply <SalesRights> data in the following manner: • For <SalesRightsType>, countries-included (01, 02) are given precedence. If you provide both countries-included and countries-excluded (03, 04 05, 06) for the same title, only countries- included codes will be applied. • We provide limited <RightsTerritory> support. Only ROW and WORLD values are supported from Code List 49. Here are some examples: <SalesRights> <b089>01</<b089> <b388>WORLD</b388> </SalesRights> For sale with exclusive rights everywhere. <SalesRights> <b089>03</b089> <b090>CA GB</b090> </SalesRights> <SalesRights> <b089>01</b089> <b388>ROW</b388> </SalesRights> Exclude CA and GB, include all other countries. <SalesRights> <SalesRightsType>01</SalesRightsType> <RightsCountry>GB AU MX MY MZ NA NC NE NF NG NI NL NO NP NR NU OM PA PE PG PH PK PL PM PN PR PT PW </RightsCountry> </SalesRights> <SalesRights> <SalesRightsType>03</SalesRightsType> <RightsTerritory>ROW</RightsTerritory> </SalesRights> Include all countries listed in <RightCountry>, exclude all other countries. Note: Not providing sales rights in your submissions will cause the territorial rights to default to contractual territories. 4.4 ONIX file format 4.4.1 Header We require the use of a DTD declaration rather than a XSD declaration. Be sure the message header of the file specifies which release you are using. We require the following fields in the ONIX header: <FromCompany> <FromPerson>
  14. 14. ProQuest Ebook Central Submission Guide, October 2018 14 <FromMail> <SentDate> Note: <ToCompany> is no longer a required field, and assumes that your titles will be available on all platforms. 4.4.2 ISBN compatibility Ebook Central associates different formats (EPUB, PDF) of the same book together under a single record. In our system, an “item” is one book and all its associated formats. We also store the ISBNs for the print formats of titles to facilitate our customer’s ability to match their print and electronic holdings. (However, different editions of the same book are handled as separate items.) To ensure accuracy of your title records, do not supply the same ISBN for different titles. Any shared ISBNs will be displayed as a single item record on Ebook Central. In addition, ISBN file names of PDF and EPUB content should match the PDF ISBN or EPUB ISBN provided in the metadata. 4.4.3 ISBN removal or correction An ISBN cannot be removed or corrected by submitting a new ONIX file. A change to an ISBN has multiple repercussions and must be handled explicitly via email sent to ebooksubmision@proquest.com. This ensures that our customers are made aware of the changes via MARC record updates that we create on your behalf. Please see section 4.2.1. 4.4.4 Related products Related product ISBNs are key for discovery. Libraries may be searching for the eISBN or print ISBN for a format other than what you already supplied to Ebook Central. Providing the related products’ ISBNs provides a pathway to how your ebook can be identified in a search. Please include the ISBNs of all related ebooks in a Related Product composite. For example, if the product record describes the PDF format, please supply the EPUB ISBN in a related product composite. This allows us to associate the different ebook formats under a single record in our system and prevents the creation of duplicate records. Only related product ISBNs provided with Relation Code = 06 and Product Form = DG will be loaded as an Ebook ISBN. Please also supply an EPUB Type Code of 002 (PDF) or 029 (EPUB) for the Ebook format for the ISBN. If the title is available in hardback or paperback format, please ensure that the associated print ISBN is provided in the ebook ONIX record using the Related Product composite. Only related product ISBNs provided with Relation Code = 13 will be loaded as a print ISBN. Please also supply a Product Form Code of BB (hardback) or BC (paperback) to specify the print format for the ISBN. Also, please ensure that various electronic formats of the same book share the same print ISBN within your metadata. For example, EPUB record metadata should include the print ISBNs. If supplying a PDF metadata record, please also include both print ISBNs as well. Below is an example of the proper way to supply ISBNs: <Product> <ProductIdentifier> <ProductIDType>15</ProductIDType> ISBN13 <IDValue>9780816016356</IDValue> PDF ISBN
  15. 15. ProQuest Ebook Central Submission Guide, October 2018 15 </ProductIdentifier> <ProductForm>DG</ProductForm> Electronic book text <EpubType>002</EPubType> PDF … <RelatedProduct> <RelationCode>13</RelationCode> <Product> is an epublication based on this printed product <ProductIdentifer> <ProductIDType>15</ProductIDType> ISBN13 <IDValue>9780774828457</IDValue> Hardback ISBN </ProductIdentifer> <ProductForm>BB</ProductForm> Hardback (or BC for paperback) </RelatedProduct> <RelatedProduct> <RelationCode>06</RelationCode> Alternative Product <ProductIdentifer> <ProductIDType>15</ProductIDType> ISBN13 <IDValue>9780774828458</IDValue> EPUB ISBN </ProductIdentifer> <ProductForm>DG</ProductForm> Electronic book text <EpubType>029</EpubType> EPUB </RelatedProduct> </Product> Notes: • If you have previously supplied your metadata in Excel format, make sure that the ONIX record references the same ISBNs so that duplicate records are not created. Duplicate ISBNs in our system substantially delay your title from going live for our customers. • If content files are submitted individually by chapter, each requires its own ISBN. In addition, the metadata should also include each chapter’s related product parent ISBNs. 4.4.5 Required fields Ebook Central handles a large subset of ONIX 2.1 fields. First time ONIX file submissions will be tested to ensure the files are well formed and validate against the ONIX specification. We accept both reference name and short tags, but the two cannot be mixed in one record. The table below lists the fields we require. The eISBN field is a required field for all titles submitted to Ebook Central. Our table listing all required fields follows on this page. Many additional fields are optional. We encourage you to provide as much of this optional metadata as possible, since it will help with customer searches and selections. The Appendix gives a full list of all ONIX 2.1 fields that we can process. Any other fields will be ignored if provided. Ebook Central required fields Field Name ONIX Tag Notes Electronic ISBN 13 <ProductIdentifier> composite 13-digit
  16. 16. ProQuest Ebook Central Submission Guide, October 2018 16 Document Type <ProductForm> ProductForm = DG required Format <EpubType> PDF or EPUB Title <Title> composite Strip edition information out of the title and place it in the proper tag. Title must be in title case (no all-caps). The full title is required--no truncations or abbreviations. Title may not contain HTML. Contributor <Contributor> composite At least one contributor must be supplied for each title. Contributor Name <PersonNameInverted>, <TitlesBeforeNames>, <Suffixtokey> <ContributorRole> and <SequenceNumber>. <b039> and <b040> are preferred; if this option is not available, <b037> is preferred over <b036>. Contributor prefix (e.g., "Dr.") should appear in <b038>; contributor suffix (e.g., "Ph.D.") should appear in <b248>. A separate instance of the contributor composite should be used for each contributor (e.g., <b039>Mary-Kate and Ashley</b039> <b040> Olsen </b040> is not correct). Language of Text <LanguageCode> BISAC <BASICMainSubject>, <MainSubject> composite, or <Subject> composite At least one must be supplied. Publisher <PublisherName> Imprint <ImprintName> City of Publication <CityOfPublication> Country of Publication <CountryOfPublication> Publication Date <PublicationDate> Copyright Year <CopyRightYear> Product Availability <AvailabilityCode>, <ProductAvailability> Print ISBN 13 (if print version exists) in a Related Product Composite <RelatedProduct>composite <RelationCode>13</Relation Code> <ProductIdentifier> <ProductIDType> <ID Value> Ebook List price <PriceTypeCode>, <PriceAmount> <CurrencyCode> Provide at minimum US dollars excluding tax. 4.5 Excel template If you cannot provide ONIX metadata, you may use our PQ Ebooks Metadata Excel Template, available in the help/FAQ section of the ProQuest Publisher Central web site. We will accept this template for submissions through the FTP. Note: Please do not change any headers in the template, hide, freeze or add any columns as this will cause the file ingestion to fail.
  17. 17. ProQuest Ebook Central Submission Guide, October 2018 17 The Instructions tab of this template contains complete details and formatting information for all fields. Any element highlighted in yellow is a required field for submission. Note that the eISBN is required to be filled in for titles available on Ebook Central. Also, please see our section called “4.4.4 Related products” for details on how to supply related product ISBNs in the Excel metadata template. 4.5.1 Template guidelines Here are some general guidelines: • Only .xlsx files are accepted. If you are using an older version of Excel, please download a plugin that will allow you to save with the .xlsx extension. • List one book per row. • If you have specific countries that have rights to the titles, please include their country codes in the “Countries Included” column. (Leaving this column blank will default to world rights.) • Leave the order of columns and header row text intact so that values can be ingested properly by our system. Do not hide rows, freeze rows or add rows to the template. • Leave the tab labels intact. To be ingested by our system, the tab where your data is present must be named TEMPLATE (in all caps). • All prices must include decimal points; do not use commas in the price for any currencies. • When submitting metadata for multivolume sets compiled into a single PDF file, be sure to supply metadata for the set rather than for individual volumes. • Rename the template to begin with your publisher name so that it can be properly ingested. • For new title metadata, include the current date (in YYYYMMDD format). • For help with creating BISAC subject codes, click here: Book Industry Study Group. 4.5.2 Updating metadata You can use the template to update your metadata. Depending on the extent of the updates, you can either: • Resend the entire filled-in template for the title, with the updated values in place. There is no need to indicate which data has changed; our system will detect the updates. • Send a version of the template with the header row and column structure intact, but including only those rows where there are updates. For each of these rows, indicate the eISBN in Column B and the new data value(s) in the appropriate column(s). • Rename the template to begin with your publisher name so that it can be properly ingested. • Metadata updates should include the words “metadata_only” within the file name. Note: You cannot use the template to update ISBNs. A change to an ISBN has multiple repercussions and must be handled explicitly via email notification. 5. Business models 5.1 Definitions Ebook Central supports the distribution of content under two primary business models: 1. Perpetual Access, where titles are purchased and access is granted in perpetuity, under one of the following license types:
  18. 18. ProQuest Ebook Central Submission Guide, October 2018 18 o 1-User, 3-User, or Unlimited, specifying how many users can access a title simultaneously. o Non-Linear Lending (NLL), which allows a library to lend the purchased title concurrently to multiple readers, within a yearly limit on total loan instances. o Demand Driven Acquisition (DDA) enables libraries to provide access to a large number of ebooks of their choice and only purchase or take out a loan for those that are used, defined by the expiration of the free viewing period or when the patron copies, prints, or downloads. o Access-to-Own (ATO) is a new, usage-based model that facilitates title ownership by applying budget dollars spent on loans to perpetual purchases. o Short-Term Loans (STLs) provide a means of renting an ebook. ProQuest’s STLs are flexible, allowing libraries to choose the number of STLs that occur before the purchase of the book at the patron level and preferred duration of each STL, in conjunction with price limits. 2. Subscription, where access is granted for a limited period of time, as bundled with other content in a collection assembled by ProQuest. This is an affordable way for libraries to provide a base collection of ebooks in both single and multi-disciplinary subject areas. When you submit titles to Ebook Central, we will apply your default business model settings. These are based on the expressed rules for all Perpetual and Subscription elements which were defined in your contract with ProQuest. You can override your default settings for specific titles by using our Business Rules Excel template. 5.2 Business models at the title level You can override your default settings at the title level for specific titles by using our ProQuest Ebooks Business Rules Excel template, which can be requested by emailing ebooksubmission@proquest.com. The Business Rule template must be submitted only after both the metadata and content files have been uploaded to our FTP. If you have an ONIX provider sending files to Ebook Central on your behalf, please coordinate the submission of this template with your metadata and content files. All inquiries concerning business models and revenues should be directed to your assigned Ebook Central Publisher Relations representative. The Business Rules template allows you to change/adjust the following items at the title level: • Perpetual 1 user, 3 user, and Unlimited selections, • Designations for Nonlinear Lending, DDA, and STL models, • Inclusion in specific market segments (Academic, Corporate, Government, School, etc.), • Geographic rights. In addition, if you cannot provide ONIX metadata, you may use our ProQuest Metadata Excel Template (Section 4.5), also available in the help/FAQ section of the ProQuest Publisher Central website.
  19. 19. ProQuest Ebook Central Submission Guide, October 2018 19 6. File delivery 6.1 Method of file submission Files should be delivered to our FTP server. We support FTP, SFTP, and FTPS protocols. If using FileZilla Site Manager, please switch Protocol to “SFTP” (not FTPs) as it is more secure and reliable. Also use Port 22 instead of Port 21 with this setting. Upload all files to the “upload” folder found on ftp.ebookcentral.proquest.com. Please do not create any additional FTP subfolders to upload your files. Any files within subfolders will not get picked up or processed by Ebook Central. Our system automatically ingests FTP deliveries upon arrival. Files are deleted from the FTP server once they have been downloaded. If you want to use compression when transferring files, zip file compression is preferred. We can, however, support other compression formats. 6.2 Naming conventions Once files have been moved into production, data transmissions should begin with a full file, followed by deltas (add/change records only) on a mutually agreed upon schedule. • Use consistent file names based on the ISBN associated with the publication. Use the 13-digit eISBN when possible (e.g., 9780123456789.pdf). • Do not include extraneous information along with the ISBN in the file name. An example of an acceptable non-ISBN name is howtojava.pdf. • Multi-volume sets compiled into a single PDF file should be submitted under the set ISBN. For publications without ISBNs, use a consistent naming convention that: • is no longer than 27 characters. • uses only English Roman alphanumeric characters. Naming conventions for Excel and ONIX feeds are as follows: • For new title metadata, include the current date (in YYYYMMDD format) at the same position in the filename of each file. • Rename the file or Excel template to begin with your publisher name so it can be properly ingested. • Metadata updates should include the words “metadata_only” within the file name. • No spaces allowed in the file name. • Please do not use symbols, such as ampersand in file naming. • Unfortunately, we cannot accept .txt files in our system. Should you drop any files of this type to our FTP, they will be ignored. Note: Due to the volume of files we process, files that are inconsistently named or that follow conventions other than those above may delay processing or be rejected. 6.3 Image delivery Here are guidelines for submitting cover images: • Deliver cover images along with, or prior to, your delivery of the corresponding PDF or EPUB files. • Cover images should be in .jpg, .gif, or .png format. Do not send cover images in PDF format as these might be confused for content files.
  20. 20. ProQuest Ebook Central Submission Guide, October 2018 20 • Cover image file names should match the corresponding PDF or EPUB file and use the appropriate extension; for example, 9870123456789.pdf would be accompanied by a cover image named 9870123456789.jpg, 9870123456789.gif, or 9870123456789.png. Do not name the file 9870123456789_cover.jpg as this will not be ingested by our platform. • The PDF and EPUB files should not have the same ISBN. The PDF ISBN should match the ebook ISBN. • Do not include extraneous information along with the ISBN in the file name. 6.4 Timing of delivery 6.4.1 File delivery sequence For ease and efficiency of file ingestion to our platform, please try to submit the metadata before the content files. Even sending the content files one second after the metadata would be acceptable. This will ensure your titles get to our platform quickly and with minimal manual intervention. Upload files in this order: 1. Metadata 2. Content (thumbnail cover images and PDF/EPUB content files) 3. Cover Image 4. Business Rules template 6.4.2 Frequency Establish a regular delivery schedule. In order to allocate production resources and ensure that your files get processed as quickly as possible, we prefer that publishers establish a regular delivery schedule. Your Content Production representative can help you determine what will work best for you—depending on the nature of your production process and your file volume, it could be seasonally, monthly, bimonthly, even weekly. At Ebook Central, we aim to be as seamlessly integrated into your existing production process as possible. 6.4.3 Publication date vs. on-sale date To maximize sales, we encourage you to submit your titles to Ebook Central simultaneous with print publication. We cannot accept titles for Ebook Central prior to their publication date. (We do not list titles in advance of sale or based on their on-sale date.) • We put books up for sale when we have complete metadata and content files. • If you do not want your titles to be sold prior to the pub date, this needs to be set up when your original account with ProQuest Ebook Central is created. Speak to your Publisher Relations representative about this option. 6.5 File testing All Excel and ONIX files submitted to Ebook Central for the first time undergo a testing phase before they are released into production. Before you begin submitting metadata files, we will need to ingest a test file. We suggest you send a small sample file (5 records or so) of titles that are not currently live on our platform, providing as much data as possible for each record so that we can test them fully. Ebook Central validates the appearance and navigation features of all files to make sure they appear and function properly. Please make sure that your files are error-free. For EPUB files, use EPUB Check or a similar tool to ensure that your file is compliant.
  21. 21. ProQuest Ebook Central Submission Guide, October 2018 21 If you’re new to Ebook Central, or have changed vendors or processes since you last submitted, we recommend submitting a test file that is indicative of your normal files before starting (or resuming) regular delivery. This way we can validate the file and discuss and/or troubleshoot any potential issues with you in advance, which will ensure your files get processed as efficiently as possible. When sending a test file, contact your Content Production representative and follow the naming conventions in Section 6.2. Should you need to supply a full file due to price or other metadata updates, please contact us to schedule your file. This will ensure a timely processing of your data and close monitoring to ensure the needed updates are applied. 7. Quality assurance You can request a full inventory of your live titles by emailing ebooksubmission@proquest.com or by emailing your Content Production representative directly. We may also request you to send in a full file of your titles either on a semi-annual or annual basis as is warranted. This will ensure that our platform accurately reflects your pricing and availability. We conduct regular audits on our metadata and content in an effort to identify any missing or contradictory information and corrupt content files. We will attempt to correct issues internally and we will reach out to you should we have any questions or need any files to be resupplied.
  22. 22. ProQuest Ebook Central Submission Guide, October 2018 22 Appendix: ONIX fields accepted Below is a complete list of ONIX 2.1 fields that can be processed by Ebook Central. Tag Short Tag ONIX 2.1 Code List Accepted Code List Values <header> <FromCompany> <m174> <FromPerson> <m175> <ToCompany> <m178> <FromEmail> <m283> <SentDate> <m182> </header> <Product> <RecordReference> <a001> <NotificationType> <a002> List 1 All values accepted <DeletionText> <a199> <ProductIdentifier> <ProductIDType> <b221> List 5 01 - Proprietary 02 - ISBN 10 06 - DOI 13 - LCCN 15 - ISBN 13 23 - OCLC Number <IDValue> <b244> </ProductIdentifier> <ProductForm> <b012> List 7 DG – Electronic book <EpubType> <b211> List 10 002 - PDF 004 - PDF 023 - Can also be used for EPUB 029 - EPUB <Series> <SeriesIdentifier> <SeriesIDType> <b273> List 13 02 - ISSN 15 - ISBN 13 <IDValue> <b244> </SeriesIdentifier> <TitleOfSeries> <b018> <Title> (Composite) <NumberWithinSeries> <b019> </Series> <Set> <TitleOfSet> <b023> <Title> (Composite) <ItemNumberWithinSet> <b026> </Set> <Title>
  23. 23. ProQuest Ebook Central Submission Guide, October 2018 23 Tag Short Tag ONIX 2.1 Code List Accepted Code List Values <TitleText> <b203> <TitlePrefix> <b030> <TitleWithoutPrefix> <b031> <Subtitle> <b029> </Title> <WorkIdentifer> <WorkIDType> <b201> List 16 All values accepted <IDValue> <b244> </Workidentifier> <Contributor> <SequenceNumber> <b034> <ContributorRole> <b035> List 17 All values accepted <PersonNameInverted> <b037> <TitlesBeforeNames> <b038> <Suffixtokey> <b248> <PersonNameIdentifier> <PersonNameIDType> <b390> List 101 16 - ISNI <IDValue> <b244> </PersonNameIdentifier> <BiographicalNote> <b044> </Contributor> <EditionNumber> <b057> <Language> <LanguageCode> <b252> List 74 All values accepted </Language> <Extent> <ExtentType> <b218> List 23 02 - Word Count <ExtentValue> <b219> <ExtentUnit> <b220> List 24 02 - Words 18 - Kbytes 19 - Mbytes </Extent> <BASICMainSubject> <b064> <BICMainSubject> <b065> <BICVersion> <b066> <MainSubject>
  24. 24. ProQuest Ebook Central Submission Guide, October 2018 24 Tag Short Tag ONIX 2.1 Code List Accepted Code List Values <MainSubject SchemeIdentifier> <b191> List 26 01 - Dewey Decimal Classification 03 - LC Call 04 - LCSH 10 - BISAC Subject Heading 12 - BIC 20 - Keywords 93 - Thema subject category 94 - Thema geographical qualifier 95 - Thema language qualifier 96 - Thema time period qualifier 97 - Thema educational purpose qualifier 98 - Thema interest age / special interest qualifier 99 - Thema style qualifier <SubjectCode> <b069> </MainSubject> <Subject> <SubjectScheme Identifier> <b067> List 27 01 - Dewey 03 - LC Classification 04 - LCSH 10 - BISAC 12- BIC 93 - Thema subject category 94 - Thema geographical qualifier 95 - Thema language qualifier 96 - Thema time period qualifier 97 - Thema educational purpose qualifier 98 - Thema interest age / special interest qualifier 99 –Thema style qualifier <SubjectCode> <b069> </Subject> <AudienceCode> <b073> List 28 All values accepted <Othertext> <TextTypeCode> <d102> List 33 01 - Main Description 02 - Short Description 03 - Long Description 07 - Review Text 08 - Review Quote 13 - Biographical Note 23 - Excerpt from Book <Text> <d104> <TextSourceTitle> <d108> <TextPublicationDate> <d109> </OtherText> <Prize> <PrizeName> <g126> <PrizeYear> <g127> </Prize>
  25. 25. ProQuest Ebook Central Submission Guide, October 2018 25 Tag Short Tag ONIX 2.1 Code List Accepted Code List Values <Imprint> <ImprintName> <b079> </Imprint> <Publisher> <PublisherName> <b081> </Publisher> <CityOfPublication> <b209> <CountryOfPublication> <b083> List 91 All values accepted <PublicationDate> <b003> <CopyrightStatement> <CopyRightYear> <b087> </CopyrightStatement> <CopyrightYear> <b087> <SalesRights> <SalesRightsType> <b089> List 46 01 - For sale with exclusive rights in the specified countries or territories 02 - For sale with non-exclusive rights in the specified countries or territories 03 - Not for sale in the specified countries or territories (reason unspecified) 04 -Not for sale in the specified countries 05 - Not for sale in the specified countries 06 - Not for sale in the specified countries <RightsCountry> <b090> List 91 Should populate based on <b089> <RightsTerritory> <b388> List 49 ROW - Rest of world WORLD </SalesRights> <PublisherName> <b081> <RelatedProduct> <RelationCode> <h208> List 51 06 – Alternative product 13 - Epublication based on Print Product <ProductIdentifier> <ProductIDType> <b221> List 5 01 - Other Identifier 02 - ISBN 10 06 - DOI 13 - LCCN 15 - ISBN 13 <IDValue> <b244> </ProductIdentifier>
  26. 26. ProQuest Ebook Central Submission Guide, October 2018 26 Tag Short Tag ONIX 2.1 Code List Accepted Code List Values <ProductForm> <b012> List 7 BB - Hardback BC - Softback/Paperback DG - Electronic book text </RelatedProduct> <SupplyDetail> <AvailabilityCode> <j141> List 54 AB - Cancelled AD - Available direct from EX - No longer stocked by us IP- Available OF - Other format available publisher only OI - Out of stock indefinitely OP- Out of print OR - Replaced by new edition PP - Publication postponed indefinitely RF - Refer to another supplier TU - Temporarily unavailable UR - Unavailable, awaiting reissue WS - Withdrawn from Sale <ProductAvailability> <j396> List 65 01 - Cancelled 20 - Available 23 - POD 30 - Temporarily unavailable 33 - Awaiting reissue 34 - Temporarily withdrawn from sale 40 - Not available (reason unspecified) 41 - Not available, replaced by new product 43 - No longer supplied by us 44 - Apply direct 45 - Not sold separately 46 - Withdrawn from sale 48 - Not available, replaced by POD 42 - Not available, other format available 49 - Recalled 50 - Not sold as set 51 - Not available, publisher indicates OP 52 - Not available, publisher no longer sells this product <UnpricedItemType> <j192> List 57 01 - Free of Charge <Price> <PriceTypeCode> <j148> List 58 01 - RRP excluding tax 03 – Fixed retail price excluding tax 11 - Special sale RRP excluding tax 13 - Special sale fixed retail price excluding tax
  27. 27. ProQuest Ebook Central Submission Guide, October 2018 27 Tag Short Tag ONIX 2.1 Code List Accepted Code List Values <PriceQualifier> <j261> List 59 06 - Corporate / Library / Education price 10 – Library price </Price> <DiscountCoded> <DiscountCodeType> <j363> List 100 02 - Proprietary discount code <DiscountCode> <j364> </DiscountCoded> <DiscountPercent> <j267> <PriceAmount> <j151> <CurrencyCode> <j152> List 96 USD - US Dollars GBP - Pound Sterling AUD - Australian Dollar CAD - Canadian Dollar EUR - Euro </Price> </SupplyDetail> <CopiesSold> <k168> <BookClubAdoption> <k169> </Product> </OnixMessage>
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