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Network Bulletin

March 16, 2007     Number: 07-13

Digital Transition Advisory Committee : Documents from the January 2007 meeting

The Digital Transition Advisory Committee, announced in the December 2006 issue of NLS Flash (available at www.loc.gov/nls/newsletterslflash), held its first meeting on January 30-31, 2007. The following documents were distributed at the meeting and are attached for your review:

A summary of the committee discussion and presentations will be sent soon.

Announcement: see below.

For further information contact:

Carolyn Hoover Sung
Chief, Network Division
csun@loc.gov

Transition Implementation Advisory Committee Meeting

January 30-31, 2007

Participants:

2008 - 2010

NLS/Network

Transition Implementation Issues: Moving from an Analog to a Digital Technology : January 2007

Transition Concerns for Distribution of Digital Books : January 2007

Mass production of digital books
The mass-production process will deliver books on solid-state cartridges that will hold an entire copy of most books. NLS will continue to produce and distribute copies of books to the cooperating network of libraries. In turn, the network will continue to serve readers by delivering and returning books through the U.S. Postal Service. Digital book (DB) distribution is planned to begin in 2008 and will take three or more years to fully implement.

Length of transition
The transition to a digital talking-book system (with mass production) is estimated to take three years. However, this is dependent upon available funding for the purchase of digital players and other factors. Any transition to a hybrid system will take an additional two years or more and will not be implemented until the transition is completed.

Parallel activity
Beginning in 2008 older titles originally produced in digital format (born digital) between 2003 and 2007, and analog to digital (A to D) titles, older RC titles now in digital format, will also be available for download after approval by the Quality Assurance Section. New titles produced for the network in a digital format will also be added to the download when the Quality Assurance Section approves them.

This download capability will enable readers with Internet access, who have enrolled in the download program and who have been given passwords, to obtain DBs directly from an NLS web site. Libraries (with the appropriate hardware/software) will be able to download and produce extra copies of specific titles as needed. Network libraries, however, will not be required to download or duplicate copies of DBs.

NLS's first priority will be to move book production from analog to a digital format while at the same time producing (through contractors) enough digital players to meet readers' needs.

Changes

1) Analog-book production phase out. Analog cassette books are scheduled to be phased out by the end of calendar year 2010 (see below). NLS currently projects it will continue to produce two thousand titles per year on cassettes through the end of 2010. However, the number of copies will decrease each year starting in 2008. During the same period, 2008 through 2010, NLS will increase the number of titles (and copies) of digital books produced each year.

Year RC Titles Copies DB Titles Copies
2008 2000 694 650 350
2009 2000 443 1300 550
2010 2000 199 1500 750
2111 0 0 1731 924

2) Automation concerns. In April 2006 NLS met with automation user group chairs and vendor representatives from CUL, KLAS, and READS to discuss short- and long-term changes. In the short term (by 2008), the automated circulation systems used by network libraries will have to accommodate the new digital-book (DB) format and also the digital talking-book machine (DM). The groups decided to convene again to discuss logistic and software changes necessary to interface with the duplication-on-demand (DOD) centers closer to the date of implementation.

3) Current collections (RD). Network libraries will be not be required to maintain an RD collection after 2006, although libraries may choose to retain RD titles and this collection will still be available through interlibrary loan from the multi state state centers.

4) DB characteristics (cartridge and packaging). The DB cartridge will contain a largeprint label with a braille overlay, will have a USB connector, and will only fit into the player one way. The DB mailing container is expected to have the same footprint as the current RC green mailing container although the thickness will drop from 1 1/2" to 3/4".

5) Duplication of DBs at the network libraries. NLS has developed a proof-of-concept model for duplication and will be developing specifications and equipment lists to enable network libraries to acquire local duplication capability.

6) Shelving issues at network libraries. Currently most network libraries that shelve RC books short-end out can get seven stacks of RC books on a 36" shelf. The footprint of DBs (as currently projected) will be the same as that of an RC book. Libraries should be able to use existing shelving and can even interfile RCs and DBs if shelved short-end out.

Libraries that shelve RC books sideways (short-end down), may be able to shelve twenty-four on a 36" shelf. Since the DB container is expected to measure 3/4" thick, this doubles the number of containers that may also be shelved on a single shelf. Again, interfiling is feasible.

7) Long-term storage of digital books. A major difference between DBs and RCs is that NLS could not reuse cassettes once they were distributed to the network, but the DB cartridges can be reused. At some time after the transition, NLS will begin recalling copies of older DBs for reuse. This also means that all network libraries may not have complete collections of older titles and consequently will not have an uninterrupted flow of book numbers on the shelves. NLS recommends that network libraries, particularly regional libraries, investigate alternative shelving techniques such as random shelving and/or terminal-digit shelving to ensure maximum use of shelf space.

Constants (with modifications where needed)

1) Audiocassette magazines. NLS audio magazine distribution will continue in cassette format until it becomes prohibitive (because of escalating costs for cassettes) or it becomes cost-effective to migrate to a digital format.

2) BPHICS. The BPHICS function will remain in place, although it will be revised to include the two types of digital players (basic and advanced). Machine lending agencies (MLAs) will report both transactions (transferred in, transferred out, damaged beyond repair, lost, and recovered) and status (number of digital players available, assigned, awaiting repair, and total inventory) on a monthly basis as they now do for TBMs and CBMs.

3) Bookcards. NLS will continue to review the production of bookcards.

4) Comprehensive Mailing List System (CMLS). The CMLS process will remain the same, although it will be modified to indicate which patrons have been assigned a digital player and which type.

5) Current collections (RC). NLS will continue producing RC titles through the end of calendar year 2010 (See # 1 under Changes). RC collections will remain in network libraries for the foreseeable future. Regional libraries should retain their RC collections or the capability of providing any RC title to a patron upon request or to a subregional library patron within its service area.

6) Copy allotment. Copy allotment will continue; however, there will be assigned quantities for each library throughout the transition years. After the transition, it is expected that copy allotment will return to library-generated default quantities.

7) Delivery verification reporting. As the cost of digital books will be higher than that of RCs, and network libraries will be responsible for returning digital books for reuse, it will be more important for network libraries to comply with delivery verification procedures to ensure that libraries are receiving the books NLS has purchased and assigned to them.

8) DB player allotment to MLAs. NLS will allot digital players using the same formula used for cassette players. That is, NLS will determine the percentage of audio readership served by each MLA. That percentage will be applied to the quantity of digital players to be produced (with FY 2007 funds, this is expected to be 5,000 for the prelaunch test and 55,000 to be distributed to the entire network [see below]), then divide by the number of months of production to determine the monthly allotment of digital players for each MLA.

Fiscal Year Number of digital machines produced (funding permitting )
2007 60,000
2008 124,295
2009 144,590
2010 133,830
2011 129,290

9) Digital player patron distribution policy. The long-term digital planning group has reviewed a draft distribution policy, which will be provided to the network as a revision to the Network Library Manual before MLAs begin receiving digital players. In brief, the proposed policy states that by law veterans have the right of first refusal to digital players. After veterans, NLS policy requires that digital books be offered to readers inducted into the 10-Squared Talking-Book Club.

10) DB supplies (cartridges, mailing containers, labeling) for network libraries. NLS will identify a third-party source(s) from which network libraries may acquire blank cartridges and empty mailing containers. Also the print/braille label software (for use by network libraries) will be modified to produce labels that will fit the NLS flash-memory cartridge.

11) Inspection of DBs. DBs will need to be inspected upon their return from circulation, but the process will be both simpler and quicker than cassette inspection. Libraries will only need to determine whether a cartridge has any visible signs of damage and if it is the correct cartridge for the mailing container it is in.

12) Multistate centers. The MSCs will continue to be resource points for acquisition of catalogs, public education materials, analog playback equipment, RD and FD books, RC books, and NLS braille titles and other braille collections held by the MSCW and the special foreign language collection at the MSCE.

13) Quality assurance at Multistate Center East. The Quality Assurance project at Multistate Center East will continue.

Requirements for Digital Audio Masters of Magazines Originated by Network Libraries has been approved and disseminated by NLS to network libraries. The development of a similar document for network-produced books is underway.

At a future point that is yet to be determined, magazines (and books) approved by the MSCE Quality Assurance project will be added to the collection of digital titles available for download.

14) Interlibrary loan. Network libraries will continue to use electronic interlibrary loan to request BR, FD, RC, and RD titles (and special collections) from the MSCs.

15) Disposal policy. Libraries will continue to follow XESS procedures for analog books. In the future XESS for digital books may include return of digital books for NLS reuse.

16) Ordering DBs. DBs will be announced to patrons through Talking Book Topics just as RCs currently are.

17) Bibliographic downloads. This process will continue and will include bibliographic information on DB as well as RC titles.

Consideration of duplication on demand In September 2005, a contractor project team completed phase I of the DB distribution study, a feasibility analysis in which three digital-book distribution systems were formulated and evaluated, taking into account both NLS- and network-library-incurred costs and other considerations. The study first concluded that the system in which NLS would provide all audiobook distribution from contracted duplication-on-demand (DOD) centers was not economically feasible.

The analysis further determined that a "hybrid" distribution system would be more economically efficient from the perspective of both NLS and network libraries. In the hybrid system, audiobooks with the greatest anticipated demand would be mass duplicated, allocated to libraries, and loaned to patrons as is currently done. In addition, books with relatively low anticipated demand would be distributed by DaD centers, instead of bulk duplication.

It has been recommended that NLS begin DB distribution with only the mass-duplication system for at least the first two or three years of the transition period, and then evolve into the dual system thereafter. This recommendation was supported by research that showed mass production of flash drives is a mature technology, while mass duplication is only in a formative stage and duplication-on-demand of flash-drive DBs is nonexistent. Therefore, DaD on a mass scale would be an inherently more complex process than mass duplication, requiring -greater capital investment, additional set-up time, and an extension of automated operations. Libraries also would have to make certain enhancements to their circulation systems in order to work efficiently and cooperatively with a hybrid system, specifically with DaD centers.

Time Line for Implementing Digital Talking-Book System
(as of January 25, 2007)

FY 2007 (October 1, 2006 - September 30, 2007)

January - December 2007
Copy allotment offers RC and BR books
January 2007
Notify network RD collection no longer required
March 2007
Cease C1 production
July - September 2007
Acquire contractor for flash cartridges
Acquire contractor for digital-book mailing containers Implement internal digital-automated management system
After contracts for cartridges and containers are awarded, provide network sources for acquisition of cartridges and containers

FY 2008 (October 1, 2007 - September 30, 2008)

October - December 2007
Provide network specifications for acquisition of duplication equipment
January - December 2008
Copy allotment will begin to include digital books
Produce 2,000 RC titles (average 694 copies)
Produce 650 DB titles (average 350 copies)
January - June 2008
Make 17,000 to 18,000 retrospective titles available through a separate copy allotment screen (Network libraries will have six months to identify the titles and copies wanted from this collection. Once this special copy allotment cycle ends, production will begin and continue until all selected titles are sent to the network.)
April - June 2008
Provide network/volunteer repair groups with digital player inspection and repair procedures
May 2008
Make initial 5,000 digital players available for prelaunch test with eight network libraries
All other libraries (regional and subregional), the four MLAs, and NLS will receive two digital players (one basic and one advanced)
July 2008
Digital player production begins
Digital players exhibited at national consumer conferences

FY 2009 (October 1, 2008 - September 30, 2009)

January - December 2009
Continue copy allotment with analog and digital formats
Produce 2,000 RC titles (average 443 copies)
Produce 1,300 DB titles (average 560 copies)
Continue digital player production/distribution at projected rate of 10,000 per month
Continue production of retrospective digital titles

FY 2010 (October 1, 2009 - September 30, 2010)

January - December 2010
Continue copy allotment with analog and digital formats
Produce 2,000 RC titles (average 199 copies)
Produce 1,500 DB titles (average 750 copies)
Continue digital player production/distribution at projected rate of 10,000 per month

FY 2011 (October 1, 2010 - September 30, 2011)

December 2010
Phase out distribution of RC books by end of 2010
January 2011 - December 2011
Continue copy allotment with digital format
Produce 1,731 DB titles (average 924 copies)
Continue digital player production/distribution at projected rate of 10,000 per month
April - June 2011
Begin return of older digital books (DBs) for reuse

FY 2012 (October 1, 2011 - September 30, 2012)

January - December 2012
Continue copy allotment with digital format
Produce 2,000 DB titles (average 924 copies)
Continue digital player production/distribution at projected rate of 10,000 per month
Continue return of older digital books (DBs) for reuse

Digital Player Distribution

Policy
NLS will give preference in distributing digital talking-book players to veterans first and then to members of the l0-Squared Talking-Book Club (registered patrons who are one hundred years of age or older).

Applicable Document
PL 89-522. An Act: To amend the Acts of March 3, 1931, and October 9, 1962, relating to the furnishing of books and other materials to the blind so as to authorize the furnishing of such books and other materials to other handicapped persons.

It is the law that eligible persons honorably discharged from the Armed Forces of the United States shall have preference in borrowing library materials produced by NLS. PL 89-522 states: In the lending of such books, recordings, reproducers, musical scores, instructional texts, and other specialized materials, preference shall at all times be given to the needs of the blind and of the other physically handicapped persons who have been honorably discharged from the Armed Forces of the United States.

It is NLS policy that, after first meeting the needs of eligible veterans, cooperating libraries and machine-lending agencies (MLAs) shall next address the needs of persons belonging to or eligible for the NLS centenarian group, the 10-Squared Talking-Book Club, before meeting the needs of other readers served by the agency.

Procedure
NLS will assign digital talking-book machines to each MLA in the same way that cassette players are currently assigned. NLS calculates a percentage of national audio readership served by each MLA and applies that percentage to the total number of new machines to be produced under annual contracts. The quantity of machines to be assigned annually is divided by twelve to determine the monthly allotment of machines for each MLA.

It will be several years after the launch of digital talking books until enough digital books are available for every eligible reader. In the interim, MLAs will have to prioritize distribution of the new players. After the needs of veterans and centenarians have been met, MLAs may set their own priorities for early requesters and new patrons.

Consulting with its parent library, each MLA can develop its own plan for machine distribution to veterans and centenarians who request digital service. In addition to relying on local records of claims for veterans' or seniors' preference, libraries may want to verify this information through direct communication with borrowers. MLAs may contact each patron identified as a veteran or centenarian to inquire whether they want to receive a digital player. Alternatively, MLAs may publicize the availability of digital players in their newsletters and then provide them to eligible patrons on request.

Veterans who indicate that they are not interested in receiving digital players should have their responses noted in their machine files. Veterans who later choose to request digital players should be moved to the waiting list behind other veterans already on the list.

After the needs of veterans and centenarians have been met, it is suggested that MLAs provide DBs to patron groups in the following order:

MLAs may modify the above priorities for player distribution if local needs and conditions so dictate.

Please note the above time line was accurate as of January 25, 2007. NLS expects to update and distribute a revision shortly.