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Home > NLS Digital Transition > Network Library Handbook for Implementation of the Digital System
Suggestions for further explanatory material or additional topics may be forwarded to kbet@loc.gov
(January 2009)
1. DIGITAL TALKING BOOKS (DBs)
1.1 DB Cartridge
1.2 DB Container
1.3 DB Production Levels
1.4 DB Copy Allotment
1.5 Collection Shelving
1.6 Return and Reuse of DB Cartridges and Containers
1.7 Web Excess and Redistribution Program (XESS) for DBs
1.8 DB Sampler
1.9 Bibliographic and Catalog Information
1.10 Network Library Digital Recording
2. DUPLICATION OF DBs BY NETWORK LIBRARIES
2.1 Downloading DBs for Duplication
2.2 Duplicating DBs
2.3 Labeling DBs
2.4 Training for Downloading, Duplicating, and Labeling DBs
2.5 Purchase of DB Cartridges by Network Libraries
2.6 Purchase of DB Containers by Network Libraries
3. NLS BRAILLE AND AUDIO READING DOWNLOAD (BARD)
3.1 Training for Use of BARD
3.2 BARD Activity Information and Reporting
4. MAGAZINES
4.1 Magazines in RC Format
4.2 Downloading Digital Magazines
4.3 Digital Magazines on Cartridges
4.4 Network Production of Digital Magazines
5. MUSIC IN DIGITAL FORMAT
5.1 Conversion of Braille, Audio, and Large-Print Books and Braille and Bold-Note Music to Digital Format
5.2 Updates of Voyager Catalog for Digitized Music
5.3 Revision of Music Material Documentation
5.4 Music in Braille Available on Web-Braille Site
6. DIGITAL TALKING-BOOK MACHINES (DTBMs)
6.1 Basic Characteristics of DTBMs
6.2 DTBM Production Schedule
6.3 Allocating DTBMs from NLS to MLAs
6.4 Processing New DTBMs
6.5 Distributing DTBMs from MLAs to Patrons
6.6 Inspection and Maintenance of DTBMs
6.7 Warranty Repairs of DTBMs
6.8 Nonwarranty Repairs of DTBMs
6.9 Training in Use of DTBMs
6.10 Chrome Labels
7. DIGITAL SYSTEM EFFECTS ON CMLS
7.1 Changes in Procedures and Information Systems Related to CMLS
7.2 Role of CMLS in BARD Authorization
8. DIGITAL SYSTEM EFFECTS ON BPHICS
9. DIGITAL SYSTEM EFFECTS ON PICS
9.1 Quota-Driven Copy Allotment in PICS
9.2 Deployment of Final PICS System
10. TRAINING NETWORK LIBRARY STAFF FOR IMPLEMENTATION OF
DIGITAL SYSTEM
10.1 Current Training Programs
10.2 Future Training Programs
11 DIGITAL SYSTEM PRELAUNCH
11.1 Prelaunch Sites
11.2 DTBM Production and Allocations for Prelaunch
11.3 Bibliographic System Updates for Prelaunch
12. PATRON INFORMATION ABOUT DIGITAL SYSTEM
IMPLEMENTATION
12.1 Time Required for the Transition
12.2 Role of Talking Book Topics
12.3 Patron Instruction on the Use of DBs, DTBMs, and BARD
12.4 Veteran Preference for Program Materials
12.5 Patron Purchase of DB Cartridges
13. OUTREACH CONCERNING IMPLEMENTATION OF DIGITAL
SYSTEM
13.1 NLS Outreach
13.2 Network Library Outreach
13.3 New Applications for Service
14. RECORDED CASSETTE BOOKS
14.1 RC Production
14.2 End of RC Production
14.3 RC Copy Allotment
15. CASSETTE BOOK MACHINES (CBM)
15.1 CBM Inventory Management by MLAs
15.2 Repair Parts for CBMS
15.3 CBM Repairs
15.4 CBM Disposal
16. MULTISTATE CENTERS
16.1 Continuing MSC Functions
16.2 New MSC Functions for Digital System
The National Library Service for the Blind and Physically Handicapped (NLS), Library of Congress (LC), is in the process of implementing new delivery systems that use digital media for reading materials of the free national library program. This digital-based system will effectively replace the current analog recorded cassette (RC) technology by 2013.
This handbook is intended to assist the staffs of the network of cooperating libraries. To this end, NLS has included brief descriptions of the major components of the digital-based system and some discussion of how network library operations will be affected by the implementation.
The digital talking book (DB) is the centerpiece of the new digital delivery system. Rather than using an analog audio representation of the content of a print book, as is done with RC books, DBs use a digital representation of the content. For audiobooks, digital technology offers several advantages over analog technology, including improved audio quality, more rapid and comprehensive navigation of content, simplified methods of duplication, reusable media, and electronic delivery.
DB production begins with the creation of an audio master that contains the narration of a book’s contents in raw audio files in WAV format. Navigation points are inserted along with additional information called Ametadata.” In the next step, a compression algorithm—or CODEC—called Adaptive Multi-Rate Wideband Plus (AMR WB+) is applied to the audio and metadata files, which significantly reduces the memory required to store the book with minimal, usually imperceptible, degradation of audio quality. Then an encryption algorithm is applied to create digital rights management (DRM), which enables only authorized users in the program (patrons, NLS staff, NLS contractors, network library staff, and certain volunteers) to use DBs. DRM ensures copyright protection for publishers and authors of the books produced as DBs. A book is not a digital book until it includes AMR/DRM features.
At this juncture in the production process, NLS performs quality assurance (QA) inspections to ensure that a DB is ready for distribution in the program. All DBs produced by NLS are available for distribution via the Internet using an NLS-operated download web site, Braille and Audio Reading Download (BARD), which is further described in Section 3 of this handbook.
DBs will be available for distribution in a manner very similar to that used for RCs. A cartridge (rather than one or several cassettes) will be the medium on which a digital book is stored. The cartridge will be encased and mailed in containers similar to those used for RCs. Further information on DBs produced on cartridges appears in the following paragraphs of this handbook. More details on DBs, including production specifications, can be found at www.loc.gov/nls/specs/.
The DB uses a customized cartridge containing a flash-memory chip. Most chips will have one (1) gigabyte (GB) of memory, and nearly all book titles will fit on a single cartridge, with only the largest titles requiring more than one. Each cartridge will have a Universal Serial Bus (USB) 2.0 connector. The cartridge is approximately the same size as an audiocassette and approximately 3/8 of an inch thick, but with a slightly different shape. One end of the DB cartridge has a round finger hole for easier handling. All NLS DB cartridges will be white. All network and personal use cartridges will be mint green.
The cartridge is labeled with bibliographic information in both print (using adhesive/pressure-sensitive label stock) and braille (either embossed on the same stock as the print label or overlaid).
The DB cartridge is durable and requires no rewinding or other type of resetting or reinitializing by library staff. Returned cartridges, however, must still be inspected for obvious damage to connectors, shells, and labels.
DBs must also be inspected for agreement between cartridge and container labels and to ensure that no foreign objects are in the container with the cartridge. The same inspection methods used for RC books can be used for DBs.
Further details on the DB cartridge, including specifications for production, labeling, and packaging, can be found at www.loc.gov/nls/specs/. Information regarding direct purchase of DB cartridges by network agencies for their own use is presented in Section 2.5.
The DB container is made of blue plastic and measures 6 inches deep by 4-3/4 inches wide by 3/4 of an inch thick. It has virtually the same design, length, and width as the RC container, but only about half the thickness, and it is stackable. The container holds a single cartridge and is also labeled in the same manner as the RC container, but has a unique bar code. Its external mailing slot will hold the standard 3-by-5 inch mailing-address card used by network libraries.
Network library staff must inspect returned DB containers for obvious damage to the case, including the buckle straps and mailing card slot and labels. As noted earlier, library staff must also ensure cartridge-container agreement for returned DBs.
Further details on the DB container, including specifications for production, labeling, and cartridge packaging, can be found at www.loc.gov/nls/specs/. Information regarding direct purchase of DB containers by network libraries for their own use is presented in Section 2.6.
NLS has developed plans for production of new book titles in DB format for fiscal years (FY) 2008 through 2013; the plans for FY 2008 and 2009 were published in Network Bulletin 08-01 (January 11, 2008). Actual production levels in future years will depend on the funding available for DB production, cartridge costs, and production costs, as well as cartridge return and reuse rates. The production of new titles in DB cartridge format is also being coordinated with the production plans for digital playback machines and for RC books during the transition period.
The current plans for production of new titles on DB cartridges are as follows:
| FY | Number of Titles | Average Number of Copies per title |
|---|---|---|
| 2008 | 650 | 516 |
| 2009 | 2,000 | 575 |
| 2010 | 2,000 | 700 |
| 2011 | 2,000 | 892 |
| 2012 | 2,000 | 925 |
| 2013 | 2,000 | 925 |
The current plans for production of retrospective titles (i.e., titles produced in digital format and released on RCs) on DB cartridges allow for all libraries to select title/copy combinations that do not exceed the total copy quota assigned to them by NLS (based on readership). In FY 2008, NLS assigned for production and distribution 220,000 copies of retrospective titles that network libraries selected from among 10,000 titles. In FY 2009, NLS will produce and distribute about 198,000 copies selected by network libraries from among 12,000 titles.
The new system will have two copy allotments for DBs: one for new titles and the other for retrospective titles. Copy allotment for new titles will be an ongoing, continuous operation, while that for retrospective titles will be discrete and for a limited number of cycles (two or three).
Using reported readership as the basis for allocation of copies of new titles on DB cartridges and the planned production for FY 2008, NLS determined quota-driven copy allotments for network libraries. In a similar manner libraries were allocated copy quotas of retrospective titles based on readership and the total number of copies of retrospective titles to be produced during the year. Approximately 10,000 retrospective titles were offered, and network libraries selected title/copy combinations within their allocated copy quotas. This cycle closed at the end of August 2008. A similar cycle of copy allotment for retrospective title DBs is currently ongoing.
NLS is not recommending a particular type of collection storage for DBs. Network libraries must decide the most appropriate type of storage to use based on collection size, available storage space, available quantities and types of shelving, and information-system support.
One fundamental decision that must be made is whether DBs will be interfiled with RCs in collection storage or stored in separate shelving. To facilitate interfiling of DBs with RCs, NLS has designed the DB container so that it has the same footprint as the RC container (although it has about half the thickness). DB containers can be stacked on top of RC containers as well as on top of other DB containers. The numeric portion of the title number is also the same for RCs and DBs, both retrospective and new titles, thus facilitating interfiling if desired. DB containers are blue; RC containers are green.
Whether or not DBs and RCs are interfiled, libraries will employ one of the following four types of collection storage, depending on the type of shelving and information-system support available and their own preferences:
Libraries will not be required to house a master digital collection for in-house duplication. Libraries will be able to download DBs from the NLS download system. Any DB copy of a title in stock will serve equally well as a master for the duplication process. This eliminates the need for a dedicated storage area for a master collection as well as the need to remove copies from circulating inventory to serve as masters.
The return and reuse of NLS-owned DB cartridges and containers will be an important component of future operations of the digital system. By reusing both cartridges and containers for mass duplication of new materials, NLS will be able to produce more titles and more copies.
After several years of circulation in library collections, likely beginning in FY 2011, network libraries will be asked to weed excess copies of DBs from their collections in a manner similar to that for RCs. If the Web Excess and Redistribution Program (XESS) protocol is used for DBs, which NLS has not yet determined, then interlibrary exchanges will use weeded copies first.
After any XESS process is completed, all remaining copies will be forwarded to an NLS reconditioning contractor, which will receive, log in, and track (separately) cartridge and container receipts by library, recondition them (i.e., inspect cartridges and containers for usability, dispose of unusable units, remove labels and residual glues/adhesives, and possibly erase the content), and forward them to mass duplicators for reuse as instructed by NLS. Return statistics for cartridges and containers will be maintained for each library.
NLS has not yet decided whether to have an XESS process for DBs similar to that used for RCs. It may be that an XESS process will not be used and all weeded copies will be forwarded directly to an NLS reconditioning contractor. Alternatively, a web-based XESS process is being considered, as well as whether or not libraries would be credited, for the purposes of copy allotment, for making copies available to other libraries through the XESS process.
Because it will be several years (FY 2011 at the earliest) before libraries will actually begin weeding and returning DB copies for reconditioning and reuse in mass duplication of new titles, a policy decision is not imperative at this time. NLS will inform network libraries of the procedures to be followed once the decision is made.
A small sample collection of DBs and digital playback machines will be produced and distributed to all network libraries at the time of the "prelaunch," a large-scale field test of the new digital delivery system described in Section 11 of this handbook.
Fifty-four DB titles have been selected for the prelaunch to represent the wide variety of books in the NLS collection. Two copies of each title will be issued to every regional and subregional library in the network. A Digital Talking-Book Sampler, which describes the prelaunch titles, will be distributed to network libraries early in FY 2009. Each library will initially receive one standard and one advanced DTBM.
Two types of DBs will be in the sampler. Titles produced since 2004 have encoded markers that enable flexible navigation of the book content. Earlier titles, originally produced in an analog format and later converted to digital, do not have navigation markers.
In March 2008, NLS notified network libraries of changes to bibliographic systems and cataloging records related to DBs. NLS has updated catalog records in the Voyager system to include information pertinent to DBs, and catalog records for current DB titles, in both abbreviated and full Machine Readable Catalog Record (MARC) formats, are also available for distribution from the NLS Network Library Services web site.
Approximately 13,000 catalog records are now in the Voyager system for both retrospective and new DB titles. As both new and retrospective DB titles are added to the NLS collection, catalog records are added to the system. Retrospective DB titles bear the tag "May be available for download only." Not all network libraries will receive copies of all retrospective titles on cartridges.
As noted, the NLS web site now contains a limited number of catalog records in both abbreviated and full MARC format, available for download by network libraries. In March 2009, MARC records for retrospective DBs in the Voyager catalog will be made available for download on the NLS web site. Network libraries may download records from the NLS web site for the retrospective titles they received on cartridges or for all retrospective titles produced by NLS.
In order to offer network library-produced digital books and magazines network-wide through BARD, NLS must ensure that the products are of satisfactory quality for distribution. To that end, network library staff must have guidelines for producing digital materials and training in doing so. The quality of the resulting products must be verified prior to mounting on BARD.
NLS developed guidelines for producing digital recordings of both magazines and books by network libraries and forwarded them to network libraries on May 3, 2008. They are also available at www.loc.gov/nls/specs/.
Network-recorded books and magazines that pass QA inspection will be added to BARD on an ongoing basis, and the policies and procedures for adding these materials to the system will be distributed to network libraries when finalized. It is anticipated that locally recorded magazine issues will be added to BARD first and books second during the transition. All materials that do not pass QA inspections may, however, be listed in the online catalog.
Digital technology will enable network libraries to duplicate copies of DBs, both NLS and locally produced titles, using a simpler process and producing superior audio quality than was possible with duplication of RCs. Cartridges used for library duplication must be owned by the individual libraries, since a write-protect key in the NLS cartridges prevents them from being used by parties other than NLS or NLS contractors.
It will also be the responsibility of libraries to purchase any equipment, software, and materials required to perform in-house DB duplication and to perform the duplication using their own staffs.
One way network library staff will be able to obtain DB files for duplicating will be through BARD, which is described further in Section 3.
As noted, libraries must provide their own cartridges for in-house duplication of DBs.
Using available library-owned cartridges, the software application for enabling writing to those cartridges, and the DB files obtained from either BARD or a copy of a DB cartridge from local collection storage, the duplication process is relatively simple for one-at-a-time production. It requires only a computer with an Internet connection, a USB cable, and a blank cartridge. Further information is provided in Section 2.4.
After duplication, library-produced DBs must be labeled in both print and braille. NLS will provide free to network libraries label-making software and training (including guidelines) for DB-label production. Training for library duplication of DBs and creating their labels is further discussed in Section 2.4.
Network libraries will be responsible for providing the necessary printers, labels, and staffing for labeling DBs duplicated in-house. NLS will provide guidance on the appropriate types of printers and labels to be used.
An NLS contractor is developing several training programs for network library staff that will facilitate transition to the new digital-based system. One of these programs will provide guidelines and training for downloading DBs from BARD and copying those DB files onto one or more cartridges, for using NLS-supplied label-making software, and for producing labels for DB cartridges.
The front-end development of the training program has been completed, and the programs themselves are now being produced. The web-based tutorials will be available to network library staff on the NLS Network Library Services web site. It is expected that the training programs will be ready for library staff use sometime 2009.
Network libraries may purchase cartridges in lots of one thousand or more at a predetermined price directly from the manufacturer, Northstar, which has the contract to produce USB-flash cartridges for the digital system. Northstar will furnish network libraries with blank cartridges at prices defined by a formula in its contract.
Libraries unable to purchase in large lots may arrange to purchase cartridges in quantities of fewer than one thousand by contacting the American Printing House for the Blind, Independent Living Aids, or the National Audio Company. Network libraries may refer patrons to these companies to purchase cartridges for personal use.
The NLS contract with the manufacturer of the DB containers allows direct purchase of containers from the manufacturer by network libraries. The only differences between containers purchased by network libraries and NLS containers will be the color and the absence of the molded logo "The Library of Congress."
In addition to mailing out DBs on cartridges, NLS will make digital books and magazines available to network libraries and program patrons through the Braille and Audio Reading Download (BARD) Internet site. NLS began BARD as a pilot project for testing digital magazines, then expanded it into a pilot project for digital books.
NLS plans to convert BARD from a pilot project to a production system with the memory, processing, and telecommunications infrastructure necessary to support all network library and patron users throughout the program. The conversion of BARD to a production system is scheduled for implementation during FY 2009.
Ultimately BARD will contain all NLS digital magazines and book titles. Use of BARD requires high-speed Internet access.
An NLS contractor is developing several training programs for network library staff to facilitate the transition to the new digital-based system. One of these programs will provide training for network library staff in verifying and registering program patrons for using BARD, as well as training for the download process itself.
Network libraries will continue to record both summary level and detailed information on book and magazine circulation generated by their patrons who use the system.
NLS produces and directly distributes to patrons 45 audio magazines (including Talking Book Topics and four music magazines) and 33 braille magazines (including sports schedules and music magazines). Production and distribution of these publications will continue.
The production and distribution of direct circulation magazines (including Talking Book Topics) in RC format are planned to continue through FY 2010 and possibly through FY 2011, even though cassette technology is rapidly approaching obsolescence. Readers who continue to obtain audio magazines via direct circulation instead of online will need cassette book machines (CBM) to read them.
Audio magazines are now produced in digital format and are available on BARD.
NLS anticipates that production of audio magazines in RC format will end after FY 2010 or possibly FY 2011, largely because of technological obsolescence. If delivery of audio magazines is to continue after this time in a format other than that offered by BARD, DB cartridges must be used for that purpose.
See Section 1.10 of this handbook for further information on network library production of digital magazines.
NLS stores music scores and instructional materials and distributes them directly to patrons. However, libraries and interested patrons do need to be informed of the changes in music materials that will result from the change to digital technology.
Existing music books and scores will be converted to digital format. The ultimate goal is to convert all braille music books to digital format. Many musical scores in braille already exist on the NLS Web-Braille site.
In a similar manner, existing music titles in audio format will be converted from analog to digital. Existing music books and scores in large-print format will be scanned and added to the collection.
In addition to developing digitized audio, braille, and large-print music collections, online records in the Voyager catalog are being created and modified to include music materials that have been digitized. This has already been done for the braille music collection and will be done for audio materials as well.
Documents associated with the music program such as circulars, factsheets, articles, and forms are being revised to reflect all changes for the digital transition. Plans are ultimately to make all music periodicals available on BARD; several audio titles are already offered. Information concerning further changes in the music program will be communicated to network libraries via the NLS web site, newsletters, and bulletins.
Musical scores in braille already exist on the NLS Web-Braille site.
The digital talking-book machine (DTBM) is the centerpiece of the digital-based delivery system. A DTBM will be used to play a DB just as a CBM is used to play an RC book: the user loads a cartridge into a playback machine, then accesses and plays the content. But DTBMs offer several advantages over CBMs, including smaller size, lighter weight, longer operating time on battery power, greater reliability, more durability, lower cost, and—in conjunction with DBs—improved audio quality and more rapid and comprehensive navigation of content.
The DTBM is about 6 inches wide by 9 inches long by 2 inches thick and weighs two pounds. The body of the player is grey to create maximum visual contrast between the background of the case and the colors of the controls. It can be operated on A/C power or on power from a rechargeable battery. The announcements played by the machine can be set for English or Spanish, and user guides in both print and braille will be provided in a plastic envelope with each unit. A user guide in audio format is stored on the DTBM, as is an audio library service guide. Further descriptions of the players' features may be found on the NLS web site.
Two models of DTBMs will be produced by the manufacturer, a standard model (DS1) and an advanced model (DA1). The advanced model is exactly the same size as the standard model, but has a second row of controls between the power, sleep, and volume controls and the speaker. These additional controls on the advanced player are for setting and retrieving bookmarks and for navigating.
A DTBM production contract was awarded in June 2008 to Shinano Kenshi Corporation Ltd./Plextor-LLC, with a base period of three years and four option years. DTBMs will be ready for use in the prelaunch in the spring of 2009. Eight libraries will each receive 544 machines for testing; all other cooperating libraries will receive one of each player model.
Mass production of DTBMs is scheduled to begin after completion of the ten-week prelaunch. Production will continue until the network's current playback machine inventory has been effectively replaced. Future production will continue at a maintenance level sufficient to offset loss, damage, and net readership growth.
Allocation of new DTBMs to machine lending agencies (MLAs) will be based on the program readership served as annually reported to NLS by network libraries, as was done for the allocation of CBMs. A total readership count, for the purpose of determining the proportion of new DTBM production for each MLA, will be equal to the number of individual readers plus six times the number of institutions served.
New DTBMs will be shipped to MLAs by the manufacturer in overpack (multiunit) boxes containing eight units. The outside overpack boxes on each skid will be labeled with both barcode and clear print formats for the eight individual units in the box. The individual boxes will be labeled with the unit's model and serial number. Also accompanying the overpack box will be a certificate of mailing (a manifest or packing list) that shows the model type and number of machines inside and the serial numbers of the units. In advance of a shipment to an MLA, the manufacturer will send a copy of the certificate of mailing to both the NLS equipment control officer (ECO) and the NLS Blind and Physically Handicapped Information Control System (BPHICS) contractor. The latter will enter the shipment information into BPHICS for reconciliation with the MLA receipt of the shipment.
MLA staff will enter DTBM inventory data (model and serial number) into their own library circulation systems (LCSs) in a manner similar to that for CBMs. MLAs will also file reports with the BPHICS system for the new DTBMs received from the manufacturer. The reports will be used in the shipping/receiving reconciliation process.
NLS has released a policy for DTBM distribution from MLAs to patrons. It will be sent to MLAs in a network bulletin and as a revision to the Network Library Manual.
Veterans must be given first priority for distribution of new DTBMs, as required by the enabling legislation for the free national library program. After meeting the needs of veterans, cooperating libraries and MLAs shall address the needs of persons belonging to or eligible for the NLS centenarian group, the Ten-Squared Talking Book Club. After the needs of these groups have been met, libraries shall assign machines to those on their waiting lists. If no one remains on the library’s waiting list, machine assignment shall be at the library’s discretion.
NLS encourages all MLAs to establish policies for the distribution of DTBMs and apply them consistently.
Documentation for DTBM inspection and maintenance procedures is currently being written by NLS. Two documents are being developed: Digital Talking Book Players, Models DS1 and DA1, Library Guide; and Digital Talking Book Players, Models DS1 and DA1, Service Guide. The service guide is the more comprehensive of the two, containing detailed information on the inner workings of the DTBM not included in the library guide.
When finalized, both documents will be available on the NLS web site. The guides will be "living documents," requiring periodic revisions. For this reason, the hardcopy versions of both documents being made available for distribution will be issued in loose-leaf binder format for easily incorporating updates.
After further feedback on the draft DTBM inspection and maintenance documentation is received, reviewed, and assimilated by NLS, the final revision will be produced.
The DTBM production contract includes a 13-month manufacturer's warranty on the machines, which requires the manufacturer to repair the units at no additional cost to NLS if defects not caused by abuse occur within the warranty period.
Warranty repair procedures will be similar to those currently used for CBMs, whereby entries to BPHICS are made by the MLAs when returning a machine for warranty repair or receiving the repaired unit back. BPHICS entries are made by the manufacturer when receiving a defective unit, when returning the repaired unit to the MLA, and when forwarding a unit to NLS for disposal.
NLS is planning for DTBMs to be maintained by a combination of volunteers, MLA staff, and commercial repairers. MLAs will be responsible for organizing their own staff and volunteers to perform DTBM repairs, while NLS will contract for commercial repairs and pay for them, which is the way CBM repairs are currently handled.
The procedures used by MLAs and authorized repairers for ordering batteries and replacement parts will be essentially the same as those currently used for ordering CBM batteries and parts: replacement parts will be ordered from NLS headquarters, while batteries will be ordered from the MSCs.
An NLS contractor is in the process of developing several training programs for network library staff to facilitate the transition to the new digital-based system. One of these programs will provide training for network library staff who assist patrons with using DTBMs both in person and over the phone. Another will train staff who process DTBMs within MLAs. The training will cover how to inspect DTBMs and distinguish between performing maintenance and repair; how to perform maintenance functions required before reissuing returned machines, such as bookmark removal and cleaning; and how to implement warranty repair procedures.
The front-end development of the training program has been completed and the program itself is now being produced. The resulting web-based tutorial will be available to network library staff on the NLS web site. It is expected that the training program will be beta-tested by prelaunch library staff.
As noted earlier, user guides in both large print and braille will be provided along with the players.
NLS will supply MLAs with customized chrome labels.
Implementation of the digital system will affect the Comprehensive Mailing List System (CMLS) in two areas.
As cited in NLS Network Bulletin 08-04 (February 8, 2008), NLS will use the CMLS system to track the assignment of players to patrons. NLS requested that network libraries and LCS vendors update the CMLS database field names in their systems so that fields currently used for equipment code 2 and equipment code 3 were redesignated for the digital players.
The CMLS contractor completed the changes in the system in July 2008, and NLS requested that network libraries and LCS vendors make all required changes to their systems by June 30, 2008. As of July 1, 2008, disc players and combination machines are tracked only by the BPHICS database, and DTBMs and CBMs are tracked by the CMLS database.
Additional information on these changes is described in the above referenced bulletins. Contact the NLS CMLS coordinator if further information is needed.
In addition to serving its original purpose as the subscription database for the distribution of direct circulation magazines and as a demographic database of patrons enrolled in the free national library program, CMLS will also serve as a verification database for BARD. This new function will compare patron application data to determine if an applicant is eligible to use BARD. For this reason, it will be even more important that network libraries maintain timely and accurate patron records in CMLS. All network libraries should contact the CMLS coordinator to begin a reconciliation process with their patron files and CMLS if they have not done so recently.
As cited in NLS Machines and Accessories report 08-01 (March 7, 2008), NLS will use BPHICS to track player inventory. In that report NLS asked network libraries and LCS vendors to update their LCSs and establish fields to track the players and accept serial numbers with a minimum of eight numeric characters.
The BPHICS contractor completed the required changes to the system, although the new fields will not be selectable until the DTBM manufacturer has begun allocating new machines. NLS asked that network libraries and LCS vendors make all required changes to their systems as soon as possible, and according to reports, all LCSs have been modified accordingly.
Changes to the format of the monthly machine report (MMR) are also being made by the BPHICS contractor. Two rows will be added to the MMR and several other BPHICS reports to show the two DTBM models. CBM models C76 and C78 will no longer be tracked in the MMR. Those lines will be reassigned to DTBM models DS1 and DA1. Activity for C76 and C78 models must still be reported and will be tracked by BPHICS. The revised MMR will show a combined CBM and DTBM total, but will not show the machine types separately.
Contact the NLS ECO if further information is needed.
NLS has made enhancements to the Production Information Control System (PICS) required for the implementation of the digital-based delivery system.
Copy allotment functionality in PICS has been changed to accommodate quota-driven allotments for DB titles (both new and retrospective) and RCs. The quota-driven aspect of copy allotment for audiobooks is a new feature and a constraint from the perspective of libraries.
NLS has notified the network of these changes through network bulletins. Libraries are already using this new feature for copy allotment of RC titles and retrospective DB titles, and will shortly use it for new DB titles. A cumulative counter, which shows how many copies a library has ordered, has been added to the copy allotment screen next to the library’s quota to aid library staff.
The final version of PICS, including an online Help screen was released in December 2008.
An NLS contractor is developing four training programs for network library staff that will facilitate the transition to the new digital-based system. NLS is also considering development of two additional training programs.
The first training program will provide network library staff with guidelines in providing distance instruction to patrons on the use of the digital talking-book machines. The second component of training will provide DTBM inspection and maintenance procedures. The third component will provide guidance on downloading digital books to cartridges and labeling them for library use and to assist patrons in the process of BARD downloading. The fourth and last component will encompass the enrollment and support features that network library staffs will need to know to verify and register patrons for BARD.
The front-end development of these training programs, including decisions on the best methods of delivery and types of training materials, has been completed and the four programs themselves are now being produced. They will be web-based tutorials available to network staff on the NLS web site. These programs are expected to be ready for use sometime in the first quarter of 2009. See Sections 2.4, 3.1, and 6.9 of this handbook for additional training information.
NLS is planning to develop two additional training programs. The first will be for creating in-house (i.e., library-produced) digital recordings. It will include written guidelines for production and a handbook addressing DRM, AMR WB+, digital markup, and requirements for long-term digital-data storage. The second program will provide training for searching the Voyager catalog system and will likely include tutorials, FAQs, and webinars and be available on both the Network Library Services and the NLS public web sites.
Before the full-scale launch of the new digital-based system using DB cartridges and DTBMs, NLS will conduct an extensive and comprehensive field test, referred to as the prelaunch, in the spring of 2009. The following paragraphs describe the plans for this test.
Eight regional libraries will field test DBs and DTBMs and certain other aspects of the digital-based system (e.g., making BPHICS and CMLS entries) during the prelaunch. These libraries are the Braille Institute Library Services of California; the Florida Bureau of Braille and Talking Book Library Services; the Iowa Department for the Blind, Library for the Blind and Physically Handicapped; the Braille and Talking Book Library of Massachusetts; the Wolfner Library for the Blind and Physically Handicapped of Missouri; the New York Public Library, Andrew Heiskell Braille and Talking Book Library; the Texas State Library and Archives Commission; and the Utah State Library Division Program for the Blind and Disabled. Their geographic locations and various operational sizes contribute diversity to the test. The Jewish Braille Institute will also participate.
Fifty-four digital books produced since 2004 will be available on DB cartridges to the eight test libraries. These titles were selected to provide diversity of subject matter, broad appeal, and relatively high audio quality books.
Five thousand DTBMs will be produced and allocated to the sites participating in the prelaunch, with each prelaunch library receiving 544 machines. The libraries will distribute the machines to patrons participating in the prelaunch testing. The prelaunch libraries will also beta test the new network library training program.
A minibibliography sampler and cartridge copies of these fifty-four digital books will be available for the eight test libraries to use with patrons.
The bibliographic records for the 54 titles being produced for the prelaunch have all been updated in the Voyager catalog system and are ready for use by network libraries. Both abbreviated and full MARC records for these titles will be available, along with the records for many other DB titles available on BARD for download by libraries in the first quarter of FY 2009. See Section 1.9 of this handbook for further information on bibliographic record updates for the digital system.
The total implementation of the digital system will require six years. Funding constraints dictate the length of the implementation period. In the early years DTBMs and DBs will be in short supply but will be distributed to patrons as soon as network libraries receive them. Network libraries are required by law to give priority to veterans. NLS encourages libraries to give next priority to patrons one hundred years of age or older. Beyond these, libraries should establish and consistently apply their own policies for service.
Talking Book Topics will announce the release of new audiobook titles in RC and DB formats. This bimonthly publication will be available on the NLS public web site and will continue to be produced in large-print and recorded formats.
Instructions in both large print and braille on how to use DBs and DTBMs will be distributed with every player. As previously noted, each DTBM has a built-in audio user guide to help readers learn to use the functions of the machine. Network libraries will also have NLS contractor-prepared, web-based training programs to train their staffs to assist patrons in the use of DBs and DTBMs.
Web-based training will also be available to prepare library staff to assist patrons with matters related to downloading materials from BARD.
The enabling legislation for the free national library service requires that program patrons who are veterans be given priority for services offered by the program. This priority service must include distributing DTBMs and DBs to eligible veterans who want digital access before any other group of patrons. It also includes allowing veterans who wish to continue using CBMs and RCs both during and after the transition to receive that service for as long as it continues.
Several nonprofit firms designated by NLS are authorized to buy DB cartridges from the manufacturer, typically in large lot sizes, and resell them to interested network libraries and patrons, typically in small lots. The prices that these authorized resellers must pay the manufacturer for specific lot sizes are detailed in the contract with NLS, while the prices that network libraries and patrons will pay the resellers are still to be determined. NLS will not play any role in the purchase of cartridges from the manufacturer by the authorized third parties.
Information about the implementation of the digital system has been made available on the NLS web site. In addition, since 2005 NLS has distributed the newsletter Flash to keep network libraries, patrons, and other stakeholders updated on the progress of the digital transition.
Network libraries are encouraged to develop and implement outreach activities at the state and local levels. NLS, through the Publications and Media Section, will develop a number of products such as images of digital players and cartridges, posters, and brochures for network use. However, best estimates at the end of 2008 indicate that even with a production rate of 20,000 digital players per month, it will be at least 21 months after production begins before sufficient players are available to meet the needs of current individual patrons. Network libraries should plan outreach accordingly and take care not to generate an unreasonable early demand for digital players and books.
NLS has modified applications for individual patrons. An interim application for individuals (in English and Spanish) is now available on the NLS web site at www.loc.gov/nls/ and also in hardcopy.
A new, revised application for individuals and an accompanying factsheet describing digital players will be available in early 2009, first in English and shortly thereafter in Spanish. Libraries should continue to use the interim application until DTBMs actually begin to arrive, in the spring of 2009. At that point they should begin to use the new application. Both the English and Spanish versions will be available in hardcopy and on the NLS web site.
Network-produced library applications for individuals should be based on the new NLS application for individuals. Network libraries must submit drafts of their revised applications to the NLS Network Division for approval prior to using them to enroll patrons.
NLS will continue to produce audiobooks in recorded cassette (RC) format for two years into the transition to the digital system. The current plans for production and allocation of RC titles are described in the following paragraphs.
NLS has developed plans for production of new book titles in RC format for FY 2008 through 2010. The plans for Fiscal Years 2008 and 2009 were published in Network Bulletin 08-01 (January 11, 2008). Actual production levels of RCs achieved in future years will depend on the funding available for RC production and RC duplication. The phase-out of new title production in RC format is being coordinated with the increasing production of DBs (considering both titles and copies) and DTBMs.
The current plans for production of new titles in RC format by fiscal year are as follows:
| FY | Number of Titles | Average Number of Copies per Title |
|---|---|---|
| 2008 | 2,000 | 694 |
| 2009 | 2,000 | 443 |
| 2010 | 2,000 | 199 |
NLS anticipates that production of RC books will end after FY 2010, largely because of technological obsolescence. By that time, DBs and DTBMs should have largely, but not entirely, replaced CBMs and RCs as the primary delivery mechanism for audiobooks in the program.
In FY 2008 NLS began to use a quota-driven copy allotment process for network libraries ordering new RC titles, which will continue through FY 2009 and FY 2010. These quota-driven allotments allow the average number of RC copies produced to decrease during the transition. Copies must therefore be allocated on the basis of readership. The required functionality for these revised RC copy allotment procedures has already been incorporated into the interim version of the PICS system and will be included in the final version.
During the transition to the digital system, cassette book machines (CBMs) will continue to play a crucial role in the program. Even after DBs have largely replaced RCs for new book titles, CBMs will still be needed to read both magazines in RC format and RC book titles that have not been converted to digital format.
Production of new CBMs ended in early 2007. Given this, available CBMs in network library inventories and NLS inventory at the Multistate Center West (MSCW) will decline during the early years of the transition as a result of normal attrition. Furthermore, DTBMs will not completely replace CBMs for several years after the transition. Thus it will be increasingly important for MLAs to manage their inventories of CBMs effectively during the early years of the transition.
With the approaching obsolescence of cassette technology, NLS has identified and purchased several CBM parts in "lifetime buy" quantities. Certain other CBM parts are still available in the market and so procurement and inventory management of these by NLS will be little changed. NLS is watching closely, however, for any signs of obsolescence and unavailability. MLAs and repairers should order repair parts as necessary to fix CBMs, but distribute them as efficiently as possible.
CBM batteries should be readily available during the transition, and NLS is not overly concerned about their future availability. MLAs should continue to order CBM batteries from the MSCs using the current procedures.
NLS will continue repair of C1 machines. However, repair of E1 machines was discontinued at the end of 2008. NLS will continue to authorize any CBM repairs performed by SWR and Cintrex, and the logistical procedures now employed for handling these repairs (BPHICS entries, etc.) will remain unchanged.
Repair of CBMs by volunteers will continue. NLS will to provide CBM repair parts and guidance for performing CBM repairs to volunteer repairers as supplies permit.
Disposal procedures for CBMs will remain unchanged after the transition begins. MLA staff or other repairers must request approval for disposing of a unit from the NLS ECO, who then must authorize the disposal. Upon receipt of authorization from the ECO, the MLA will pack and ship the unit to UNICOR, Leavenworth, Kansas, for disposal. If these procedures change in the future, NLS will inform MLAs.
The implementation of the digital-based system will have only a minor impact on the relationship that network libraries have with multistate centers (MSCs). The following paragraphs describe the current plans for MSC operations in the future system.
MSCs will continue to provide virtually all of their existing services to the network.
New services will be performed by MSCs to support the implementation of the digital system, two of which are relevant to the network. Network libraries will order DTBM batteries from the MSCs, in the same way they now order CBM batteries. The MSC QA program for library-recorded materials will expand to include review of materials recorded in digital format.
| ACRONYMS AND ABBREVIATIONS | |
|---|---|
| AMR WB+ | Adaptive Multi-Rate Wideband Plus |
| BARD | Braille and Audio Reading Download |
| BPHICS | Blind and Physically Handicapped Inventory Control System |
| CBM | Cassette book machine |
| CMLS | Comprehensive Mailing List System |
| DB | Digital talking book |
| DRM | Digital rights management |
| DTAC | Digital Transition Advisory Committee |
| DTBM | Digital talking-book machine |
| ECO | Equipment control officer |
| FAQ | Frequently Asked Questions |
| GB | Gigabyte |
| LC | Library of Congress |
| LCS | Library circulation system |
| LP | Large print |
| MARC | Machine-Readable Catalog Record |
| MB | Megabyte |
| MLA | Machine lending agency |
| MMR | Monthly machine report |
| MSC | Multistate center |
| MSCW | Multistate Center West |
| NISO | National Information Standards Organization |
| NLS | National Library Service for the Blind and Physically Handicapped |
| PICS | Production Information Control System |
| QA | Quality assurance |
| RC | Recorded cassette |
| TBT | Talking Book Topics |
| USB | Universal Serial Bus |
| XESS | Web Excess and Redistribution Program |
Suggestions for further explanatory material or additional topics may be forwarded to kbet@loc.gov
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Posted on 2009-02-04