USER MANUAL NORDIF3 V2.0, 20.08.15

USER MANUAL NORDIF3 V2.0, 20.08.15 Page 1 of 36

Index Rights and the Nordvision / Nordif3 exchange p. 3 1. Uploading material p. 4 1.1 Upload of video file from local MAM-system 1.1.1 Monitoring transfers 1.2 Updating metadata 1.2.1 Programme title 1.2.2 Rights information 1.2.3 Events 1.3 Updating metadata for multiple programmes (Catalog in batch mode) 1.4 Uploading attachments 2. Screening, selecting and downloading programmes p. 14 2.1. Search 2.1.1 Using free text search 2.1.2 Using filters 2.1.3 Sorting search results 2.1.4 Exporting search results 2.2 Screen programmes 2.2.1 Programmes 2.2.2 Metadata 2.2.3 Attachments 2.3. Select and prepare for download 2.3.1 Archived programmes: not for immediate download 3. Downloading material p. 22 3.1 Downloading video and metadata 3.2 Downloading multiple programmes / a clipboard selections 3.2.1 Downloading another user s clipboard selection 3.3 Downloading attachments 3.4 Monitoring transfers 4. Description of the system and general info p. 32 4.1. The basics 4.1.1 What is Nordif3? 4.1.2 Organisation 4.1.3 Nordif3, system overview 4.2 Getting started 4.2.1 Computer configuration 4.2.2 Username 4.3 Nordif3, User interface 4.3.1 Access to Nordif3, Login Window 4.3.2 The Search section 4.3.3 The workspace 4.4 Reporting errors 4.4.1 Local problems 4.4.2 Nordif3 problems Page 2 of 36

Rights and the Nordvision / Nordif3 exchange Exchange programmes The Nordvision collaboration agreement states that partners are given unlimited rights to broadcast programmes offered for regular exchange (Factual screenings, Children s exchange screenings, etc.). Individual programmes might carry restrictions due to rights or sensitive material. Always check the metadata to ensure that no limitations apply before downloading programmes. Rights to VOD will vary from programme to programme, see Chapter 1.2.1 for more information. Co-productions and other programmes Rights to co-productions and other programmes should always be stated clearly in the coproduction agreement or in the written agreement between partners. This information should also be included in the metadata field of each programmes. Archive material or inspirational material Be aware that some material might be uploaded to Nordif3 for pure inspirational purposes. Also, no archived material or parts of programmes may be used without the broadcaster of origin s specific acceptance. If any programmes lacks information on rights, please check with the broadcaster of origin or ask your super user to help, see www.nordvision.org/om_nordvision/nordif3/ Page 3 of 36

1. Uploading material For extensive technical guidance of the system possibilities, please consult the itclient manual from Tedial. 1.1 Upload of video file from local MAM-system There are three separate guides for uploading Long format, Archive material and news: Uploading Long format To upload a video file and metadata from Mediearkivet to Nordif3, you: 1. Identify the file in Mediearkivet 2. Enter the Medie menu and select Overfør til en destination : Page 4 of 36

3. First, change Destinationstype to Nordif exchange, then Destination: Nordif3 long format : Destination Nordif exchance Nordif3 LongFormat will automatically become the default, until it is changed again. You can monitor the transfer in Mediearkivet by selecting Se status for overførsler : As soon as this shows 100 %, the file is transferred to Nordif3. Page 5 of 36

Uploading Archive material 1. Klik på overfør til destination Page 6 of 36

2. Indstil overførslen sådan Page 7 of 36

Uploading News Choose Nordif3 from the drop down menu and select overfør : 1.1.1 Monitoring Transfers To monitor your transfer from Nordif3, log in to the system as described in 4.3.1. and go to workspace via the top navigation bar, where you will see an overview of all files and their progress. Right click on any file to change the priority of the transfer. 1.2 Updating metadata The file might already have some metadata attached to it, but you will always need to add additional metadata in Nordif3. Log in to Nordif3 as described in 4.3.1. Search for material as described in Chapter 2.1. Having located your programme in the search result section, choose the + button below the image of the programmes: Page 8 of 36

A new window will open. You need to select the programme (at which point it s marked in blue, as shown below), before you can right click on the programmes title and choose Logging. A new window with the metadata form will open: Page 9 of 36

Fill out the relevant metadata, taking special note of the following sections: 1.2.1 Programme title Make sure you write the Programme title in the field Programme title, not in the field Programme Series Title even though you are uploading a series of programmes. If you only fill out Programme Series Title, the original file name will be displayed as the title and users won t be able to find the programme when searching. 1.2.2 Rights information Specify rights connected to the programme in the text field, before choosing the platform the rights apply to, from the drop down menu Rights type : Broadcast means TV rights only. The different VOD alternatives include both TV and VOD rights (of the different durations). If you write ok in the text field, it means it is freely available for an unlimited time on the platform(s) chosen. If there are any limitations to the usage of the material, specify which. Do not leave the field blank. For example: If the programme has unlimited TV distribution but is not available online, choose Broadcast in the drop down and write ok in the text field. If the programme can be broadcast 4 times and have VOD rights for 30 days, choose VOD 30 days and comment on the limited broadcast rights in the text field. 1.2.3 Events The Events field can be used to group large sections of material, f.ex. screenings. Write the name of the Event in the text field, taking care of exact spelling to make sure that all material is connected to the right event. The format for event names in Nordif is: [YEAR] [GENRE] [NUMBER SCREENING THIS YEAR], f.ex 2013 Fakta 2. Page 10 of 36

1.3 Updating metadata for multiple programmes (Catalog in batch mode) To enter metadata on several programmes at the same time (f.ex. a programmes series), you can choose Catalog in batch mode. Select the programmes you would like to catalogue by adding them to the clipboard (see Chapter 2.3.1) and select catalog in batch mode from the menu open with the symbol. Alternatively: Select «Batch mode» from the top menu, once you ve marked your selection of programmes: In the new window, enter the data that is common for all the programmes into the form: Page 11 of 36

Afterwards, enter unique programme data for each programme as described in 1.2. 1.4 Uploading attachments To upload attachments, choose the arrow down symbol in the search result field for each video. Select Attachments and subsequently the Arrow up symbol to upload from your local computer. Page 12 of 36

After uploading attachments, the programmes with attachments will have a yellow paperclip symbol above the image. Page 13 of 36

2. Searching, screening and selecting programmes in Nordif3 For extensive technical guidance of the system possibilities, please consult the itclient manual from Tedial. 2.1. Search Log in to Nordif3 as described in 4.3.1. The opening screen when logged in is a random collection of clips in the database. To find the clips you want, you need to search for them specifically. 2.1.1 Using free text search The search-bar on top of your screen helps you find the programmes you re looking for. The search field lets you: - Search for titles of programmes either by free text search: Bonderøv or exact search: Bonderøven, using to mark the exact phrase 1. - You can also search any part of the programmes s metadata by using * to mark the start or end of a phrase, f.ex. Bonde* or *røv giving you all words starting or ending with these phrases. Remember that you need the correct Scandinavian version of the key word to find what you re looking for. - If the programmes you re searching for are part of a screening, you can also search for the event by entering the exact phrase. The format for event names in Nordif is: [YEAR] [GENRE] [NUMBER SCREENING THIS YEAR], f.ex 2013 Fakta 2. 1 Be aware of the possibility that if a file has no metadata, it will be posted with its original file name and won t be searchable with æ, ø å. If you can t find a program searching for Bonderøven, you might want to experiment using bonderoeven instead. Page 14 of 36

2.1.2 Using filters Your search gives you an overview of all results: If your search produces a large amount of hits, you can use filters to make a more precise selection. Specify your search by opening the search field menu via the + button. Choose search field from the drop down menu and press the button to the right of the menu: You can filter all Nordif3 content based on one or several of these criteria: Category (Long format, news or raw), date, format, search field (free text). Page 15 of 36

In the new window, you can change the parameters according to your need. Here, for example, you will only receive material from SVT that is also Long format. Apply the search filter by pushing the symbol marked in red below: To remove filters, delete each of them with the upper right hand corner X. When you ve filled out the filter input, the system will automatically give you the selection available as to your instructions. When there is at least one filter added to the search, the + button is highlighted in blue. Page 16 of 36

Saving filters You re able to save filters for later use, this is useful for recurring events as screenings. Select the floppy disc symbol (close the search window first): Name and save your filter: If you want all users in your company to have access to the filter, choose Public (If so, remember to name it something that others will understand). Otherwise, just click OK. To find your saved searches, open the menu:... Select the correct filter and select Load query : Page 17 of 36

2.1.3 Sorting searches To sort your search result deciding the order of the programmes listed open the drop down menu under order by and choose the desired criteria for sorting: For example: Here, we ve sorted the filtered programmes (Long format from SVT) by programmes series title: 2.1.4 Exporting search results In the search menu, choose the icon to export all metadata from the search result to a pdf or other format (f.ex. if you want a paper copy to make notes while screening or for manually fetching metadata). Page 18 of 36

2.2 Screen programmes You re able to open and screen each programmes in the screening window on the left by clicking the play icon on the image of each programmes. The programmes will start automatically in the screening window and you ll be able to navigate in the file using the menu below the screening window. 2.2.1 Programmes In the player, you can open the wheel icon, marked in red below, for more options: 2.2.2 Metadata To see more information on the programmes s metadata, choose the magnifying glass: 2.2.3 Attachments Programmes with attachments will show a yellow paperclip symbol above the image, as shown above. To download (or upload) attachments, choose the arrow down symbol (see above). Page 19 of 36

2.3. Select and prepare for download You can also collect your programmes in the clipboard, to be screened in sequence or for later download: Either drag and drop one by one programmes to the left side of the screen, below the screening window, or mark several programmes before dragging and dropping them onto the clipboard. Press the shopping basket icon to share the clipboard, giving it a descriptive name (F.ex. your name, the project you work on and the date). To download programmes, consult Chapter 3 of this manual - alternatively contact your super user or the person in charge of download of material in your department. Consult www.nordvision.org/om_nordvision/nordif3/ for updated contact info for super users. Page 20 of 36

2.3.1 Archived programmes: not for immediate download After the kill date of a programme has passed, the high res. file is deleted. The low res. file and metadata is still searchable and available in Nordif3, but if you want to download the programme, it will have to be re-ordered, uploaded again and might take a while to arrive. If you don t have contact to the broadcaster, you can ask your super user to help you. You can find updated contact information to the super users at: www.nordvision.org/om_nordvision/nordif3. Programmes where high res. files are available have a green SD or HD icon available in the programmes description, as shown below: Page 21 of 36

3. Downloading material For extensive technical guidance of the system possibilities, please consult the itclient manual from Tedial. 3.1 Downloading video and metadata You can download a singular video file via the arrow down symbol and choosing the actions command (Download is only possible if high res. material is available, see chapter 2.3.1). Rename the file for easy identification later. NB! Write the new name in the File name field (not the blank field next to it). See instructions below on naming and redirecting the files. Page 22 of 36

Naming and redirecting the files The transfers to Mediearkivet are redirected according to the name given to the file. To ensure that you can find your file again it is essential that you observe the following routines by naming the files with the entire regular DR production number (including the pre- or postfix) before you press ok and leave Nordif3: Postfix routing Nordif3 for LongFormat 2 Mediarkivet, DR Postfix Routes til Brukes til Vær obs på *_bf Programmodtagelsen (BF) Gennemsyn og klargøring Bestilles hos Programmodtagelsen *_ff Programmodtagelsen (FF) Gennemsyn og klargøring Samt samproduktioner *_hdma *_sdma Arkiv Savedialog \\isilon02\nle02\240_external- FEEDS\Nordif3_Longformat_til_ma Arkiv Savedialog \\isilon02\nle02\240_external- FEEDS\Nordif3_Longformat_til_ma Arkivklipp i HD (Nordisk arkivsamarbejde) Arkivklipp i SD (Nordisk arkivsamarbejde, herunder også kategori News ) Transkoders til xdcamhd. Savedialog skal anvendes for at få materiale ind i MA. Transkoders til dvcpro50. Savedialog skal anvendes for at få materiale ind i MA. *_kvf KVF, Færøyene Program / klip som skal til Færøyene Skal efterfølgende hentes via ftp på DR s gateway *_knr KNR, Grønland Program / klip som skal til Grønland Skal efterfølgende hentes via ftp på DR s gateway *_aarhus NLE server i Aarhus Arkivklipp i SD/HD samt Ingen transkodning \\nle10\data\temp_en_uge\nordif3 samproduktioner *_drama Drama server i TV-Byen Gennemsyn og klargøring. Longformat kategori til Drama raw Prefix routing Nordif3 for LongFormat Mediarkivet, DR Prefix Routes til Brukes til Vær obs på 0-029* Programmodtagelsen Gennemsyn og klargøring (BF) 0-085* Programmodtagelsen Gennemsyn og klargøring (FF) 0-092* Programmodtagelsen (BF) Gennemsyn og klargøring Routines for Archive material 2 Eneste undtagelse er postfix *_sdma, der også er aktiv på kategori News \\isilon02\nle02\240_external-feeds\nordif3_news_til_ma Kategori News går til Nyhedernes NLE-server to steder: \\isilon02\nle02\240_external-feeds\244_nordif3 - transkodet til dvcpro25(mov) \\isilon02\nle02\240_external-feeds\nordif3_news_til_ma - transkodet til dvcpro25(mxf) Kategori Raw går alle til Dramas server i TV-Byen Page 23 of 36

Routines for Archive material 1. Navngiv med postfix, _sdma for SD-materiale, _hdma for HD: 2. Ind i save dialog via MA Page 24 of 36

3. Save Dialog starter dukker op. Find din fil. Der er to med samme navn. Vælg den store fil (ikke xml filen). Tryk send til mediearkivet Page 25 of 36

Udfyld metadata: Udgiver: Eksterne Rettighedsniveau: Rød Klausuleringstekst: Copyright: [Selskab] Slettedato: 365 dage Arkivkommentar: brugerid dato - klipudveksling 4. Gem=Send til MA Page 26 of 36

Routines for News Hente indslag ind i MA: Gå ind her: http://mawsc.net.dr.dk/savedialogstarters/default.aspx?starter=nordif3 Skriv evt. dif i søgefeltet så kun dif-filerne kommer frem men det kan også være blankt. Trykk på hent filliste. Stil i cursoren på den fil (det skal være dif-filer) du vil hente og klik, så den lille pil til venstre aktiveres og tryk derefter på Send til mediearkivet Et nyt vindue åbner. Første gang skal der logges ind med alm DR login. Og så kommer ind på denne side frem: Page 27 of 36

Her kan man skrive/copypaste metadata ind i Beskrivelse-feltet (hvis de ikke er der i forvejen). Typisk sender nyhederne metadata på email til hinanden. I DR bliver det sendt til fællespostkassen DRnews. Kun SVT kan embedde metadata. Ret titlen til at have et stationspræfix så den er nemmere at finde i MA, altså NRKxxxx, SVTxxx, YLExxx og RUVxxxx. Derefter scrolles ned og rettigheder markeres almindeligvis et grønt trafiklys. Tryk så på gem i nederste højre hjørne. Og efterfølgende dukker det op i Mediearkivet. Bemærk, at indslagene ikke får tidspunkt kun dato derfor er det vigtigt at navngive, så det er nemmere at finde igen. Og søger man på seneste time, vil det lægge sig allersidst også selv om det lige er overført. VIGTIGT: Al NRK materiale vi modtager via Nordif, skal i redigering have byttet om på top og bottom field for at undgå interlacing. Det er en fejl, som ikke lader til at være til at løse lige umiddelbart. Husk det så billederne ikke hakker hjemme på seernes fjernsyn. Page 28 of 36

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3.2 Downloading multiple programmes / a clipboard selections After gathering your material in the clipboard, choose the arrow down button to start download of the whole selection of material at once. 3.2.1 Downloading another user s clipboard selection To download a clipboard / selection of programmes that another user has saved, select the shopping basket in the clipboard menu: Page 30 of 36

3.3 Downloading attachments To download attachments, open the Arrow down symbol in the search result field for each video: Choose Attachments and then choose the Arrow down symbol again of the new window that pops up, to download the material to your local computer. 3.4 Monitoring transfers To monitor your transfer, go to workspace via the top navigation bar, where you will see an overview of all files and their progress. Right click on any file to change the priority of the transfer. Page 31 of 36

4. Description of the system and general info 4.1. The basics 4.1.1 What is Nordif3? Nordif3 is a distribution system for exchange programmes and co-productions within the Nordvision companies DR, NRK, RUV, SVT and YLE. The associated members KNR, KVF and UR are also connected to the system. Nordif3 also caters to exchange of news clips and raw material. 4.1.2 Organisation The Nordif 3 collaboration is supervised by a steering committee with representatives from each company s technical department. In addition, there is a technical project / support manager and a super user designated in every company, responsible for first line support and education of all local system users. You ll find an updated list of your company s representatives at www.nordvision.org/om_nordvision/nordif3. 4.1.3 Nordif3, system overview The Nordif3 system is based on a common server, hosted at NRK, and a common web service for browsing or searching material. Searching, screening and selecting material Searching, screening and selecting material is done via the Nordif3 webservice (See chapter 2 for details). Page 32 of 36

Upload and download of material Upload and download of material is carried out via your local MAM-system (See chapter 1 and 3). Page 33 of 36

4.2 Getting started 4.2.1 Computer configuration To use Nordif3, you will need a company computer or access to your company s system via VPN. DR uses Chrome as the standard browser of Nordif3. You might need to update software for Flash Player. If you re using other browsers, the system will tell you if it s supported. For configuration of your machine, please contact the local tech support of your company. 4.2.2 Username Your super user will help you get a user name and password for the system. 4.3 Nordif3, User Interface 4.3.1 Access to Nordif3, login window All users of the system will need to login to Nordif3 to use the browse and search mode of the service. When you receive your username and password, you ll also receive the url for accessing the system. The login window looks like this, and you enter the username and password: Please note that all user names should end with @nrk.no: Page 34 of 36

4.3.2 The Search section The search section is where you search for material, screen material and select material for download - immediately, or by another user later. The Navigation bar at the top of the screen is common for all sections of Nordif3. Here, the Search section is highlighted in blue, as this is the section we re in: SEARCH FIELD SEARCH SECTION CLIPBOARD PROGRAMME OVERVIEW / SEARCH RESULTS This section contains the search field and the search results to the right. Programmes are viewed in the screening window on the left in the clipboard section. The clipboard below it can be used to select several programmes to view or download at once. Find more information on how to use the search function and clipboard in Chapter 2. Page 35 of 36

4.3.3 The workspace In the workspace section, users can monitor download of video and locate downloaded attachments. Consult Chapter 3 of this manual for more information on monitoring and download functions. WORKSPACE SECTION 4.4 Reporting errors Reporting errors immediately is important to keep the system running and to keep maintenance costs down. When reporting errors, include a simple description of your problems, including screenshots, if possible. If you have suggestions for improving the system, please contact your local super user: www.nordvision.org/om_nordvision/nordif3. 4.4.1 Local problems For any questions or problems connected with configuration of your computer or with the local MAM-system, contact your local technical organisation. 4.4.2 Nordif3 problems For any questions regarding the Nordif3 system, please contact your local super user or local technical support. You will find updated support instructions and contact info at www.nordvision.org/om_nordvision/nordif3/ Page 36 of 36