Admins: Best Practices for Creating and Uploading DASH! Documents

The following are recommendations to maximize the appearance and functionality of your PDF materials in DASH!

  • Compile your PDF files: If your document is split into multiple PDFs, compile them into a single file
    • Include all pages and chapters, and front and back matter (table of contents, index, etc.)
    • The final file name should not have accents or other diacritics
  • Remove security settings: Acrobat security settings must be removed for ebrary to upload and process your files.
  • Embed fonts: All files should be embedded with compatible fonts.
  • Trim and crop: All pages should be trimmed to final display size with no registration/crop marks or excessive white space.
  • PDF type: ebrary recommends that all files be provided as PDF normal. Our technology also accepts PDF image and hidden text. Image-only PDFs are not recommended as these files do not support search and other key features of ebrary’s technology. So if you scan documents, best practice is to send them through OCR software.
  • Adjust resolution: While file size does not affect page views in the ebrary system, we recommend the following image resolution ranges for processing efficiency:
    • Color: 72-300 dpi
    • Grayscale: 72-450 dpi
    • Monotone: 72-600 dpi
  • Covers: DASH! Automatically generates a cover thumbnail from the first page of the document.
  • Add bookmarks and hyperlinks: If desired, include navigational aids in your PDF documents to enable users to find information more easily, such as chapter-level bookmarks and intra-document linking.
  • Validation: Double-check the basic appearance and navigation features of your PDF documents before submitting them.
  • Metadata: Although metadata is not required to use DASH!, we recommend providing as much information as possible to maximize Advanced Search functionality.  There are three ways to add metadata:
    • Enter metadata when you upload a document as prompted
    • Add or edit metadata for individual DASH documents at any time:
      • Go to the DASH tab
      • Click on the pencil-icon over at the far right for the document whose metadata you want to edit
      • Make the changes in the window that comes up
      • Click “Submit” to save the changes
      • It may take up to a few days for the changes to be reflected in search results

Admins: Access to your DASH! collection

If your DASH! collection is on your regular ebrary site, then only users who can access your regular ebrary site can access your DASH! collection.  That is, the same IP authentication and remote access authentication applies to all the documents on your regular ebrary site – including your DASH! documents.

You can, however, request to have a separate ebrary site built for your DASH! collection, and then you can make that separate ebrary site open to everyone (i.e., an open-access collection), or to a different set of users than your regular ebrary site.

You are allowed to – and even encouraged to – share your DASH! collection with other libraries or on the web.  For examples of separate DASH! sites created by ebrary and librarians, please visit

For more information on sharing your DASH! collection, please email

Admins: ebrary’s MARC records format

MARC (MAchine Record Cataloging) is machine code that can be interpreted by Online Public Access Catalogs (OPACs).  If your library uses a catalog, we highly recommend you integrate and maintain your ebrary MARC records to provide maximum visibility of your ebrary titles for your patrons.

ebrary’s MARC records use MARC21 with MARC8 (based on ISO 2022) encoding. The records are delivered in .mrc format.  To view them, you need a program that reads .mrc files.  We recommend MarcEdit, which is a free, downloadable program.  See below for more info.

ebrary does not provide other formats (for example: UTF-8, UKMARC, text output). However, if your OPAC only supports text uploads, you can use MarcEdit to translate ebrary’s MARC records to .csv format (comma separated values).

MarcEdit allows you to view, translate, and split MARC records. Click to download MarcEdit. We recommend using the most recent version (v5.8 or newer).

Admins: Content additions and removals

The titles provided by ebrary frequently evolve and adjust as new ebooks become available from publishers.

  • Ebrary is constantly on the lookout for relevant new titles to add
  • Ebrary removes titles when:
    • Publisher loses rights to  title
    • A title goes out of print
    • Publisher changes the title access model.  For example, make them available only as perpetual-access, not via subscription
Access to your ebrary titles
  • If a title is added to one of your subscription collections, or if you purchase it as perpetual access, it is immediately searchable and accessible on your ebrary site
  • If a title is removed from one of your subscription collections, the title will be immediately inaccessible on your ebrary site
    • If a patron tries to use a bookmarked link to it and they’re not signed in to their ebrary account, they’ll get a “Document not found” error
    • If the patron is signed in, they’ll be shown a preview-only copy of the title (which means they can view a few pages, then are given an alert and cannot view additional pages)
  • Once you’ve purchased a title as perpetual access, you retain access to it in perpetuity.

You are notified of additions and removals via the MARC records page

  • When a title is added to your site, its MARC record is immediately available to you. To make an ebrary title discoverable via your library catalog, you’ll most likely want to load its MARC record into your catalog
  • If a title is removed from your ebrary site, you should immediately remove its MARC record from your catalog to prevent user confusion
  • ebrary auto-updates your ebrary MARC records page once a month on about the 20th of the month. To ensure you get all the recent changes reflected on your ebrary MARC records page, you need to click the “Update MARC Data” button

Accessing ebrary citations in EasyBib, NoodleBib, or Zotero

To open ebrary citations in EasyBib, NoodleBib, or Zotero, export ebrary citations via EndNote, then open the exported EndNote text file from within EasyBib, NoodleBib, or Zotero.  Detailed steps:

  1. Go to your ebrary site and sign in to your personal ebrary account
  2. Search for books or find them in your bookshelf
  3. Click the “EndNote & Citavi” button associated with a book
  4. The exported citation info for that book will open in a text file
  5. Save the text file
  6. Go to your EasyBib, NoodleBib, or Zotero application
  7. From within EasyBib, NoodleBib, or Zotero, open the saved text file