Electronic Title Lists and the ETL Validator

>>Welcome to the United States
Copyright Office’s webinar on the Electronic Title List Validator Tool. The Copyright Office currently provides
electronic title list, referred to as ETL, capability as a template in the format
of a Microsoft Excel spreadsheet which can be downloaded from
the copyright.gov website. The ETL tool is used by the public to provide
lists of titles electronically. This webinar will go over the
benefits of ETLs and also explain how to use the new ETL Validator Tool
that has been created to assist in making sure your electronic
title lists are accurate and comply with the required data formats needed
to process title lists quickly. The new Validator Tool is an interim solution
that has been developed to ease the process of submitting ETLs until the Copyright
Office releases a more robust solution with the modernized recordation system, currently under development
to be released in the future. Channing Lowrance and Shawn Gallagher will
describe in detail the benefits of ETLs and how to use the new ETL Validator Tool. Now I will turn the presentation
over to Channing Lowrance, who will describe the benefits of ETLs.>>Thank you, Denise. As Denise told you, I will be describing
the benefits and in more detail how to utilize the electronic list Validator
Tool, along with the ETL template. When recording a document, titles related to
a document submission aren’t always included. You may record a document without
submitting the title of work. These are often associated with
intellectual agreements, assignments, option agreements quit claims, court cases, etc.
We only catalog information that is provided and it isn’t uncommon for the office to
receive document submissions with a title count that exceeds the limit of one
to ten titles that can quickly and easily be cataloged by specialists. Recordation involves the submission
of a document in paper form for filing and indexing into the office’s public record. Often a document may contain hundreds
or even thousands of related titles. Submitting bulk titles with
a variety of formats prior to the ETL Validator Tool
is a laborious process. It is common for the Office to
receive documents in Word, text file, external hard drives and flash drives. The data is extracted and
cataloged by copyright specialists, which can potentially create
inaccuracies on behalf of the Office. Also, depending on the amount of titles, this
could possibly increase the turnover time which ultimately reduces the issue
of a certificate of recordation. Utilizing the ETL template and
Validator Tool has several benefits. Submitting an ETL along with your recordation
application decreases time and labor required to index the document, reduces potential
for inaccuracies in the public record and, ultimately, condenses time needed to
record the document in order for the Office to issue a certificate of recordation. Also, documents containing a title list which
exceeds eleven are also eligible for a discount. For reiteration, the benefits of using the
ETL and Validator Tool include fee reduction, expedited processing, reduced amount
of time and labor to index a document, reduced potential of transcription inaccuracies. Again, because the ETL reduces the amount of
time and labor needed to index the document, submitters who file an ETL receive their
certificate of recordation in a shorter time. To gain benefits and features of the
ETL, use of the template provided by the Copyright Office is required. The ETL template is organized so information
for each work is provided on a separate row of the spreadsheet represented by
column A through column M. In order to obtain a more in-depth explanation
of each column and the importance of leaving all unused cells
in the template blank, Shawn Gallagher will now
give a brief overview on how to properly input data into
the electronic title list. Shawn.>>Thanks, Channing. You can find requirements and instructions for
filling out the ETL template on our web page, but we’d like to identify a few important
parts of the template here as well. The first is Title Number. Make sure to include title
numbers for all of your titles. There must be a number if
there is a title in the row. Conversely, if there is no
title, please don’t number it. The titles must also be numbered
sequentially from top to bottom. And, lastly, please don’t use commas if
your numbering reaches the thousands. For example, for 2000 titles the title number
2000 you’d enter 2 0 0 0 and not 2 comma 0 0 0. The next column we’d like to talk
about is the Leading Article for Title. The template provides leading articles
in English, Spanish, French and German. If your title has a leading article
in one of those four languages, please select the leading article
for the title from the dropdown menu. If your title bullet begins with an article
that’s not listed or if the title is written in a language other than English, Spanish,
French or German, leave this column blank. In the Alternative Title Type column, please use
one of the four alternative title abbreviations in the template: a.k.a.,
f.k.a., and k.a or p.k/a. We’ve followed this formatting
in the template as abbreviations without the periods will cause
an error in the data validation. Each alternative title must refer to a
title number from column A that corresponds with the primary title for the work. This number links the alternative title to
the primary title in the Office’s records. In this example, the alternative titles
New Hope and Episode IV both refer to Title Number 1 in the ETL template. Once you’ve completed the template,
you can use the Validator Tool. Channing will describe how
the Validator Tool works.>>What does The Validator — what
does the ETL Validator Tool do? While ETLs are not new, the public
has encountered certain challenges when preparing this. The new ETL validator addresses those issues. [Inaudible] a better submission experience,
it allows the public the opportunity to easily evaluate the acceptability
of their ETL and comprehensively address
any issues prior to submission. The new tool ensures that the ETL complies
with the electronic title list requirements and instructions by checking to see whether
the ETL uses the appropriate template and data formatting requirements. Once you have all your titles
in the spreadsheet, you will navigate to the ETL validator. The Validator checks for data formatting to
ensure your submission is able to be processed. There are several innovative things the ETL
tool does to help aid you in the process of uploading both titles, checks and verifies that you have used the Copyright
Office’s required ETL template, checks and verifies the ETL file complies with
the Office’s data formatting requirements, generates and displays a downloadable
error report to help resolve issues with data formatting which we
will preview in later slides. After a successful upload provides instructions
which, again, we will preview in later slides. How it works: The ETL validator is accessed
through a web link at copyright.gov. There’s no subsystems or modules and does not
interface with any other system or application; also does not include a database. The application runs on the Cloud. No files, titles or reports are saved. It’s a pretty simple program, allowing remitters to select their desired file then run the
program by clicking the Validate button. While The Validator is running, an on-screen
message displays: Validating file; please wait and a progress bar as a visual cue to
indicate the application is working. ETL validator is designed to
acknowledge critical failures. If the uploaded files pass
the critical failures, it goes into a row-by-row scanning
of the uploaded ETL template. So what does that mean, one might ask? Critical failures would be unwanted files. We do not want to run The Validator if there
isn’t a sufficient upload of the ETL template. This analysis omits invalid file types. The Validator has two outputs, either
an on-screen message or a file download. The Validator first runs a set of cursory checks
to confirm the uploaded file is an ETL template. The current screenshot displays an error
message of an improperly formatted ETL. The Validator will also check that the
uploaded file is not a blank ETL template. Emitters should also be aware an ETL template
that exceeds the maximum acceptable number of rows, which is 10,000, will
also receive an error message. In this example, the correct
file type has been uploaded; but errors exist in the data formatting. If the Validator discovers any errors in the
ETL, based on the individual requirements for each column of data provided, then it will
prompt the user to download an error report. The prompt will differ based
on the user’s internet browser. Again, please be aware the instructions may vary
depending on the browser type Microsoft Edge and Mozilla Firefox prompt you to download. When using Google Chrome, the
file is automatically downloaded. In any case, the downloadable error report is a
plain text file with standard explanatory text and standard error messages based on
the individual’s column validations. A sample report with examples of
each type of error will be displayed. ETL Validator Report: This report identifies
formatting errors in an ETL that must be fixed in order for the Copyright Office to
process your recordation submission. It lists the location of each error by row
and column and describes each detected error. All errors must be resolved before
submitting your ETL to the Office. Please rerun your revised ETL
through the Office’s Validator Tool until you see a message saying, Success. Please note that the Office’s Validator Tool
does not check the substance of your ETL. The emitters are ultimately responsible
for following all instructions for completing their ETL, and use of the Office’s Validator Tool does
not rescind that responsibility. A successful validation reduces the
risk of rejection but does not guarantee that an ETL complies with all
requirements necessary for recordation. Successful validation: If the file passes
each of these initial critical checks, the Validator proceeds to scan
the uploaded file row by row. If there are no errors found in the ETL, the remitter will receive an on-screen
confirmation message of success. Here is a link to the submission
instructions on copyright.gov. This link redirects the remitter back to the
ETL page which explains in more detail how to properly submit your titles
along with your document package. Thank you for your time and attention. We encourage you to try out the new
Validator Tool with your next ETL upload. The instructions, requirements and templates can
all be found at copyright.gov /recordation /etl.

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