Network Bulletin No. 00-11
Date: February 25, 2000
Subject: Excess and Redistribution Program (XESS)
Index term: Spring 2000 Cycle Announced
The excess (XESS) system described in this directive enables
network libraries to remove unneeded recordings and braille
volumes from their collections and to forward them to other
libraries that may need them. This directive provides
information on how to add selected ("weeded") items to the
consolidated list prepared by NLS and how to request items
for your collections from the other participating libraries.
Please observe the following deadlines and instructions for
the spring XESS cycle one, 2000:
1. Initial submission of XESS list
Libraries must observe the initial deadline
for submitting lists of offered books. Book lists that
arrive at NLS after the deadlines of March 31 or August 31
for each cycle will not be processed. Libraries using
NLSNET must send their files by March 29 or August 29 to
ensure the files can be received and checked. Late lists
will not be processed but instead will be held at NLS for
the next cycle. NLS will then notify individual libraries
that their lists are being held. To make sure their lists
are included in the current cycle, libraries must send their
lists to NLS on time.
ID numbers and format codes required
Libraries must write their identification
(ID) code and the format code at the top of each sheet of
offered books. Lists on which the library's ID code of the
format (medium) code (BR, FD, RC, RD, or TB) are omitted
cannot be processed. Such lists will be returned to the
offering library, which should add the information and
resubmit to NLS for the next cycle.
Condition of materials
Other libraries will be requesting the books
you are weeding. These books must be in good condition.
Books that are not usable must be discarded. See Network
Library Manual 6.11.
2. Review of consolidated lists
NLS will deliver all completed lists and
NLSNET files received by the deadline to the contractor.
The contractor will input the data, prepare the consolidated
lists, and mail all lists by first-class mail within four
full weeks after the start of the cycle. Libraries are
given four weeks from the date of mailing by the contractor
to review and return marked sheets from the consolidated
list of offered books. This schedule should allow
sufficient time for transit both ways with time to select
books. NLS cannot process returned sheets from the
consolidated list if they arrive after the cutoff date or if
the library fails to mark its ID code on each returned
sheet. Sheets received late or incomplete will be returned
to the library with an explanation.
3. Revised XESS instructions
For your convenience NLS has separate
instructions for preparing XESS lists. These include all
information now covered in Network Library Manual section
6.8.5 as well as the information given above. A copy of these
instructions is attached to this network bulletin. NLS will
send updated directions with each future XESS cycle.
__Announcement of spring 2000 XESS cycle__
Cycle one of the 2000 XESS book redistribution program will
begin April 1, 2000. Southern and Western libraries must submit
their lists of offered books so as to reach the NLS Inventory Management
Section no later than March 31, 2000 (or March 29, 2000, for NLSNET
Northern and Midlands libraries that need to offer books out
of cycle must first discuss this with the head of the
Inventory Management Section (IMS) or the XESS coordinator.
All libraries may request titles from the consolidated list
of books offered.
Libraries participating in XESS that receive mailing cards
to send books to other libraries should send the books
before the next XESS cycle. Otherwise, the requesting
library may assume that they are not available and request
All libraries with NLSNET can use NLSNET to submit books
offered, as well as to request titles from the consolidated
list. To be sure lists have been received, contact Dorothy
Moore, XESS coordinator, on (202) 707-0775. Instructions
for NLSNET users are attached.
The cutoff numbers for books that can be offered in the
spring 2000 cycle are as follows:
BR 10899 FD 39885
RC 43982 RD 24200
For further information contact:
John. E. Lewis
Inventory Management Section
[Attachment: This bulletin contained an attachment that was
mailed to the network on February 25, 2000.]