Network Bulletin No. 02-09
Date: March 1, 2002
Subject: Excess and redistribution program (XESS)
Index term: Spring 2002 cycle announced
Procedures for submitting lists to XESS have changed.
Please read carefully.
The excess (XESS) system described in this directive enables
network libraries to remove unneeded copies of recorded and
braille books 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 2002 XESS cycle:
1. Initial submission of XESS list
Due to the changes affecting the USPS, which have resulted
in the delay in delivering first class mail to NLS,
libraries submitting lists of offered books should send them
directly to Data Management at the following address:
Rose Anderson
Data Management
3225 Jordan Boulevard
Malabar, FL 32950
Do not send lists to NLS. It is suggested that libraries
send these lists by UPS ground. This procedure will ensure
a tracking number is assigned the package so it can be
tracked if it goes astray. Regardless of how the list is
sent, Dorothy Moore at NLS should be notified by e-mail
([log in to unmask]) or telephone (202) 707-0775 of the date sent,
the number of pages in the list (if hard copy), and the
number of entries.
Network libraries also have the option of submitting this
list electronically as an attachment to an e-mail message.
If you choose to submit the list electronically, contact
Dorothy Moore at the e-mail or telephone number above. She
will then arrange for Data Management to contact your
library to discuss file structure.
Deadlines observed
Libraries __must__ observe the initial deadline for
submitting lists of offered books. __ The deadlines will
remain the same regardless of how the lists are submitted.__
Book lists that arrive at Data Management 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 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 Data Management 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 or 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
The contractor will input the data, prepare the consolidated
lists, and send all libraries a consolidated list within
four full weeks after the start of the cycle. Libraries are
given four weeks from the date of shipping 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. Data Management 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 2002 XESS cycle
Cycle one of the 2002 XESS book redistribution program will
begin April 1, 2002. Southern and Western libraries must
submit their lists of offered books so as to reach Data
Management __no later than March 31, 2002 (or March 29,
2002, for NLSNET files).__
Northern and Midlands libraries that need to offer books out
of cycle must first discuss this with the head of the
Network Services Section (NSS) 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
them again.
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, at (202) 707-0775. Instructions
for NLSNET users are attached.
The cutoff numbers for books that can be offered in the
spring 2002 cycle are as follows:
BR 11667 FD 39885
RC 47501 RD 24200
Attachments: Instructions for Preparing XESS Lists
Instructions for Using NLSNET for XESS
For further information contact:
Stephen Prine
Head, Network Services Section
____________________________________________________________
Instructions for Preparing XESS Lists
1. Forms to use: List weeded copies in usable condition
on the Excess Materials List (Form 73-L-122aA). Seesample
attached. You may photocopy this blank form or order copies
from your multistate center as MSC stock number FR 122A.
2. Arrangement for book lists: Use separate sheets to
list items that are different formats. Use the
two-character book-number prefixes:
BR - Braille
TB - Talking books (numbers 1-4815 only)
RD - Rigid disc
FD - Flexible disc
RC - Recorded cassette (15/16 ips)
Libraries are required to offer flexible-disc (FD) books
through XESS.
3. Data required on each page:
-- On the first sheet for each book format, include:
- your library identification ID code as used in the
Comprehensive Mailing List System (CMLS),
-- date,
-- and address of your library.
-- On successive sheets for each book format, include:
-- library ID code and
-- two-character book-number prefix, designating the book
format.
(It is not necessary to list your library address on every
successive sheet, but your library ID code and the two-
character book number prefix __must__ be listed on each
sheet or your list will be returned to your library with a
request that the information be added and the list returned
to NLS for the next XESS cycle.)
4. Copies to be offered: Mark the number of usable copies
being offered for each book. List only books in the NLS
union catalog. The NLS automated catalog is used to create
a basic list of book numbers with abbreviated author's name
and book title. Libraries that offer books not present in
the automated catalog will not receive mailing cards or
disposal instructions for those books.
5. Multipart books: For multipart books, do not add two-
part designations such as 12345-A or 12345-2. Offer only
complete multipart books and mark only the numeral of the
book number, not the suffix.
6. Cutoff numbers: The cutoff numbers for books that can be
offered in the 2002 spring cycle are:
BR 11667
RC 47501
FD 39885
RD 24200
Books that are numbered higher than the cutoff numbers
listed above should not be listed unless production dates
prior to March 2000 appear on the title page or container.
Do not list books with a production date of March 2000 or
later.
7. Deadline for receipt at Data Management: After compiling
your XESS lists, send them in sufficient time to arrive at
Data Management before the cutoff dates: __March 31 and
August 31.__Lists received after those dates will be held
until the next cycle.
Send lists to:
Rose Anderson
Data Management
3225 Jordan Boulevard
Malabar, FL 32950
8. Storage of weeded copies: Libraries are strongly advised
to store weeded copies where they can be quickly retrieved.
Leave copies in place, marked to distinguish them as weeded,
or shelve them separately by medium in numerical sequence.
When books are stored in mail bags or tubs, it is difficult
to retrieve copies requested by other libraries and to sort
out copies authorized for disposal.
9. Questions about XESS: Libraries that have questions
about XESS or these instructions should call or write to the
head, Network Services Section (NSS). Either call on the
NLS toll-free number or call NSS directly on (202) 707-9245.
Attachment: Form 73-L-122aA (Excess Materials List)
____________________________________________________________
Instructions for Using NLSNET for XESS
Note: The Xess contractor has assured NLS that XESS data
created by the NLSNET program will be accepted by their
computer programs. However, if a library should run into
problems with the NLSNET XESS module, it should revert to
paper as NLSNET is no longer supported.
Please Note: If you use both the X1 option (Excess Books)
and the X2 (Desired Books), you must complete both lists and
be ready to send them before you use the U2 option to create
the transaction file. The U2 function ages (stores as a
prior batch) both the excess and desired lists. Workarounds
for this problem can be found in Chapter Eight of the new
NLSNET Users' Manual.
1. System Menu: At the menu, select X1 (Excess Books) for
"books offered."
2. Excess Books (X1 Screen): Enter the first medium code
for the books you are offering. The medium code will remain
constant until you change it. Then tab to the data-entry
box and enter the book numbers you are offering in that
medium--the number only, without the medium code. For each
book number, enter the number of copies. Press <ENTER> to
save each entry.
3. Note that each entry will be copied to the view box
after you save it, and the cursor will return to the data-
entry box. To enter the next book, simply type over the
entry in the data-entry box.
4. Books will be sorted in book-number order. You can go
to a particular place in the list by using the <F5> and the
<F6> keys.
5. You can enter all the books in a single NLSNET session,
or you can exit NLSNET at any time and return later. Press
the <F10> key to return to the System Menu.
6. System Menu: At the menu, select X2 (Desired Books)
for "books wanted."
7. Desired Books (X2 Screen): Enter the first medium code
for the books you want. The medium code will remain
constant until you change it. Then tab to the data-entry
box and enter the book numbers for items you want in that
medium--the number only, without the medium code. For each
book number, enter the number of copies. Press <ENTER> to
save each entry.
8. Note that each entry will be copied to the view box
after you save it, and the cursor will return to the data-
entry box. To enter the next book, simply type over the
entry in the data-entry box.
9. Books will be sorted in book-number order. You can go
to a particular place in the list by using the <F5> and
<F6> keys.
10. You can enter all the books in a single NLSNET session,
or you can exit NLSNET at any time and return later. Press
the <F10> key to return to the System Menu.
11. Print Transactions File (U3): When you have finished
the whole batch of transactions (i.e., you are ready to
send them), you can review and/or print your transactions
before sending them. Select U3 from the main menu to print
out your transactions. Please note that the report(s)
generated by the file (REPORTS.RPT) does not print the
quantity for each book number. You can also review your
transactions by paging through them on the X1 and X2 screens
using the <F6> (Next Record) key.
__IMPORTANT: Though it is not required, it is recommended
that you use the U3 feature and review the printed
transactions report thoroughly before sending the
transaction file. If there are any corrections to be made,
you must continue to make them and redo the U3 step until
the report is accurate and complete.__
On the U3 screen (Print Reports Menu), use the TAB key to
position the cursor on the row labeled "XESS - Excess Books"
and under the column labeled "CURRENT." Type a "Y" in this
space if you wish to generate the "Books Offered" report.
Or, if you are selecting books, use the TAB key to place the
cursor on the row labeled "XESS - Desired Books" and under
the column labeled "CURRENT." Type a "Y" in this space if
you wish to generate the "Books Wanted" report. Press
<ENTER> after you have made your selection(s), and NLSNET
will display messages to indicate it is generating the
report. Once processing is complete, the report file
(REPORTS.RPT) will be displayed on the screen. To page
through the report, use the PageUp, PageDown, or Arrow keys
and then press <Esc> to Exit.
The prompt will then ask you if you want to print the file.
Make sure your printer is turned on and is online if you
decide to print the file. Select "Y" to print the report.
Review the printed copy to ensure it is correct. If you
want to correct any transactions, return to the desired X1
or X2 screens and re-enter the transaction information.
Repeat the U3 step until the printed copy is accurate and
complete.
If you select "N," no report will print and you can
continue. If at a later time you want to print the report
(before you generate any other reports), go to the DOS
prompt and type "COPY REPORTS.RPT PRN" and press <ENTER>.
Or simply perform the U3 function again later.
12. Backup Data Files (U5): At the System Menu, select U5
to back up the current set of NLSNET data files to diskette.
Insert a blank diskette or one previously used for this
function into Drive A:. You should label this diskette "U5
Backup Data Files." As you follow the instructions on the
computer screen, the program will first build an internal
list of the files to back up. Follow each of the prompts
listed below in bold type. Note that you can simply press
<ENTER> at each prompt to do the "normal" function at each
step.
__Insert disk in 'A:' and press Copy files, Dir target,
Erase target, Format target, List files, Other target or
<escape> to abort (C) ?__
Press <ENTER> or type "C" to copy the files. If the
diskette is not formatted, you will automatically be advised
and permitted to format the diskette. Please note that the
diskettes will be formatted at the highest density allowable
for your disk drive. Therefore, if you use this backup
feature and your system has a high-density (1.2 or 1.44
meg.) drive, you must use high-density (type HD) diskettes.
__This disk is not empty. Erase 'A:\', volume label:
(N) ?__
Press <ENTER> or type "N" if this is your correct backup
diskette from a previous backup cycle. Type "Y" only if
this is a diskette you wish to reuse and all the files on it
are no longer needed. If you have to replace the diskette,
press <Esc> to return to the previous prompt.
__'A:' is not ready, <cr> continue or <esc> abort ?__
You must make sure that the correct backup diskette has been
properly inserted into Drive A and that the drive door is
closed. Press <ENTER>.
__A:\xxxxxxxx.DAT exists. Rename, Skip, Overwrite, Update
(U) ?__
Press <ENTER> or type "U" to Update the file.
__Filling files of this directory: fine!__
The backup to diskette is complete.
13. Create the Excess Books (XESS) Transaction File(s):
Use the U2 (Create Transaction File) screen in NLSNET.
Detailed instructions on this procedure are contained in
your NLSNET Users' Guide. If you don't have a Users' Guide,
please contact the NLSNET Hotline at (888) 265-7638.
1) Perform the transaction file Backup as prompted. At
the end of the Create Transaction process, the system will
display the following message:
__Transaction File Successfully Created For: XESS
Transactions XESO????.TRN or XESW????.TRN Is Ready for
Transmissions
To: NLSXESS XESS????.RPT May Be Printed
Press <Enter> to return to System Menu ...
Note: Replace ???? with your network library ID. For example
XESOSC1A.TRN__
The XESO????.TRN and/or XESW????.TRN files are the output
transaction files that need to be sent to the XESS System
contractor.
2) Press <Enter> to return to the system menu and then, if
you are done working in NLSNET and are ready to e-mail your
XESS transaction file, press <F10> to exit.
14. Sending the Transactions: To send the file, start your
e-mail program and create a new message. It should be
addressed to [log in to unmask] Attach the file
XESO????.TRN and/or file XESW????.TRN created in the NLSNET
subdirectory to your e-mail message. On the subject line
enter your network library ID and the date you produced your
file. For example: Subject: SC1A 8/27/97. You can specify
other pertinent information in the body of the message.
Afterwards, send the message by pressing the send button or
by selecting send from the appropriate menu in your e-mail
program.
Acknowledgment will be provided by the XESS contractor
within three days of receipt. If you don't receive the
acknowledgment, call the NLSNET Hotline.
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