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NLS-REPORTS  February 2003

NLS-REPORTS February 2003

Subject:

Network Bulletin No. 03-04

From:

National Library Service for the Blind <[log in to unmask]>

Reply-To:

NLS Documents for Network Libraries <[log in to unmask]>

Date:

Mon, 10 Feb 2003 12:49:04 -0500

Content-Type:

TEXT/PLAIN

Parts/Attachments:

Parts/Attachments

TEXT/PLAIN (116 lines)

        Network Bulletin No: 03-04

                Date:   February 7, 2003

                Subject:    Excess and redistribution program (XESS)
                Index term:  Spring 2003 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 2003 XESS
            cycle:

            1.   Initial submission of XESS list
            Changes affecting deliveries to the United States Postal Service have resulted
            in the delay of first class mail to NLS.  Do not send XESS lists to NLS.                  Please send your lists of offered books directly to Data Management at the
            following address:

            Rose Anderson
            Data Management
            3225 Jordan Boulevard
            Malabar, FL 32950

            We suggest that you send these lists by a commercial carrier or the USPS in a
            way that will ensure a tracking number is assigned to the package so it can be
            retrieved should it go astray.  __Whether you send the list by mail or UPS,
            notify Dorothy Moore at NLS by e-mail <[log in to unmask]> or telephone
            (202) 707-0775 of the date it was sent, the number of pages in the list, and
            the number of entries.__
            __You 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 address 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 deadline of
            March 31 or August 31 for each cycle will not be processed but will be held
            for the next cycle.  NLS will then notify individual libraries that their lists
            are being held.

            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 are to be discarded.
            See Network Library Manual section 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 attached 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.  NLS will send
            updated directions with each future XESS cycle.

                Announcement of Spring 2003 XESS cycle
                Cycle One of the 2003 XESS book redistribution program will begin April 1,
            2003.  Southern and Western libraries must submit their lists of offered books
            so as to reach Data Management no later than March 31, 2003 (or March 29,
            2003, for electronic 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.

            The cutoff numbers for books that can be offered in the spring 2003 cycle are
            as follows:

            BR 12053            FD 39885
            RC 49347            RD 24200



            [Attachment: This bulletin contained a print attachment that was mailed to the
                 network on February 7, 2003.
                Instructions for Preparing XESS Lists]



            For further information contact:
                Stephen Prine
            Head, Network Services Section

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