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
Please observe the following deadlines and instructions for the spring 2003 XESS
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
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.__
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
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
The cutoff numbers for books that can be offered in the spring 2003 cycle are
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:
Head, Network Services Section