Network Bulletin No: 03-27
Date: August 1, 2003
Subject: Excess and redistribution program (XESS)
Index term: Fall 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 on how to request items for your
collections from the other participating libraries.
Please observe the following deadlines and instructions for the fall 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:
3225 Jordan Boulevard
Malabar, FL 32950
We suggest that you send these lists by a commercial carrier or by 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 and she will
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
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
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
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 fall 2003 XESS cycle
Cycle two of the 2003 XESS book redistribution program will begin September 1, 2003.
Northern and Midlands libraries must submit their lists of offered books so as to reach Data
Management no later than August 31, 2003 (or August 29, 2003, for electronic files).
Southern and Western 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 fall 2003 cycle are as follows:
BR 12246 FD 39885
RC 50270 RD 24200
Attachment: Instructions for Preparing XESS Lists
For further information contact:
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). See sample 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)
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 2003
fall cycle are:
Books that are numbered higher than the cutoff numbers listed above should not be
listed unless production dates prior to August 2001 appear on the title page or
container. Do not list books with a production date of August 2001 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
Send lists to:
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. Copies left in place should be marked to distinguish
them as weeded or shelved 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 contact the head of the Network Services Section (NSS) at the
NLS toll-free number 1-800-424-8567 or (202) 707-9245.
[Attachment: Form 73-L-122aA (Excess Materials List) : A print attachment of
Form 73-L-122aA was sent to the network on August 1, 2003.]