Network Bulletin No. 04-45
Date: July 30, 2004
Subject: Excess and redistribution program (XESS)
Index term: Fall 2004 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 fall 2004 XESS cycle:
1. Initial submission of XESS list
Changes affecting deliveries to the United States Postal Service (USPS) 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 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.
Network libraries can now identify (and print out) a range of book numbers
on Webnet. The library's CMLS code will automatically be added to each page.
There will be a space by each book number for the number of excess copies listed.
Completed forms can be mailed directly to Data Management.
Alternatively, XESS lists may be submitted electronically as an attachment to an e-mail message.
If you choose this option, contact Dorothy Moore who 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 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 omitting the library's ID code or the format (medium) code (BR, FD, RC, RD, or TB)
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. The offered 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. NLS will send updated directions with each future XESS cycle.
Announcement of fall 2004 XESS cycle
Cycle two of the 2004 XESS book redistribution program will begin September 1, 2004. Northern and
Midlands libraries must submit their lists of offered books so as to reach Data Management __no later than
August 31, 2004 (or August 29, 2004, 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 2004 cycle are as follows:
BR 13400 FD 39885
RC 52800 RD 24200
For further information contact:
Head, Network Services Section
[Attachment: Instructions for Preparing XESS Lists]
__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
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
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 2004
fall cycle are:
Books that are numbered higher than the cutoff numbers listed above should not
be listed unless production dates prior to August 2002 appear on the title page or
container. Do not list books with a production date of August 2002 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:
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).
Either call on the NLS toll-free number 1-800-424-8567 or call NSS directly on
[Attachment: Form 73-L-122aA (Excess Materials List): included as a print
attachment that was mailed to the network on July 30, 2004.]