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NLS-REPORTS  August 1997

NLS-REPORTS August 1997

Subject:

Network Bulletin 97-41

From:

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

Reply-To:

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

Date:

Fri, 29 Aug 1997 14:12:27 -0400

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (454 lines)

Network Bulletin No. 97-41

Date:  July 29, 1997

Subject:  Excess and redistribution system (XESS)

Index term:  Fall 1997 cycle announced


The excess (XESS) system described in this directive enables
network libraries to remove unneeded recordings and braille
volumes 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 collection from the other participating libraries.

Please observe the following deadlines and instructions for
the fall XESS cycle two, 1997:

1. Initial submission of XESS list

-- Deadlines observed

Libraries must observe the initial deadline for
submitting lists of offered books.  Book lists that
arrive at NLS 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 and will be held at NLS for the next
XESS cycle, and NLS will 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 by whatever means is guaranteed to get them to NLS on
time, no later than March 31 or August 31 (or March 29 or
August 29 for NLSNET).

-- ID code and format codes required

Libraries must write their identification (ID) code and the
format (medium) code at the top of each sheet of offered
books.  If the library's ID code or the format code (BR, FD,
RC, RD, or TB) is omitted, the list 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

These books must be in good condition.  Other libraries will
be requesting the books you are weeding. Books that are not
usable should be discarded.  See _Network Library Manual_
section 6.11.

2. Review of consolidated lists

NLS will deliver all properly completed lists and NLSNET
files received by the deadline to the contractor.  The
contractor will input the data, prepare the consolidated
list, and mail it to all libraries by first-class mail
within four weeks after the start of the cycle.  Libraries
are given four full weeks from the date of mailing by the
contractor to review, mark selections, and return marked
sheets from the consolidated list.  This schedule should
allow sufficient time for transit both ways and time to
select books.  NLS 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 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
instructions with each future XESS cycle.

4. Announcement of fall 1997 XESS cycle

Cycle two of the 1997 XESS book redistribution program
will begin September 1, 1997.  Northern and Midlands
libraries must submit their lists of offered books so
as to reach the NLS Inventory Management Section no
later than August 31, 1997 (or August 29, 1997, for
NLSNET files).

Southern and Western libraries that need to offer books
out of cycle must first discuss this with the head of
the Inventory Management Section (IMS) or the XESS
coordinator.

All libraries may request titles from the consolidated
list of books offered.

Libraries that receive mailing cards to send books to
other libraries should send the books as soon as
possible.  If the books are not received before the
next XESS cycle, 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 requests have been
received, contact Dorothy Moore, XESS Coordinator, IMS,
on (202) 707-0775.  Instructions for NLSNET CIDS users
are attached.

The cutoff numbers for books that can be offered in the
fall 1997 cycle are as follows:

BR 9679
RC 38782
FD 38888
RD 24200

For further information contact:

John E. Lewis, Acting Head
Inventory Management Section

Attachments:
Instructions for Preparing XESS Lists

Instructions for Using NLSNET via CIDS for XESS

[This bulletin contained an additional attachment that
was mailed to the network on July 29, 1997.]
_______________________________________________________
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 in different formats. Do not list
items that are in more than one format per page.  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 still 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 sheet 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 else 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 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
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 1997 fall cycle are:

BR 9679
RC 38782
FD 38888
RD 24200

Books that are numbered higher than the cutoff
numbers listed above should not be listed unless
production dates prior to August 1995 appear on the
title page or container.  Do not list books with a
production date of August 1995 or later.

7. Deadline for receipt at NLS: After compiling your
XESS lists, mail them using first-class postage to the
NLS Inventory Management Section in sufficient time to
arrive at NLS before the cutoff dates: March 31 and
August 31.  Lists received after those dates will be
held until next cycle.

Send lists to:

XESS Lists
Inventory Management Section
NLS/BPH
Library of Congress
Washington, DC  20542

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 and these instructions should call or write
to the head, Inventory Managment Section.  Either call
on the NLS toll-free number or call directly on (202)
707-9263.

______________________________________________________

Instructions for Using NLSNET via CIDS for XESS

Please Note:  If you use both the X1 option (Excess
books) and the X2 (Desired books), you need to be aware
that both lists must be complete and ready to send
before using 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 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 you are
wanting 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.  This
step is not required; you can also review your
transactions by paging through them on the X1 and X2
screens using the <F6> (Next Record) key.

_IMPORTANT:  It is recommended that you do a U3 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 you want to print the report later (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 disk or one previously used
for this function into Drive A:.  You should label this
disk "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 face
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
disk is not formatted, you will automatically be
advised and permitted to do so.  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 disk from a previous backup cycle. Type "Y" only
if this is a disk 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. Generate XESS Transaction File (U2):  Now you will
create the XESS transaction file to send to NLSXESS.
From the NLSNET System Menu, select U2 to prepare your
transactions.  TAB to the line labeled "XESS
Transactions", type a "Y" on this line, and press
<ENTER>.  This will generate your transaction file.
This may take up to 15 minutes.  After the transaction
and report files are generated, back up the transaction
files to diskette.  Insert a blank diskette or one
previously used for this function into Drive A.  You
should label this diskette "U2 Backup Transaction
Files."  Note that this diskette will contain both
transaction and report files as required.  Please refer
to the previous step "Backup Data Files (U5)" for
further help in answering the prompts for the backup
function.  When the processing is finished, you are
ready to send the transaction file to the appropriate
contractor.

14. To Send Transactions:  From the NLS System Menu,
select E1 to access the NLSNET network.

To send "Books Offered" transactions, select option 4,
"Send XESS Offered Transactions", at  the "E1 - Access
NLS NETwork Telecommunications Menu."  To send "Books
Wanted" transactions, select option 5, "Send XESS
Wanted Transactions," at the "E1 - Access NLS NETwork
Telecommunications Menu."  The report (XESSxxxx.RPT
identification codes (where xxxx = your Library ID.))
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 if you decide to print the file.  Now the
PROCOMM software will prepare and send the file.  If
you see the actual transaction data scrolling up the
screen and you get the message ACCEPTED, then the
transmit was successful.  This will be verified by the
message "NLS XESS (offered/wanted) TRANSACTIONS SENT
SUCCESSFULLY" being displayed on the screen.  But if
the message "NLS XESS (offered/wanted) TRANSACTION FILE
WAS NOT SENT - TRY AGAIN" is displayed, then the
attempt to transmit failed. If you are unsuccessful
after several attempts, you may call the NLSNET Hotline
for assistance.

NLSNET uses a Computerized Information Delivery Service
(CIDS) to send the transaction file to its destination.
After you enter the option (Y or N) in step 14 to print
or not print your transaction file, all network dialing
and file send operations are automatically performed.
_Do Not Touch The Keyboard During These Automatic
Operations_.  Upon completion, the message "*** CIDS
SESSION ENDED SIGNOFF IS COMPLETE" will be displayed.
When the bottom corner of the screen displays "ESC to
quit", press <Esc> to exit (Quit) and the system will
now put you back at the E1 selection menu.  Select "E"
and <ENTER> to go back to NLSNET or the DOS prompt.

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