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NLS-REPORTS  February 1998

NLS-REPORTS February 1998

Subject:

Network Bulletin 98-08

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:

Mon, 9 Feb 1998 12:52:25 -0500

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (419 lines)

Network Bulletin No. 98-08

Date:  February 6, 1998

Subject:  Excess and redistribution program (XESS)

Index term:  Spring 1998 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 spring XESS cycle one, 1998:

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
but instead will be held at NLS for the next XESS cycle.
NLS will then 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 to NLS
_on time_.

-- 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 must be discarded.  See _Network Library
Manual_ 6.11.

2. Review of consolidated lists

NLS will deliver all completed lists and NLSNET files
received by the deadline to the contractor.  The contractor
will input the data, prepare the consolidated lists, and
mail all lists 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 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.  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 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. A copy of these instructions is
attached to this network bulletin.  NLS will send updated
directions with each future XESS cycle.

4. Announcement of spring 1998 XESS cycle

Cycle one of the 1998 XESS book redistribution program will
begin April 1, 1998.  Southern and Western libraries must
submit their lists of offered books so as to reach the NLS
Inventory Management Section _no later than March 31, 1998
(or March 29, 1998, for NLSNET files_).

Northern and Midlands 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 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.

All libraries with NLSNET can use NLSNET to submit books
offered, as well as to request titles from the consolidated
list.  To be sure lists have been received, contact Dorothy
Moore, XESS Coordinator, on (202) 707-0775.  Instructions
for NLSNET users are attached.

The cutoff numbers for books that can be offered in the
spring 1998 cycle are as follows:

BR 10088     FD 39885
RC 39778     RD 24200

For further information contact:

John E. Lewis
Head, Inventory
Management Section

Attachments:

Instructions for Preparing XESS Lists
Instructions for Using NLSNET for XESS

[This bulletin contained an additional attachment that
was mailed to the network on February 6, 1998.]
___________________________________________________________
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.  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 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 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 1998 spring cycle are:

BR 10088
RC 39778
FD 39885
RD 24200

Books that are numbered higher than the cutoff numbers
listed above should not be listed unless production dates
prior to March 1996 appear on the title page or container.
Do not list books with a production date of March 1996 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 the 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 Management Section.  Either call on the
NLS toll-free number or call IMS directly on (202) 707-9263.
____________________________________________________________
Instructions for Using NLSNET for XESS

Please Note: If you use both the X1 option (Excess Books)
and the X2 (Desired Books), you must complete both lists and
be ready to send them before you use 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 _User's 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.  You can also review your transactions by
paging through them on the X1 and X2 screens using the <F6>
(Next Record) key.

_IMPORTANT_:  Though it is not required, it is recommended
that you use the U3 function to 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 at a later time you want to print the report
(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 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 format the diskette.  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. Create the Excess Books (XESS) Transaction File(s): Use
the U2 (Create Transaction File) screen in NLSNET.  Detailed
instructions on this procedure are contained in your NLSNET
_User's Manual_.  If you don't have a _User's Manual,_
please contact the NLSNET Hotline at (888) 265-7638.

   1) Perform the transaction file Backup as prompted.
At the end of the Create Transaction process, the system
will display the following message:

Transaction File Successfully Created For: XESS Transactions
XESO????.TRN or XESW????.TRN Is Ready For Transmission To:
NLSXESS
XESS????.RPT May Be Printed

Press <Enter> to return to System Menu ...

Note: Replace ???? with your network library ID.  For
example XESOSC1A.TRN

The XESO????.TRN  and/or  XESW????.TRN files are the output
transaction files that need to be sent to the XESS System
contractor.

   1) Press <Enter> to return to the system menu and
then, if you are done working in NLSNET and are ready to e-
mail your XESS transaction file, press <F10> to exit.

14. Sending the Transactions:  To send the file, start your
e-mail program and create a new message.  It should be
addressed to [log in to unmask]   Attach the file
XESO????.TRN and/or file XESW????.TRN created in the NLSNET
subdirectory to your e-mail message.  On the subject line
enter your network library ID and the date you produced your
file.  For example: Subject: SC1A 8/27/97.  You can specify
other pertinent information in the body of the message.
Afterwards, send the message by pressing the send button or
by selecting send from the appropriate menu in your e-mail
program.

Acknowledgment will be provided by the XESS contractor
within three days.  If you don't receive the acknowledgment,
call the NLSNET Hotline.

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