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NLS-REPORTS  August 1998

NLS-REPORTS August 1998


Network Bulletin 98-47


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


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


Thu, 6 Aug 1998 12:24:13 -0400





text/plain (414 lines)

Network Bulletin No. 98-47

Date:  July 31, 1998

Subject:  Excess and redistribution program (XESS)

Index term:  Fall 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 fall XESS cycle two, 1998:

1.  Initial submission of XESS list

--Deadlines observed

Libraries _must_ observe the 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 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

--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 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 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 1998 XESS cycle

Cycle two of the 1998 XESS book redistribution program will
begin September 1, 1998.  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,
1998 (or August 29, 1998, 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 directing them 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 users are attached.

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

BR 10239        FD 39885
RC 40863        RD 24200

For further information contact:

John E. Lewis,
Head, Inventory Management Section


Instructions for Preparing XESS Lists
Instructions for Using NLSNET for XESS
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),
-- 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

(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
two-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 fall cycle are:

BR 10239
RC 40863
FD 39885
RD 24200

Books that are numbered higher than the cutoff numbers
listed above should not be listed unless production dates
prior to August 1996 appear on the title page or container.
Do not list books with a production date of August 1996 or

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

Send lists to:

XESS Lists
Inventory Management Section
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.

[An additional attachment:  Form 73-L-122aA (Excess
Materials List) was sent to the network on July 31, 1998.]

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 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 the
<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 feature 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

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 diskette or one previously used for this
function into Drive A:.  You should label this diskette "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

Insert disk in 'A:' and press Copy files, Dir target, Erase
target, Format target, List files, Othertarget or <escape>
to abort (C) ?

Press <ENTER> or type "C" to copy the files.  If the
diskette 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
diskette from a previous backup cycle.  Type "Y" only if
this is a diskette 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 Users' Guide.  If you don't have a Users' Guide,
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 Transmissions
To: NLSXESS XESS????.RPT May Be Printed

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

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

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

2)  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

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

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