Network Bulletin No.  00-36

Date: July 21, 2000

Subject: Excess and distribution program (XESS)

Index term: Fall 2000 XESS 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, 2000:

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 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

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 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

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 information given above.  A copy of these
instructions is attached to this network bulletin.  NLS will send
updated directions with each future XESS cycle.

Announcement of fall 2000 XESS cycle

Cycle two of the 2000 XESS book redistribution
program will begin September 1, 2000.  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, 2000(or August 29, 2000 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 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 fall 2000 cycle are as follows:

BR 11031             FD 39885
RC 44730             RD 24200

For further information contact:

John E. Lewis
Inventory Management Section

Attachments: Instructions for Preparing XESS Lists
Instructions for Using NLSNET for

[Attachment:  This bulletin contained an attachment that was
mailed to the network on July 21, 2000.]