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Network Bulletin No. 97-29

Date: May 30, 1997

Subject: Excess and redistribution program (XESS)

Index term: Annual cycle for missing braille
volumes

The annual XESS cycle for braille titles with
missing volumes will begin July 1, 1997.
Libraries should submit their lists so as to reach
the Inventory Management Section no later than
_June 30, 1997_.

Using information reported by participating
libraries, NLS will create an Excess Partial
Braille (BR) Titles Report similar to the one
attached.  It will be sent to all participating
libraries four to six weeks after the deadline so
they can use it to request missing volumes from
other libraries.  Libraries must arrange their own
exchanges.

Also attached is a sample XESS report and one copy
of each form libraries need to participate.
Libraries may photocopy as many forms as needed.
Libraries _must_ send their forms to reach NLS by
_June 30_.  Instructions for using NLSNET are
attached.

Send lists to:

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

If within three months no library requests your
spare volumes, they may be discarded as described
in _Network Library Manual_ entry 6.10.7.

Attachments

For further information contact:

John Lewis, Acting Head
Inventory Management Section


[This bulletin contained additional attachments
that were mailed to the network on May 30, 1997.]
__________________________________________________

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.