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Network Bulletin No. 99-33

Date: July 30, 1999

Subject: Excess and redistribution program (XESS)

Index term: Fall 1999 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, 1999:

1. Initial submission of XESS list

o 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.__



o 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 with time
to select books.  NLS cannot process returned sheets from the consolidated
list if they arrive after the cutoff date or if the ibrary 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 1999 XESS cycle

Cycle two of the 1999 XESS book redistribution program will begin September 1,
1999. Northern and Midlands libraries must submit their lists of ffered books so
as to reach the NLS Inventory Management Section no later than August 31,
1999 (or August 29, 1999, 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, on (202) 707-0775.
Instructions for NLSNET users are attached.

The cutoff numbers for books that can be offered in the fall 1999 cycle are as
follows:

BR 10714        FD 39885
RC 43126        RD 24200

For further information contact:
John E.  Lewis
Head
Inventory Management Section

Attachments: This Bulletin contained attachments that were
mailed to the network July 30, 1999
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