All About Library Barcodes
Library management systems use barcodes (a series of printed lines and spaces of varying widths which represent numbers, symbols, and/or letters) to track items through the circulation process.
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Barcode Symbology
Only two of many barcode symbologies are commonly used in libraries: Codabar (or Code-A-Bar) and Code 39 (or Code 3 of 9).
Codabar
In library applications, Codabar generally consists of a string of 14 digits:
- The first digit represents a patron or item. For example, a first digit of '2' tells the Library Management System software that a patron number is being scanned; the number '3' signifies that an item is being scanned.
- The next four digits (digits 2 through 5) are the institutional identifier. For example, the library might use the last four digits of its telephone number or the last four digits in its extended nine-digit ZIP code.
- The next eight digits (digits 6 through 13) define the sequence ID number. Most smart barcode sequences begin with the number 1 (i.e., 00000001).
- The final digit (digit 14) is a check digit used to verify that the barcode number has been scanned accurately.
An eye-readable form of the item number is usually printed beneath the scannable number. To improve human readability, spaces are inserted between digits 1 and 2, 5 and 6, and 10 and 11.
Code 39
Code 39 may contain fewer than 14 characters. For example, in a ten digit number:
- The first digit indicates whether the code represents a patron or an item
- The next 2 digits define the institutional identifier
- The last 7 digits identify the applicable code.
While in theory Code 39 applications do not require a check digit, in practice many do add a check digit. Alpha characters can be used with Code 39 but they should be avoided if possible. Both Codabar and Code 39 permit bi-directional scanning.
Smart vs. Dumb Barcode Labels
In barcode labeling, a unique item number is assigned to each piece that can circulate and that item number is linked to an item record, which in turn is linked to a bibliographic record. Library barcodes labels are classified as either "smart" or "dumb."
Dumb Barcode Labels
Dumb barcode labels are less expensive to produce and can be applied at random throughout the collection. However, depending on the nature of the collection, they may be more costly when one considers the time necessary to link the barcode numbers to item records.
- They can be applied by unskilled workers prior to circulation or even at the point of circulation
- Dumb barcode labels are also referred to as "generic" labels
- Dumb Labels are easy to obtain and use when expanding your collection
- Each barcode must be manually linked to its item record
- Record information can be updated without changing the barcode
Dumb barcodes can be applied prior to bringing up the system or at the point of check-out. Dumb barcodes are commonly printed on 2" x 5/8" stock and include the name of the library at the top, followed by scannable and eye-readable versions of the barcode number. There are many options for size and type of dumb labels.
Smart Barcode Labels
Smart barcode labels are always applied prior to bringing up circulation control, because they are pre-assigned by machine to specific items in the database. Their use avoids the tedious work of manually linking barcode numbers to item records making it possible for library staff to concentrate on mastering the new system. Barcode labels are usually arranged by holding library or collection and sorted by call number. Efficient smart barcoding depends on how closely the sorted barcode labels follow the shelving arrangement of the library materials. Since proper shelf arrangement is critical to efficient smart barcode application, a preliminary shelf reading project should be considered prior to applying labels.
- Smart barcodes have item numbers that are assigned by computer on the basis of copy and volume holdings appearing in the bibliographic record
- Provides a quasi-inventory of the collection during their application. Their use can reveal problems early on, while dumb barcodes do not reveal problems until the linking step occurs
- Entails extra costs in both database processing and label production.
Smart barcode labels come in a variety of sizes and styles and cost a few cents per label. In addition to data taken from the item field (e.g., the item number, call number, branch/location code), smart barcodes must contain sufficient bibliographic information to match each label to the piece. On a standard 2" (wide) x 3/4" (high) smart barcode label, two lines are available to print call number, holding library or location, and abbreviated author/title information. Other lines are reserved for the library's name, along with scannable and eye-readable versions of the item number. The only time the call number and related bibliographic information on the smart barcode label is useful is when the label is being applied to the item.
When a library chooses smart barcoding, it still needs to acquire dumb barcodes for new titles and for those items for which a smart barcode label has not been produced.
Which approach is best?
- Smart barcoding is recommended for collections having specific call numbers and only a single copy of most titles. Academic and special libraries will almost always benefit from smart barcoding.
- Dumb labels are recommended for very small databases, e.g., under 10,000 records.
- Public libraries, having multiple copies and non-specific call numbers (e.g., FIC), may encounter problems in applying smart barcodes, particularly if the bibliographic records do not contain adequate holdings data.
Library materials should not be barcoded before the library has chosen its Library Management System or ILS.
Barcode Application
Barcode labels can be placed on the inside or outside of the item. There are advantages and disadvantages to where the label is placed on the item.
Inside
Affixing the barcode label to the inside back cover endpaper offers good protection and, if book pockets or date due slips are used, increases check-out efficiency. Barcode label suppliers often recommend that barcode labels be placed on the inside rather than outside cover or spine of books.
Outside
Placement of the barcode label on the outside of the cover facilitates inventory and in-house scanning without having to open the book or in some cases even remove it from the shelf. Large libraries might want to review an Association of Research Libraries publication, Spec Kit 124 (May 1986) titled "Barcoding of Collections in ARL Libraries."
Portions of this page are based on content from authoritycontrol.com.
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