BASICS OF BARCODES



BASICS OF BARCODES

Benefits of Library Barcodes

Reduce staff workload by processing more items in less time

Increase accuracy

Automated check out, check-in and renewal

Faster checkout and reduce patron lines

Easy sorting of returned items

Rapid updating of the library database and improved circulation capabilities

Collection Management

The use of barcodes helps to automate the process of tracking all your books, periodicals, music, movies and other lending materials. Barcodes are associated with item records in your Library Management Software and can hold critical information such as item number, call number, copy and volume numbers as well as associated codes used in your library. All this information can be held in one label and any of the information can be changed or updated without the need to re-label your collection.

Patron Management

Barcodes on Patron ID cards allow a librarian to quickly identify and gain crucial information on their patron without having to search a database. The barcode will be linked to the Patron Record that provides information such as items already borrowed, patron category and fees due.

Circulation

Barcodes on lending items can speed the check-out process by allowing library staff to record information without manually entering information in a database. Combined with a barcoded patron id card, the circulation process can be dramatically faster and easier for library staff. The information contained by both barcodes will update library systems and enable due dates to be automatically assigned based upon both the patron category and loan category of each item being borrowed. Upon check-in the item barcode will easily determine shelf location for re-shelving and update the status of the item in the library system.

Shelf Management

Shelf management functions, inventory and weeding are also facilitated by barcodes. Information captured via barcodes and integrated with the library management system informs librarians of item location and checkout history. When working in the stacks a barcode can easily determine if an item is in the wrong location.

Asset Tracking

Barcodes can also be used throughout the library to track non-collection items such as computers, AV equipment, furniture and other assets.

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.

©2006 Barcode Discount · Apr. 24, 2006



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