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Label and Barcode Instructions for IASC Accessions

Creating Labels

Box labels should contain the following information:

1. Collection Name
2. Series Number (if applicable)
3. Box Number
4. Collection ID 
5. Institute Archives and Special Collections
   MIT Libraries

Information is generally center aligned. Collection information is aligned to the top of the label in a large clear font. Repository information is aligned to the bottom of the label in a smaller font. There should be enough space left on the label to affix the barcode between the collection ID and the repository information.Collection names may need to be abbreviated to fit on labels. Please use the existing templates to maintain consistency throughout collections. 

Example:

Box label templates

• Labels 3x4 regular: Labels 3x4 regular - 4 pages.docx

• Labels 3x4 half manuscript size:

• 3x4 flat box side and top labels: labels 3x4 flat w regular.docx

• 3x4 flat box side labels only: labels 3x4 flat.doc

Barcodes

Barcodes are put on all boxes. If barcode procedures are not strictly followed, retrieval information about boxes may be permanently lost. Barcode procedures will be carried out only by full time IASC staff. 

Barcodes are put on any boxes that will be sent out to permanent storage at Harvard Depository. Boxes being sent out as first time transfers to HD, are moved in separate lots, marked “first time accessions.” Once a barcode is put on a box there is no easy way to distinguish a box that is a “first time accession” from boxes retrieved from HD for reference purposes. Therefore, keep “first time accession” boxes in 0710, segregated from reference or recalled boxes. In special cases where “first time accession” boxes are stored on the first floor level of 14N-118, each box must be specially marked, so there is no confusion.

If you are working with a new collection, pull empty barcode sheets with the proper box number ranges. Fill in collection name and number; preferably using pen so it can be easily photocopied. For additions to existing collections, at the time you are ready to apply new barcodes, pull original barcode sheet for that collection, or the particular series in collection. (These are originals so take out at point of use and refile immediately when barcoding is finished.) Barcode master sheets can be found in filing cabinets on the 14N-118 Mezzanine. They are filed in collection number order; ACs first, then MCs.

 For collections we use triplicate barcodes

:

• one barcode goes on the box label (in the blank space between the collection number and the IASC property line),

• one goes inside the box (just under the handle of record cartons, or on one of the non-flap/non-lid sides of manuscript or flat boxes), and

• one goes on the barcode master sheet for the collection

  .Barcode master sheets can be found in the filing cabinets under the Archives Mezz. B&W printer on the mezzanine. They are filed in collection number order; ACs first, then MCs

  next to its matching box number.

For flat boxes, an additional barcode label is affixed to the the outside of the box. Please see guidance below for additional placement information. Triplicate barcode labels are also located in the barcode masters filing cabinets.

Once all the barcodes are placed, update the Top Container record for each box in ArchivesSpace with the barcode number.

 There is a barcode scanner on the mezzanine to enter the barcodes; they may also be typed manually into the barcode field.

 Be sure to file the barcode master sheet back in the Master Barcode Sheets filing cabinet as soon as possible (and re-file it overnight if you are still working with it) as this is the

master record copy that ensures our physical custody and audit of the IASC collections.

Placing Labels

Record

cartons (Paige boxes)

The label is placed on the front of the box (shorter side).

One barcode goes on the label on front of the box and ; one goes is affixed inside the box, below the handle and behind the front label (do . Do not put  put the interior barcode above the handle in case the handle tears)., as it may get torn off in transit. HD requires that the exterior barcode

*Especially if the box is going to HD, it is important that the label be affixed so that the barcode will be approximately 2”-3” above the bottom of the box. For manuscript boxes, always place the labels on the short end of the top flap.

Manuscript boxes

One barcode goes on the front of the box and one goes inside the box on the long side of the box.

Half manuscript boxes

• If you are labeling a half-manuscript box, you can find the label template here: (R: InstArch: COLLECTIONS: collections new materials workflows: Label Template half-mss.doc)

• After peeling the label from the label sheet, trim the white edges of the label so that it fits properly on the short end of the top flap of the box

Flat boxes

• Flat boxes need four barcodes each - one for each side label, one for inside the box, and one for the barcode sheet. For the interior barcorde, if there is a side that opens (for example with a clamshell box) do not put the barcode on that side.