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Label and Barcode Instructions for IASC Accessions

Table of Contents

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. 

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. 

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 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 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.

Placement

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; one is affixed inside the box, below the handle and behind the front label. Do not put the interior barcode above the handle, as it may get torn off in transit. HD requires that the exterior barcode be placed approximately 2”-3” above the bottom of the box.

Placement examples (record cartons)

Manuscript boxes

For manuscript boxes, always place the labels on the short end of the top flap. It should be placed on the same side as the pull string. One barcode goes on the front of the box on the label and one goes inside the box on the long side of the box. For half manuscript boxes, use the half-mss template and trim the label at the cut lines so that it fits the top flap.

Placement examples (manuscript boxes)

Flat boxes

Flat boxes need three labels and four barcodes each. A full size 3x4" label is placed on the top of the lid. A half-size label (3x2") is placed on one of each of the short and long sides. A barcode is placed on each of the side labels, one goes inside the box, and one is placed on the master barcode sheet. For the interior barcode, if there is a side that opens (for example with a clamshell box) do not put the barcode on that side. Since we only have triplicate barcodes, an additional copy must be made using a barcode printer.

Placement Examples (Flat boxes)
Label Placement
Barcode Placement