Labels and Barcodes

Label and Barcode Instructions for IASC Accessions

Labels

• • Box label templates:

    • • Labels 3x4 regular (4 pages) Labels 3x4 regular - 4 pages.docx

      • 3x4 flat box labels with regular labels 3x4 flat w regular.docx

      • 3x4 flat box labels labels 3x4 flat.docx
        

  • Change the information on the template to reflect the collection title, collection number, series number (if applicable) and box number in question

  • If printing to Archives Mezz. B&W, adjust printer settings before sending labels
    (Menu ~ Paper Menu ~ Default Source ~ Manual Paper)

  • Put label sheet face-up in the manual paper feeder (pull-down panel on the right side of the printer)

  • Send your label document to the printer
    *You may need to keep an eye on the printer; sometimes a red light comes on and it will prompt you to manually feed each sheet through. If this happens, press the check mark button on the printer

  • Place the appropriate label on the short side of the box:

*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.

• 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

• For flat boxes, print 3 labels per box: one full-size label to be placed on the top of the cover, and
  two half-labels to be placed on the drop-edges of the cover – one on the short side and one on the long side:

Barcodes

• 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.

• 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 if you want to enter the barcodes that way; 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.