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Processing Manual - Phase 2 - Labels

Page history last edited by Dennis Van Arsdale 5 years, 4 months ago

( updated 2018.12.7.a )  Technical Services Manuals

 Processing Manual - Phase 1A - Record to 599 

 Processing Manual - Phase 1B - Subjects 6xx to 949  

Processing Manual Phase 3 - Physical

Processing Manual - Phase 4 - Post

 

        1. Explanation
  1. Item Record Creation
    1. Setup
      1. Multiple Item Creation
  2. Printing Labels
      1. Export Data from List
      2. Spreadsheet the Data
      3. Print the Labels from the Spreadsheet
        1. Barcode Label Example
        2. Printing Procedure
      4. Printing Single Labels or Small Batches
      5. Printing Master Barcode Pages
  3. Printing CD-ROM Insert Pages
      1. Batch insert printing
      2. Individual insert printing 
  4. Bookplates

 

Explanation

 

Date will be taken from the item records (barcode, volume number, copy number) and the bib records (call number, title, OCLC number). These records and fields must be completed before labels can be printed using that information.

This is done by:

  1. creating a list in Millenium Cataloging
  2. then exporting to a delimited file
  3. which is converted into an Microsoft Excel (or comparable) spreadsheet. Some additional editing may be required.  This is saved as an .xls spreadsheet using a standard name (such as barcode.xls ) which is already expected in the label software.
  4. Then the labels are printed in Wasp Barcode Labeler software from the spreadsheet data, producing an outside barcode label/small spine label, an inside barcode label, and a regular spine label, using copier label sheets (which are cheaper & offer more space than more detailed cut laser barcode sheets).

 

Remember: an item record must be created for each item, with the proper barcode, copy number, location and volume number (if necessary) included. All the item information is taken from the item record(s). All the information normally must be in the item record(s) first in the proper fields.
The sole exception is when a spreadsheet is altered directly with the item information to allow printing a small batch or single barcode label.

 

Reference is made to the Wasp Barcode label printing software, the Keyboard Express macro software and the Print Key 2000 screen print software. 

Item Record Creation

 

One item record is created for each barcode. All the fixed-field codes must be properly set; usually these are already done in the appropriate template.

 

Record templates are in Settings > Record Templates > select Record Type as Item.

These include templates such as book for circulating nonfiction:

 

 

This will prompt for the price and the barcode automatically when creating an item record.  Any of these can be changed.

 

Other templates are available for frequently used item creation for each staff member.

 

The location for the item may differ from the 049 field code. The location code determines where the item is shown to be in the OPAC.

 

For non-book items, a note (subfield x) must be set in the item record describing the contents, even for only one item, and the IMessage must be set to c for Check Contents (unless an exception needs to be made for some reason).

 

Barcode

The barcode is taken from the list of available barcodes (kept by the Technical Services staff) and marked off as it is used. After all processing is completed and the item is ready for use, the barcode will be counted and logged in the proper Barcode Entry Log binder.

 

Setup

Call numbers are in the 092 field of the bibliographic record. The first (actually a) subfield has the Dewey Decimal number. The b subfield has the Cutter number. The e subfield usually has the date. The f subfield usually has the extended date or volume if only one volume is on this bibliographic record. (MilCat may show the e and f subfields in red as errors. In our catalog, they are indexed as part of the call number field.)

 

Example: 

c 092   999.9999|bAb123r|e

 

WARNING: Master Barcode Sheets are used to keep track of the barcode numbers, to avoid duplication. INNOPAC does not notice duplication until a duplicate number is entered in the system - and not always then. Used barcodes MUST be properly crossed off the Master sheets and initialed so they will not be reentered elsewhere. These are kept by the Technical Services staff.
 

  • Note the beginning barcode number.

  • An item record must be created for each barcoded volume using the appropriate template for that format and location.

  • A barcode is entered using the Master Barcode Sheets printed from one designated computer. That computer will be using the Wasp barcode software to keep track of the last barcode number used, so that the next batch of labels will continue with the following numbers in sequence. Only one computer prints the Master Barcode Sheets so that the barcode numbers will not be duplicated. The Master Barcode Sheets are kept in Technical Services by the Technician. They are simply paper sheets with barcodes (1 for each number), not labels, as they are used for scanning into item records but not actually labeling anything.

  • As each barcode is used in an item record, the user initials the barcode(s) to the right of the "Boreham Library" tag to show that barcode has been used, and by whom. 

  • In the Volume v field of the item record, the following is entered as needed:
    • the volume, if appropriate, as Vol. followed by the digits (with NO space between), followed if necessary by a space and any smaller part number.
    • the year (only if a serial which does not already have a year in the 092 field of the bib record)

 

If the volumes are published in the same year, the year follows the volume.  If volumes are published across years, the year comes before the volume.

However, if the year is the volume number, only the year appears.

 

Note that the spaces will later be converted so that dates, volume numbers, etc., will be in separate cells in the eventual spreadsheet and print on separate lines on the labels.

  • The copy number is entered in the fixed field at the top of the item record in the appropriate place, if not already present.

 

  • The price (list price plus the standard amount if bound) is entered in the price field of the item record.

 

  • Note the last barcode number used. The beginning and ending barcode numbers can later be used to select item records in a Review List.

 

  • Return the used and unused labels to the file.

 

Multiple Item Creation

This is normally used only for sets of encyclopedia, sets of law books, etc.

 

  1. Create a new item as above BUT DO NOT SAVE YET.

  2. While in the item record, click on the Create Multiple Items tool [file folder with multiple pages coming out of it).

  3. At the Copies per location window, specify the number of copies (usually 1), enter the location code,
  4. At the Copy Control field, begin at copy 1, and set to Sets, series and Continuations
     
  5. Caption for enumeration is Vol.

  6. Number first volume of set to be cataloged and then last volume of set to be cataloged.

  7. Scan in barcode for each successive item to be created as requested.

  8. When done, examine item display list to be sure that all is correct; correct individual item records if not.

 

Printing Labels

 

Export Data from List

  1. Create a Review List of item records using the range of barcode numbers.

  2. select the Review List with the item records and then sort as desired.

  3. Click on the Export Records button

  4. Follow the prompts and select the fields to be included for each record.
    To change from one type of record fields to another, enter a ? and select the record type.
    To enter MARC field numbers such as 092|a, use ! and type the number, pipe symbol (usually SHIFT-\), and the letter, with no spaces.


Select the fields IN THIS ORDER (field number may vary):

  • bibliographic t title
  • Item 79 for location
  • Item b for barcode (if already present in the item record)
  • bibliographic o Bib Utility number
  • bibliographic 092|a a subfield of call number
  • bibliographic 092|b b subfield of call number
  • bibliographic 092|e b subfield of call number
  • bibliographic 092|f b subfield of call number if used
  • Item v for volume
  • Item 58 for copy number

 

  • For the first Field delimiter (starts each field) click on it, then select ASCII character and then enter the @ "at" symbol

  • Change the text qualifier (starts and ends each field) to "none" by selecting 3.

  • Repeated field delimiter is @ using the same method for field delimiter.

  • Maximum length (for any field) is 18.
    Since the longest field in a call number should be 8, this limits only the title length.

  • Name the file "barcode.txt". Replace it if asked.

  • Click OK. The file goes into the selected directory of the receiving PC.

 

Spreadsheet the Data

 

Enter key changes lines. Tab key changes to the next cell to the right.

 

  1. Load the Microsoft Excel spreadsheet program.

  2. Load the file.

  3. At the Text Import Wizard, step 1 of 3:
    • The file is delimited.
    • Start import at row 1.
    • File origin is DOS or OS/2.
  4. and click on Next button.
     
  5. At the Text Import Wizard, step 2 of 3:
    • Uncheck the Tab box.
    • Check the "Other" box and enter an "@" symbol as the delimiter.
    • Set Text Qualifier to {none}.
  6. The fields now line up into spreadsheet columns.
     
  7. Click on Next button.

  8. At the Text Import Wizard, step 3 of 3:
    • The first column is highlighted. Highlight all columns. Change the Column Data Format to "text" so that data is not reformatted as something that will look odd on the label (so numbers are not aligned right).
    • Highlight the next column and change the Format to "text".
    • Do this for each column, including the empty ones, through Line6.
    • Click on Finish button.
  9. The fields should now be lined up with each field of the record in a column.
    The columns may be edited to show all of the fields which are not initially visible. The columns should be edited (drag the right border of the column at the top over to the right to widen it) to show all of the data in the column, especially the 092|a column, which may have a long Dewey number. 
     
  10. Label the columns as follows including capitalization:
    • 245 column becomes TITLE
    • AUTHOR
    • OCLC
    • LOCATION
    • BARCODE
    • CONTENTS
    • line1
    • line2
    • line3
    • line4
    • line5
    • line6

  11. Any columns which are completely empty may be deleted, but the above list of columns MUST BE COMPLETE even if the last columns are blank.

  12. The "line1" column may be inserted as needed for call number headers such as Ref, Index, etc. In such cases, it is usually easiest to sort lines by LOCATION code first to group the items together.

  13. It is essential that columns are in the order stated and named as stated and have all columns present as stated. If WASP asks you to remap data, this step is the most likely place to find the problem.

  14. Save the spreadsheet as c:\Program Files\Wasp Bar Code\Labeler\barcode.xls (as an Excel worksheet in 97-2003 format) and close it so it is available for another program to use. Replace if asked. Do NOT use the new 2007 formats (.xlsx) to save no matter what.

 

The column headings are used later by the Wasp software to tell which field to put where on the labels. The columns for line1, line2, etc., are for the spine label fields; each column is for a new line. Each row is a new barcode label set. The column headings must be the same, and in the same order, before using them in the Wasp software. Data from some columns is used more than one place.

 

For the following editing, remember to save the file after each change. The Edit menu has an Undo option for most editing, which begins after each Save.
Remember that this is the last opportunity to edit the data before it is printed.

  • For long data (over 8 to 10 characters) in a call number field:
  1. Go the column on that line at the right of the last occupied field.
  2. Use Ctrl-R to copy data from the left field to the right.
  3. Repeat this until the overlong field is copied to the right.
  4. Move to the overlong field and retype the first 8 characters, using the field to the right as a reference.
  5. Tab to the right and type the remaining characters in that field.
  6. Save the file with Ctrl-S.
  • For Spine Label headers such as REF, VIDEO, etc., the location of each item has been provided in the location field; searches can be done using Ctrl-F to find differing codes such as aszc, etc., when necessary. These codes will not print or cause any automatic printing, however, so there must be a column in the spreadsheet.
  • If adding an entire row of "REF" or other label headers:
  1. insert a column before the beginning of the call number fields. Name it "line1" and if necessary, adjust the names of the columns right of it to the proper order.
  2. Go to the lowest cell in that column, type the header required, and then click-and-drag the dot in the lower right corner (cursor changes to a + symbol when ready to do this) diagonally up and left over the column to be changed, to copy the cell to all the other cells.
  3. Then change the column headers so that they remain consistent, with the new column becoming line1, the next line2, and so on.

  • For individual label headers:

  1. Go the column on that line at the right of the last occupied field.
  2. Use Ctrl-R to copy data from the left field to the right.
  3. Continue until the 092|a field is copied, and then change the 092|a field to the proper header.
  4. Save the file with Ctrl-S.
  • If the spreadsheet has blank rows at the bottom they will print as partly blank labels.
  1. Highlight the blank rows beginning at the lowest one, and move up and right diagonally, so as to get all the columns with headers.
  2. Delete to blank the fields.
  3. Ctrl-X to cut the fields.
  4. The slider bar on the right should now go down no further than the last row in actual use.
  • Check that the number of fields in each line matches up with the proper column, and that there are no cells used past the line6 column.

    Remember to adjust the column headings when adding columns!

 

 

  • Save the spreadsheet as c:\Program Files\Wasp Bar Code\Labeler\barcode.xls (as an Excel worksheet) and close it so it is available for another program to use.

 

 

Print the Labels from the Spreadsheet

Data must be in the proper format in the spreadsheet BEFORE being used in the label printing program. If changes need to be made, close the label in the Wasp program, and then open the spreadsheet in Excel and make the changes and save them. Close the spreadsheet again, and then go through the steps below as usual in the label program.
The number of columns and the header names MUST be the same as described or the Wasp label program will ask to have fields reassigned. If this occurs, there is a problem with the spreadsheet. Close the label program, check the spreadsheet, and if necessary, check the text file and reconvert it to Excel.

 

 

Barcode Label Example

 

This is printed on Avery code 5351 Copier labels, which have no borders.  This reduces costs over die-cut labels.

The first and last row of labels are left blank, to allow for the top and bottom areas of a page which cannot be printed.

The left and right labels are indented to allow for the side areas which cannot be printed.

The ABCDEFGH is for any location designation, such as "REF" or "DVD".

The 123.45678 indicates the Dewey number.

The Ab1234xyz indicates the Cutter.

The remaining lines indicate the date and other information, such as Volume.

 

  1. The first label is for the cover or insert.  It does not require the call number on the outside as that is visible elsewhere.
  2. The second label goes inside -- of the back cover of a book, as appropriate for other media.  This has the call number and OCLC number as a backup.
  3. The third label is sideways.  It is trimmed and the title removed, and applied as a spine label.  Including the title is to reduce errors in applying all the labels.

 

There should be enough here for a trained student worker to distinguish between multiple volumes of a set and install the correct label. The title portion is cut off the spine label and discarded.

 

Printing Procedure

 

When using the network printer, remember to alert everyone who might be using the same printer over the network during the time labels are loaded in the tray. CatPrint label stock is loaded label-side DOWN in the tray.

  1. Load the Wasp barcode program.

  2. Load the label format that matches the file name (example: barcode.lab or barrange.lab).
     
  3. Select Data on the top bar and open the menu.

  4. Select External data source. The default should be to the proper file, which is c:\Program Files\Wasp Bar Code\Labeler\barcode.xls. Select it.

  5. Select View. This should show the spreadsheet as done in Excel.

  6. Select Close and Close.

    If the program says that the label needs to be mapped, something is wrong. You need to see if there are extra columns, columns named incorrectly, fields out of order, etc. Close the label - do NOT save it -- and open the file in Excel to make corrections, or generate a new file if necessary. Then when getting External Data for the label later, choose the file from the directory all over again, to force the label to get it again from the changed file.

  7. Select File and Print Preview. It should have the proper printer selected.

  8. Select Print Preview and look at the labels. Increase the size to 100% to check details and be sure the results are what is required.

  9. Select Print.

  10. Exit the label. If asked, save the label.

 

 

Printing Single Labels or Small Batches

By replacing the barcode.xls fields with the data you want, a single or small batch of items may be used without exporting from the INNOPAC.

  1. It is vital that the number of columns and the header row be the same.

    1. Highlight the existing data rows beginning at the lowest one, and move up and right diagonally, so as to get all the columns.
    2. Use Delete key to remove the data.
    3. Use Ctrl-X to cut the fields.
    4. The slider bar on the right should now go down no further than the last row in actual use (if the last row is below the first screen view).
  2. Fill in the data as needed for each item to be printed. The barcode may be scanned in when filling that cell.

  3. Save the spreadsheet again and close it so it is available for another program to use.

  4. Follow the instructions beginning with Print the Labels from the Spreadsheet above.

  5. Remember to put all the relevant data into the item records in the catalog at some point.

 

 

Printing Master Barcode Pages

This is for use on ONE COMPUTER ONLY so that the barcode count keeps proper track. The count is ONLY on the computer using the Wasp barcode program; it does not coordinate with any other computers using this software, so other computers could print duplicate barcode numbers.

 

  1. Load the Wasp barcode software.

  2. Load the MASTERCOUNT.LAB label.

  3. Be sure the number listed on the barcode is the proper number to begin.

  4. If not, right-click on the barcode, select Source, and enter the starting barcode in the Start at seed area. The settings should be Serialization, Incrementing series, to Step 1 after 1 label, Rollover is blank, and Last value as next print job's seed should be checked.

  5. Click on Apply and OK and then print the labels. The labels print one sheet at a time. Copy just duplicates the same sheet so do not use it.

 

Printing CD-ROM Insert Pages

 

Batch insert printing

 

Insert pages go into the covers of the CD-ROM cases. These instructions also apply to audio CDs in their own color cases.

 

    1. Color coding: Yellow (and yellow case, if still available) for computer-accessed CD and DVD.  Pink for audio and video in a clear case.
       
    2. This may be done from the same Excel file used for the book labels, if all the barcodes were gathered (by using a range of barcodes). In that case, delete the unnecessary barcode rows.
      Otherwise, the instructions for creating a spreadsheet for an individual item may be used.

    3. Alter the spreadsheet field data so that there is a line1 for Computer. Adjust the data as needed for each item to be printed.  More than 10 characters should be split to line2.

    4. Save the spreadsheet again and close it so it is available for another program to use.

    5. Load the Wasp barcode program.

    6. Load the CDROMSHEET format.

    7. Select Data on the top bar and open the menu.

    8. Select External data source. The default should be to the proper file.

    9. Select View. This should show the spreadsheet as done in Excel.

    10. Select Close and Close.

    11. Select File and Print Preview. It should have the proper printer selected.

    12. Select Print Preview and look at the sheet. Increase the size to 100% to check details and be sure the results are what is required.

    13. Select Print.

    14. Exit the label. If asked, save the label.

 

Individual insert printing 

 

Choose a 'custom' format and change the fields to match.  This is usually time-effective for the occasional disc accompanying a book.

 

 

Bookplates

 

Example of record with bookplate in OPAC.

 

All bookplates are designed for the Zebra label printers. Only those printers can be used to print bookplates.

 

Bookplates are created using Wasp Barcode Label software, with templates mastered on the N: drive

The label is updated to current information on donor(s) and honoree(s),

and then copied to a .jpg file using screen capture software such as PrintKey so it can be loaded into the catalog and then attached to the bib record as an image (top menu Go, select Media).

 

Labels are 2.5" x 2". (Actual label on the Zebra printer is 3x2.) While label in OPAC is color logo, the version printed by the Zebra printer can only be black and white.

 

Note to other libraries: the label could be generated using MS Word or other software instead. For that matter, if you have labels for another program, that could be used as well. The important part is to have WYSIWYG view of the label at the size you want to appear in the OPAC's bibliographic record.

 

Bookplate files are .jpg format, titled "bp_" followed by the name of the honoree using underscore between words and in place of any periods after initials [example:bp_J_Emerson_Wattingly.jpg]. This allows them to be listed together and easily found in a file listing in Sierra Web Master function.

 

Then import into the III server using Sierra Administration's Web Master function.

 

Following this, link the URL in the Media Set for the bib record.
(Simply importing it into the bib record causes it to appear as a small thumbnail file, which is hard to read. A linked URL to the file, on the other hand, shows it full size.)

  1. Open Sierra, and the Wasp labeler.
  2. Switch (Alt-Tab) to Sierra and load the bibliographic record.
  3. Enter the 690 field(s) for the information.
    • Enter one 690 field for the honoree, using last name first:
      Example: Doe, John (Chancellor, Faculty & Staff in memory of the father of Jane Doe)
      Example: Smith, Rita (given by Sara Jane Smith in memory of her mother)
    • In the case of donations only (not Chancellor honorees), enter another 690 field for the donor:
      Example: Smith, Sara Jane (given by in memory of her mother Rita Smith)
       
  4. Save the bib record.
  5. Write the last name of the honoree on the paperwork from campus administration.
  6. Switch to Wasp Barcode Label program.
    [If you reduce this, it can appear on top of the bib record and let you see the 690 field(s).]
  7. Open the appropriate bookplate label:
    • for Chancellor honor books, open bookplatechancellor.lbl
    • for donations, open bookplatedonation.lbl
    • for older (non-UA Fort Smith) donations, use bookplatewestark even for the FS Jr. College, for anything that old.
  8. Doubleclick on lines to be updated with honoree/donor information, and update.
    Each line is a separate field; they do not wrap.
  9. Single click outside the field to close the field.
  10. Single click on the field to get the multi-arrowed cross and re-align to center the field on the label.
  11. Save the label with CTRL-S.
  12. Print the label.
  13. Use screen capture such as PrintKey 2000 to capture entire label.
  14. Save label image to the c:\graphics\bookplates\ directory on computer, titled "bp_" followed by the full name of the honoree in .jpg format
    [example: bp_J_Emerson_Wattingly.jpg] (the "bp_" groups all these together in the MilAdmin listing)
  15. Switch to the Web Master function.
  16. Select the live/screens directory.
  17. Import the c:\graphics\bookplates\ .jpg file just created into the live/screens directory.
    You do this using the Get PC button and changing to the correct directory on the computer you are using. If you are doing several, you will stay in this directory until you change it during this session.
  18. Switch to the bib record, select Go from the top menu, and click on Media.
  19. Create a Media Set titled "bookplate" and leave the Publisher Code at 000 and the dollar amounts to zero.
  20. Uncheck the Use Image Viewer box.
  21. Click on the Link URL button at the bottom of the screen and enter the URL of the file:
    Example: http://uafs.iii.com/screens/bp_J_Emerson_Wattingly.jpg
    The Keyboard Express macro program is set for Alt-b to fill in http://uafs.iii.com/screens/bp_ for you.
  22. Enter the same path for the Thumbnail URL entry.
  23. Save the Media Set.
  24. Click on Edit and go back to the bib record.
  25. TO TEST: Change the BStatus to "-" (hyphen) for Available and Save the bib record.
  26. TO TEST: Click on View, then select Public and see if the bookplate displays properly in the OPAC view.
    Remember that for IE, you may have to scroll down to the bottom of the record to see the bookplate.
  27. TO TEST: Switch back to the bib record and change the BStatus back to "r" for Received, so it no longer shows in the OPAC.
  28. Close the bib record.
  29. When all label printing is complete, attach the appropriate label to the paperwork from the campus administration for that book, using the last name of the honoree as a clue.
  30. Optional: you may delete the bp_ files on the local computer, to reduce the number you have to search through next time. The file is now on the III server.

The bookplate will appear in the bib record under any cover display. When using the non-standard-following IE browser, this may be at the bottom of the bib record.

Any bookplate may be linked to more than one bibliographic record (for example, the Chef Eddie CD collection uses one bookplate).

 

Processing Manual Phase 3 - Physical

 

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