Each copy and patron in your library is assigned a unique barcode that Alexandria uses for identification. A barcode can be scanned or typed into the Circulation command line. 

A typical barcode label consists of three pieces of information:

• The name of the library, school, company, or institution
• The scannable barcode image
• The barcode number/sequence

You will need to put barcode labels on all of the items in your library. You may also want to barcode objects such as audio-visual equipment, computers, desks, and tables, so you can use Alexandria to inventory these items.

You can also keep temporary records of items such as magazines and newspapers. Temporary items (i.e. periodicals) can be assigned a barcode and then circulated like permanent items. A barcode is assigned to a temporary item only while it's checked out.

Barcode Guidelines

Each copy is assigned a unique barcode up to 15 characters long, based on the value set in Preferences > Items. The copy barcode is stored in field 852_p of the MARC record and can be changed in the copy record. Patron barcodes can be changed in each patron record.

We recommend using the simplest numbering scheme that still meets your needs. For patron barcodes, you may want to consider using an employee ID or student number, as long as they don't coincide with item barcodes. If you have more than one library in your system, use a unique barcode numbering scheme for each library's collection. Then if items are moved between collections, the barcodes will still be unique and won't interfere with existing item barcodes.

Here are some specific things to remember while barcoding your collection with Alexandria:

1. Alexandria reserves barcodes 1-50 for System Patrons.

2. Numeric characters (0-9) are recommended, but uppercase alphabetic characters (A-Z) are also allowed.

3. Barcode lengths should be consistent throughout your collection.

Barcodes can be 3-15 characters in length, but we recommend using 8-14 characters to allow for growth. Also, because item and patron barcodes cannot overlap, we recommend using a different but consistent length for each, like 8 characters for patrons and 10 for items.

4. Sequential barcodes must end in a digit.

These are set in the following places:

• Items Management > Copies > Actions > Duplicate Title > Beginning barcode

• Preferences > Patrons > Patron Defaults > Next Barcode

• Preferences > Textbooks > Item Defaults > Next Textbook Barcode

• Preferences > Items > Item Defaults > Next Barcode

• Preferences > Items > Item Defaults > Beginning Temporary Barcode Number

• Preferences > Items > Item Defaults > Ending Temporary Barcode Numbers

• Imports > Patrons > Starting Patron Barcode

• Imports > Items > Starting Item Barcode

• Imports > Textbooks > Starting Textbook Barcode
  

5. You can end barcodes with alphas.

While it is possible to do this, keep these things in mind:

• Imports allow barcodes ending with alphas.

• You can manually add a barcode that ends in an alpha.

• Ending alphas will not be stripped when searching for barcodes, but leading alphas will.

• Preferences and Import fields relating to starting barcodes never allow barcodes with ending alphas.

• Existing barcodes will not be changed by Alexandria.

6. Barcodes are sorted alphabetically, not numerically.

Like call numbers, barcodes are treated as words, which means they are sorted alphabetically, not numerically.

7. Preference settings matter.

We support leading alpha characters. However, if Preferences > Barcode > Ignore Patron/Item Barcode Leader of is filled in, leading alpha characters will be stripped upon scanning. Learn more in Barcode Preferences.

Also know that if you have old Follett Barcodes that start with P or T, you should not set any new barcodes to start with, say, TSD, because the T will be stripped off.

8. Alexandria and duplicate barcodes

The best library management standards highly recommend not having duplicate barcodes in a centralized management setup. Sometimes, however, sites can merge, or become a central union, or otherwise run into a situation where copies across sites share barcodes. 

The best thing you can do for the integrity of your catalog is to re-barcode these duplicates as soon as possible.

If you are coming from a different system and want to start using Alexandria before you have a chance to re-barcode, we can help you out. Talk to our Sales representatives at 1.800.347.6439 to discuss your duplicate barcode situation.