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

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 16 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 the patron's 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 a few things to keep in mind:

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 3-16 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:

• • Item 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 Number
    
  • Imports > Patrons > Starting Patron Barcode
  • Imports > Items > Starting Item Barcode
  • Imports > Textbooks > Starting Textbook Barcode
    

5. Barcodes are sorted alphabetically, not numerically.

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

Alphabetical	Numerical
200 1377 45658 62930 89702 123456	45658 1377 62930 89702 123456 200

6. Preference settings matter.

If the preference is set, leading alpha characters will be stripped upon scanning. 

Learn more in Barcode Preferences.

Example Barcode Scheme

This example uses a 9-digit barcode scheme for items and patrons: The first three characters identify the library site, the fourth character identifies the item or patron group, and the last five characters identify the specific item or patron record. Each library in the district will have a unique barcode range and item and patron barcodes will not overlap. 

Identify the library site

For example, 100 is Eastside Library, 200 is Westside Library, and so forth. Use three digits to more narrowly group your libraries: 

• • 110 — Eastside Elementary School
  • 130 — Eastside Middle School
  • 150 — Eastside High School
  • 210 — Westside Elementary School
  • 230 — Westside Middle School

Identify the patron or item group

The next digit should identify the patron or item group. 

• • 0 – 2 for patrons: students, staff, vendors, etc.
  • 3 – 9 for items: books, mediums, equipment, supplies, etc.

Identify the specific item or patron

The last five characters identify the specific item or patron record. If you have a smaller number of patrons than items, you can use fewer characters for patrons. 

BARCODE LABEL REPORTS

Labels

There are two classes of barcode label.

• Photocomposed labels are made using a photographic process to create high-quality, long-lasting labels. Rather than printing ink on paper, the photocomposed process makes the barcode image an integral part of the label. These labels usually come with high-quality lamination and adhesives that make them durable and easy to attach. You should use photocomposed labels on all permanent items.

• Blank Labels. Printed labels are made using a printing process that places the ink on top of the label. These labels require protection of some kind to keep the ink from rubbing off. An extra protection label of transparent Mylar can be placed on these to extend their lives. Although the cost of these labels is less than photocomposed labels, the protection and labor they require can cause them, in some cases, to cost more. Printed labels without extra protection are most cost-effective when printed by you in your library and used for temporary items such as magazines and newspapers. We recommend using
  
  • We recommend using Label Protectors (may not want to use the specific link)
    

https://www.goalexandria.com/shop/blank-spine-labels-1-1-2-x-1-5000-qty/

One and Two-Part Labels

https://www.goalexandria.com/shop/

https://www.goalexandria.com/product-category/labels/

https://www.goalexandria.com/shop/photocomposed-barcode-labels/

Where to Place Barcode Labels

Place barcode labels

A label on the outer cover is easy to locate but subject to much greater wear and tear. We recommend placing labels on the inside

If you place barcode labels under transparent jacket covers, test your barcode scanner to make sure it can

You can place barcode labels on the inside or outside of items. A label on the outside is easy to locate, but is subject to much greater wear and tear, therefore shortening its life. Most Alexandria users place their labels on the inside back cover of books and on the outside of items such as records, tapes and CDs. If you plan to place barcode labels under a transparent jacket cover, test your barcode reader to make sure it can read the labels through the jacket cover. Placing barcodes vertically on the back cover next to the spine can make inventory easier since you wouldn't need to fully remove the books from the shelf to scan them with a barcode reader.

When to Label Items

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You can label items either before or after you enter your item information. For an existing collection, it's usually easier to purchase your barcode labels early and place them on items before the item information is entered into the computer. Use two-part labels for this method. As you place the barcode on the item, place the second label on the shelf list card that will be used for entering item data into the computer. If you are starting a new library, be sure to purchase bibliographic information for your items in a computer-readable format (MARC or MicroLIF). Either order your books with barcode labels attached, or tell your supplier which numbers to assign (in the MARC/MicroLIF records). Have the numbers assigned in call number order so it's easy for you to locate the item for each barcode label you have to apply.

Barcode Readers

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Your computer requires a special device designed to read a barcode number and enter the corresponding value into the computer. This device is called a barcode reader or scanner. There are a number of different types of barcode readers available, including light-pen readers, laser readers and portable readers. The device you choose depends on your budget and the library's requirements. Wand or pen-type readers are the least expensive devices for reading barcodes. CCD wedge or laser scanners are more expensive but do a better job reading the labels (especially in those hard-to-reach item places). Portable readers give you the freedom of going to your bookshelves to scan labels, rather than having to take the books to the computer to be scanned. Portable readers are especially useful during inventory.