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Label and Barcode Instructions for IASC Accessions

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. 

Example:

Box label templates

• Labels 3x4 regular

  (4 pages)

  : Labels 3x4 regular - 4 pages.docx

• Labels 3x4 half manuscript size:

• 3x4 flat box

  labels with regular 

  side and top labels: labels 3x4 flat w regular.docx

• 3x4 flat box

  labels 

  side labels only: 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

Barcodes

• doc

Barcodes

If barcode If barcodes 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. 

Barcodes are put on any boxes that will be sent out to permanent storage at Harvard Depository. Boxes being sent out as first time transfers to HD, are moved in separate lots, marked “first time accessions”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 from HD for reference purposes. Therefore, keep “first time accession” boxes in pit0710, segregated from reference boxes, or in 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.

• For collections we use triplicate barcodes (and four for flat boxes)

  • 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.

• If addition to existing collection, 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)

• If new collection, pull empty barcode sheets with proper box numbers, fill in collection name and number (in pen so it can be easily photocopied)

• Apply copy one to the middle of the box label, apply copy two on interior of box, apply copy three to barcode sheet in space next to its matching box number.

Record carton (

Paige) boxes

One barcode goes on the front of the box and one goes inside the box below the handle behind the front label (do not put the interior barcode above the handle in case the handle tears).

*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.

Manuscript boxes

One barcode goes on the front of the box and one goes inside the box on the long side of the box.

Half manuscript boxes

• 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

Flat boxes

• Flat boxes need four barcodes each - one for each side label, one for inside the box, and one for the barcode sheet. For the interior barcorde, if there is a side that opens (for example with a clamshell box) do not put the barcode on that side.