In response to recent request for information about barcoding, the information below is based on my previous experience working in the Data Management Unit of the Anthropology Department at the Smithsonian's National Museum of Natural History.  For further information, please contact Johanna Humphrey, Anthropology Documentation Manager, [log in to unmask] .  

The Anthropology Department has been using barcoding since the early 1990's during the Move of the collections to off-site storage.  For additional information regarding the Move and its usage of barcode, please look up an article written by Greta Hansen and Cathy Sawdey entitled "A Moving Experience: Thirteen Years and Two Million Objects Later"  in Curator, vol 42, #1, January 1999.  Below is a brief history of what was done then and now.  

Note: Barcoding is not for everyone.  Choosing barcoding equipment is a complex process. The Anthropology Department went with barcoding during the Collections Move in order to increase productivity and reduce inventory errors.  

Before:
The Department used pre-programmed Telxon PTC-960 barcode scanners and a pre-programmed Codewriter 5106 for label printing.  Data was uploaded between the scanner and PC via a free communications DOS program called PC-TCOS.  PC files were formatted for uploading to the catalog system.  The vendor provided customized programming for store, transfer, verify.  The printer was also programmed to print one kind of label. 

Now (2000-2001):
The equipment was upgraded to provide the following: 1) flexibility in label design.  2) Windows 9x-compatible software. The label software is Easy Label 32 by Tharo.  The Network version was purchased to provide multiple access points for users. The barcode printer is Sato CL412.  The barcode scanners (or PDT - portable data terminal) are Handheld Products Dolphin 7400 with imagers for OCR scanning; Go to www.handheld.com for more info.  All products were purchased from Integrated Barcode Technology of Columbia, MD, Kevin Holmboe 301-596-7500 Ext 13.    

Label software:
- Export/import of common database or delimited text formats
- Deccrementation/Incrementation of alphanumeric characters
- Supports various barcode fonts
- Concatenation of fields
- Printing on various stock and media (cardstock, paper, polypropylene)
- Printing on various printers (Laserjet, thermal printer, specialized label printer, etc.)
EasyLabel, though more expensive, certainly fulfilled the Department's needs.  However, the network version was a great idea but poor in execution.  There was no needs for a multi-license and existing network standards prevent full use of the network capability.  Plus, the vendor suggested that the product works better in a LAN rather than WAN.

Label printer:
- Supports label stock of various sizes.
- Usually a printer will support only one printing process (thermal, resin).
The Sato printer certainly has worked well except that we've had problems aligning the label and ribbon correctly so that the label could be torn off easily.  This had to do with the Sato not having a mechanical part that allows user to manually roll the label forward; this printer has built-in sensor.  We also were using leftover stock and ribbon from the previous printer.  

Barcode scanner:
- Supports various barcode fonts; specifically multiple fonts for the same function.  
- Supports wireless connectivity if desired.
- If needed, can support concurrent scanning of short-range and long-range items (important for collections stored up high).  
Note:  Anthropology just received the Dolphin and so cannot report on their use as yet.

Scanner program:
- Do you want the vendor to do the programming?  If yes, then approach this no differently than you would any other types of software development process.  Determine what kind of process you want, know the catch-alls, etc.  Programmers need things laid out in a logical, systematic manner.  Also check out if the vendor will provide the programming, also warranty and support issues.  Some products offer their own development software; some use other manufacturers' products.
- If you want to do your own programming, consider the existing resources in terms of programming expertise (just because your expertise is in fixing printers and troubleshooting computer errors does not mean that you can program).  Consider what other peripherals you might need.  You might need a new computer that can  handle all the new software.  And if you do your own programming, document everything.

Sales Rep:
- Research the products via the Web or talk to others that have used barcode.
- Ask about peripherals, warranty, technical support.
- The PDT market changes rapidly.  If you're investing in a long-term product, make sure that it is stable and is produced by a trustworthy company.  Talk to your vendor about plan for upgrades.  Ex: When the Telxon scanners and Codewriter printer bit the dust last year, it turned out that no one made or support those products any more.

Business Practice:
- Determine if barcoding is necessary for your organization.
- Figure out what processes you would want to use barcoding to track.
- Remember that this does not replace or resolve current collections management procedures or problems.

Hope this brief introduction has been helpful.

Yours, 
DucPhong Nguyen

Research & Collections Informatics Office
NMNH - Smithsonian Institution
[log in to unmask]

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