Dear collegues,

The use of bar code labelling may be of use under certain circumstances.

We have used bar code labelling on big scale for historic objects during 
the move of whole collections (e.g. collections of more than 5'000 
objects to be handled). We produced over 70'000 labels in the last 7 
years with no problems so far. We use labels made of PP, PE, Tyvec or 
acidfree cardboard with a thermo transfer print. We fix them to the 
objects with cord oder nylon clips. In some cases we put them into the 
objects (eg. jars, cups) or stitch the tyvec labels (with four wholes in 
the corners of the label) on textiles. So far we never fixed them 
directly to the objects by mean of adhesives. The only case we use self 
adhesive polyester labels (with low solvent acryllic adhesive ) are for 
labelling (metal) shelves. On boxed objects like costumes we use 
laserprinted bar codes glued traditionally on the outside of the box 
(never use non water proof prints!).
You need of course some time to produce and fix the tags to the objects 
but every single registration of an object afterwards during handling is 
then very quick and easy. I think that you need as much time to produce 
and fix the label on the objects as you gain when registering the object 
afterwards on its new position.

So far for the technical aspect.


But why use bar coding?

Bar code labelling is only interesting if you use them to register the 
objects position on the shelves in the storage and to send this 
information back to the database (e.g. online or by batch processing). 
In order to do that you need bar code labelling on both the object and 
the shelves.

We use bar code labelling always together with analog  information (e.g. 
inventory number, denomination) which is on the same tag (but we never 
put the location where the object belongs to in the storage on the tag). 
The bar code is in our case nothing else than the machine readable 
inventory number that helps you to facilitate future handling jobs. So 
in the rare case where the bar code is no longer readable (scratched) 
you can use the analog information (in super markets the problem with 
bar code is the crumpling of the label and not the scratching). As we 
use industry standard code 128 every information is checked by the 
system (check sum) in order to have no false information (e.g. a wrong 
Inv. Nr.). If the system can't read the information you still have the 
analog information.

The advantage of bar code labelling is that you have the opportunity to 
set up a quality system during the move of your objects and can trace 
your objects during the whole operation (more an more important if you 
are contracted as a company for such an operation and have to give proof 
of your work). Some times you have to move objects several times and 
operation ends only after an odysee of several months (or years) and 
different locations but nevertheless you need instant access to the 
objects the whole time ... (nice challenge when you move 100'000 objects 
as we did)
But the real benefit of bar code labelling begins only after the move 
when you have to register the new location of every single object on the 
shelves within the storage. We did such a job registering 500 chairs 
within two hours ... Another aspect is that some bar code systems help 
you to facilitate to make regularly condition or collection surveys in 
order to set up priorities in conservation. You scan the objects bar 
code with the reader an add the condition information (e.g. number from 
1 to 4) an send this information back to the database.


There are of coures some restrictions for bar code labelling.

1) Bar codes can only be produced if the object information (e.g. Inv. 
Nr., denomination) is available on electronic database.
2) You need (sometimes costly) technical equipment and software
3) Bar code labelling is difficult for small objects (e.g. coins, 
jewellery) although  2D labels my be as small as 14 x 14 mm.
4) the tag is not fixed permanently to the object an can get lost (bar 
code does not prevent you of labelling correctly your object in an old 
fashioned analog way on the object itself)
5) Bar code labelling is in our oppinion only reasonable for bigger 
amounts of objects to be processed (e.g. 5000 objects and more)

So there are several good resons to use bar code labelling in museums. 
The right technology in the right place. Bar code labelling can not 
replace good object labelling but it can help museum staff to make their 
work easier and more efficient.

Sincerely
Joachim Huber

P.S. There are even more sofisticated technologies like transponders 
which are used as well in museums and libraries, but this is another 
story I am myself very sceptic.

___________________________________________________________

Prevart GmbH - Museumsplaner - Konzepte für die Kulturgütererhaltung
Oberseenerstrasse 93
CH-8405 Winterthur (Switzerland)
T + 41 (0)52 233 12 54
F + 41 (0)52 233 12 57
www.prevart.ch



Verlag Dr. C. Mueller-Straten schrieb:

>Dear Liz,
>What makes the difference between "beep" and "beep" and typing "S305" for changing the location? I really do not see a good reason for using barcodes. There are also modern electronic devices hidden behind, within, under the objects changing the location within the computer database automatically AND being an alarm system too.
>
>CMS
>
>
>"[log in to unmask]" <[log in to unmask]> schrieb:
>  
>
>>I don't know if there is anyone else on here who has worked with 
>>barcoded objects, but I did at the Museum of The American Indian. The 
>>best feature about them was the ease of changing locations with the 
>>barcode reader (object and shelf both being barcoded - beep beep - 
>>done).  I guess the reason i am responding is that I don't see what the 
>>point of barcoding is if they are only in the folders and not with the 
>>object.
>>
>>Also, all of our barcodes were on tags with the objects, but not 
>>attached.  (though attaching with strings could work very well for many 
>>objects) The tags were printed but also I am sure could have been done 
>>with labels stuck onto tags (more easily printable with inkjets and less 
>>conservation issues with the objects). Gaylord also has printable acid 
>>free tags that I have used quite a bit with a report program so the 
>>information is pulled straight from the database. Something like this 
>>could be very useful. The size shouldn't be an issue as barcodes don't 
>>have to be as big as the retail ones, they are read in only one 
>>direction, so the height should be adjustable when printing. If the 
>>barcode is scratched or becomes unreadable you should simply be able to 
>>print another one.
>>
>>If you would like to e-mail me off list I would be happy to give you 
>>more details, I only used them, didn't set them up, but can certainly 
>>share what I know.
>>
>>Elizabeth Walton
>>
>>Pamela Silvestri wrote:
>>
>>    
>>
>>>Thanks Christian,
>>> 
>>>I've decided that, if I use bar codes at all, most of them will not go 
>>>on the objects, but on the file folder with the accessions record and 
>>>condition report. I can use barcode label protectors to prevent (or 
>>>attempt to) some of the issues you refer to. I'm getting REAL close to 
>>>working this out while learning of all the issues here. Feels good to 
>>>be making some progress!
>>> 
>>>Pam
>>> 
>>>In a message dated 8/21/2005 7:36:11 A.M. Eastern Daylight Time, 
>>>[log in to unmask] writes:
>>>
>>>    Dear Pam,
>>>    I agree absolutely with Michael Bogle. Barcodes are made for the
>>>    everyday supermarket use or short term transportation purposes but
>>>    not for museum documentation. The adhesives are unknown and not
>>>    longterm tested, would in most cases affect the object, and the
>>>    stickers sooner or later will fall off. Imagine the trouble.
>>>    But why using barcode systems at all? Do we always have to do what
>>>    is technically possible?Don't we all have exciting new documentary
>>>    programs, short inventory numbers and gorgeous search functions?
>>>    And there is another reason not to use barcode systems: If you go
>>>    the next time to your local supermarket, just watch how often the
>>>    barcode labelling does not work (being scratched or placed on an
>>>    uneven surface). In this situation, people at the cash try again
>>>    and again and than type the price manually. So this proves that
>>>    the barcode system is not faster than just typing into the
>>>    computer "P2590" (i.e. a Painting, inventory no. 2590). More is
>>>    not needed and useful because the year of accession will be stored
>>>    separately.
>>>
>>>    Best wishes
>>>
>>>
>>>    Christian
>>>
>>> 
>>>*Pamela Silvestri, Museum Assistant
>>>Northeast States Civilian Conservation Corps Museum
>>>Shenipsit State Forest
>>>166 Chestnut Hill Road
>>>Stafford Springs, Connecticut 06076
>>>(860) 684-3430*
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