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Item Records

Statistics

Delivery

4. Labels

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Labels

Items are sorted into lots based on their end-processing needs, as follows:

• Spine label, ownership label, bookplate (items going to HD, CDs and DVDs, items in CMI boxes) Lots of 48 items are ideal
• Long tab, ownership label, bookplate (books without enclosures staying in Houghton, items in cloth cases) Lots in multiples of three are ideal
• Prefab tab, ownership label, bookplate (items in prefab enclosures staying at Houghton) Lots of 18 are ideal
• Broadside label (for broadside folders and Paige box labels) Lots of multiples of 6 are ideal for broadsides, and multiples of 3 for Paige box labels
• Box labels (for Hollinger boxes) Lots of multiples of 4 are ideal

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Label types

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Below are some examples of ownership labels.  Given Houghton's multiple locations and classification schemes, they may look quite different from one another. However, they should all include call numbers, identify the collection, and supply an accession number or date whenever possible. 

• Size designations (f, pf) are not necessary on ownership labels. Delete manually.
• When the accession number is the same as the call number, delete the redundant information from the bottom of the label.
• Trim labels to leave a 2mm border.

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Spine labels

Spine labels are placed on prefab cases, CMIs, CDs and DVDs, and items for Reading Rooms. Spine labels are printed on adhesive-backed label paper, and are covered with spine label covers. In addition to the call number, they may also contain:

• Alerts to Public Services staff, such as "LOOSE MATERIAL," "LOOSE MS MATERIAL," "USE RESTRICTED," "FRAGILE," or "MANUSCRIPT." These will be noted on the routing slip. Enter manually in capital letters.
• Descriptive information such as volume and year. Enter manually.

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Tabs

Tabs are printed on cream card stock paper. They are used for unenclosed books and prefabs which are staying at Houghton. In addition to the call number, they may also contain:

• Alerts to Public Services staff, such as "LOOSE MATERIAL," "LOOSE MS MATERIAL," "USE RESTRICTED," "FRAGILE," or "MANUSCRIPT." These will be noted on the routing slip. Enter manually in capital letters.
• Descriptive information such as volume and year. Enter manually.

Long Tabs

Items staying at Houghton that are not in enclosures need long tabs, which are placed inside the back cover of the item.  Place barcodes on the back of the tab.

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Long tabs are printed on card stock paper.  In the event that an item is taller than normal card stock paper, customized tabs are cut by hand from unused folders. The printer is capable of handling tabs up to 24" long.  The template may have to be adjusted to fit the customized paper.

Prefab Tabs

Items in prefab cases that are staying at Houghton will receive prefab tabs, which are pasted to the front cover of the prefab.  Place barcodes on the back of the tab.

Also use prefab tabs for books in hard slipcases. Place the tab on the top back edge of the case (relative to the front cover of the book), with the barcode facing forward.

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Broadside labels

Broadside labels are used for broadside folders and most types of boxes.  Barcodes are placed on the label.  The label elements are call number and descriptive information, author, title, date of publication, accession number, donor/fund information, and holding library. Broadside labels are printed on shipping label paper. For boxes too small for broadside labels, use the "small box label" template and macro.

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Label-making Process

Book label and spine label

Print these for items going to HD.  Items in CMI cases will receive spine labels regardless of their location.  Items for HRR, CDs and DVDs for Woodberry Poetry Room, and others will need spine labels, but not book labels.  Check the routing slip for details.

Macro command:  Ctrl + J

 1.  Open Aleph, and scan or type in the Aleph system number from the routing slip into the upper left corner field (“Record Bar”)

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2. Check the title in the 245 field of the record to make sure it matches the item in hand.  In the lower right area of the screen, locate the tab labeled “4. HOL Records” and click on it.  Find the record that matches the information on the routing slip, click on that record, and press the “Edit” button (located in the lower right corner)

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3.  In the holdings record, make sure that the accession number (541 field, subfield “e”) matches both what is written on the routing slip and on the verso of the title page of the item.  If there are any inconsistencies, alert your supervisor.  If all information is in good order, click anywhere on the holdings record and press “Ctrl + J”

4.  The macro will pull information from the records, and open two Word documents, printing out a book label and a spine label.  On each label, make sure that the call number and accession number match what is on the routing slip.  Also, check the routing slip for any additional information that may not have been captured by the macro (volume numbers, years, etc.).

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Repeat these steps until the spine label page is full, and then print.

After printing, consult the “Spine Label Tracking Sheet” on the wall behind the student computer desk.  Find the next blank alphanumeric combination, and write that on the top of the spine label sheet and on each of the routing slips for that lot of items.  Make sure to cross off the alphanumeric combination after you complete this.

Things to remember:

• Book plates and spine labels must match what is printed on the routing slip.  Additional information such as volumes and years may need to be added in by hand
• Make sure that the cursor is in the correct location for the Word documents before you run the macro.  For book labels, the cursor must be in the top left corner of the label, and for the spine labels it will be in the middle left of the label
• Be careful of occasional glitches in the macro.  Occasionally, uppercase “L” will become lowercase, and the script l (“ℓ”) will appear as a string of numbers.  Copy and paste from the holdings record to recreate the script l.

Book Label and Long Tab

Print these for items staying at Houghton that are not in a CMI box or prefab case.

Macro command: Ctrl + O

1. Arrange the items that need long tabs in groups of three, based on their height.  Items that are less than 10” should be grouped together, as tabs can be printed on pre-cut paper.  For items over 10”, custom tabs will need to be cut.
2. Follow steps 1-3 for “Book label and spine label,” replacing the macro command Ctrl + O in step 3.
3. The macro will open two documents, printing out a book label and a long tab.  The book label template will open with 12 label templates, and the long tab template will have 3 tab templates.
4. After all 3 tab templates have been filled, print the page on card stock.  If the items are less than 10”, use regular card stock.  If items are over 10”, use surplus oversized card stock to cut an appropriately sized sheet (the height of the tallest item plus 1”).  Also make sure that the cut sheet is wide enough to accommodate three tabs.  The long tab template has margins that can be made narrower, but the individual tabs should keep the same width.
5. When appropriate paper has been prepared, print the long tab template, close the template (do not save), and move on to the next item.  The template will automatically open when you run the macro again.

Book Label and Prefab Tab

Print these for items in prefab cases staying at Houghton.

Macro command: Ctrl + M

1. Arrange the items that need prefab tabs in groups of eighteen.
2. Follow steps 1-3 for “Book label and spine label,” replacing the macro command Ctrl + Y in step 3.
3. The macro will open two documents, printing out a book label and a prefab tab.  The book label template will open with 12 label templates, and the long tab template will have 18 tab templates.
4. After all 18 tab templates have been filled, print the page on card stock.  Print labels on alphacellulose paper.

Broadside Label

Print these for items in broadside folders or box labels.

Macro command: Ctrl + Shift + X

Small box macro: Ctrl + Shift + Z

1. Arrange items for labeling in groups of six.  In the case of Paige boxes, arrange in groups of three
2. Follow steps 1-3 for “Book label and spine label,” replacing the macro command Ctrl + 5 in step 3.
3. One document will be opened, printing out a single broadside label. For Paige boxes, copy the broadside label and paste it into the next cell.
4. When six labels have been created, print the labels on shipping label paper (Avery 5164).  After checking, place label in top left corner of broadside folder and place barcode on label.  For Paige boxes, place labels centered on the front and side of the box.  Place a barcode on the front label, and a duplicate barcode on the inner back left corner of the box.  Cover the labels with label covers.

Bookplates

Many items will receive premade bookplates, but others will require that bookplates be custom-made.  Items should be collected until there are at least eight, and should be made in batches.

1. Search the bookplate drawers for any existing bookplates.  If one cannot be located, open up the document “Bookplate page template” located on the H drive (H:\HOUGHTON\Technical Services\Accessioning & End-Processing\End Processing - Books\Students)
2. Look in the holdings record, and find the donor information in the 541 field.  Gifts will be noted in the “c” field, and the “a” subfield will specify the source.  For gifts, use the “Gift of…” format of the “Bookplate page template,” and copy and paste the “a” subfield.  Purchases will have fund information in the “h” subfield.  Use this fund information when making the bookplate.

Reference the Donor Plates in Houghton Library database for any questions about precise wording of funds.

1. Bookplates should be centered and double-spaced.  On the template, each bookplate is centered horizontally and vertically.  When creating bookplates with longer donor information, make sure to keep text centered vertically.  Also, donor names need to be on separate lines from other information.
2. Continue until the template is filled, and print using blank “Houghton Library” bookplate paper.  In the printer, place the paper face-up, with the text reading from the upper left corner.
3. To cut the bookplates:

-Trim the borders, cutting through the outer black lines about halfway through the line

-Use the center black lines to cut the bookplates into two rows.  Use the black lines to get an exact cut.

-Cut each bookplate using the upper or lower black lines as guides.

-Trim excess upper or lower paper off using the handmarked black line on the wooden cutting board.

When all labels for an item are complete and cut out, they are to be placed in the item and the item is placed on the "To Be Checked" shelf.

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Checking

Items on the "To Be Checked" shelf need a second look to ensure that no mistakes were made in the label-making process.  It is important to double-check every label with the routing slip, and make sure that no errors were made.

1. Check that the accession number in the item matches the accession number on the routing slip.  Accession numbers are usually found on the verso of the title page, but may appear in other places.  Carefully check all areas at the beginning of an item before consulting with the cataloger.
2. For items in prefab cases, make sure that the case fits well and is not too small or too thick.  Use another case size if necessary.
3. Check the call number on the routing slip, ownership label, and tab or spine label.  If the item is a prefab or CMI, place the spine label on the case at this point.
4. Check the donor information and make sure the correct fund is used.  Consult the ALEPH record and Donor Plates in Houghton Library database if there is any inconsistency between the routing slip and the bookplate
5. Place the item on the "To Be Pasted" shelf

5. Pasting, Wrapping, and Barcoding

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