Barcodes

Barcodes make up an integral part of an automated library, and you will most likely use them constantly to identify both resources and patrons. Planning for barcodes will be quite different depending on your situation. If you are automating your library for the first time with Surpass, you'll be using Codabar for your resource barcodes. If you are migrating from another automation system to Surpass, or from Surpass for Windows, your goal will be to use the barcode labels you already have.

If you are migrating to Surpass Cloud from Surpass for Windows or from a different library automation system, Surpass Support will work with you to determine which system is best suited for your new Surpass Cloud system and will assist in the migration.

Resource Barcode Formats

You'll find your resource barcode format setting on the Settings : Resources : General page. It will be one of two formats:

Legacy

Legacy barcodes are basic in nature, consisting of only an item ID between 1 and 15 digits.

PROS: Easy to use and understand. The number on the label is the number in your Surpass database.

CONS: Standard barcodes do not contain any indication of location like Codabar barcodes do. For this reason, centralization is usually much easier for Codabar barcodes. Centralization with standard barcodes is still possible, but all barcodes in all locations must be unique. This can pose a problem for libraries who wish to consolidate and centralize in the future if they have any repeated barcodes. Libraries in such a situation would be forced to re-barcode those items.

Codabar

Codabar is the standard used in new Surpass Cloud databases and is the preferred barcode system in Surpass Cloud.

Codabar barcodes are 14-digit barcodes made up of four different elements:

• 1-digit barcode type indicator (2 for patrons, 3 for resources)
• 4-digit location indicator, which is unique for each library location in your Surpass Cloud database.
• 8-digit item identification number.
• 1-digit checksum digit calculated according to a specific formula and used to ensure barcode validity.

PROS: You can immediately determine the type of barcode (resource or patron) and its home location just by looking at the barcode label. This makes Codabar barcodes ideal for multi-location, centralized libraries. Also, some local or regional library authorities require that their member libraries use Codabar.

CONS: The barcode numbers are long. You can, however, configure Surpass Cloud to show only the 1- to 8-digit identifying portion of the barcode within Surpass Cloud and on printed reports. This can done using the "Short" barcode display format setting on the Settings : Resources : General page. You can also search for resources using the short form of the barcode, as long as you are searching for resources within your selected location.

Patron Barcodes

Patron barcodes are based on patron numbers in Surpass and are printed with an S encoded into the barcode itself. This helps Surpass Cloud distinguish patron barcodes from resource barcodes. You can also use Codabar for printed patron barcodes and switch between the two. This setting is on the Settings : Patrons : General page.

Third-Party Patron ID cards

If you use a third-party provider for patron ID cards, ideally the provider can print the barcodes as described above so that Surpass Cloud can recognize them and distinguish between resource and patron barcodes. It is also possible to use the Alternate ID field on the patron record as a barcode.

Should I Print or Purchase Barcode Labels?

If you have a laser or other high-quality printer available, we recommend that you print your own labels. It is very easy to do in Surpass Cloud, and you will undoubtedly save money by buying blank label stock and printing the labels yourself. It is possible to print barcodes on ink jet printers, but lesser quality printers and/or inks may print barcodes that smudge or bleed and are therefore difficult for barcode scanners to read.

If you choose to purchase pre-printed barcode labels, make absolutely sure beforehand that the labels you purchase will be compatible with Surpass. If not, you could end up dealing with quite a headache! To keep that from happening, here is what you'll need to know before ordering pre-printed barcode labels from a third party:

• Ordering pre-printed Legacy-format barcode labels from a third party vendor
  You'll need to specify either Code 39 or Code 3 of 9 with no check digit.
  
  
• Ordering pre-printed Codabar labels from a third party vendor
  You'll need to specify CLSI-style Codabar a/a with check digit (mod 10).