One of the last steps in preparing a book for delivery to the shelf is to print the label containing the call number information. Without this, there would be no way for a patron to find wanted materials in the library. Thus, it is very important that the labels are complete, accurate, and matched with proper titles before leaving end processing. Should a book make it out to the floor with an incorrect label, it could potentially be years before the mistake is found and corrected! Labels can only be printed from the four workstations located near the conference room. These are the only stations that have printers set specifically for this task. If you need help logging onto one of the four workstations, ask your supervisor to provide the login and password information. In order to print a label, begin by opening the cataloging portion of ALEPH. To do this, simply double-click on the shortcut icon as illustrated below.
If this shortcut is not on your desktop you can enter the program by following the path: Start > Programs > ALEPH (most recent version) > Cataloging as illustrated in the next image. (Before opening the program, however, you should create a shortcut for the desktop. To do this right-click on the “Cataloging” option and choose the create shortcut option.)
Once you have entered the cataloging program you will be prompted to enter your User Name and password.
Once you have entered your name and password, you will find yourself in the main cataloging screen imaged below.
From here there are two different ways to print labels. More often than not, you will use the shortcut method, but sometimes it may be more efficient to use the longer alternate method.
To access the shortcut for printing labels, choose the Print Item Labels option from the Items menu located along the toolbar.
Doing so will open this smaller window:
Now simply scan the barcode until you hear a beep. You should now be able to see the barcode on your screen.
Check the barcode for errors, and click on the Print option. NOTE: by scanning the barcode and clicking Print here, ALEPH has automatically updated the status of the item to the stacks. Thus, according to the records the item is now on the shelf! For this reason it is important that books move as quickly as possible from labeling to the shelves. Also, if you discover a problem with an item after it has been scanned in the shortcut method, you will have to manually change the status of the item to reflect that it is still in process or being repaired. (Instructions for doing so will be discussed under the next section on the “Alternate Method” of label printing.) Once you have clicked on the Print button the SpineIt window (pictured below) should appear. If the SpineIt window does not open, there might be a problem with the item
record. Try to scan the item again, and if the SpineIt window still does not appear, make a note and place the item on the “Problem Truck.” (More will be said later about various problems that you might encounter.)
On the right side of the SpineIt window you can see the title of the item along with the call number. You should always verify that the title you see does match up with the item you have scanned. Though rare, the wrong barcode does occasionally end up on the item and this is the last chance to catch such mistakes before the item hits the shelf! Should you find an error, again make a note and place the item on the “Problem Truck.” Once you have verified that you have the correct item, examine the information arranged vertically on the left side of the SpineIt window. This is where you will see exactly what the label will look like when it is printed. Most of the time this information will be correct as is, occasionally, however, you will need to make some minor corrections to the label before you can print it. These will be discussed in detail in the Section entitled “Editing Labels.” Once you are satisfied that the label is correct, click Print. At this point, the SpineIt window will disappear, the label will print, and you will be ready to scan the next item.
As previously noted, the shortcut method is the best method for printing labels most of the time. However, there are some instances where the alternate method is better suited. The alternate method is especially useful anytime that you need to print more than one label for the same item as you will have to with CDs. It is also useful when the label information has been split across two labels. In the shortcut method, the only way to see what is on the second label is to print the first, which frequently results in having to print the label multiple times in order to get a correct label. This is a particularly common occurrence among Theses. If you have a cart full of Theses, then you should use the alternate method because it will allow you to can see what information will be on the
second label ahead of time and make adjustments before printing. (More will be said on Split Labels in the Editing Labels section.) To utilize the alternate method, begin at the main ALEPH cataloging screen as before. (As a reminder, this screen has been duplicated in the following example.)
For this method, however, we will not be accessing the Print Item Label screen, but will scan the item directly into this screen. In order to this, you must first click on the second empty field—called the Item Bar—in the upper left hand corner of the screen. This will cause a blinking cursor to appear as in the following illustration.
Once you see the flashing cursor in the Item Bar you can scan the item just as before. This should pull up an item record as in the following image.
The title of the scanned item appears as blue text next to the item bar. Below the title in the Item List field you will see the record of the item highlighted in blue that contains the barcode, the Sub-library Location, the Call number, the Collection, and the Status. To the right of the Item List field you will see numerous buttons arranged vertically as illustrated in the next example.
To print labels from this screen click on the Label button about half way down the list of buttons. This will bring up the familiar SpineIt window.
Now you may make any necessary adjustments to the label while being able to see the full item record at the same time. Again, this is particularly useful when you will need to edit information on a split label, some of which cannot be seen in the SpineIt window. (A detailed example of such an edit will be given in the discussion on Editing Labels.) The biggest disadvantage to this alternate method, however, is that the item status is not automatically changed by scanning the item as it is the shortcut method. Thus before moving on to the next item, you must manually change the item status. To do so, find the empty field marked “Item Process Status” located in the center of the screen below the Item List field, and drag the menu of options by clicking on the arrow to the right of the field as in the following example.
In cases where you have printed an item using the alternate method and you need to update the status to indicate that the item is on the shelf, choose the “Not in process” option. (You can also click on the empty Item Process Status field and press Enter.) In cases where you discovered problems while scanning in the shortcut method, you will need to change the status to reflect that the book is still in process. Do this by choosing the Labeling option if the item is going to the “Problem Truck,” or by choosing the Preservation option if the item is in need of repair.
Here is a quick overview of the steps involved in printing labels via the Shortcut and Alternate methods. I. Shortcut Method 1. Open the Cataloging program 2. In the Items menu, click on Print Item Labels 3. Scan the barcode of the item, verify it is correct and click print 4. In the SpineIT window make sure that all label info is correct and that the record matches the item scanned. 5. Print label and repeat process for all items on truck. 6. Adhere labels to each item Alternate Method 1. Open the Cataloging program 2. Click on the empty “Item Bar” field 3. Scan the item to pull up the item record 4. Click on the Label button 5. Verify that the label is correct in the SpineIt window and make any needed corrections 6. Print label 7. Change the item status to “Not in Process” 8. Repeat process for all items 9. Adhere labels to each item.