Labels

Introduction

The Bentley uses BarTender's Print Station application (public link) to create collection and location labels for boxes of material. This page provides information on how to create these labels.

The page also describes other labels used at the Bentley.

Collection Labels

Collection labels are white labels that physically identify the collection name, creator(s), box number, and collection identifier of a particular box. They are typically placed on the shorter side of the box, which will be the side facing the staff retrieving the box, unless the box's size requires it to be stored in another way.

To create a collection label:

Make sure the label printer has the appropriate white label loaded.
(Optional) If changing labels, make sure to align/calibrate the printers and--once this is done--press the "Pause" button to un-pause the printer.
Launch the Print Station application (public link).
Select the "Collection Labels" tab (public link).
Select the appropriate label option from the list, which will depend on both the size of the box as well as the labels in the printer.
Select "Print" from the "Print Document" pop-up menu.
Complete the fields for the label.
Print the label(s).

It is also important to note the following:

If only printing a single label, make the "beginning" and "ending" box numbers the same.
For collections that have long creator names, it may be necessary to abbreviate the creator's name so that it fits on the label.
For collections that periodically receive accessions, the processor will only typically record the numerical portion of the collection identifier in that field. This is because additional alphanumeric components of the identifier--which correspond to different kinds of containers--may be added to the collection identifier over time.

Location Labels

Location labels are multicolored labels that identify where in the stacks a particular container may be located. They are typically placed on the shorter side of the box, which will be the side facing the staff retrieving the box, unless the box's size requires it to be stored in another way.

To create a location label:

Make sure the label printer has the green, yellow, blue, etc., label loaded.
(Optional) If changing labels, make sure to align/calibrate the printers and--once this is done--press the "Pause" button to un-pause the printer.
Launch the Print Station application (public link).
Select the "Location Labels" tab (public link).
Select the appropriate label option from the list, which will depend on both the size of the box as well as the labels in the printer. This will typically be one of the following highlighted labels (public link).
Select "Print" from the "Print Document" pop-up menu.
Complete the fields for the label.
Print the label(s).

It is also important to note the following:

If only printing a single label, make the "beginning" and "ending" values the same.
To quickly print identical location labels for when multiple boxes will be stored in the same location (e.g., flat boxes stacked atop one another), adjust the "copies" value as appropriate when the Print pop-up menu appears (public link).
If the physical box is large enough that it will stretch across more than one space, pick one space and use that for the location label. For example, if the box is oversize and will fit in B-301-D and B-301-E, the only location label that would be printed and affixed to the box would be B-301-D.

Other Labels

For boxes that are heavy or which contain fragile material (e.g., glass), the Reference Team can provide special labels (e.g. "Heavy" or "Fragile") to affix to the boxes before they are placed in the stacks.