MINITEX/LDS JOINT STANDARDS REVIEW TASK FORCE

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1 Approved: Guidelines Section B: Bar Code Standards & MINITEX/LDS JOINT STANDARDS REVIEW TASK FORCE B. BAR CODE STANDARDS AND GUIDELINES INTRODUCTION This section of the Minnesota Library Automation Standards is intended to provide librarians with background information to be used in the selection of a library automation system and implementation of a machine readable coding system for identification of items and patrons. The information should be used when drafting an RFP (Request for Proposal) to enhance the opportunity for standardization and compatibility of library automation systems in the State of Minnesota. The ultimate goal is to allow the technological exchange of necessary information to permit intersystem circulation as well as interlibrary loan functionality. This document includes both standards and guidelines, i.e. the underlined parts are standards, which should be applied by all libraries in Minnesota, and the remaining parts are guidelines or recommendations made on the basis of past experience with library automation systems, which should be seriously considered by any Minnesota library which is implementing a library automation system. The reader should note that an underlying principle in the development of this document was to insure as much compatibility among installed library automation systems as possible in order to permit cooperation and reciprocity from one library to another library in use of patron and item bar codes. However, the reader should also note that a final implementation decision in relation to some of the recommendations may have to be made on the basis of costs involved, as well as relationships to other area libraries. A bar code is a machine readable code consisting of a series of bars and spaces printed to define ratios. A bar code reader is used to "see" the bar code and convert the visual image into an electrical signal. The information encoded in this electrical signal is then processed by a decoder. At this time, bar coding is the accepted method of data entry for applications as diverse as the automated grocery store checkout to tracking turkeys on a farm. Whenever there is a need to track, identify, or enter information into a computer-based system, bar coding provides an easy, efficient, and cost-effective method compared to other data entry systems. Bar code use is significantly faster than keyboard input and is accomplished with either machine mounted or hand held devices. An operator with minimal training can enter bar code information at a speed far exceeding that of a trained typist. The accuracy of bar code input is dependent upon the label, the equipment used, and the operator. All the parts of a bar code system must interact properly for a successful operation. The scanner must be compatible with both the decoder and the label, and the operator must be properly instructed. Health and safety issues, such as lifting or turning the materials, should be considered in making decisions related to bar codes.

2 2 I. Type of Bar Code A. Either Codabar or Code 39 type bar codes should be chosen. Both of these bar codes are used by libraries in Minnesota, with Codabar being used by a majority of these libraries. The relative merits of these two bar codes include: 1. Codabar: Numeric code, with 15 character set and 16 start/stop code patterns. Print density of 10 characters per inch. Generally considered best choice for library applications if only a numeric code is needed and a high quality print is used. Check digit should be included in bar code number. 2. Code 39: Alpha-numeric code, with 43 character set and 1 start/stop code pattern, Print density of 9.4 characters per inch. Preferred choice for library applications if future expansion into alpha-numeric system is envisioned and compatibility with government agencies is desired. Generally consists of short strings, usually 10 digits and has no check digit because of internal parity checks. Alpha characters used only in very large systems connected to large computers. 3. Both of these bar codes are self-checking and bi-directional. B. Considerations for choice of type of bar code include: 1. Compatibility, i.e., if some libraries in a cooperative area already use one type of bar code, in most cases the same type of bar code should be chosen by other libraries in the cooperative area to ensure that the same bar code will be readable and usable at any library in the area. 2. Prevalent use in Minnesota, i.e., in the absence of any other significant consideration, the choice of bar code should relate to what other libraries in Minnesota are using, particularly those libraries with whom cooperative ILL and user relationships exist. II. Format of Bar Code A. Bar code should be 14 digits in length (the only exceptions to this length in Minnesota are the University of Minnesota, Twin Cities Campuses and Duluth, and SELCO). B. First digit: 2 should be used to identify patrons, and 3 should be used to identify items checked out (the only exception to this format in Minnesota is that SELCO uses 0 to identify patrons and 1 to identify items check out ). NOTE: Underlining indicates standard as opposed to a guideline or recommendation.

3 C. Second through fifth digits: four digit number code for library which is unique within the MINITEX region (see current edition of the MINITEX bar code directory for institutional numbers currently in use.) D. Sixth through thirteenth digits: eight digits to provide a unique identification number for each item to be entered in an on-line circulation system (a few Minnesota libraries use seven or nine digit identification numbers). E. Fourteenth digit: check digit to determine read reliability (may be used with Code 39). F. Spaces within the human readable characters should be used to improve visual identification of bar code components and readability. III. Placement of Barcode on Physical Item A. Location of the bar code label on the item should be determined in relation to both the method used for date due indication and the system used for inventory control and for circulation. This location should be used consistently for placement of all bar codes. B. Label should be placed 1/2 inch or more from any edge of the cover or page on which it is placed in order to give the reading space needed by a laser bar code reader. C. Labels may be placed under a clear mylar jacket or the plastic coating on an identification card if applicable, thus providing protection and permanency for the bar code label. D. Generally recommended that labels be put on pre-processed books by the library rather than the vendor in order to ensure quality control of location, appropriate bar code, and correct linking. IV. Placement of Barcode Number in MARC Record A. Use MARC record as base for bibliographic description. B. Enter bar code number in 949 or appropriate 8XX field whenever possible. C. Consider alternative field location only if the automation system vendor definition and use of MARC fields preclude use of field NOTE: Underlining indicates a standard as opposed to a guideline or recommendation.

4 V. Physical Characteristics of Barcode Label A. Human readable institutional name and bar code number printed on bar code label. B. Bar definition greater than.001 inch. C. Minimum label dimension of 1.9 inches by.635 inches and maximum label dimension of 2.0 inches by.65 inches recommended. D. Barcode label adhesive should be industrial grade high-strength acrylic for use in temperature range of - 40 degrees F to 250 degrees F and for adhesion to a wide variety of surfaces (adhesive should meet or be better than Military Standard P and automotive specifications for adhesive). E. Mat finish inert polymer coating which is permanently bonded to face stock. F. Printer contrast ration (PCR) of at least 90% (as measured by the Macbeth PCM-II, filters D and E, 905 nm and 633 nm). Colors of the bar code and/or background may affect readability. G. Withstand aging tests with no reduction in scannability, including one week test at 150 degrees F and 80% relative humidity and four weeks at 96 degrees and 96% relative humidity. H. Withstand 150 cycles of Taber Abrasion Test (using CS-17 abrasive wheels and a 1,000 gram load) before bar code image quality is affected. I. Withstand at least 7,500 cycles of the Sutherland Rub Test (4 pound weight) with no reduction in scannability. J. Labels should contain no voids, ink specks, edge roughness, fill-in, or show through. K. Blank area on label of at least.10 inch preceding and following the bar code in order to separate and bar code from all background text and graphics. VI. Barcode Label Testing Process A. Test check digit computation, readability, and reliability. B. Test adhesive qualities on various surfaces and at various temperatures. 4 NOTE: Underlining indicates a standard as opposed to a guideline or recommendation.

5 C. Test readability with accurate bar code reader. D. Determine testing process to be used with each new batch of bar codes. VII. Sources of Barcodes A. Barcode label vendor should be carefully selected on basis of quality of product provided and ability to produce bar codes that meet specifications. B. Vendor should provide a warranty/guarantee of product quality. C. Written contract including specifications, cost, maximum time for delivery after purchase order is received, and warranty should be negotiated with vendor. VIII. Selection of Barcode Readers A. Capability of reading a minimum of 14 digit bar codes. B. Capability of reading both Codabar and Code 39 bar code formats. C. Reliability of bar code reading should be guaranteed. D. Other factors to be considered in selecting a bar code reader include. 1. Auto discrimination of multiple bar codes. 2. Ease of configuration 3. Scanner compatibility to type of terminal used. 4. Read range of.075 inches depth of field or better to permit scanning without touching surface and through laminates. 5. Flexible 6 foot shielded coil cord, with available optional cords to 20 feet available if needed. 6. Read standard, high-density bar codes at speeds of at least 3 to 30 inches per second with consistent accuracy. 7. LED solid-state infrared light source with 40,0000 hours of continuous life operating on the 900 nanometer range. 5 NOTE: Underlining indicates a standard as opposed to a guideline or recommendation.

6 8. Need for an independent electrical source, i.e. reader may derive electrical current from terminal rather than separate power source. 9. Connection of bar code reader in series with the keyboard, i.e. between the keyboard and the microcomputer system unit. Response time on some types of terminals may be affected. E. Laser bar code readers should be considered for placement on terminals in high use areas, with capabilities to include: 1. Solid state laser diode with illumination in the 800 nanometer range, with option of helium neon laser operating in 630 nanometer range. (Helium neon laser technology may not be supported in the future.) 2. Choice of both circular and elliptical laser beams to enable reading of variable quality labels. 3. Three inches minimum depth of field, with desirable range of 6 inches to 18 inches depending on the bar code magnification. IX. System Applications Software for Interpreting Barcodes A. Capability of interpreting at least 14 digits regardless of actual length of bar code. (bar codes of less than 14 digits should be expanded to 14 digits, and bar codes longer than 14 digits should be accepted by system in modified form). B. Capability of utilizing Code 39 and Codabar bar codes from another library automation system for same functionality as local system bar code. C. Should have capability of translating 0/1 to 2/3 and 2/3 to 0/1 as initial digits in bar code on an interchangeable basis (in order to interpret SELCO Code 39 bar codes). X. Health and Safety Issues A. When making decisions, consider the implications of lifting and turning items. B. Results of research on health and safety issues should be monitored and used where appropriate. 6 12/92 NOTE: Underlining indicates a standard as opposed to a guideline or recommendation.

7 APPENDICES 7 Appendix I: Appendix II: Sources of Information on Barcodes Glossary of Terms Appendix III: Understanding a Barcode System APPENDIX I SOURCES OF INFORMATION ON BARCODES Automatic I.D. News, P.O. Box 6170, Duluth, MN Published 9 times per year. Free to qualified persons. Burke, Harry E. Handbook of BarCoding Systems. Van Nostrand Reinhold, Harmen, Craig and Russ Adams. Reading Between the Lines, An Introduction to Bar Code Technology. 2nd ed. North American Technology, Inc., ID Systems, The Magazine of Keyless Data Entry, Helmers Publishing, Inc., PO Box 874, Peterborough, NH date. Monthly, with an additional issue in October. Free to qualified persons. Palmer, Roger C. The Bar Code Book, Reading, Printing, and Specification of Bar Code Symbols. Helmers Publishing, Inc., Parlidis, Theo, Jerome Schwartz and Ynjuin P. Wang. "Fundamentals of Bar Code Information Theory," Computer, pages 74-86, April "Peripheral Equipment," Microcumputers for Libraries: A Product Review and Procurement Guide. James E. Rush Associates, 1984 (Quarterly updates). Pages 10-1 through 10-14, Update Number 10, Rahn, Erwin. "Bar Codes for Libraries," Library HiTech, pages 73-77, October, Urrows, Henry and Elizabeth Urrows. "Automating with Barcodes, Things to Consider Before Installing a Barcode System," Computers in Libraries, pages 51-52, September 1991.

8 8 APPENDIX II GLOSSARY OF TERMS Algorithm: a finite set of rules to solve a problem in a finite number of steps, i.e.: a predetermined numerical calculation which is permanently programmed into the data system's memory to provide a desired result. Analog: (used in contrast to digital) to describe a signal whose amplitude and width are directly proportional to the physical factors responsible for the signal. e.g. an optical sensor's output which depicts the bars and spaces it "sees" in a code. ASCII: American Standard Code for Information interchange - a data communications protocol which controls transmission between an originating and a destination interface. 128 coded characters are included, comprising 96 non-communications data characters and 32 control characters. It should be noted that most codes are unable to sustain the full ASCII set. Aspect Ratio: the ratio of bar height to symbol length. Asynchronous Communication: a form of transmission which occurs without a regular or predictable time relationship; transmission of characters one at a time. Bar Code: an array of parallel bars and spaces arranged in a predetermined pattern to represent data elements called characters. Bar Code Reader: a device to detect and decode bar code. See "Scanner" and "Decoder." Bar Height: the longer dimension of a bar. Baud Rate: a means of expressing data transmission speed, where "baud" equals the number of signal events per second (roughly equivalent to 1 bit per second). Bit: (contraction of binary digit): the smallest unit of information used in data processing. Buffer: a storage routine in a data system which can compensate for a difference in time or rate of data transmission. Byte: a group of bits handled as a unit (an 8 bit character). Character (Bar Code): a single group of bars and spaces which represents a single number, letter, mark or other graphic element. Character Set: those characters available for encoding purposes. Check Character: a character included within a symbol whose value is based mathematically on other characters included in the symbol. It is used for the purpose of performing a mathematical check to ensure the accuracy of the read. (Host) Computer: the data system's controlling which interfaces with the terminal (either directly or through a multiplexer) and other system elements to receive their data outputs and command their functions. Decoder: a microprocessor based electronic assembly which translates the proportional electrical signals from a bar code scanner into recognizable or computer compatible data. Density (Bar Code): the number of characters is a linear inch of bar code. Digital: (used in contrast to analog) to describe a coded square-wave signal (processed from an analog signal) which is utilized by decoding circuitry. e.g.: square wave pulses (0 to 5V) with widths which depict the bar and space widths in a code.

9 Display: an included or peripheral electronic assembly which provides the user with a recognizable visual representation of translated bar code, operator generated data directions and computer generated commands and information. Firmware: software which is permanently designed into a data system device (such as a decoding algorithm) to provide special programs and service routines. (Usually provided by manufacturer). Hardware: the integral mechanical and electrical components which make up a data system device. (Provided by manufacturer). Misread: a condition which occurs when the data output of a reader does not agree with the encoded data presented. (See "SUBSTITUTION ERROR"). Modem: (contraction of modulation and demodulation). A device for conversion of signals between a data element and a communications line on one end and reconversion on the other end. Multiplexer: a device which can interleave information from one or more terminals, decoders, etc. into the host computer or conversely distribute information from the computer to the other elements. (see Series 7 Multiplexer). No-Read, Non-Read, Non-Scan: the absence of data at the scanner output after an attempted scan due to no code, defective code, scanner failure or operator error. Non-volatile: the state of a device which allows it to retain data in memory when power is lost. (This is usually done by means of battery back-up to line power.) Parity: (constant state or equal value) - a means of checking character bit patterns for validity. Pen (Bar Code): see scanner. Polling: a method of controlling the transmission sequence of terminals by requiring them to wait until they are "polled" or checked out by the host computer before transmitting. Port: the electrical connector on a terminal or other system component through which data is transmitted or received. Port Concentrator: a type of multiplexer which can interface its multiple inputs through a single host computer input/output (I/O) port. Print Contrast Signal: a measurement of contrast (brightness difference) between the bars and spaces of a symbol. A minimum PCS value is needed for a symbol to be scannable. PCS is defined as: 9 PCS = RL - RD RL where RL is the reflectance factor of the light & RD is the reflectance factor of the dark bars. Protocol: a set of procedures for establishing and controlling data transmissions. Quiet Area: a clear space, containing no dark marks, which precedes the start character of a symbol and follows the stop character. Also known as Quiet Zone. QWERTY: "QWERTY-style" keyboard - standard typewriter keyboard configuration. RS-232-C: a set of rules which govern the transfer of data between Data Terminal Equipment (DTE) and Data Communications Equipment (DCE), effected through 25 pin plug-in connectors. This standard applies to both synchronous and asynchronous transmissions at speeds of up to 20K bps (bits/sec.) in full or half-duplex modes.

10 10 RS-422: a communications protocol similar to RS-232-C except with an extended transmission range and the ability to handle multiple stations (as in multidrop). It utilizes differential line drivers to effect a 4000' range (as compared to 50' for RS-232-C). It is also used for balanced operation of individual interchange circuits. Scanner: as opto-electronic device which produces electrical signals representing the light it detects as it is moved across a bar code. Software: codes, programs and other external means employed by users (with proper hardware) to give the data device a "personality" which will achieve the overall system objectives. (Usually provided by user). Substitution Error: this error can be seen in a misencodation, misread, or human operator error where characters that were to be entered are substituted with erroneous information. Example: Correct information - 1,2,3,4 substitution - 1,2,5,4. Terminal: a data input device used to provide operator data or instructions to the Host Computer. "X" Dimension: the dimension of the narrowest bar and narrowest space in a bar code.

11 APPENDIX III UNDERSTANDING A BAR CODE SYSTEM Bar coding is a fast, accurate and economical method of input to a computer system. There are four basic parts to a bar code system: the label, the scanner or read head, the decoder or data entry terminal and the interface. A computer is also required to make effective use of the information which a bar code system generates, although it is not directly a part of the bar code system. The diagram to the left illustrates the parts of a bar code system and how they relate to one another. This diagram will be repeated throughout the Bar Code Handbook and Product Catalog to help you better understand how each component fits into the system. The Bar Code Label There are two considerations with respect the bar code label itself: the method of production and the bar code symbology to be used. Bar Code Label Production Bar code labels can either be purchased preprinted or they can be printed "on site." The method of production of the bar code label will be dependent upon intended use. Preprinted bar code labels can be purchased from suppliers whose equipment ranges from state-of-the-art photographic-type to offset printing and standard dot matrix printers. Only high quality, preprinted labels produced by photographic or laser printing techniques are discussed here. Labels produced by dot matrix printers or similar techniques are discussed under "on site" label generation. Preprinted Labels There are several advantages to using preprinted labels:? High density bar code labels are available? Precise tolerances can be maintained? Labels can be laminated or otherwise protected? Labels can be produced on non-paper substrates? There is no capital investment required for printing hardware? A wide choice of adhesives and packaging is available There are numerous producers of preprinted labels and like any other commodity, quality and reliability may differ significantly from producer to producer. Remember, a preprinted label is a purchased part and as any other purchased part, should be subjected to a quality control function. 11

12 The disadvantages associated with preprinted labels are higher unit cost and the necessity to predetermine label content. Preprinted labels tend to be of higher quality than on site label generation product and, in general, use up less of the total tolerance of a bar code system. 12 CODABAR UPC EAN This symbology encodes numeric characters and several others invariable length bar code symbols. CODABAR characters can contain 2 or 3 wide elements out of 7 and the highest "standard" printing density is 10 characters/inch. CODABAR's high immunity to substitution errors has led to its adoption for use in critical applications such as labeling of blood products. In addition, CODABAR is widely used throughout the photo-processing industry, in automated library circulation systems and parcel tracking. The "Universal Product Code" is widely used in the United States to encode manufacturer and item identification numbers on consumer products. UPC is the bar code symbol found on grocery items in either the normal UPC-A or "zero-surpressed" UPC-E format. Formal use of the UPC code is governed by the UPC Council; it is not in the public domain. UPC is a fixed-length code and offers relatively weak data security. Other formats of UPC are found in luggage tracking and credit card applications. This symbology, the "European Article Numbering" code, is the UPC counterpart for Europe and has very similar technical and political characteristics. The normal EAN-13 format adds a country-of-origin-digit to the item identification data. A shortened EAN-8 format is also available. The EAN Code is seldom used in other applications. On Site Label Generation For further information on bar code symbologies and their printing or scanning requirements, contact your Welch Allyn Representative. Bar code labels can be produced by the user utilizing one of several different techniques. The primary methods of generation and related factors are listed below: Thermal Printers? Paper cost is relatively high? Medium to low density labels can be printed? Moderate label durability is typical? Equipment cost is low to medium Dot Matrix Printers? Paper cost is low? Medium to low density labels can be printed

13 ? Offers full form generation capability? Equipment available over wide cost range? Print quality may vary greatly Full Character Impact Printing? Paper cost is low? Equipment cost is high? High density labels are possible? Labels may be laminated Laser Generated Labels? Equipment cost is high? Will print on a wide range of substrates? High density labels possible? Techniques are not time-proven 13

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