Specimen Barcode and Labeling Survey Results

These are the compiled verbatim Specimen Barcode and Labeling Survey results from December 2014. Respondent counts are in the parenthesis: (10) means 10 people chose that response. This page is part of a larger coverage of the topic at Specimen Barcode and Labeling Guide. A copy of the Qualtrics survey is here in PDF format.

What kinds of collections do you work with?

(29) Paper - Herbarium sheets, packets, fungal boxes
(27) Fluid - alcohol, etc.
(20) Dry - Paleo boxes, mammal skin attachments
(18) Pinned
(7) Other collection types:

• all vertebrate preparations
• cleared and stained in glycerin, tissues
• DNA
• labels, datasheets, media, etc.
• microslides
• slides
• whole skeletons, mounted and prepared skeletons (taxidermy)

Do you use barcodes on your specimens?

(36) Yes
(25) No

Why has your collection decided against barcoding at this time? Do you anticipate moving to barcodes in the future? What factors would lead you to adopt barcodes?

• Barcodes do not fit well within our current system. Our database has fields for specimen location, so a barcode is not needed for the outside of the case. All the specimens are visible, no barcode needed on the outside of a tray/box. Also there is a fear of the barcode program becoming obsolete...if a scanner breaks in 50 years with there be one around that will be able to read the old barcodes?
• Barcoding works best for inventory control, such as in retail stores where items are sold and inventory needs replacing. We can track our specimens using location codes and their catalog number.
• Cost and number of specimens is the main reason we do not have barcodes. We plan to move to using code 39 barcodes in the future, but need to assess if we will adopt them museum wide or department by department. If we could easily print/produce self-adhering, archival quality barcodes at a low cost that would lead us to adopt them faster.
• Cost per unit effort is too high. In fish collections the only gain to be had by using barcodes is processing of loans and inventories and due to the fact that we process a comparatively small number of specimens in each loan, the cost of attaching barcodes to every jar is just too high.
• Funding lacking, staffing lacking, potential for future shift making barcodes archaic. Might move to this in future but not first priority.
• Havn't decided against it - would love to move to barcodes ... just a time resources & someone to manage the implentation at this point to stopping us adopt it
• I'm worried about the longevity of the adhesive, and so far no one has presented a more convincing argument to me than "well, libraries use them".
• Just haven't done it yet. Yes. Best practices.
• Maybe we're just set in our ways, but we don't feel that we will save any time by adding barcodes. It might end up being a wise investment in the time to learn new software and change our ways, but the choice belongs to those higher up in our administration.
• No convient place to attach barcodes. Collection is not entirely cataloged or digitized. Time and money.
• Our collections are all catalogued with hand written tags and individual catalog numbers. Barcoding wouldn't make sense when working with larger vertebrate preparations. I can see moving to barcodes as our cryo-tissue collections start to grow and at that point we may add them to the corresponding specimen in the main collection.
• The size of our collection (>5 million specimens) makes the costs and labor involved in barcoding prohibitive. We also do not track the specific location of fossils within their cabinets, so it is unclear if barcoding would add much value.
• We anticipate barcoding slides, vials of raw samples, and boxes of SEM stubs in the future.
• We are actively considering barcodes or perhaps QR codes. The versatility of QR codes and broad range of freely available QR code readers codes may be considered for automated digitization of our collections. We're in the process of looking into best practices for barcoding and labeling our wide array of biological research collections.
• We did not decide against it, just not enough inertia or money to do so at a large scale. Also, using barcodes with alcohol collections is a problem- where to attach the barcode, what if the specimens are very small, how to deal with multiple vials within a single jar, etc. We use barcodes in Botany, but no other natural history collection so far. Barcodes are applied to newer collections if part of the grant requirements/objectives.
• We did not use initially due to expense, but will be switching in the coming year.
• We don't use barcodes at the moment due to the financial and logistical cost to move to this kind of system. We might move to barcodes in the future--but it is certainly a ways off. If more paleontological collections used barcodes, we might think about it. And, if the costs came down.
• We have been printing barcodes 3/9 on labels for the past 5 plus years whenever a new label needs to be generated. In practice though we rarely find the need to scan a barcode.
• We might look into it in the future - we don't know of other paleontological collections using barcodes, and have not seriously considered it as an option.
• We plan to add barcodes but we have not been able to decide on if we should use our existing catalog numbers or start with brand new barcode numbers.
• We started databasing material more than 20 years ago. We use local unique identifiers but not the bar-codes. Since we had a lot of material already in the database, we decided to follow existing practice and did not see where it may help us to speed up the process.
• We want to eventually start using barcodes. We need to decide if we are going to use our current catalog numbers or start with a whole new barcode numbering system. We will be looking to others for their experiences.

What make and model of barcode reader do you use?

• AHS Sky
• Datalogic Gryphon GM4400
• Datalogic QS2500
• Datalogic PowerScan 7000BT SRI
• E-rainbow
• Fosmon
• Honeywell 4820
• (2) Honeywell Xenon 1900
• HP EY022AT Bar Code Reader
• ID automation
• (3) many, various, I don't know
• Metrologic MS9520
• MS9540 Grey Voyager HH scanner w/Perp Codegate USB-A POS Kit/Stand no P/S Type A
• PowerScan 7000 SRI Industrial Strength Imaging Scanner (2D, USB, High Density and POT Cable).
• (2) Symbol
• (3) Symbol LS2208
• (2) Symbol DS6608 & DS6708
• Symbol DS6878; in the future I like to work with the Baracoda Roadrunners Evolution 2D
• USB Automatic Barcode Reader with Hands Free Adjustable Stand
• Wasp WDI4500 2D Barcode Scanner
• WelchAllyn IT 3800

How does your barcode reader communicate with your computer?

All respondents said via USB

Why would you recommend your reader?

Make and model of barcode reader	Reason to recommend
AHS Sky	Seems to work well and was not expensive. Fairly easy to install
Datalogic Gryphon GM4400	It's wireless, easy to use, and reads both 1d and 2 d labels. It is light and easy to handle
Datalogic QS2500	It is easy to use and does not fail. I have been using it for many years.
E-rainbow	It works pretty well for us, but there might be a better one out there for more $
Fosmon	It is plug and play, works great for our 128 bar codes, and cost less than $30 from Amazon.
Honeywell 4820	Available online as used equipment / seems accurate / don't have a lot of experience with other models
Honeywell Xenon 1900	Fast, reads off screen
Honeywell Xenon 1900	Seems to work fine for our purposes and reads many different barcode formats.
HP EY022AT Bar Code Reader	Very easy to use and install. Plug and play operation. Can be hand held requiring a trigger pull to activate scanning/reading or can be set on a stand for continuous, hands-free operation. Quick and accurate. Codes can also be customized to include autogenerated prefix or suffix to actual barcode value. Cost $165 each back in 2010.
ID automation	It's cheap and works well. Almost any barcode reader will do, though.
many	Few problems with any model.
Metrologic MS9520	We have had consistent results with the product - have used this, plus the earlier PS-2 model, for at least 10 years.
MS9540 Grey Voyager HH scanner w/Perp Codegate USB-A POS Kit/Stand no P/S Type A	It works just fine. We've scanned some 6800 barcodes into the database with no problems.
PowerScan 7000 SRI Industrial Strength Imaging Scanner (2D, USB, High Density and POT Cable).	This model no longer available. But there are other good high density readers that scan datamatrix. Unfortunately, new scanners do not read code49, an early code used extensively by INBio.
Symbol	It's pretty basic... just for reading 1D barcodes; fast, accurate; I think most 1D barcodes are though.
Symbol DS6608 & DS6708	Works very well for 8 years now. Rarely a 'hiccup' that causes a pause in reading - sometimes for 10-30 seconds. Otherwise very fast reader - ca. 800 scans per hour.
Symbol DS6878	The Motorola is a stable, sturdy product. It can be tweaked as you like. It can read 2D codes as small as 4 mm x 4 mm. In the future I like to work with the Baracoda Roadrunners Evolution 2D, it is small, handsome and sturdy. It communicates via bluetooth, so no cables required. It has a long lasting battery. Perfect for working in a large collection compartment.
Symbol LS2208	Can be programmed to read various barcode types, also has hands-free stand to hold reader so specimens can just be passed under it and it will read barcodes. Some of our older WASP barcode readers you had to have barcode reader in direct contact with barcode before it would read it.
Symbol LS2208	We've used 2 units of Symbol LS2208 since 2011 and never had any problem with them. We also had a wireless Symbol LS4278 but retired it due to recurring connectivity issues (would not work/charge properly).
Symbol LS4208	It's accurate and quick - no lag time.
Symbol technologies	Yes, easy to use.
USB Automatic Barcode Reader with Hands Free Adjustable Stand	No issues with readers after a year of use and imaging 50,000 specimens. The reader is inexpensive so we can have multple readers at different stations.
various	I'd recommend a 2D barcode reader. In addition to barcodes, it can read QR codes and it can read barcodes from images on your computer screen. Sometimes this is handy.
Wasp WDI4500 2D Barcode Scanner	I've never had any issues, even when scanning very small barcodes in vials. / My only issue with it is that it is tethered to the computer, but choices are slim for 2D readers. / I have used another Wasp reader in the past that used bluetooth to talk to the computer and did not require a cord. This one also was very reliable and much more handy since I could scan items while across the room from the computer.
	Reads both qr and other barcodes. Seems to be reasonably responsive but not too sensitive.
	The USB connection is easy - plug and play. We use a 2-D matrix barcode and the scanner can read it through an alcohol vial.
	It does exactly what we need it to.

Would you recommend your barcode reader, if not, why?

All of the respondents said 'Yes' except the person who has the Datalogic PowerScan 7000BT SRI because "We encountered significant programming problems in just getting the readers to be USB compatible. Though they function wonderfully now, it took a direct hardware patch from Datalogic to make USB connection".

Which of the following samples does your barcode label most closely resemble?

• (2) 2D matrix codes
• (2) Datamatrix
• code 128 (high density alpha-numeric)
• I use both the fourth style and data matrix (for smaller things)
• Institution Header on top, Barcode string, Readable barcode along bottom
• Similar to the QR above but 2D matrix code with human readable below.
• Similar to the third one, but with the instition name above the barcode and the text version of the barcode below the barcode
• The Field Museum (F) as header no printed number below
• University of Wisconsin-Madison (WIS) is on top of barcode, human readable barcode number underneath barcode
• Various symbologies are in use
• We recently transitioned from Code 128 to Code 39, which is shorter than those provided in this survey.
  
  

What information is included in your barcode encoding? We are distinguishing between what is encoded within the barcode itself and what text is printed on the label.

• (3) Institution code and specimen number.
• (3) Barcode - no data are included, e.g., NHA-123456.
• (3) Catalog number.
• (2) Institutional Acronym, Department, and unique specimen identifier, e.f., FMNHINS1234567890.
• 12 digit code that includes a 3 character prefix (UAM) for example UAM123456789012.
• Barcode = number; Text = number.
• Barcode number - including "A" "B", etc. as a suffix for multi-part specimens.
• Catalog number for the museum object (eg. specimen on pin). It would be great to encode a GUID, but the community has yet to decide on a system.
• Database, 6 digit species code, password.
• I think we have our college library code embedded, along with the sequential herbarium aquisition numbering. We think we have some 25,000 specimens so ordered enough places to include up to 100,000 specimens. See below for example bar code.
• If NOT part of our main collection, there is a collection code prefix followed by a 7-digit number. These values demarkated by an asterisk (not displayed as part of the alpha-numeric string) at each end of the code which effectively tell the reader (at least in 3 of 9) 'start' and 'stop'.
• Just the barcode for example: v0288066WIS vascular plants; WIS-L-0011930 for lichens; bryophytes same format as lichens but have B instead of L.
• Only accession number.
• Our barcodes are alpha numeric. The barcode itself contains a number and our institutional acronym.
• Symbol and human readable are identical, CASENT1234567.
• The barcode only contains the catalog number; have to keep it small because the specimens are small. Even so, I think the museum code would also fit along with the number.
• The number and 4-letter collection code.
• Three letter herbarium code and barcode number.
• Unique identifier number
• Unique identifier with collection code
• We have 2 types of barcodes on ours specimens, a 2d Datamatrix barcode with the collection number, and we have one QR code with and purl and a UUID.
• We use the labels for 3 different types of identification: / - object number (RMNH.12345.ab) / - drawer/box number (BE.12345) / - location number (DW.E.011.017.003.002) /

What information is included on your barcode label (e.g., institution code, collection code, etc.)?

• (2) Insitution code and Specimen number
• (2) Just the barcode number.
• Barcode number, institution code, and name of division (e.g. Entomology)
• Catalog Number, Genus, Species, Storage Medium, Storage Number
• Collection Code or name / Catalogue Number / Some of the labels also have the institution name.
• Country, state, county / lat long / date / collector
• Datamatrix: O-V-xxxxxx (institution code, collection node, and accession number) / QR code: a purl and a UUID: http://purl.org/nhmuio/id/25943A24-3439-1280-95ED-1BC6114E0ED3 /
• Full institution name on first line, barcode on second line, alpha-numeric (collection code prefix, hyphen, 7-digit number with leading zeros) string for the barcode on third line.
• Herbarium acronym (NHA) and a unique 6-digit number
• Herbarium Pacificum / Barcode number
• Institution code
• Institution code and subcollection (vascular plants, fungi)
• Institution name and catalog number
• Institution name / barcode number
• Institution name and IH abbreviatioin
• Institution name and institution code; also collection code: / v...............WIS for vascular plants, WIS-L-........ for lichens, WIS-B-......... for byrophytes.
• Institution name, collection code, barcode number.
• Institution, collection code, catalog number
• Institutional code, department, and unique specimen identifier
• My database accepts any barcode format. They all have alpha prefix, but do not indicate ownership. I have historically used codes that begin with INBIO, INB, LACMENT, JTLC, CASENT.
• Prefix is both institution and collection code (UAM).
• Specimen number, institution name and the type of label printed (pinned or alcohol or slide) so we can tell which type of paper was used since the same barcode covers many different formats.
• The label also shows the institution code and the catalog number as a human-readable number, so you can enter the number without the scanner.
• There is no other information printed on the label than the number the datamatrix is storing.
• There's also a human readable number below the barcode. This is important in case the barcode is scratched or otherwise damaged.
• Unique identifier with collection code, institution name, collection name
• Various - mostly "dumb" numbers of various prefies and strings, including base36 numbers
• WVW_006514

Would you like different or additional information to be included in your barcode encoding or on the label? Please explain.

• (6) No
  • no, barcodes should just be machine-readable "object identifiers"
  • No, it's enough to reference the metadata record through the barcode number
  • No, we thought to keep it simple.
  • No. Our lables contain the information we need them to.
  • Not for specimen-level purposes.
  • Not necessary. The information is in the database. The barcodes are linked to information through our database system (Arctos). Barcodes are just used as containers for information to be put in.
  • I don't see the need at this time.
• A GUID that links to a persistant online record.
• I've thought about the code being a true UUID/GUID but this would be hard to implement and we consider it not worth the effort.
• If I was to start over.... / - add Collection Abbreviation to barcode string / - change "A" "B" for multi-part specimens to a decimal (.1, .2, etc.) suffix.
• Right now it does not seen necessary to include additional information, but I often wonder if we will want to include something else at a future date.
• We don't use a collection code yet, but I know it would be useful to include a code for federal specimens (from the Nat. Park Service, for ex.).
• We have explored the integration of GUIDs and specimen label information. For our purposes though, we do not currently need those capabilities.
• We would now prefer to have the GUID included, but somewhat stuck with the standards set by Global Plants requirements.

Where do you get your barcode labels?

• (16) Print them ourselves
• (14) Purchase them pre-printed
• (3) Other
  • Various, purchase and print
  • Both! Majority are purchased pre-printed; a few are printed in-house
  • Print our pinned labels, purchase our vial labels.

Where do you purchase your pre-printed labels? Please give ordering details and source.

• Brodart / Data Non-Laminated Paper Single Bar Code Labels with Square Edge / SKU #: 30766001 / Width: 1 5/8"W / $23.70 per thousand
• Computype, Inc. http://www. computype.com / 2285 West County Road C / St. Paul, MN 55113, 651-635-1287
  • Computype Use Compu-Ploy 6038 labels (may have changed since original order).
• Electronic Imaging Materials Inc. (Keene NH, 603-357-1459, http://www.barcode-labels.com/)
• Reliance Label Solutions
• Silver Biology
• Watson Label Products 10616 Trenton Avenue, St. Louis, MO 63132, (http://www.wlp.com/)
  • Watson Label Products - SINGLE 11.0 CPI CODE 39 HERBARIUM - Price depends on # ordered with significant discounts for large orders / SilverBiology - Herbarium Barcodes - small collections - http://www.silverbiology.com/products/herbariumbarcodes/
  • Watson Label Products - single code 128 / 3mil white poyester, laminated 1 mil matte polyester, adhesive acrylic, 1.68 x 0.25" / Printing seems to withstand alcohol, although adhesive fails
  • Watson Label Products - we order 9.4 CPI Code 39 labels

Where do you get your label stock? Please give ordering details and source.

• Acid free label paper
• Alpha Systems
• Brady
• Brother TZ tape
• Byron Weston archival linen record paper
• Byron Weston Linen Record paper for alcohol from University Products
• Electronic Imaging Materials, Inc
• Epson Ultra Premium Presentation Paper Matte
• Gaylord for selfadhesive labels, Preservation Equipement (PEL in UK) for paper
• Not sure. It's basic 2x1 inch labels
• Office Depot archive quality heavy data
• Staples - we grab 65lb card stock off the shelf and pay for it at the register.
• University products
• Had it for over 20 years
• (2) Don't know, various

What software do you use to print your barcode labels?

• (6) BarTender from Seagull Enterprise
• CodeSoft 12
• Combination of MS Word connected to Excel spreadsheet.
• Discoverlife online database
• Don't know (I only deal with digitization, not collections management)
• Directly from Specify 6.
• ID Automation
• EMu, Crystal Reports & QR Font from: http://www.idautomation.com/barcode-fonts/2d/qr-code/user-manual.html
• Our barcodes are generated using a template in MS Excel which consecutively numbers fields and generates the barcodes using Free3of9 TTF. We print them on 65lb cardstock with 95 brightness value (acid free) using an HP 1606dn laser printer. It is CRITICAL that you use the appropriate paper weight setting in the print dialoge to ensure that the toner is properly (firmly) adhered to the paper...otherwise, it will simply rub off with the slightest touch. The 65lb stock is comparable to the weight of the herbarium sheets that we use, and the barcode printing method is almost identical to the methods we use to print specimen labels. Taking these existing standards into consideration made it impossible to justify purchasing pre-printed acrylic coated stickers which would outlast the specimens. With our current method, we can simply re-print a barcode label if it begins to show wear and tear.
• Our Collections Database is in Microsoft Access, but the barcode is just a font, so it's accessible by anything like anything other font such as Times New Roman or Tahoma.
• Software included with Brother PT-2700 label printer
• Various

What barcode encoding/typeface do you use?

• (9) Data matrix
• (7) Code 39
• (7) Code 128
• (3) QR Code
• Other
  • 1-5/8" x 5/8" Single Codabar

Do you barcode anything else in your environment (e.g., aisles, carts, drawers, other mega-containers)?

• (24) No
• (7) Yes
• What other things?
  • "specimens" (an abstract and arbitrary assemblage of parts) are NOT barcoded - parts, vials, cryotubes, jars, boxes, ranges, cases, rooms, buildings, and anything else useful in locating a part or in need of being found may be barcoded
  • All containers - unit trays, drawers, cabinets, rooms, for pinned. For room temp vials, we barcode vial unit trays, shelves, shelf units, room. For cryovials we barcode freezer box, rack shelf, rack, position of rack in freezer, freezer, room. All these container barcodes are code 49 unlike our vial/pinned specimens barcodes which are Data matrix.
  • Drawers, locations.
  • Genus folders.
  • Museum drawers, fluid jars (containing vials of specimens).
  • Trays, vials, shelves, drawers, cabinets, compactor rows, aisle, rooms (we have a hierarchical tracking system based on barcodes).
  • We have started barcoding drawers to help keep track of InvertNet drawer imaging.

Do you use RFID tags in your environment to track assets or movements of specimens or carts for example?

• (27) No
• (2) Thinking about it

Do you store the barcode value as read by your barcode reader in your collections database?

• (25) Yes
• (2) No
• (2) Other
  • except for the A-B suffix
  • in the process of linking database to barcode