Barcodes turn a library’s slowest jobs into one scan: checking out, checking in, and stock checks. Barcoding a collection sounds like a big project, but it’s mostly a matter of making a few decisions once and applying them to every book. Here’s how.
Step 1: Understand what the barcode identifies
A library barcode identifies one physical copy, not a title. If you own three copies of the same book, each gets a different barcode. That’s why you can’t use the ISBN barcode printed on the cover: every copy of that edition carries the same one.
The barcode’s number is usually the copy’s accession number, or a new number linked to it in the catalogue.
Step 2: Choose a numbering scheme
- Keep existing accession numbers if your books already have them. They’re written in the books and the register, so reuse them.
- Otherwise, start a sequence:
1,2,3or000001. A prefix such asLIBor your library’s initials helps if you might ever share records with another library. - Never reuse a number, even after a book is lost or withdrawn.
Step 3: Choose a barcode type
Several barcode symbologies are used in libraries:
| Type | Characters | Notes |
|---|---|---|
| Code 128 | Letters, numbers, symbols | Compact and reliable, with a built-in check digit. The usual choice for new systems |
| Code 39 | Upper-case letters, numbers, a few symbols | Older and wider; still common |
| Codabar | Numbers and a few symbols | Long used by libraries and older library systems |
All are read by any ordinary handheld scanner. For a new library, Code 128 is the usual recommendation because it fits more on a small label. If you’re joining a library network, use whatever it uses.
Step 4: Print the labels
You don’t need a special label printer. Standard A4 or letter sheets of self-adhesive labels work in any office printer. Print:
- the barcode, with the number printed underneath, so a scratched label can still be typed in,
- optionally the shelf mark and a short title, so a label can’t end up on the wrong book,
- optionally your library’s name, as a property mark.
Print a test sheet first and scan it before printing hundreds.
Step 5: Stick them on consistently
- Put the barcode in the same place on every book: top of the back cover, or inside the front cover, are common.
- Put a clear label protector over it on books that circulate a lot.
- Don’t cover the title, author, series number or blurb.
- Match label to book as you go: scan the new label straight away and check it pulls up the right title.
Step 6: Barcode a shelf at a time
Start with the books that circulate most, and work outwards. Books that aren’t barcoded yet can be done when they come back across the desk: scan the member, notice there’s no barcode, label the book, catalogue it, lend it.
Step 7: Choose a scanner
A basic USB handheld scanner is enough for most libraries, and inexpensive. Look for one that:
- works as a keyboard (often called HID or keyboard wedge mode), so it needs no driver,
- reads 1D barcodes including Code 128,
- sends Enter after each scan (the default on most).
A Bluetooth scanner lets you walk to the shelves for stock checks. Scanners with memory can store scans offline and upload them later.
Step 8: Scan at the desk
With barcodes on the books, checkout is: scan the member’s card, scan the book, done. Returns are one scan. Stock checks become a walk along the shelves with a scanner. See our guide to library stock verification.
Doing it with Khulla
Khulla, an open-source library system, handles the whole process:
- It numbers new copies automatically with a prefix you choose, or keeps the accession numbers you type in.
- It prints Code 128 labels on A4 sheets in three sticker sizes, with the title, author, shelf mark and library name each optional. Queue labels by scanning, by pasting a list of barcodes, or by adding a whole shelf.
- It works with any keyboard-mode scanner at checkout, returns and the label screen.
It runs on Windows, Linux and Android, and works offline.
Summary
- One barcode per copy, never the ISBN.
- Keep existing accession numbers, or start a prefixed sequence and never reuse numbers.
- Use Code 128 unless you must match an existing system.
- Print on ordinary label sheets, with the number under the bars.
- Stick labels in the same place on every book, and check each one scans.
- A basic keyboard-mode USB scanner is all you need.
Questions
Which barcode type should a library use?
Code 128 is the usual choice for a new system: it is compact, handles letters and numbers, and every ordinary scanner reads it. Many older library systems use Codabar or Code 39; if you are joining one, match what it uses.
Can I use the book's ISBN barcode instead?
No. The ISBN barcode on the cover identifies the title, so every copy of the same edition has the same one. A library barcode must identify one physical copy, so each copy needs its own number.
What barcode scanner do I need for a library?
A basic USB or Bluetooth handheld scanner that works as a keyboard is enough. It types the number into whatever field is selected and presses Enter. No special driver or software is needed.
Where should the barcode go on a library book?
Pick one place and use it on every book, so staff never have to hunt. Common choices are the top of the back cover or inside the front cover. Avoid covering the title, author or other important information.
Try Khulla in two minutes
Open the demo in a browser: nothing to install, no account to create. When it fits, download Khulla for Windows, Linux or Android.
Want a hand setting it up?
We can install it with you, move your records over from a register or spreadsheet, or add a feature your library needs. Message us on WhatsApp (+977 981-9102869) or email info@sangamadhikari.com. See contact for what to tell us.