Decoding the bar code

Bar codes are the printed black and white patterns that can be found on almost any packaged product. But if you think bar codes belong only in grocery stores, think again.

Bar code technology came into active use in the early 1970s. Since then, applications for bar codes have flourished. Most of the bar code market is led by the manufacturing and materials handling industries. However, the technological advances in bar code technology have also benefited files management.

Bar code tracking systems are well adapted for the file room and records center environments. They provide faster, more accurate data entry, better document tracking, and increased productivity.

BAR CODE BASICS

A bar code is a series of vertical, parallel black bars and white spaces, both of varying thickness. The codes are "read" into the computer by using contact or noncontact scanners and communicated to the main system as machine readable data.

SYMBOLOGY

Many different bar code symbologies are available. Most of us are familiar with the Universal Product Code (UPC) printed on consumer items. This symbol encodes the product identification and manufacturer of the product.

Other common symbologies in use today include European Article Numbering (EAN), Code 39, Interleaved 2 of 5, and Codabar.

The most common symbology used for file tracking is Code 39, also known as Code 3 of 9. The name is derived from the format of the characters: 3 of the 9 bar and space elements are wide, with the remaining 6 narrow. This is an alphanumeric code symbology. All numbers, 0 through 9, all of the upper case letters, A through Z, and seven punctuation characters (+ - $ % / . and space) can be encoded within the symbol.

SCANNERS

A scanner works with a light source that scans over the width of the bar code. The black bars of the symbol absorb the light and the white spaces reflect the light. The scanner converts this light into digitized, machine readable signals.

There are two types of scanners, contact and noncontact. Contact scanners, such as light pens and wands, are normally called readers, since the person who holds the wand actually performs the scanning motion. The wand must be scanned directly across the symbol in contact with the label. These are best suited for firm, flat, regular surfaces.

Laser scanners are noncontact scanners that flash a beam of laser light across the bar code. They are called noncontact because the device does not physically touch the symbol. These scanners can be placed in a fixed position, or held in your hand, such as a laser gun. Laser scanners usually offer better performance than contact scanners on less-stable surfaces such as upright, flexible file folders.

Portable scanners, either contact or noncontact, offer the convenience of performing activities wherever the work needs to be done. They can be programmed to interface with the main system to perform minor functions remotely. The scanned data is stored until it is uploaded to the main system.

A recent innovation in scanning technology is the portable wireless scanner which communicates via radio frequency with the computer. This allows for real-time transaction processing with the flexibility of remote access.

SOFTWARE

The software is the symbol decoder. It receives the signals from the scanner and translates the encoded data into meaningful, machine readable characters.

Some scanners are equipped with a device called a wedge, so named because it is "wedged" between the keyboard and the computer. The wedge decodes the bar code and transmits the characters to the computer as if the characters were entered through the keyboard.

LABELS

Probably the most important aspect of bar coding is the label. Symbols are only as good as their labels. Poor quality labels reduce data reliability and accuracy and produce user dissatisfaction. Symbol misreads are usually caused by poor quality labels. Common print problems are voids or spots on the symbols. Voids are light areas where ink is missing on a black bar, and spots are dark areas or ink specks on the white spaces.

Other misreads are caused by symbol corruption. The ink on unprotected symbols may rub off or wear off from frequent scanning by a contact wand or from frequent handling of the folders. Another reason may be over exposure to light, particularly sunlight, which will fade some inks.

Printed symbols on labels can either be purchased or they can be generated on-site. The method of production will depend on the intended use.

Preprinted labels can be ordered from most filing supply vendors in any character sequence required. Each label's character sequence must be unique. Keep track of the sequencing on each order to prevent receiving duplicate bar codes.

Quality labels are made of polyester or mylar materials, with permanent, pressure-sensitive adhesives. Laminate the labels to protect them from everyday wear and tear, and qualify the ink quality and longevity before purchasing.

To generate labels on-site, the main system must have the ability to actually print symbols. If the system is not programmed to print symbols, some dedicated label printers have software functions that will interface with the main system to print symbols.

The symbol can be directed to either a dedicated label printer or a standard desktop printer. Laser printers and ink jet desktop printers usually offer excellent quality symbols. Dot matrix printers may produce inconsistent quality, as the clarity of the label may vary with the age of the ribbon. Unless these desktop printers are dedicated label printers, loading and unloading label stock may be tedious and waste labels.

Dedicated label printers, such as thermal transfer or thermal wax transfer bar code printers will produce high quality symbols. These printers utilize square printheads to produce straight lines and clear, clean text. Also included in this category are colored ink-jet printers which will print the bar code symbol and color coding on a vertical strip label. All of these printers require special software to interface the printer with the main system.

ACCURACY

How accurate is keyboard data entry? A conservative estimate for manual keyboard errors is one character for every 300 entered. This takes into account character omission and transmission errors. Another common human error is translation, i.e., when the eye sees one character, such as an E and the brain translates it as a 3.

How accurate are bar codes? Tests have demonstrated that Code 39 bar code symbology has a character substitution rate of approximately one in 3 million characters, or 10,000 times more accurate than manual entry. Again, the most frequent cause for error is attributed to the symbol's print quality.

APPLICATIONS

There are many files management software packages that utilize bar code technology. File tracking systems can either be a stand-alone system or a feature in a full featured, comprehensive records management package.

At minimum, the tracking system should maintain the folder title, record series, inclusive dates, bar code and the permanent and checkout location information. Depending on the type of software, retention and disposition, vital records, legal research and freedom of information data may also be part of the package.

When looking for software, the first place to begin is ARMA International's Software Directory for Automated Records Management Systems. This Directory is a valuable resource which summarizes almost all of the records management software or systems available on the market today.

There are many benefits to implementing a file tracking system. One is gaining control of the records moving in and out of the file room. Another benefit is accounting for every file in the system. Other benefits are more accurate data entry and increased productivity.

CENTRAL FILES

Bar coding blends very well in the active file areas. Files management systems are automated indexing and tracking systems that control files and, in some cases, documents.

A tracking system improves efficiency and accuracy. It processes records faster, eliminates the need to keep paper check-out forms and produces past-due notices when necessary.

The location of any folder can be immediately identified. When a folder is checked out of the file room, the folder's bar code is scanned and identified, and the borrower is identified. When the folder is returned, the bar code is again scanned and noted as returned.

If a folder is checked-out, most systems will allow another borrower to place a reserve request for it. When the folder is returned, the system alerts the operator to the reservation.

Past-due notices can be periodically generated and sent out to delinquent borrowers. If the borrower notifies the file room that the file has been given to another person, the system can be updated to show the new borrower.

If a portable scanner is included, the scanner may be able to perform additional check-in/out or remote inventory functions. The portable's stored data may be then downloaded into the system later.

Remote inventories may be the system's secret to success. This function has a way of recovering 'missing" files. Files in borrower areas can be inventoried, the data uploaded into the main system, and matched to the existing check-out data. Any exceptions, such as folders on the inventory that were not checked-out by the borrower, can be updated in the system.

CONVERSIONS

The conversion to a bar coded files management system can be accomplished in many different ways. For example, if the system is not now currently automated, one way is to start from "today forward." Before files are checked out, they are entered into the system, bar coded and then routed to the borrower. New folders or returned folders are entered, bar coded and filed.

If the goal is to input all of the files, the data can be entered directly from the hardcopy index. Each folder is physically handled and accounted for so that the bar code can be applied. If an index does not exist, it is necessary physically to inventory all of the folders.

If the data is being converted into a new bar code database, or if only a new bar code field is being populated, the "today forward" method can be used, adding bar codes as the folders move in or out of the file room.

DOCUMENTS

It may be necessary to identify all of the documents in the system as well. Some files management systems will track down to the document level.

Each individual document is bar coded and identified by specific information, such as topic, date, creator, receiver, version number, folder, location, etc.

Documents can be bar coded at the time of creation or receipt and tracked throughout their active life. This allows for document work flow processing and tracking. Documents that move through a series of sign-offs, approvals or revisions can be tracked for their location and status.

Not all records are in paper form. Tracking documents can be taken to another level--the electronic copy or image of the actual records. One system can front-end or give an address to all of the documents, regardless of the media, such as: text management (word processing) systems, computer aided design (CAD) systems, computer-assisted-retrieval (CAR) microfilm systems and/or optical disk systems.

RECORDS CENTERS

Records Centers utilize bar codes in a similar fashion to the central files. The primary difference is the container.

When folders become inactive, they are transferred to the records center where they are assigned to a box. The box is assigned to a location within the records center.

For example, one procedure may be: a new box is created in the system and assigned a box number. The folders are physically scanned and "transferred" from active to inactive status and assigned to the box. The system is queried for an open location. The box is assigned to the space by picking the open location as the box address. The box is then bar coded and shelved.

Some systems do not assign a box to a specific location but randomly to any open space. When a box is transferred or returned to the center, it is shelved, the address and box numbers are scanned with portable or wireless scanners and data uploaded into the main system.

Entire boxes or, if necessary, just the applicable file can be checkedout and routed to a borrower. Upon return, the bar codes are scanned, the items noted as returned, and the box or folder shelved.

CONCLUSION

Bar code technology has two decades of proven use. The technological advances made in other industries are improving the features and making the use of bar codes more practical for files management use. Bar code tracking systems are a quick, accurate, and inexpensive methods of automating records, regardless of the media.

The basic components of a bar code system are: symbology, scanners, decoding software, and labels. These, along with a records tracking system, will provide a better system to meet the file tracking needs of records managers.

Bar coded file tracking is not a panacea for all of a files manager's problems. People still have to follow the rules of checking folders out of the file room and keeping them within the boundaries of the office. Although not as many or as frequently, files will still get lost. Not until radio transmitters can be implanted into the folder material and tracked electronically, will files managers be able to track down the files stored in briefcases or car trunks. Another subject, for another century.

A GUIDE TO BAR CODE-SPEAK

Bar: The black are of a printed bar code symbol.

Bar Code: An identification symbol made up of a series of parallel vertical black bars and white spaces, both of varying thickness, encoded and machine readable.

Character: A single number, letter, punctuation mark or communications control represented by bars and spaces.

Code 39: Widely used alphanumeric symbology. All numbers, 0 through 9, all of the upper case letters, A through Z, and several punctuation characters (+ - $ % / . and space) can be encoded.

Decoder: The software in the scanner that receives and processes the electronic signals and, using a decode algorithm, translates then to computer readable data.

Elements: The bars and spaces in a bar code symbol.

Encode: To translate data, using the conventions for a bar code symbology, into machine readable form.

Laser scanner: A noncontact bar code scanning device that uses laser light.

Light pen: See Wand scanner.

Misread: When a scanner's data output does not agree with the bar codes encoded symbol.

Quiet Zone: The clear, unmarked margins which immediately precede the start character and follow the stop character elements of the bar code.

Scanner: A device used to scan bar code symbols. The black bars absorb the light and the white spaces reflect the light into digitized, machine readable signals.

Space: The white element of a bar code, formed by the background of the printed bars.

Spots: Ink specs on a symbol's spaces or white elements.

Void: Light areas where ink is missing on the bar code's dark elements.

Wand scanner: A non-automatic, hand-held, contact scanner used as a bar code reader.

REFERENCES

Allen, Linda, "Bar-Code Basics: How about a Review?," Automation, May 1990, Vol. 37, Iss. 5, p. 48-52.

Fales, James F., "Can You Really Bank on Bar Coded Data?," Industrial Engineering, October 1992, Vol. 24, Iss. 10, p. 40-41.

Panchak, Patricia, "Specialized Printers Expedite Non-Standard Applications; The Generalist vs. The Specialist: How to Decide Which Printer is Best for Your Application," Modern Office Technology, February 1992, Vol. 37, Iss. 2, p. 42-44.

Snell, Ned, "Bar Code Breakout," Datamation, April 1, 1992, Vol. 38, Iss. 7, p. 71-73.

Stamper, Bonnie, "What Happens When a Scanner Reads a Bar Code," Industrial Engineering, October 1992, Vol. 24, Iss. 10, p. 34, 37.

Symbol Technologies, Inc., "A BarCoding Glossary," 1988.

Vogt, H. Curt, "Bar Codes," Proceedings of the ARMA International 33rd Annual Conference, 1988, p. 87-82.

Weil, Nancy L., "Bar Coding for Improved Productivity and Process Management in Records Control," Proceedings of the ARMA International 34th Annual Conference, 1989, p. 177-184.

Teri J. Mark, CRM, is a principal consultant with T.J. MARK Consulting in Littleton, Colorado. She has been responsible for the design and implementation of total records management programs and has prepared a variety of records inventories, retention systems, procedures, and automated and manual records retrieval systems. Highly skilled in the process of records conversions, she has directed several automation projects using both packaged software on DOS based OCs and networks and custom designed software on a DEC VAX platform.

Ms. Mark has taught records management at Truckee Meadows Community College in Reno, Nevada and has lectured on records management before various professional associations. She is a member of the Institute of Certified Records Managers (ICRM), currently serving on the Exam Development Committee. As an active member of ARMA International, she held several offices in both the Denver and Reno chapters. During her tenure as president of the Reno Chapter, the Chapter won the coveted "Chapter of the Year" award. Ms. Mark holds a bachelors degree from the University of North Dakota.

Copyright Association of Records Managers Administrators Inc. Jan 1994
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