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Documentation in progress.

Marking, or Shelf Prep, is the process of taking newly acquired items and physically preparing them to added to the collection. It generally involves adding call number labels for shelving, security devices, and marking the items to make it clear that they are library property.

  • Different locations and libraries handle their items differently. The differences that affect Marking procedures are tracked on the Spine Labeling Specifics spreadsheet. Much of the following information is based on that spreadsheet, and the spreadsheet should be the definitive place to go for information.
  • EXCEPTION: These instructions do not apply to Special Collections materials, which should not be marked or labeled in any way. For more information on processing Special Collections materials, see Special Collections Labels Printing
  • Create labels
    • Headers
      • Labels for most library branches have a header to designate the library (exceptions are HILL, HUNT, and BOOKBOT)
      • Some locations also have headers, such as REF for items kept in the Reference location or FOLIO for the Oversize section.
      • A location within a branch will have a two line header, the first for the library, and the second for the location.
    • Dust jackets
      • Items going into the Stacks at HUNT or HILL will have their dust jackets removed and discarded.
      • Other branches and some special locations have varying policies on dust jackets. Some locations do not keep dust jackets, some keep their dust jackets but keep them unmarked, and some keep their dust jackets and require a label on both the item and the dust jacket. Current policy for any given location is kept in the Spine Labeling Specifics spreadsheet.
    • Sirsi label printing
    • Matching the label with the book.
      • If you kept your books in order when printing the labels, the labels and the books will be in the same order, but don't count on that. Always be certain the label matches the book.
      • You can look up the call number for any book in Sirsi by scanning its barcode using the Check Item Status page, which can be found in the "Common Tasks" panel of almost any section of Sirsi.
    • Label placement
      • For books, the label should be placed at the base of the spine.
        • If the label is too wide for the spine, but can be trimmed to fit without removing any part of the call number, trim the label and attach it to the spine.
        • If the spine is too narrow for the label, even if it were trimmed, the label should be placed on the lower left corner of the cover.
        • If a book comes in a slipcase, print a second label and attach it to the spine of the slipcase.
      • Most non-book materials, such as video discs and CDs, get a labels at the lower left of the cover. If that location seems problematic or difficult to locate or inapplicable, ask for assistance in determining the correct label placement.
      • Some relevant information might be found on Barcode Placement, but most material should come through with a barcode label already attached.
  • Mark items: Apart from labeling, books (and some other items) get additional marking to identify it as belonging to the library, and to prevent it leaving the library without being checked out to a patron.
    • Exceptions: Special Collections materials get no labels or additional marking without special instructions to the contrary. A couple of other special locations, like the Provost Office or the African American Cultural Center Reading Room have special marking instructions outlined on Spine Labeling spreadsheet.
    • Stamping: Most books are stamped along the top of the pages with an "NC State University Library" stamp.
      • Pick a stamp that is sized appropriately for the book.
      • Stamp with the "N" closest to the spine.
      • Careful not to get ink anywhere else.
    • Tattletape: Security tape goes in all books other than Special Collections material and Hunt items, unless otherwise directed in the Spine Labeling spreadsheet.
      • If the book is a hardcover, and the spine of the cover is not glued to the pages (there is a gap), a single-sided piece of tattletape can be inserted inside the spine using the metal wand.
        • Be sure the tattletape's sticky side is facing the book pages (spine) and not the cover.
      • Otherwise a double-sided piece of tattletape should be put between two pages in the back half of the book, as close to the spine as possible.
      • Hunt items (not including Bookbot items) have an RFID tag rather than tattle tape. There is a separate page to describe the process of adding RFID tags. RFID Tagging Books. RFID Conversion Station Software Configuration. Encoding and Blanking an RFID Tag.
    • Textbooks: Items which are flagged as Textbooks have an additional marking step. If you are not familiar with the process, ask a supervisor.
    • Other media will generally not get tattletape nor stamped. There are some NCSU stickers to be be placed inside the case of any video discs that come through Marking.
  • Deliver items – When marking is complete, all items should be routed to their final destination.
    • Rush items should be packaged separately by destination library (i.e. all Design Library Rushes in one container) and marked with their destination and "Rush"
      • Interoffice envelopes can be used for single items, larger, fabric envelopes for multiple item, or bins or boxes for many items.
      • Frequently Rush items will need to be delivered to a location other than their owning library (An item marked for NRL might be being picked up by a patron at Hill, for example). Check Rushes for any paperwork indicating that they be needed at a location other their owning library.
    • Large number of Non-rush items for branch libraries should be placed in bins brought up from mailroom. (Design specifically) 
    • Smaller number (under 10) of Non-rush items for branch libraries can be placed in the appropriate bin by the door to the book room.
    • Hunt and Bookbot items can be placed on the Hunt/Bookbot cart in the book room and taken down to the bookbot whenever there are enough items to merit a trip (However Rush items should be taken down the same day that they are processed).
    • The bins shown in the picture below, are primarily for Serials items and should not be used for Monographs on a regular basis.