- A.Introduction
- B. Preparing Box labels
- C. Preparing Folder labels
- D. Printing Box and Folder Labels
- E. Printing Register Labels
- F. Printing Accession Labels
- G. Creating labels for miscellanies

V.A. Introduction

V.A.1. There are two label programs in Edix: one for box labels, one for folder labels. Both programs use for input the box-and-folder list after the "rip" macro has been run on it and the result written to [name].rip

V.A.2. Although most of the necessary information is taken from the box-and-folder lists (.box file), some is supplied manually.

V.A.3. After you run the programs as outlined below, you will open the label files in Microsoft Word to finish creating the labels with a set of label programs written for Word.

V.A.4. Register and accession labels are created directly in Microsoft Word, through another label program.

V.A.5. For labels for miscellanies entered in the DBText Miscellany Database, see Creating Records for Miscellany Items in DBText.

V.A.6. NOTE ABOUT PRINTING: All labels MUST be fed through the printer from the top, drop-down tray on the front, and out onto the drop-down tray on the back. Otherwise there is the danger of labels peeling off and sticking to the inside of the printer en route, disabling the printer.  

V.B. PREPARING BOX LABELS

V.B.1. Open an unnamed file: edixit

V.B.2. Invoke the first macro: alt-v box

V.B.3. Fill in the prompts for title, call number, and name of input file.

                        .asg title
                        .asg call
                        .asg name

The title should be capitalized regularly (e.g. Richard Wright Papers).
The call number should be in all capitals (e.g. JWJ MSS 3).
The name is the name of the file with no extension (e.g. wright).

V.B.4. Invoke the second macro: alt-v boxit

    The labels are written to the file: [name].bxl

V.B.5. The labels can now be opened and modified within Microsoft Word in preparation for printing. See below for printing instructions.

    Note: Two labels per box will be prepared when the series is "Oversize".

V.C. PREPARING FOLDER LABELS

These are general instructions for most finding aids.

V.C.1. Open an unnamed file: edixit

V.C.2. Invoke the first macro:

alt-v
fold

V.C.3. Fill in the prompts for title, call number, and name of input file.

                        .asg title
                        .asg call
                        .asg name

The title should be capitalized regularly (e.g. Richard Wright Papers).
The call number should be in all capitals (e.g. JWJ MSS 3).
The name is the name of the file with no extension (e.g. wright).

If necessary, change the default value of container:

                  .asg con Box Folder

(You would do this, for instance, in a miscellany file, in which the values are "Grp" and "Item".)

V.C.4. Invoke the second macro:

alt-v
foldit

The folder labels are written to files named [name].f[nn]. Because the quantity of labels can be large (3 times number of folders), they are written to a sequence of files, each containing about 500 labels:

                        [name].f01
                        [name].f02
                        [name].f03
                        [etc.]

V.C.5. The labels can now be opened and modified within Microsoft Word in preparation for printing.   See below for printing instructions.

Note: Only one set of labels will be prepared for a span of folder numbers when the folder description is one of the following:

                Empty folder
                Empty folders
                [Material in need of conservation]
                [material in need of conservation]

The entire span of numbers will be stated on the one label.

V.C.6. The default of 3 labels per folder (left, middle, right) may be changed by adding an assignment statement to the prefold.wrk file before the edix macro "foldit" is issued. The assignment takes the form:

 
                  .asg combo [pattern]

where [pattern] is one of the following:

lmr    -left, middle, right (the default: need not be stated)
l        -left
lm     -left, middle
lr       -left, right
mr     -middle, right
m      -middle
r       -right

e.g.

               .asg combo lm

V.D. PRINTING BOX AND FOLDER LABELS

V.D.1. Run the edix macros to produce the label files for the collection, as described above.

V.D.2. Note the directory and file name of the label files.

V.D.3. Open Microsoft Word.

V.D.4. From the tool bar, choose "Labelling", and from the drop-down menu, choose "Label Prep".

V.D.5. Click the "choose file" box, navigate to your label file (.bxl or .f[##]), and click to open.

V.D.6. The appropriate box will be highlighted: "Process Folder Labels" if the file you chose has the extension ".f[##]", or "Process Box Labels" if the file you chose has the extension ".bxl". Click the box.

V.D.7. Click "ok" at the prompt telling you where the interim file is stored, then exit the label prep box.

V.D.8. From the Tools Menu, choose "Labelling" again, and then choose either "Box Labels" or "Folder labels," as appropriate.

NOTE: if you get an error message when you try to run the box label macro, change the name and extension of the .bxl file to lower case text, and prep the file again (step 4).

V.D.9. When prompted by the conversion option dialog box, select MS-DOS Text. When the macro is finished, the only file open will be the label file itself.

V.D.10. Save the file to retain the formatting created by MS Word. It will be named Labels1, Labels2, etc., so rename it as you save it.

e.g. save as "wrightfl1.doc" or "wright folder labels1.doc"

V.D.11. Proof the label file.

Troubleshooting note: after the macros are done, search each label file for ".fi" and replace it with nothing. 

V.D.12. Print the labels. Load the laser printer with the appropriate label stock: box labels or folder labels. REMEMBER: USE ONLY THE FRONT DROP-DOWN LOAD TRAY FOR LABELS. Partially-used sheets should be saved as they can be reused.

V.E. PRINTING REGISTER LABELS

V.E.1. Open Microsoft Word. From the Tools Menu, choose "Labelling", and from the drop-down menu, choose "Register Labels".

V.E.2. A form will appear. Fill in the appropriate information:

For "filing title" input the name under which the reference copy of the register will be filed.= (e.g. "Wright" for Richard Wright Papers).

For "spine title," enter name in inverted order. See Chapter VII of the Archival Processing Manual for more information about the spine title. Output will automatically appear in all caps.

For "Oversize box #", input the actual box number(s), not the number of oversize boxes. The program creates a label for a shelf dummy.

V.E.3. After you click "OK", the label file will appear. (The second front label is for the curator's copy. The spine label is for the reference shelf copy.)

V.E.4. Print the labels. Load the laser printer with the register label stock. REMEMBER: USE ONLY THE FRONT DROP-DOWN LOAD TRAY FOR LABELS. Partially-used sheets should be saved as they can be reused.

V.F. PRINTING ACCESSION LABELS

V.F.1. Open Microsoft Word. From the Tools Menu, choose "Labelling", and from the drop-down menu, choose "Accession Labels".

V.F.2. A form will appear. Click the appropriate boxes and input the information, following the content standards outlined in the Accession Label Guidelines.

The text "Accession number" or "Date acquired" will appear automatically on the label.

The text "Gift of," "Purchased from," or "Transferred from" will appear automatically on the label. If you have chosen "Other," only the text "Other:" followed by what you have typed in the box will appear.

If you are creating labels for more than one accession, do not click "OK" until you have entered the information for all accessions. After inputting the information for each one, click "another label," and then when you have input the information for the last accession number, click "OK".

V.F.3. Print the labels. Load the laser printer with register label stock (which is also used for accession labels). REMEMBER: USE ONLY THE FRONT DROP-DOWN LOAD TRAY FOR LABELS. Partially-used sheets should be saved as they can be reused.

V.G. CREATION OF LABELS FOR MISCELLANIES

(which use the "Group / Item" numbering system)

[NOTE: as of July 2002, labels for new miscellany items are created through the DBText Miscellany Database.]