A. Barcodes and Barcode Readers
A. Barcodes and Barcode Readers
Introduction
The Theatre Inventory Database is designed to accept input from Barcode scanners. If you have printed your inventory tags with a barcode you may enter the Tag ID # (coded into the barcode) at any place where you set the cursor.
Add a New Equipment record with Barcode Scanner
To create a new equipment record using the barcode scanner - click on the "Add Record" button. A dialog box will appear that allows you to enter the ID # or use the next available ID#. The cursor should be in the field for "Enter New Number". Just point to the barcode on the tag and scan the code. The barcode number should appear in the field.
Equipment Check-Out
To check out equipment to an organization or individual Open the Checkout or Rental form, select the Organization or person's name and place the cursor in the drop-down box under the words "Tag ID #". Scan the barcode and the Tag ID # will appear in the box. Move to the next record and scan the next code for the next equipment item to be checked out.
Quick Equipment Check-In
On the Quick Check-In form, place the cursor in the "Enter Item (Fixture, Sound Equip, etc) Number". You may scan many items one after the other and they will automatically be checked in and listed below. If you have any comments to make regarding the item returned (i.e. damage or missing parts) you can enter them at this time by placing the cursor in that field. Once the comments are entered you will need to place the cursor back in the "Enter Item Number" box to proceed with the barcode scanner.
Looking for a Barcode Reader
If you have inventory tags or labels with barcodes you will need a barcode scanner/reader to read the codes quickly. This is especially useful for checking costumes in and out. Several customers have asked about where to get barcode scanners. We sell 2 types of Barcode Scanners in our store (www.costumeinventorystore.com). They are generally not available in office supply stores but are in electronics store like Fry’s Electronics or online. Most any USB or wireless scanner will work as long as they are not Point-Of-Sale scanners.
We recommend both of these scanners: The Adesso NuScan 2100 U - for a durable, wired scanner. The 2100U has a 5' cable that plugs into the USB port. The TaoTronics Wireless scanner has a small connector that plugs into the USB port. (www.costumeinventorystore.com)
You can also look up B&H Photo and look for Barcode Scanners. They have a good selection and very competitive prices.
Here are a few things to consider:
1) Cost - the cost of scanners can be between $39 and $200 (for wireless). The less expensive scanners can have fewer options - such as turning down the sound (how loud does it beep?) - or how to set the auto on/off features. The more expensive ones have more features and will be more durable. If the cord gets too worn it will lose it’s connection. Scanners are small and easily dropped. Look for a scanner that has a 5' drop tolerance. (both our scanners have a 5' drop tolerance). I like the $75 to $100 scanners.
2) Shape - everyone is different in how they like to hold a scanner. There are pistol grips and over-hand styles. It is a good idea to try to find one in a store and see how you like holding it. For a large inventory project you may be holding a scanner for a very long time so it is good to find one that is comfortable.
3) Stand - some scanners come with a stand to hold the scanner for you. The scanner is always on and you can pass a barcode under the scanner to read it. That might be OK for some things but not all as it will be hard to get a large piece of equipment under the scanner if it is on a stand. Most people opt to just hold the scanner while using it.
4) Wired / Wireless - Most scanners have a cord that goes into the USB port. You can also have a wireless model but is much more expensive. Wireless models work well if you have two people working the collection at once. One person can be at the computer to direct the cursor to the field they want. The other person can be 10 or 20 feet away in the collection or up a ladder and scanning the costume tags.
