Labels and records
How to Create Library Spine Labels
A spine label is the physical output of cataloging decisions. Its value depends on agreement with the catalog and readability on the shelf. Treat printing as a quality-control stage rather than the point where classification decisions are made.
Prepare approved data first
Confirm the class, filing mark, location, year, and any volume or copy information before creating a batch. Keep records with unresolved questions out of the print queue. A useful work tray has three statuses: ready to print, needs catalog review, and printed but awaiting application.
Use the single-item generator for a small number of checked records, or Bulk Labels for a batch of up to 50. The bulk form expects structured CSV fields, not a pasted list of arbitrary complete call numbers. It generates its own author mark, so first confirm that the generated mark matches the number your institution has approved.
Choose line breaks that preserve meaning
Keep each component legible: collection prefix, class, author mark, year, and item details should be distinguishable. A long class may require a different label width or font size. Do not remove significant digits to make the text fit.
For the fictional label REF / 025.3 / B556c / 2026 / v.2, compare a stacked preview with the record and then with the book’s spine. A generous layout on screen may still fail on a thin book. Prepare a local exception for narrow or fragile items instead of improvising differently for each one.
Calibrate with plain paper
- Select the actual paper size: A4 or 8.5 × 13 inches as supported by the tool.
- Set label width, height, gap, font size, and alignment to match your stock.
- Preview a few records including the longest label.
- In the browser print dialog, check paper size, scale, margins, and headers or footers.
- Print on plain paper, then hold it against the label sheet to inspect the top row and the bottom row.
- Adjust and repeat until the grid aligns, then load the label stock.
Do not assume that a screen preview guarantees printer alignment. Driver scaling, printable areas, and feed direction can all affect the physical result. Mark the feed edge on the plain-paper test so the successful setup is easy to repeat.
Check the finished batch
Count printed labels and match them to the source records. Check the first, middle, and last rows of the sheet for drift, clipped text, and missing lines. Then pair each label with the item before applying it. Similar titles are an easy source of swapped labels.
Record the successful paper and label settings in a local print note. Keep an untouched source export and the reviewed output so a later correction can be traced. When an item moves to another collection, update the catalog location and label together rather than treating the physical label as the only change.
Frequently asked questions
Why does the printout drift down the page?
Check scale, page size, margins, label height, and gap. Test alignment at both ends of the sheet.
Can I fit a long number by removing digits?
No. Adjust the layout or use an approved alternative label arrangement.
Does the bulk tool accept a complete approved Cutter directly?
The current form generates an author mark from the name fields. Compare it with the approved mark before printing.