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3-2004

Thermal-Transfer Printing: A Better Way to Print Library Labels

Cheryl D. Walters Utah State University

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Recommended Citation Walters, Cheryl D., "Thermal-Transfer Printing: A Better Way to Print Library Labels" (2004). Library Faculty & Staff Publications. Paper 9. https://digitalcommons.usu.edu/lib_pubs/9

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Thermal-Transfer nology developed and tested by com- using a stylus pen and library hand, a panies and businesses—thermal- standardized form of handwriting Printing: A Better transfer printing. taught to aspiring librarians in Way to Print As described in this article, Utah library courses. While this method State University Libraries (USUL) created durable text on the spine, its Library Labels uses thermal-transfer printing to legibility depended on the vagaries print better labels via a system com- of handwriting skills while its accu- bining thermal-transfer printing racy depended on the diligence of the Cheryl D. Walters technology with an electronic pro- writer. Superceding the stylus, type- gram that formats and prints data written labels improved legibility by Thermal-transfer printing, a technology directly from the library online cata- adding the consistency of a typewrit- borrowed from the manufacturing sector, log. Because a program instructs the ten font, but unfortunately suffered offers libraries a flexible method for print- printer how to print the label, the the same potential for errors as their ing durable, accurate, legible, and attrac- possibilities for variations in font, predecessor along with introducing tive labels that reliably adhere to most book format, and functionality are virtu- new flaws: a tendency for the text to surfaces. When guided by an electronic pro- ally limitless. The program automati- fade and the label to peel over time. gram customized to meet a library’s partic- cally sets font type and size Another promising method yielded a ular needs, a thermal-transfer printing according to data length, moves data very durable label. The Selin label system offers virtually limitless variations around on the label, translates codes used heat to cook the label onto the in font, format, and functionality. It can into text, prints batches of a single book but proved inconvenient, print labels directly from the online catalog, label with or without incrementing expensive, labor-intensive, and not thereby guaranteeing that call numbers on enumeration, and prints label sets, very attractive or flexible.1 Dot-matrix labels match what patrons see in the cata- among other things. printed labels, while easy to create, log. This article explains thermal-transfer USU’s printing system was cre- suffered from various shortcomings printing and how it compares with other ated in 2000–2001 in collaboration associated with inked-ribbon tech- printing technologies, briefly explores between USUL and a label vendor, nology (misalignment, dried out rib- applications in both the manufacturing and Computype. Shortly afterward, the bons) as well as text that smeared or library environments, and describes in label vendor worked with the online faded and label stock that was only detail how Utah State University Libraries catalog producer Dynix to make this as good as the adhesive used. While and a few other libraries use it to improve printing technology available to font adjustments were possible, they the accuracy, appearance, and durability of other libraries. Several other were not easy to effect, usually their spine labels. libraries’ printing systems also are requiring multistep routines.2 More briefly described in the following recently laser printing—with its crisp It is no secret that libraries often paragraphs. Because of the flexibility letters, flexible fonts, and word-pro- make use of technology first devel- of these thermal-transfer printing cessing capabilities—showed great oped and tested in the business and systems, each library’s setup and initial promise but then disappointed manufacturing sectors. A well- experience is different. with text that smeared and label known example of this borrowing is stock that eventually peeled and only bar-coding technology; a more recent came in inconvenient sheets of fifty- but lesser-known example is the Background six labels.3 All of the above printing automated storage and retrieval sys- methods shared a certain potential tem (robotic retrieval of densely Like many libraries, USUL has for errors in call numbers and other stored materials) being incorporated searched a long time for a way to effi- text because labels did not print in some of the newest library build- ciently print attractive, legible labels directly from the online catalog’s ings. Now libraries have another that endure rather than fade, smear, item records where users see the call opportunity to capitalize on a tech- or simply fall off the book throughout numbers. Call numbers displayed in its years of use. Providing such labels the online catalog were thus not seems simple, and yet all of the dif- guaranteed to match the call num- ferent ways of creating library labels bers printed on spine labels, a seri- that were tried in the past proved ous, persistent problem that resulted Cheryl D. Walters ([email protected]. usu.edu) is Head of Cataloging at Utah unsatisfactory in one way or another. in books that were misshelved or State University, Logan. Graphics for this In the early part of the twentieth missing. article were created by Nathan Walker, century, USUL, like many others, During more than one hundred Systems Administrator, Utah State manually wrote call numbers and years of operation, the libraries at University Libraries. other vital elements on book spines USU tried all of the aformentioned

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traditional label-printing methods ■ the ability to translate the ity of the new thermal-transfer print- with unsatisfactory results. Indeed, if library’s various location and ers with their varying font sizes elim- one walks through Merrill Library’s collection codes into under- inated the need to stock many long stacks of books, label inadequa- standable label headings; different label sizes and reduced cies are clearly evident: labels faded ■ affordability; and label wastage by 90 percent. so badly they can hardly be read, ■ label stock that adhered well to labels peeling off the spines, and most book surfaces. fonts that are difficult to read. For a Thermal Transfer number of years, typewritten, dot- To meet these numerous criteria, versus Direct Thermal matrix, or laser labels were covered a printing technology that manufac- with a clear layer of glue to help turers used extensively but which There are actually two kinds of ther- labels adhere to the book. But this libraries had only recently discov- mal printing: thermal transfer and was messy and time-consuming; ered was selected: thermal-transfer direct thermal. Both use a thermal while the label lasted longer, it often printing. The proposed system printhead containing two hundred to originated with print that was too would use a second small component six hundred heating elements (dots) light or contained typos, depending called a LabelMorphor to integrate per linear inch (dpi), but while direct on the label creator and type of the thermal-transfer label printer thermal applies the heated print head printer. More recently, label protec- with the library’s online catalog. directly to chemically treated paper, tors replaced glue but also added thermal-transfer printers apply the another cost to the process. printhead to a ribbon that transfers What Is Thermal- the image or text to the label material Transfer Printing? (called a substrate).7 Thermal-transfer Desired Specifications printing has several advantages over Thermal-transfer printing found direct-thermal printing. Printheads In 2000, as Head of Cataloging at wide acceptance in Japan about last much longer in the thermal-trans- USUL, the author began working twenty years ago because of its flexi- fer process because the ribbon serves with the bar-coding and labeling bility in printing complex kanji char- as a buffer between the label and the company Computype to design a acters.5 About eight years ago, United printhead. While thermal-direct print- label-printing system driven by an States companies discovered its use- ers have the advantage of not requir- electronic program based on the fulness in printing compliance labels ing ribbons, they are limited to special library’s needs and specifications.4 and bar codes, especially for situa- chemically treated paper, whereas The following desired attributes were tions where printed labels were thermal transfer permits a wide vari- specified: exposed to harsh manufacturing or ety of label materials such as paper environmental conditions. Avon and various synthetics, including ■ the ability to print from any Corporation, the well-known cos- vinyls (polyolefin, polyethylene, poly- workstation; metic company, moved from inkjet propylene, polyvinylfluoride, etc.). ■ low-maintenance equipment; printing to thermal-transfer printing Unlike direct thermal’s chemically ■ dark, crisp print; to improve its inventory tracking. It treated paper that fades as it ages or ■ the ability to print either single integrated Zebra IOSS thermal print- blackens when exposed to heat or or paired labels, without wasting ers into its warehouse-management sunlight, thermal-transfer materials labels; system and production lines. An can endure even harsh environmental ■ text that would not smear; Avon packaging-quality engineer conditions such as extreme heat, cold, ■ a font that would clearly distin- reported that the use of bar codes and and moisture. Fortunately, libraries do guish between all letters and the new printing system expedited not require the endurance of Kapton numbers; the flow of goods shipped and labels, which can withstand up to ■ a scalable font to fit the label, reduced errors. “We know we have 1,000 degrees Fahrenheit (but only for automatically increasing or less chance for errors since the sys- a few seconds) and are used for diminishing according to the tem requires less data input,” he printed circuit-board production. length or width of the call num- said.6 Another company, Selectron Instead, libraries can use a less expen- ber; Corporation, switched to a high-reso- sive material such as polyethylene ■ the ability to print directly from lution thermal-transfer printer to that is of moderate stiffness, yet flexi- the item record in the online cat- print tiny circuit-board labels. The ble enough to curve and adhere to a alog to ensure that the label on labels had to withstand high temper- book spine. the book always matched the call atures and a water bath as part of the Thermal-transfer printing also has number in the online catalog; manufacturing process. The flexibil- distinct advantages over more popular

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printing technologies such as impact become accustomed to the noise and labels of 2.8-mm white polyethylene (dot matrix), laser, and ink-jet printing. those who work in far-flung areas of in continuous rolls of one thousand While multipart forms require impact the department benefit from hearing labels. The adhesive on this label has printers, these break down more, the confirming sound of the printing a very aggressive initial tack (it sticks require ribbons that are subject to dry- in operation. An especially critical well when first applied) as well as a ing out, provide poorer image quality, feature to check when considering a good chemical bond that develops and are limited in the materials on printer is whether it can provide the subsequently. At 1.1 mm, it is thicker which they can print. Laser and ink jet desired font type, size, and scalability. than a normal adhesive, giving better printers likewise provide poorer adhesion to books with a textured image quality, less durable print, and surface. According to Computype, fewer label-material options than ther- The Font the rubber-based adhesive has been mal-transfer printers. Ink jet printers age-tested with good results; it is the have the further detriment of taking Finding a thermal-transfer printer same adhesive used at the library longer to print.8 that would support a suitable font with excellent results for an out- was difficult for USUL because sourced retrospective project in library staff had stringent require- 1997–98. The Printer ments. Of course attractiveness, scal- Previously, pairs of labels were ability (the ability to adjust size used, one 1" x 1.5" label for the spine When using thermal-transfer print- vertically and horizontally), and and a larger inside-label that pro- ing, print quality depends on the crisp, dark letters were desired. But vided the author, title, and call num- printer, the ribbon type, and the label another requirement was that all let- ber. Having these two different-sized stock, and how well these work ters and numbers be clearly differen- labels resulted in some wastage together. The printer’s printhead con- tiated, especially the letters i versus l when only a spine label (without the trols the resolution of the print which versus the number 1, the upper case inside label) was needed. By taking is measured in dpi (dots-per-inch) or B versus the number 8, and the lower advantage of font scalability, the size dots/mm (dots-per-millimeter). On case b versus the number 6. Clearly of the font was reduced and the the low end, thermal-transfer printers differentiated characters are critical printing turned sideways (land- have a resolution of 203 dpi or 8 for getting books reshelved correctly. scape) so author, title, and call num- dots/mm (for example, Allegro 2, After a few months spent evaluating ber could fit on the same 1" x 1.5" Sato CX200, Zebra 160S). Printers in font samples provided by the vendor, label used for the spine (figure 1). the mid-range offer 300 dpi or 12 the process was reversed, sending Another element—the bar code— dots/mm (for example, Datamax’s the vendor several fonts that were was added, and it was discovered DMX- I-4308, Zebra 105Se). Recently known to work and asking them to that the printer could print a Sato released a new ultra-high resolu- find a printer to support them. The scannable bar code on the former tion thermal-transfer printer, the company found a printer, the Zebra inside label, thus making this second M84pro, with a resolution of up to 105SE, that supported the most label useful for inventory purposes. 600 dpi or 24 dots/mm.9 USU desired font, Century Schoolbook. With this in mind, the decision was Libraries’ Zebra 105Se has 300 dpi made to move the inside label to the resolution, which has been found to outside back cover of the book to be very satisfactory. One of the label The Label facilitate inventory scanning. formats includes very small text and a small bar code; even at this size, the Selecting a label stock involved find- text is quite legible and the bar code ing an appropriate durable material scans with no problems. An easily and an adhesive well suited to book Creating a Formatting overlooked thermal-transfer printer surfaces. Since the company special- Program attribute that ought to be considered ized in creating labels and bar codes, is the amount of noise it produces as there were no limits in the choice of Working with Computype’s pro- it prints. McClean pronounces ther- different label stock and adhesives. grammer via phone and e-mail, spec- mal printing “silent” compared to An adhesive was selected that chem- ifications were created to manipulate other printing processes, though ically bonds with book surfaces data from the library’s online catalog USUL’s experience belies his asser- within twenty-four hours. The deci- so that it formatted and printed cor- tion.10 The Zebra 105Se produces sion was made to use Computype’s rectly on the label. Data streams gen- quite an aggravating screech, espe- TS503 label stock. A custom-order erated by the online catalog’s cially when printing a long string of version of this label stock was print-label command were captured labels. However, library staff have requested, consisting of 1" x 1.5" and sent to the programmer to ana-

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lyze. A data stream is simply the elec- as the printer’s program specifica- to final testing was about eight tronic message sent from the online tions. The company ran the program months; cost for the programming catalog to the printer telling it how to through its own testing regime and work was $1,700. Later, after using the format the label and what data to then sent the library an EPROM chip program for a while, it was felt a print. To generate these, an item that was installed into the batch-printing feature needed to be record was called up in the catalog, a LabelMorphor for a test run. The added; the library contracted with the label was formatted using regular EPROM chip is the brain behind the company to add this enhancement for database commands, and then thermal printer; it contains the elec- an extra fee of $250. instead of choosing a printer to send tronic program that transforms the the data to, “Generic, Text Only” was data in the online catalog data stream selected and the data was saved as a into the desired label format. Library Batch Printing file that could be read using Notepad. staff tested it for a month or so, These were then sent off to the pro- requesting two programming changes The batch-printing enhancement grammer as e-mail attachments. that were accommodated simply by enables more than just batch print- During a dialogue with the pro- the company mailing new EPROM ing; it also can automatically incre- grammer that lasted several weeks, chips that staff installed with no prob- ment the volume enumeration system-printing parameters were lem. Total time for development of (volume 1, volume 2, and so on). On adjusted in the online catalog as well this printing system from its inception the volume-enumeration line that normally contains volume text such as “volume 1,” the word “BATCH” is entered followed by a space, colon, space, and then a number indicating the desired number of labels. To increment volume enumeration, ++ is appended to the volume number (figure 2). Thus, to create ten labels for volumes 1 to 10, the statement: BATCH : 10 : v. 1++ is used. The pro- gram accommodates multiple levels of volume enumeration, but only the last level changes numbers incremen- tally. So, for volume 1, parts 1 to 3, the statement reads: BATCH : 3 : v. 1, pt. 1++ . To generate one hundred labels that were exactly the same, the statement is simply: BATCH : 100.

Other Functions

In addition to providing batch-print- ing capability, the printing system gives options such as a choice of print- ing spine labels alone or paired with accompanying back-cover labels (fig- ure 3). To maximize font size, the printer uses a fairly large default font size, but if any line in the call number exceeds six characters, it automati- cally reduces the font for the entire call number. Extra long titles and author lines automatically wrap Figure 1. The one label format in the online catalog generates the two different labels around. The program translates the above. The period (.) in the second line of the Print Spine Label box instructs the printer to library catalog’s location codes into leave the collection area of the label blank. readable headings. For example, the

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location code “me” would generate the text “MERRILL” at the top of the label to indicate that the Merrill Library housed the item. Likewise, collection codes are translated into recognizable collection names using the online catalog’s label parameters. The location code “me” and collection code “mref” for reference books in the Merrill Library, for example, cause the label to print with the location “Merrill” on the top line and the col- lection “Reference” on the second line. The thermal-transfer label print- ing system has worked flawlessly in the two years it’s been in operation. Staff can print labels from any loca- tion in the library because the printer is accessible via the library network. The labels are consistently clear and dark. They stick so well to most book surfaces that there is rarely a need to use label protectors. Several online catalog upgrades, one of which was very substantial, have occurred, with no adverse effect on the printing capability. Each label order includes printer ribbons and cleaning solution. Thermal printers should be cleaned every ribbon change to avoid prob- lems such as unwanted lines and Figure 2. Adding instructions to print a batch of nine labels beginning with volume 1 and blank spots caused by dust on the ending with volume 9. platen or printhead.11 Unlike dot- matrix printer ribbons, thermal-trans- fer ribbons neither dry out nor do they blacken fingers as they are changed. Because ribbons come with the labels and there is no longer a need for label protectors, ongoing label costs at the library are actually less than with the old dot-matrix printing system. Label stock, com- plete with ribbons and cleaning solu- tion, costs 3.6 cents for each pair of labels; fifty thousand labels are ordered at a time to obtain this low price. By contrast, the former label stock entailed the following costs: 3.8 cents per pair of labels, plus 2.9 cents for a label protector, plus ribbon costs, for a total exceeding 6 cents per pair of labels. According to Computype, an economy version of this system Figure 3. Deleting lines 3 to 5 from the label format instructs the printer to omit printing a has been developed for smaller back cover label.

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libraries that have less demanding their Dynix module during the regu- libraries looking for a way to create label requirements and workloads as lar cataloging process. While loading legible labels that both look good and well as smaller budgets. The technol- ribbon in the big Zebra printer used endure. While requiring some initial ogy is the same but a smaller, lower- by USUL is an easy task, apparently it investment of time and effort to resolution printer is used. is not so easy for the smaller printer, design and write a program to fit each Based upon the success of this col- according to Jerry Meyer of Davis library’s unique needs, the addition of laborative venture, Computype County Library; he would prefer to a programmable LabelMorphor to worked with the library’s database have the ribbon provided in a car- interpret and format data from an producer Dynix to make this labeling tridge for easier loading. online catalog results in a highly cus- system available to all Horizon and Orem Public Library in Orem, tomizable printing system that will Dynix database users. Other database Utah, has designed an especially print accurate, legible, and attractive producers Computype has worked sophisticated system that accommo- labels. While this article focuses on with include TLC, Innovative dates about twenty-five different libraries using a customized program Interfaces, Inc. (III), and CARL label formats for their various collec- to integrate label printing with their Systems, Inc. (CSI); it currently is tions and media types. Because of the online catalog, other off-the-shelf working on projects with Sagebrush, complexity involved, it took about options employing thermal-transfer SIRS Mandarin, and SIRSI. Each three months to design and program printing exist such as TAGPRINT library gives its own twist to its print- their system. But the time was well PRO or Label Matrix, both of which ing system. One library prints labels spent: they now can print 160–250 advertise that they work with using three different colors of label labels in ten minutes compared to Windows and support thermal-trans- stock. It has three identical printers only twenty to forty labels using their fer printers.12 A search of the Web for lined up side-by-side with different old system. Once they have their companies offering thermal-transfer colors and sizes of label stock. The printing system networked, they printing equipment and services LabelMorphor reads the data stream, expect the process to be even faster. yields many sites with useful informa- determines which printer needs to be They use an electronic switchbox tion.13 Whether a library is looking for used, reformats the data per the with two printers, one of which uses a a turnkey printing system or one cus- requirements of the library, and then 1.5" x 1.0" label while the other uses a tomized for its use, thermal-transfer sends the data through an electronic 2.5" x 0.75" label. When the cataloger printing is an option worth exploring. switch box that directs it to the correct creates a label for a book, she or he printer. All of this happens in less decides which label size is needed, than a second. Another library creates depending on the size of the spine. If References and Notes a three-label set for their books using the regular spine label is too large for this same system. Its LabelMorphor the book, the text is sent to the other 1. Don Samdahl, “Automated Spine creates all three labels simultaneously printer with narrower label stock. Labeling at the University of Alabama from one data stream coming from Text prints onto this narrower label Libraries,” Library Software Review 11, no. the online catalog. using landscape mode so that the 1 (Jan./Feb.1992): 13–15. Article describes Davis County Library in Utah entire call number will fit on the label Vernon’s Label Printing Software using a uses a smaller, more economical Zebra in such a manner that the label will dot-matrix printer to print using OCLC’s printer. As one of the first Dynix users run along the spine rather than across s14 or s16 functions. Details problems using Selin labels as well as printers with to install this thermal-transfer print- it. This flexibility has greatly reduced platens. See also Kathy Fladland, “Using ing system, it took the library more the need to put call number labels on CAT ME Plus’s Label Module with SE- than a month of working with the front or back of the book due to LIN Labels,” OCLC Micro 7, no. 4 (Aug. Computype programmers, sending lack of spine width. Audio-visual 1991): 29–34. Article describes using the data streams and label samples back labels use the same printing system. CatME program with Selin labels; and forth, to set up the system. After The LabelMorphor interprets the data includes description of the Selin labeling making some program adjustments stream coming from the online cata- process and the problem of wastage. and figuring out how to load and log to determine the type of item and Another article that describes a locally operate the printer, they are pleased type of label based on the preset for- designed program for producing Selin with the system and claim it has saved mats created by the library. labels directly from bibliographic records is John Duke, “Sprint: A Microcomputer them “a surprising amount of work.” Program for Producing Call Number Previously, staff were using a second- Labels,” Information Technology and ary program that necessitated extra Conclusion Libraries 10, no. 1 (Mar. 1991): 61–67. steps in their workflow to enter and 2. Emily Badertscher, “Yellow Bricks: print out labels; now they just “spit Thermal-transfer printing technology Combination Lettering on Label Sets them out” using print commands in is an affordable, effective solution for Using PASSPORT,” OCLC Micro 8, no. 6

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(Dec. 1992): 29–30. Article describes setup “Demand Heats Up for Thermal-Trans- can Printing Converters’ Web site (www. and procedures for producing double- fer,” Business Forms, Labels and Systems 39, apclabels.com/TTRibbonProductInfo. high letters using a dot-matrix printer no. 11 (Nov. 20, 2001): 66–68. Also, ID htm). with OCLC PASSPORT. Technology’s Web site provides case histo- 9. Simon Roberts, “New Heights for 3. Z. Kelly Queijo, “Getting Out of a ries of thermal-transfer printing applica- Printing Quality,” Frontline Solutions (Pan- Sticky Situation: Label Software to the tions including a pottery company’s UPC European ed) 12, no. 2 (Mar. 2002): 33. Rescue,” Library Mosaics 2 (May/June labels; a book-distribution facility’s UPC 10. McClean, “Advances in Thermal- 1991): 19. and EAN bar code labels (they moved Transfer Printing Technology,” 188. 4. See Computype’s Web page. from laser to thermal-transfer labels, 11. “Getting the Best Out of Your Ther- Accessed Jan. 20, 2004, www.computype. reducing label generation and application mal-Transfer Printing System,” Automatic com. costs from $.06 per book to $.028 per I.D. News 14, no. 4 (Apr. 1998): 26–27. 5. M. D. McClean, “Advances in book); a fragrance packager’s switching 12. TAGPRINTPro (www.connectworld. Thermal-Transfer Printing Technology,” from a two-label system of applying secu- net/bulkcable/identification4.html); Label Surface Coatings International 77, no. 5 rity tags and UPC labels to a system that Matrix (www.barcodes.com/htmlprod/ (May 1994): 186–88. could print UPC codes directly onto a class?83.html). 6. Sidney Hill, “Shedding Old security label in one step, providing a 137- 13. For example: Bar code Logics Labels,” Manufacturing Systems 14, no. 8 percent return on investment for this auto- (www.barcodes.com); Computype (www. (Aug. 1996): 22–32. For other descriptions mated system; and thermal-transfer labels computype.com); Electronic Imaging about manufacturing and business appli- used by a meat processor for inventory Materials (www.barcode?labels.com/ cations of thermal-transfer printing, see: tracking and shipping. pagelib.htm); Label Match (www. Janet Endrijonas, “A Total Solution,” Man- 7. Several Web sites offer detailed labelmatch.com); Label Specialties, Inc. ufacturing Systems 14, no. 1 (Aug. 1996): 44; descriptions of thermal-transfer printing (www.labelspec.thomasregister.com); Richard Babyak, “Getting Tough,” Appli- technology. See E-Labeling LLC, (www. Lancer Labels (www.lancerlabels.co.uk); ance Manufacturer 51, no. 3 (Mar. 2003): e-labeling.net/FAQ.htm) and American Product Identification, Inc. (www. 33–34; David Cartlidge, “Personalizing Printing Converters (www.apclabels.com/ prod-id.com/thermaltransfer.htm). and Identifying Products with Instant TTRibbonProductInfo.htm). Decals,” Ceramic Industry 152, no. 10 (Sept. 8. For a chart comparing thermal 2002): 30–33; and Maggie DeWitt, printing with other printing, see Ameri-

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