Page Comparison

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Processing the new key card

1. Use the staff station computer at the Circulation Desk. This is where Turn on the PT-P700 Brother Label Maker is located. 
2. Turn on the label maker
3. Open the Brother Label Maker Application. I usually find it in an Explorer window under "This PC"
   1. You may need to install the label maker as a printer the first time you do this.
   2. Make sure the label maker is turned on first.
4. Click the file folder icon at the top of the screen once you open the application.
5. Browse
6. Open P-Touch Editor. There is a shortcut on the desktop.
7. Click "Open" to open a file. Most can be found under the Recent Layouts tab.
   
   1. For Classroom key cards select "Classrooms Template" for the front of the key card and "Classroom-Tech Guide Url" for the back of the key card.
   2. For Study Rooms, select "Study Room Template small" and "Replacement $25" (There are usually extra copies of this second label already printed.)
   3. For Research Rooms, select "Research Room Template small" and "Replacement $25" (There are usually extra copies of this second label already printed.)
8. If you can't find the file you need, search the Computer tab and browse the Shared drive until you find the correct template.
   1. S:>Shared>LEAD>Circulation>Label Maker Templates
9. Edit the label as needed.
10. Check the printer to make sure you have the correct color and type of label. 
    1. Key Classroom key cards use the .96" label rolls. All others use the .47" label rolls
    2. White for copy 1 of study rooms and research rooms
    3. Blue for copy 1 of classrooms (including Grad Commons classrooms)
    4. Yellow for copy 2 of all rooms.
11. Click print and wait for the label to come out.
12. Close the program. Do not save changes. Too many saves will corrupt the file.
13. Trim excess to fit onto the key card.
14. Place a room label (i.e. 1842) on the upper front of the new key card. Check key card. Below it place the replacement cost sticker". Check existing key cards for the orientation of labels on the key card.
15. Place a new barcode on the lower front of the new key card

Updating

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Barcode Records

The key code barcode will need to be updated in both Alma and Open Roomthe Circulation desk spreadsheet. Because there are two copies of each room key, you want to make sure you change the correct item record. This is why you hang on to the old key card until the very end of this process.

Alma

1. Scan the old key card's barcode for a physical item search to bring up its item record in Alma.
2. Take a minute to look at the status of the item. Is it "In place" or something else?
3. Click on the barcode hyperlink which will take you to the item edit screen.
4. Delete the old barcode number.
5. Scan the new key card barcode. The record should automatically save once you scan the barcode. If it doesn't, click save and exit the item record.

Google Spreadsheet

1. Click the field with the barcode for the appropriate key card
2. Delete the information in the field
3. Scan the new barcode. It should autopopulate the field with the new number
4. Verify the numbers match
5. Save and exit

Wrapping Up

Now you can put a black line through the barcode on the old key card. You can throw away the old key card. Put the new key card in the drawer at the Circulation desk.

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