Barcodes or QR Codes? What We Use at Plumfield—and Why
A fellow librarian recently asked us about book barcodes. He was already comfortable creating labels from a spreadsheet, but he was trying to decide which kind of code to print. His phone seemed happier scanning QR codes, while a handheld scanner looked like a better fit for traditional barcodes.
It’s a useful question to settle before labeling hundreds—or thousands—of books. Greta handles most of this work at Plumfield, and her answer comes from years of printing labels, scanning books, and figuring out which tools we can depend on during a busy library day.
The short answer? We use traditional barcodes. But that doesn’t mean every library should make the same choice.
Why we kept traditional barcodes
At Plumfield, we generate barcodes with an online barcode generator and incorporate them into our back-of-book library labels. We print these on shipping labels alongside our logo, phone number, shelving information, and other details.
When we moved from LibraryThing to Libib, we could have switched to Libib’s automatically generated QR labels. We chose not to for three practical reasons.
First, our favorite scanner reads traditional one-dimensional barcodes, not QR codes. That was a consideration, though it wasn’t the deciding factor.
Second, we still owned quite a few barcode stickers purchased from LibraryThing. We didn’t want to waste them.
Most importantly, we had already begun a substantial relabeling project. Our barcodes had previously lived inside our books, and we were moving to a system of front and back labels. By the time we changed software, we had invested considerable time and money in that work. Starting over with a different kind of code didn’t make sense for us.
Our decision was less about one format being superior and more about keeping a system that was already serving us.
The scanner matters as much as the label
Traditional striped barcodes are one-dimensional, or 1D. QR codes are two-dimensional, or 2D. Before purchasing a scanner, check which formats the particular model supports. Our favorite scanner, for example, cannot read QR codes.
We have used both a simple wired 1D scanner and a wired-or-wireless model that also reads QR codes. Each has advantages, but the simpler scanner has become our favorite.
Our everyday favorite: a wired 1D scanner
We have purchased these for our main library, branches, and intake volunteers. In our experience, they are affordable, quick, reliable, and remarkably sturdy. Greta particularly appreciates that hers has survived repeated drops.
The limitations are straightforward: it has a cord, and it does not read QR codes.
For our work, those limitations have been worth accepting in exchange for dependable scanning.
The more versatile option: a QR-capable scanner
The other model we have used can operate wired or wirelessly, reads QR codes, and comes with a stand for hands-free scanning.
Those features can be useful, but our experience has been less consistent. Bluetooth connections have sometimes required troublesome re-pairing. The stand can be unstable, and continuous scanning has been finicky. Greta also finds this particular scanner harder to aim than our simpler 1D model.
At the time of her comparison, it cost roughly twice as much as our preferred wired scanner.
These are observations about the models we have used, not a verdict on all wireless or QR-capable scanners. Still, they have taught us to value reliability over a longer feature list.
Test the phone workflow separately
A phone’s ability to scan a publisher’s ISBN barcode does not necessarily tell you whether your library app will scan your own copy-specific labels during checkout.
Greta has encountered this distinction in the Libib app: she could scan ISBNs to add books, but could not use the app to scan our library’s traditional barcodes for checkout. She had not tested that feature for several months when she wrote her response, so we would not present that as a statement about the app’s current capabilities.
Before committing to a label format, try it in the exact workflow you plan to use. Test adding a book, checking it out, and checking it back in. Use your actual phone or scanner, your software, and a sample of your intended labels.
A successful scan in one part of an app is not a substitute for testing the whole process.
Printing your own labels or buying them
We have used both homemade labels and purchased barcode stickers.
Printing our own allows us to combine the barcode with the other information we want on the book. Purchased stickers can also be useful. Greta found LibraryThing’s stickers economical, though their small printed numbers can be difficult to read by eye. Our scanners have had no trouble reading them. To use up our remaining supply, we placed those stickers on top of our larger back labels.
For Libib users, it is worth distinguishing the barcode number from the printed symbol that represents it. Libib allows barcode numbers to be exported and used with a service such as Avery’s barcode generator, giving libraries more control over label layout. Its current documentation also cautions against casually changing assigned barcode numbers: the correct format matters for reliable recognition.
Before buying a large batch of pre-numbered stickers, confirm that the numbering format will work with your software—not merely that your scanner can read the stripes.
Avoid thermal-printed labels for books
We learned this lesson through experience: thermal-printed labels can fade, leaving barcodes unreadable. They may look crisp when first printed, but they have not provided the lasting durability we need for library books. Greta’s advice is firm: do not use them for permanent book barcodes.
A barcode needs to remain readable through years of handling and circulation. If it fades, someone must identify the book, print a replacement, and relabel it. Across a large collection, that becomes a substantial amount of unnecessary work.
Thermal printing and laser printing are different methods; our warning concerns thermal-printed labels, not laser-printed labels. Choose label materials and a printing method intended for long-term use, rather than short-lived shipping or receipt applications.
Labels are an investment of time as well as money. The convenience of printing them quickly is not worth having to label the collection twice.
Before you label the whole collection
Our advice is to begin with a small trial:
- Confirm software compatibility. Check the requirements for copy-specific barcode numbers.
- Match the scanner to the code. Verify support for the exact format you intend to print.
- Test your real checkout setup. Include phone scanning if you expect to rely on it.
- Print a sample sheet. Try the finished labels on books before committing to a large run.
- Choose for durability. A label needs to remain attached and readable long after its first successful scan.
- Consider the work you have already done. Existing labels and equipment may be good reasons to keep a system that works.
At Plumfield, traditional barcodes remain a practical fit for our labels, equipment, and the work already invested in our collection. Another library may reasonably choose QR codes.
The goal isn’t to choose the most elaborate system. It’s to choose one you can depend on—and test it before putting it on every book.