[Nhcoll-l] [EXTERN] Label Printer Recommendations

[Dirk Neumann]

Hi Julian,

I am not sure if you have checked this, but there is a very comprehensive resource on the SPHNC Wiki on labels: https://spnhc.org/labeling-natural-history-collections/

Label printing has two main components, the printer, and the printing medium. Both should meet archival standards. The problem with printers is, that they are usually have a (technically) limited life span (planned obsolescence), so it might be worth looking into industry-rated solutions or contacting major archives or libraries in your area which kind of printers and printing media they use for dry labels.

In general, thermal label printer and laser printer can produce labels of archival quality. For laser printers, the roughness and coating of the paper surface is decisive for the label quality. Sadly, standards for archival paper only refer to the upper and lower surface layer of the paper, but not necessarily for the pulp.

If you opt for an laser printer rather than a thermal printer, it would be worth testing this printer with different archival papers first. Ideally, the paper should have a higher paper weight and long fibres and be lignin-free / be without wood pulp. The disadvantage of some archival acid-free cotton papers however is, that they use starch-based glues for the pulp, which might created an IPM issue (e.g. silverfish and paper fish (sic!) love paper - and starch).

The international standard for "permanent paper" is ISO 9706, for "archival" paper ISO 11108. Apparently in the US, there are also recommendations for permanent paper issued by the library of Congress and the National Archives, which might be worth looking at.

Depending on the storage situation and collection, it might be worth specific papers for different dry collections.

As often, not straight forward, but hopefully useful.
Dirk




Am 11.02.2026 um 01:34 schrieb Julian Alexander Birnbach:
Hello All,
I am looking at purchasing a label printer for collections use. As the collection I steward is small but broad in materials and preservation types, I am looking for a printer that can print both adhesive and non-adhesive/ tied labels if possible. I have a system for wet collection labeling that works well, so I am not worried about having labels that need to withstand preservatives.
My main goal is to increase labeling speed (I am still handwriting most labels) and begin adding barcodes.

It seems like a thermal label printer with a resin ribbon would be best but I am curious what others are using and why/ how they are working out for their needs?

If anyone has recommendations for label printer setups or other insights, it would be greatly appreciated.


--

Julian Birnbach

Natural History Collection Specialist

San Francisco Zoo and Gardens

jbirnbach at sfsu.edu<mailto:jbirnbach at sfsu.edu> | julianb at sfzoo.org<mailto:julianb at sfzoo.org>



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****

Dirk Neumann
Collection Manager, Hamburg

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--
Stiftung Leibniz-Institut zur Analyse des Biodiversitätswandels
Postanschrift: Adenauerallee 127, 53113 Bonn, Germany

Stiftung des öffentlichen Rechts;
Generaldirektion: Prof. Dr. Bernhard Misof (Generaldirektor), Adrian Grüter (Kaufm. Geschäftsführer)
Sitz der Stiftung: Adenauerallee 160 in Bonn
Vorsitzender des Stiftungsrates: Dr. Michael H. Wappelhorst
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