RFID in Action! Charles Coldwell CODI 2004 1
Introduction 2
Why RFID? New building(s) = new technology 1998 Libraries for All bond measure for $196.4 million In 1998, Seattle voters overwhelmingly approved the $196.4 million Libraries for All bond measure to upgrade The Seattle Public Library with new facilities, technology, and books. The plan includes construction of a much larger Central Library, as well as nearly doubling the amount of space in neighborhood branches. The investment into facilities also included upgrades to technology and equipment in order to meet the increased demands on services. 3
Introduction Part of the Central Library s Mixing Chamber includes a large number of PC workstations for public use to access the Internet, library catalog and MS Office applications. The new Central Library doubled the number of devices connected to the SPL network, 4
Why SPL Implemented RFID 50% increase in circulation anticipated Efficient Staff deployment Patron Self-Check Automated Material Handling (AMH) sorting system Staff health reduce Repetitive Motion Syndrome "Leading Edge" factor Faster read times for AMH system was a major factor. 5
RFID vs. Barcodes Advantages over barcodes: Does not require line of sight to be read Can read through physical items Multiple tags can be read at the same time Can be read faster than barcodes Ease of use and reliability 6
RFID vs. Barcodes RFID tags can be read or written At distances While in motion In any orientation Regardless of dirt or smudges Through intervening objects. Many RFID tags can be read at once automatically, while barcodes have to be scanned one by one. The primary benefit of RFID tags over barcodes is their ease of use and reliability. RFID tags can be read or written at distances up to several feet, while in motion, in any orientation, regardless of dirt or smudges, and through intervening objects. Perhaps most significant is the fact that many RFID tags can be read at once automatically, while barcodes have to be scanned manually, one by one. 7
RFID Equipment RFID Tags Antennas Couplers Connects Antenna and PC Software RFID key components An RFID tag consists of a microchip attached to an antenna. RFID tags are developed using a frequency according to the needs of the system including read range and the environment in which the tag will be read. Tags are either active (integrating a battery) or passive (having no battery). Passive tags derive the power to operate from the field generated by the reader. An RFID antenna connected to the RFID reader, can be of various size and structure, depending on the communication distance required for a given system s performance. The antenna activates the RFID tag and transfers data by emitting wireless pulses. An RFID reader (coupler), usually connected to a Personal Computer, serves the same purpose as a barcode scanner. It can also be battery-powered to allow mobile transactions with RFID tags. The RFID reader handles the communication between the Information System and the RFID tag. An RFID station, made up of an RFID reader and an antenna. It can read information stored into the RFID tag and also update this RFID tag with new information. It generally holds application software specifically designed for the required task. RFID stations may be mounted in arrays around transfer points in industrial processes to automatically track assets as they are moving through the process. 8
Tags Folio 20 Cost: 50 Size: 1.7 x 1.96" Storage chip Lockable ID Theft bit Re-writeable The red circle highlights the chip The RFID (Radio Frequency IDentification) Folio tag chip has 3 sections: a lockable section for the item identification, a re-writable section for library specific use and a security function for the item's antitheft (EAS feature that is activated and de-activated). Folio tags don't need to be visible to be read: books and other media can be quickly identified in any orientation. The chip also has a "multi-read" function, which means that several RFID tags can be read at once. Folio tags are adhesive and can be affixed directly onto items. They come in different forms: rectangular for books and tapes, round for CDs. Folio tags can be attached to labels either by TAGSYS (white or pre-printed paper labels featuring information such as library logo and barcode number) or by libraries (by manually placing their own labels over the tags). Folio tags can be programmed either by the librarian or delivered already programmed by TAGSYS. Folio tags offer 2 options: They can be used for both the identification and the antitheft. 9
Tags Folio 20 Cost: 50 Size: 1.7 x 1.96" Storage chip Lockable ID Theft bit Re-writeable Antenna 10
Tags Folio 20 Books Some Non-Book - Videos, Books on Tape or CD, CDROM in Album Sticky adhesive on one side Covered with round ownership label Cost:.05 Cost: 55 total (for both) Break down: 50 per folio, 5 cover 11
Tags Folio CD Donut/Hub CDs/ DVDs Size: Ø 0.16" Cost: $1.45 Chip & Antenna The red circle highlights the chip 12
Tags Folio CD Donut/Hub CDs/ DVDs Size: Ø 0.16" Cost: $1.45 Chip & Antenna Integrated cover with library name pre-printed 13
Antennas Security Gates TAGSYS L122 EAS Pedestal Installed at exit Sound alarm 14
Antennas Security Gates TAGSYS L122 EAS Pedestal Installed at exit Sound alarm Custom covers to match new library interiors 15
Antennas Circulation TAGSYS LI Reads/Writes: 4-6 Cost: $570 Counter or table top Staff use at: Circulation desk Back-Room operations 16
Antennas Circulation TAGSYS LK Reads/Writes: 12-16 items Cost: $1817+ Counter-top 17
Antennas Circulation TAGSYS LK Dual LI antennas in a single housing 18
Antennas Circulation TAGSYS LK Increased range and cross-coverage Higher accuracy More items 19
Antennas Back-Room All-in-one Book Work Station Reads/Writes: 1 Cost: $1,070 Desk-Top Limited range & directional output Used for tagging = assigning barcodes to tags Single item check-in. 20
Couplers Sends and receives read/write commands to antenna and data back to PC Connects between antenna to PC 1-2 coaxial connections to antenna 1 serial cable to PC TAGSYS Medio L100 21
Computer (PC) Connects to coupler Runs Software that: Controls coupler Sends write and read commands Processes and displays data Provides user interface for library automation tasks: Reading tags Writing tags Checkout Check-In 22
Computer (PC) Runs Software that (cont d): Connects to Automated Circulation System (Dynix/Horizon) for Check-in and Check out Uses SIP2 to communicate with ACS Controls AMH System Monitors delivery conveyers Sorting 23
How Seattle Public Library Uses RFID Automated Materials Handling and sorting system 24
AMH System (Tech Logic) [narrated video click image to start] SPL video produced by Manochehr Nourizadeh and narrated by Michael Watt (Turn volume on to hear narration that starts several seconds into the video.) 25
How Seattle Public Library Uses RFID Circulation Checkout and Check-in Patron Self- Check out Combo units at checkout 26
How Seattle Public Library Uses RFID Patron Self-Check out Stand-alone self-checkout 27
Patron Self-Checkout Self-Checkout at stand-alone station [video click image to start] [Silent video] Shows self-checkout placing several items at a time on the antenna. The screen shot replays the checkout, showing library barcode entry, patron account status screen, listing of titles before checkout, listing of titles after checkout, and then continuing to checkout more items. 28
How Seattle Public Library Uses RFID Self-pickup of holds 29
Self-Service Holds Pickup Self-Service Holds Pickup & Checkout [video click image to start] 30
How Seattle Public Library Uses RFID Anti-theft deterrent 31
Workstations Staff Staff Processes Write barcode numbers to RFID tags for individual materials Check out materials Check in materials Manually change the status of the anti-theft bit Read tag information 32
Workstations Staff 33
Workstations Self-Check Stand-alone Station for Patron Self Check Patrons check out materials completely unaided by staff. Patrons operate system via touchscreen. Bar code scanner for library card, RFID for materials. Receipt with titles and due dates. 34
Workstations Combo Station Equipped with two monitors Operation on two sides of service counter Combo Station Incorporates the features of the Self-Check station. Equipped with two monitors. Operation on two sides of service counter. Patron side Staff side This allows the library staff to intervene in cases of confusion or if there are any problems with ID cards, patron records or materials. A hotkey is configured so that the library staff member has the option of turning off the patron s monitor while the staff member works with the system. Touchscreen monitor. Receipt printer. Optical barcode reader for library card. Touchscreen (or regular) monitor. KVM SWITCH to control patron monitor. Keyboard which staff members use to work with the system. Access to Optical barcode reader to materials without RFID tags installed. 35
Software Two major areas Circulation & Staff Functions Self-Checkout Check-in Tag maintenance functions Writes barcodes to tags Reads tags 36
Software Two major areas Automated Materials Handling Book drop Delivery Distribution System (sorts to bins for branch delivery) Hi IQ sorts to shelving carts 37
Distribution System Distribution software [video click image to start] The Distribution system s software gives a graphical presentation of the conveyer line of the distribution system, with it two legs that sort materials to 11 bins per leg. The red bin icon indicates that bin is full. The yellow icons indicate an item is on that section of the conveyer in transit to a bin. The bin number it is destined to is indicated in that box as well. When an item is checked in on the conveyer (using RFID) it queries the ILS (Dynix or Horizon) and returns information about the item which is used to determine where it should be sorted to. It looks for intransit status, holds status, location and collection codes, call number, and material type. This information is displayed for each item as it is checked in. 38
Implementation Process 1st step Tag items throughout system 2nd step Checkout/Check-in software Configure and Go Live 3rd step AMH software Configure software Install Hardware Test and Go live 4th step Rollout throughout system 5th step Troubleshoot and fine-tune 6th step Implement additional features 39
Implementation Milestones Signed Contract: May 2002 1. Started tagging: February 2003 2. Checkout/Check: February 2004 3. AMH software: May 2004 4. System-wide Rollout: Feb Oct 2004 5. Troubleshoot/fine-tune: Feb 2004 on 6. Implement additional features:??? 40
Tagging Process Tagging in books [video click image to start] Combined RFID tag + ownership label Place the tag and overlay (sticky side up) in the middle of the MP Antenna. Scan the book/video barcode. Place tag in item. RFID tag + Overlay on inside back cover of book (see page 2 for exceptions). The exact positioning of the tags/overlay should vary between 3/8-1 1/8 in from spine and 3/8-2 5/8 from bottom edge of book. Vary the position of the Tag/Overlay randomly within these ranges including changing the orientation of the tag (so that the long edge is sometimes parallel to the spine, sometimes at varying angles to the spine: rotating the tag). The goal of varying the position is to increase the likelihood that all tags in a stack can be read at one time, i.e, to avoid the antennas imbedded in the tags interfering with one another. For Central Library materials with an existing Check-Point tag is present (either front or back of book), position the Tag+Overlay so that one is higher than the other, i.e., so that the antenna can have a clear read of the RFID tag. After accumulating 3-4 items, toggle to read tags and see if all read. Test for security bit activation and see if they all de-activate and re-activate. Once the book has been tagged, using a green sharpie, mark a line along the inner top edge. This mark indicates that tagging is complete. 41
Tagging Process Folio CD Tag Donut RFID tag Option media cone available ($180) but we did not purchase DVD/Music Compact Disc/CDROM the tag is applied to only 1 of the discs Donut RFIDs combine the tag and the overlay into one label Special label dispensers are not needed. 42
Tagging Process Tagging CD or DVD [video click image to start] 43
Tagging Workstations TCS Staff desk workstations ACS software installed on Workstation Small antenna connected to PC Tag dispensers fabricated by Facilities 44
Tagging Workstations Moveable tagging carts "Homemade Plastic media cart with wheels and several shelves Old PC workstations ready for surplus 45
Tagging Workstations Moveable tagging carts Tag dispensers fabricated by Facilities 46
Tagging Workstations Moveable tagging carts RFID tagging equipment re-deployed to home location after tagging Does not require network connection to ILS server Can create a file of tagged barcodes for inventory 47
Tagging Plan 24 branches + Central Library 2,000,000+ total items in collections Major factor LFA (many branches were closed or closing) 48
Tagging Closed Branches Approach different for closed versus open locations Tagged after branch was closed for construction, or before it opened after Team of 6 staff for conversion of closed branches One person per cart Staff re-deployed from closed branches Could assist with tagging at open branches Very rapid response Items usually tagged at closed branches before materials placed in storage. 49
Tagging Open Branches Open branches used staff and volunteers Tagged slowly through collections aimed to get some tagging done daily Central preferred using teams of two and rolling carts down aisles General Tagging Observations Hard to do tagging for more than three hours Experienced taggers formed rhythm to when working longer Having a team of people from closed branches deployed on this as a project allowed the process to go smoothly and rapidly. The team could also help out with tagging at the open branches when there were no closed branches to tag.. It is difficult for most people to do tagging for more than three hours. Experienced staff formed a rhythm of tagging for 20 minutes then getting up to move around and get more books. 50
Tagging Statistics Branches Started Feb. 2003 to go live in June 2004 Converted 738,441 items Average for experienced taggers: 100 per hour Some individuals reached 150-180 per hour Speed depends on material -- non-book take longer Current TCS expectations: Books: 90 per hour (includes time to assemble tags, testing and marking books) Media: 60 per hour (different workflow, more problems with media) From Dynix Report: Libraries using a tagging team of two can do from 70 125 per hour *Dynix Report: RFID--What Libraries Are Saying bu Crystal Ashton 51
Tagging Guidelines Tagging Policy determined what to tag All items not tagged due to cost of tags!! Low circulating or non-circulating items not tagged initially Reference materials Closed-stack materials 52
Tagging Guidelines: Books Damaged Bound Periodical Phase box" material is not tagged. Non-fiction book and is obviously superseded by a newer edition Uncataloged materials Vertical file materials, sheet music, ANSI and other individual industry standards Music recordings in long play Librettos Art posters Damaged With mildew or extensive water damage With missing pages With extensive writing throughout, highlighted text or crayon marks With pages torn at gutter or broken spines Bound Periodical Phase box" material is not tagged. Non-fiction book and is obviously superseded by a newer edition Uncataloged materials Vertical file materials, sheet music, ANSI and other individual industry standards Music recordings in long play Librettos Art posters 53
Tagging Guidelines: Non-book Media (Recorded Books, Kits, Videos) With missing parts With missing inserts (e.g. videos in clear containers without cardboard insert, CDs without inserts or with photocopied inserts) Single cassettes (not in album) no tagging solution for tagging material of this size 54
Tagging Guidelines Tagged items marked with GREEN stripe Green Sharpie Books on pages mark a line along the inner top edge near spine Easily seen when shelved 55
Tagging Guidelines The green-stripped books within the RED circle indicate that these have been tagged. The YELLOW circled book has no green stripe, so it needs to be tagged. Since the stripes are placed near the spine, it is easy to locate books on the shelf that need to be tagged. 56
Tagging Guidelines Tagged items marked with GREEN stripe Green Sharpie Books on pages mark a line along the inner top edge near spine Easily seen when shelved Media Videos, CD, DVD, Kits, Mark a thick line along the upper edge of the BARCODE 57
Tagging Guidelines 58
ACS Terminal Software Configuration of the ACS software rested in IT Software was in development. Testing and configuration in IT (hardware and software) Prototypes Borrower Services workroom at Central library Branch workroom The primary responsibility for the configuration of the ACS software rested in IT due in part because the software was in development. Worked closely with Technical Services, Borrower Services, and Branch staff. Testing and configuration in IT (hardware and software) Prototypes Hardware touchscreens, library card readers, receipt printers ACS self check software extensive development with Tech Logic, SIP Borrower Services workroom at Central library Branch workroom 59
ACS Terminal Software Initial trial installations at one two branches Roll out to other branches Branches opened after renovation Full installation Workroom & Circulation Desk Staff only at Circulation Desk for week or two before activating Self-Checkout Coming-Soon" Signs on Self-Checkout for public Other Branches Workroom Circulation Desk 60
ACS Terminal Software Factors affecting implementation Equipment availability Software development Software availability Software capability Tag capability Critical mass of items tagged SYSTEM-WIDE (considered an issue for items on hold) Staff training 61
ACS Terminal Software Setup Antenna Setup System administrators must learn new areas of equipment setup for RFID equipment. The ACS software includes serial port and antenna channel (1, 2, or 3) parameters for setting up the connection to the coupler. 62
ACS Terminal Software Setup Barcode translation setup The TAGSYS Folio 20 RFID tags are limited to 10 numbers that can be stored and locked on the tag. SPL s barcodes are 13 numbers, so we had to set codes in the Translation Setup. These codes convert the first three numbers from the TAGSYS tag to the first five numbers of the barcode as shown. 63
ACS Terminal Software Setup Receipt Printer setup The Tech Logic ACS Terminal software provides a powerful Receipt Designer program. It is used to design CHECKOUT, CHECKIN, and HOLDS receipts and slips; and gives you extensive control over what appears on the receipt, and how and where it it printed. The designer lets you specify the font type, size and features (like bold), and uses variables (like %itemtitle%) to indicate data transmitted via the SIP2 protocol. The designer also lets you specify either portrait or landscape mode landscape being useful for printing holds pickup slips that can be seen from items placed on the shelf for patron selfservice. 64
ACS Terminal Software Setup 3 Receipt Printer Forms Checkout and Check-in receipts, Hold Pickup Can determine content and format Font style, size, bold, etc. Content and position Note the various font sizes. See next screen for detail. 65
ACS Terminal Software Setup One nice feature is the ability to indicate the material type of the items checked out. 66
ACS Terminal Software Setup Holds pickup slip Can be set to print horizontally Patron name can be limited in characters Patron s library card number can be masked We like to print our holds slip horizontally so it can extend from a book placed on the holds pickup shelf and be easily seen by staff and patron doing selfservice holds pickup. [More detail next screen] 67
ACS Terminal Software Setup Holds pickup slip Can be set to print horizontally Patron name can be limited in characters Patron s library card number can be masked The patron's name displayed is masked to print just the first-four letter of the last name and the first three letters of the first name. For patron s with similar names (like John Smith) the library card barcode is included under the name, but it is masked to display just the last four numbers of the card (as is done for credit card receipts). A calculated (thought not necessarily accurate) pull date is printed, along with the item s barcode number and material type, in order to identify which item the hold slip belong to incase the are separated. 68
ACS Terminal Software Setup Screen Designer The ACS Terminal software also has a powerful screen designer that similarly provides extensive control over the layout of various terminal screens. The library can determine background images and colors, what data to display, font and size, and text content to suite their design standards and operational needs. 69
Sorting System Equipment Smart Bins Cost: $1,800 Capacity: 80-100 items Brain Attaches on back of bin or on sort system Raises & Lowers moveable floor Informs sort system when full Smart Bins are used to transfer materials between the sorting system and branches and some location within the Central Library. 70
Smart Bin Distribution bin operation [video click image to start] Demonstration of detaching a full bin from the distribution system and then attaching an empty bin, followed by shots showing the automatic lowering of the bin floor as items are added to the bin. 71
Sorting System Operation Number of operators: 2.5 (2-3) Borrower Services staff Additional temporary staff for night shift Hours of operation: Initially work day: 8 hours per day Extended some day s to full 24-hour operations to meet demand Mon, Tue, Wed: 24 hours Thu: 16 hours Fri, Sat, Sun: 8 hours 72
Benefits Handling increased check-in Currently between 13-14,000 items checked in at Central per day 24-hour days often exceed 20,000 check-ins, with a single-day high of over 28,000 Handling increase checkout Central Library: 50% increase 1st week opened averaged over 5500 checkouts per day Settled to an average of around 3000 checkouts per day 73
Benefits Patron self-service Holds pickup Checkout Holds pickup slips & checkout receipts 74
Issues Self Checkout Patron Concerns AMH System Issues Technical Issues Tags Antennas Equipment (bins) 75
Issues Self Checkout Misread tags Theft-bit not turned off/on Slow-Downs & hindrances Patron PIN PURF Blocks Yearly address check 76
Issues Self Checkout Patron ease of use Clearer stepwise instructions While we attempted to produce clear steps for the checkout process, our current setup is still too wordy. 77
Issues Self Checkout Confusion reading library card barcode Library card in receipt printer Confusion reading item RFID tags Use laser scanner instead of antenna Removing items from antenna before completion 78
Patron Concerns Eliminating Staff will they loose their job? Difficulty in use (will staff still be there to checkout for them?) Health effects Confidentiality Very little concerns a few questions Some question about pacemakers Largest concern is hear a lot about is the movement to self-service and concern for our staff employment. Upset about automation of their library and the loss of personal contact with staff they know and love, and they are worried for people s jobs and the warm and fuzzy side of the library. (That is about selfservice and not RFID particularly). 79
Patron Concerns Can or will governments implement an RFID tracking system to know where each citizen is at any time? Can RFID tags be read by satellites in orbit? The 1 st concern was probably raised in part by the recent movie "Minority Report It showed such things as billboards changing their advertisements depending on who is walking by. More evil possibilities are instantly imaginable by creative minds. 80
Issues Tagging Placement Interference with other tags Number not always written correctly to Tag. Metal jackets 81
Issues Antennas Wire management Antenna "Tuning Placement Interference Antennas and their wires are fussy, What you see here is an attempt to reduce RF interaction according to a vendor suggestion, but we later learned from TAGSYS that this was not necessary. Antennas cannot be close to metal, including PC cases and keyboards, desk shelves, and barcode scanner stands. Antenna wires should not be near or cross electrical wires. 82
Issues Media Items CD's, DVDs Metal to center Multiple items Metal prevents RFID tags from being read or written to. A major problem are CD s and DVD s with aluminum extended completely to the center hole of the hub. The metal of multiple CD s or DVD s in a case can also block RF activity. 83
Issues Media Items Solution Folio 20 tag inside CD case For some items with disks that have the metal going to the center, or with multiple CD or DVD s, a larger Folio 20 tag is placed in the corner, inside the case. 84
Issues Media Items Videos Cassettes Video specific tag not available Placement on cassette an issue Video purchasing greatly reduced 85
RFID Future at SPL AMH system software upgrades Speed-Up Bin clearing Batch Bin Check-in Batch Bin check-in will check-in an entire bin of items simply by entering the bin s serial number. It will also indicate those items on hold requiring further processing. 86
RFID Future at SPL Migration to Horizon ACS Terminal Revision Make text step-by-step Include video demonstrating processes of Scanning library card Placing books on antenna 87
RFID Future at SPL Tags Tag already encoded Barcode printed on tag label Library logo printed on tag label 88
RFID Future at SPL Tags New media tags The tag here is designed to be placed on the spine of a video cassette. 89
RFID Future at SPL Tag range booster The white RF booster fits inside the CD (or DVD) case, and significantly extends the RF range of the small donut-shaped folio tags This increases the security aspect of the tag, and reduces or eliminates problems with the theft-bit not being changed on checkout or check-in. 90
RFID Future at SPL Inventory control Hand-held antenna unit and PDA Inventory items while they remain on shelf Search for items on stored list: On Hold (RHA) Missing Claimed Returned Awaiting viable solution 91
Is RFID in Your Library's Future? Advances in Technology since SPL started its process RFID Tags ISO15693 and upcoming ISO18000 compliant chips New media tags (video, CD/DVD) & antenna range enhancers Equipment TAGSYS Library Programming Station 92
Is RFID in Your Library's Future? When to make the decision consider Why use RFID? Self-Check? Staff Efficiencies? AMH Sorting System? Is there a building program in your future? Costs covered by Capital Budget Cutting edge - Technologically advanced library image? 93
Is RFID in Your Library's Future? When to make the decision consider Cost/Benefit for your institution Anticipate reduction in costs as user base increases. TCO against savings in staff & materials costs. Acceptable level of Bleeding Edge vs. Leading Edge vs. Common Practice Vendors and Libraries have learned better installation techniques. Vendors develop product, software and service improvements. 94
Is RFID in Your Library's Future? When to make the decision consider Dynix now vendor of RFID solutions Tech Logic Self-Checkout workstations Tech Logic sorting system RFID supplies TAGSYS Tags TAGSYS antennas and couplers Matt Shill oversees RFID and Tech Logic products for Dynix Look for report from Dynix: RFID--What Libraries Are Saying *Dynix Report: RFID--What Libraries Are Saying bu Crystal Ashton 95
More Information: RFID in Libraries http://libraryrfid.typepad.com/ Tracking technology applications and patron privacy implications of Radio Frequency Identification (RFID) http://www.rfidprivacy.org/blog/ Electronic Frontier Foundation (EFF) http://www.eff.org/privacy/surveillance/rfid 96
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