RFID Primer
What is it?
Radio Frequency Identification (RFID) systems are one technology many libraries use to make materials handling more efficient and to reduce staff workload.
Library RFID systems are composed of two primary components: tags and tag readers. The tags are placed inside library material. The readers are placed at staff workstations, self-check machines, and built into security gates. The readers are used to read the information on the tag. One piece of information on the tag is the item’s bar code number. In other words, the readers are used much like barcode scanners are used: to check items in and out, put items in transit to fill holds, and to verify that items have been properly checked out at each library exit.
The key difference between barcode scanners and RFID readers is that RFID readers are not optical and so do not require “line-of-sight” scanning of the barcode. RFID tags inside books can be read up to 18 inches away without having to pick it up or position it under the scanner.
Another important feature of RFID is that multiple bar code numbers (which are encoded on the RFID tag) can be read simultaneously. RFID vendors claim that as many 6-8 books can be checked in at once using RFID technology. This kind of performance results in a significant reduction in staff handling because several items can be checked in or out at once rather than being individually handled.
Benefits of RFID
RFID provides many benefits, both tangible and intangible, to library staff and customers. The most significant tangible benefit of installing RFID is reducing the need to grasp, pick up, and manipulate items during the check-in and check-out process. In addition to speeding up the process (by allowing staff to check out several items at a time, rather than having to scan each item individually), RFID reduces the potential for repetitive stress injuries because of the reduction in “grasping” motions.
RFID Makes Check-in and Check-out Easier for Customers
Both check-in and check-out are easier for customers in an RFID environment. As a result, self-check is expected to increase. Some RFID libraries have achieved 99% and even 100% self-check use after implementing RFID.
RFID tagged material improves the self check-out process for customers. Not only are the tags more easily read by the self check-out machines but multiple items can be read at once making self check-out even faster and easier.
Some self check-in machines require customers to orient the material face-up with the spine against the left side. With an RFID-enabled self check-in system, customers can feed the items in without regard to orienting them left or right, or face up or face down. They simply feed the items in as soon as the light indicates it is ready for the next item.
RFID Provides Better Security Options
RFID tags can be used for material identification as well as material security. Libraries no longer need an EM security strip for security. Instead of the additional step of sensitizing or desensitizing materials at check-in and check-out, security is enabled or disabled automatically as part of the check-in and check-in process.No additional handling and no EM equipment is necessary. Security is enabled or disabled as the items are stacked upon or slid over an RFID enabled pad at each workstation.
"Budgets keep shrinking and library use is increasing [...]. With barcodes and EM (Tattle-tape) we handle and manipulate each item multiple times. With RFID you do it in batches of 5-10 and set the circ status and security at the same time. Worker’s compensation issues are lower at our RFID libraries. As a manager that worked many years at the circ desk I see the benefit of less physical stress and strain on our employees."
Sloan Sakamoto, Manager, Automated Services, Long Beach Public Library. From “Power and Pitfalls of RFID [webinar], Library Journal, March 16, 2010.
RFID-Enabled “Pull Holds” Process Faster
As more and more customers take advantage of their ability to place holds on material, the burden falls on the staff not only to shelve material but to pull material for customers. The library system generates lists of all the items that need to be pulled from the shelves to fill patron requests. Some items are pulled to fill requests at the local library; other items are for requests at one of the other libraries.
With RFID, pulling holds is faster because the device can locate the item when it is within 8-12 inches from it and the staff don’t have to strain to read the spine labels. Items that are misshelved are more likely to be found because the device looks for every item on the list, not just the items that a person would expect to see shelved in that section.
In addition, many of today’s handheld RFID devices make it possible to preload several lists into the device so that lost items can be found at the same time as items that need to be pulled to fill a hold or items targeted for weeding are encountered.
RFID Makes Inventory More Likely
How long it takes to pull all the items on a library’s pull list or weed list depends on how well the shelves match what the catalog says.
Few libraries inventory their entire collection regularly. Many haven’t inventoried their collection in years. Inventory is one of the tasks that have fallen by the wayside as libraries struggle to keep up with the challenges associated with holds processing, delivery, web-based services, and in-library services. Without regular inventories, it is almost impossible to know how much material is lost due to theft. In addition, many libraries don’t know an item has gone missing from the collection until it turns up on their Pull List and it’s nowhere to be found. Without frequent and accurate inventories, the Pull List workflow is very inefficient. In addition, customers can be frustrated when an item they’ve had in their holds queue ends up being designated “missing” only after it has risen to the top of the queue and the staff spends several days trying to locate it.
Using RFID-enabled handheld devices makes is much more likely that libraries will conduct routine inventories which ensure that the items on the shelves match what is in the catalog. This is a big benefit for staff as well as customers.
Costs of RFID
Tags and Tagging Costs
As of August, 2011, the price of ISO 18000-3, Mode 1 RFID book tags cost under twenty cents each. Media tags are closer to $ .45 each (X-Range and Stingray tags, aka "full-coverage" tags versus the little ring tags). I do not recommend the ring (or donut tags). Go with the full coverage tags. Most library RFID vendors resell one or both of these full-coverage tags.
Once you have the right tags (ISO 180003, Mode 1), you need to encode your data onto the tags. This is determined by the vendor you choose. However, now that NISO has recommended ISO 28560-2, you should insist that your vendor follow that encoding and data model standard. At the very least, you will be encoding the bar code number on the RFID tag.
Note that in an RFID system, bar code labels continue to be used in combination with the RFID tags. The bar codes serve as a visual means of identifying material and the barcode is also used to uniquely identify an item when an item moves outside of the local system (e.g interlibrary loan to libraries operating a different library system.) Therefore, the cost of adding an RFID tag to the item is additive.
Since RFID tags can also be used for security, you will be able to recoup the cost of any EM security strips you are using. However this takes time since you cannot discontinue use of your EM-based security system until your entire collection has an RFID tag in it. Eventually, ten cents per item will be saved in processing costs when the use of EM security strips are eliminated.
Applying RFID tags to every item in the collection can be done with in-house staff or it can be outsourced. A two worker team can tag at a rate of 250 items per hour. Another option is to outsource, Backstage Library Works (http://www.bslw.com/) and RFID Library Solutions (http://www.amh-rfid.net/) provides RFID tagging for a set amount per tag applied (under 30 cents each). Backstage requires that the Library provide the conversion stations to be used in the tagging process.
Equipment Costs
The biggest cost associated with implementing RFID is the cost of purchasing or upgrading equipment to work with the RFID tags. For example, every workstation that now has a bar code scanner will need an RFID reader and any existing security gates will need to be replaced with RFID-based security gates.
To perform inventory, most vendors offer some kind of portable device. These devices are optional insofar as they are not required to perform basic check-in and check-out functions. However, one of the primary benefits is the relative ease with which inventory can be performed with one. In addition to inventory, the devices can be used to shelf read, weed and locate items on the holds Pull List. I generally recommend one portable handheld device is recommended for each location.
Automated check-in systems, sorters and self check-out machines will also need to be converted to support RFID.
Processing Costs
You may save a little bit on installing EM strips (if you use them) but overall your processing costs will be increased when you move to RFID because you will continue to use bar codes plus you'll be installing the RFID tags (and these cost a bit more to apply than security strips) especially if you have your vendor write the barcode to the tag for you.
RFID Savings
One of the key savings to be found in an RFID implementation is in the check-in and check-out process. Of course, customers will be the primary beneficiaries of an easier check-out process. Instead of handling individual items, stacks of materials can be slid over the RFID pad (where the reader is installed). It is reasonable to expect that customers and staff will be able to easily check out as many as 5-6 items at a time.
In addition, self check-in use will probably increase even more. Even at libraries with high self check-out use, there is likely room for improvement. If all material that circulates is tagged, it is possible to achieve as high as 99% and even 100% self check-out rates.
Check-in is also streamlined. When clerks check-in items from the book drop, they can check in as many items as they can comfortably pull from the book drop bin at one time (at least 3-4 items). Again, these can be checked-in in one motion, instead of being handled individually. Placing hold slips inside the item will obviously still require individual handling.
For both check-in and check-out, the security bit is automatically flipped on the RFID tag so it is no longer required to pass each item pass the sensitizer or desensitizer to turn security on and off.
Pulling items from the shelves to fill holds requires the Clerks to scan each item to trigger the hold and/or put the item in transit. This process will be streamlined as a stack of 5-6 items at a time can placed on the RFID pad to trigger the holds and set the items to “in transit” status.
Savings in Staff Costs
It is difficult to talk generally about how much savings you can expect from your RFID conversion. This is something that requires some analysis. Your savings will depend on a number of issues including the following:
- your rate of self check-out use
- the cost of staff handling basic circulation tasks
- how much backlog you have each day
- how accurate your catalog is
- how accurately shelved your collection is
Another potential area of savings related to RFID is in lost material. When items are misshelved, they remain unavailable to customers and may eventually be deemed “lost.” This can result in new purchases of items that are simply in the wrong place. Some customers have been known to hide items (especially DVDs) that they want to check-out but can’t due to borrowing limits. Regardless of how items end up misshelved, it is often very difficult to track them down. Shelf reading and frequent inventories help address this issue but with collections as large as the SJPL collection, it is very difficult to keep up.
The handheld units available today increase the chances of locating lost material, finding misshelved items during the course of other operations (e.g. while pulling Requests or weeding) because the bar code numbers are pre-loaded in the device. While moving through the collection, the device alerts staff to items that don’t belong where they are or have been identified in a list (to be weeded or to fill a hold).
It is difficult to estimate the savings in lost material that are possible because it depends on how the Library uses the devices, how many items are now misshelved, and how accurate the catalog is.
[Updated 8/11/2011]
