Implementation of RFID Technology in Academic Libraries: a case study

Dr. Sandeep Kumar Pathak Dy. Librarian & In-Charge, Central Library

IISER Bhopal skpathak@iiserb.ac.in

Outline

Ø  Introduction Ø  Objective of this Study Ø  Need of RFID Technology in Academic Libraries Ø  About Central Library IISER Bhopal Ø  RFID Vs Barcode Technology Ø  Implementation process of RFID application in Central Library, IISERB Ø  Challenges in RFID Implementation Ø  Role of the Librarian Ø  Advantages and Limitations of RFID application Ø  Conclusion

Introduction

•  Radio Frequency Identification (RFID) technology is being used by the few of the academic libraries in India for smooth functioning of housekeeping operations (such as self check-in/check-out/self renewal/physical stock verification/tracing of missing books, etc.)

•  RFID technology is a wireless use of electro-magnetic fields to transfer data, for the purpose of automatically identifying and tracking tags attached to the objects

About RFID Technology

•  The technology works on the principle of exchange of radio signals between the identification medium and a RFID reader.

•  It is combination of microchip and radio frequency technologies.

•  Radio Frequency Identification is a technique which

can be store, read and identify the data or information.

Need of RFID Technology in Academic Libraries

•  Large collection in the Library •  Increasing number of users •  Providing security for library resources •  To save the time of the Library users •  For fast circulation activities (self check-in/self check-out/self renewal of items) •  For tracing of misplace items

About Central Library IISER Bhopal •  Central Library, IISER Bhopal is a state of the art modern academic library •  Having high quality research based information resources - 34000+ e-journals, - 1000 e-books, - 9000 print books, - Audio-visual materials - Theses and Dissertations - Projects Reports, etc. •  Reading capacity for 410 users

•  Wi-Fi enabled, having modern e-library (with 110 computers)

Continued…

•  Trained and skilled professional staff

•  RFID enabled services •  CCTV surveillance •  Touch screen Web-OPAC terminals •  Open source library management software (KOHA),

•  Institutional Digital Repository (IDR) by using D-Space

Central Library offers following services

•  Circulation Service •  Reference service •  Referral service •  Reprographic service •  Document Delivery Service •  E-library with internet facility •  Resource discovery service •  Inter Library Loan •  Current Awareness Service / SDI •  Email alert service,

Continued… •  Display of new books •  Display of new current periodicals •  Display of in-house publications •  Bibliographic service •  Listing of Ph.D. theses with abstract •  Reading zone facility •  Abstracting service •  Indexing service •  Library website

Central Library, IISER Bhopal (Ground Floor)

Personal Belongings Area Library Entrance Gate Reading Zone

Circulation Desk/e-Bulletin Browsing Area Discussion Room

Continued…

Browsing Area Reading Zone

Text Book Collection Self Check-In/Check-Out Kiosk and Web-OPAC Terminals

Central Library, IISER Bhopal (First Floor )

Reserve Book Collection Current Periodicals

Reading Zone Faculty Publications

Central Library, IISER Bhopal (Second Floor)

e-Library

Reference Collection Reading Zone

Main components of RFID system and their specifications in Central Library, IISER Bhopal

Sensor Gate: Sensor gate includes two theft detection pedestals, which are interdependent of each other and also have an overlapping protection zones providing additional security. The system have suitable number of I/O ports for standard electronic counter, web cam trigger, locking gates.

Continued….

Staff Station: Through this component, library staff can write, read, and removes item related details from RFID Tag. Staff stations are connected to the main computer system of the circulation counter and Library management software

Self-check-in/check-out kiosk: Self check-in/out kiosk serves as user station where user can do self issue, return, renew, find overdue amount, and get enquiry slip from this station without going circulation counter

   

Continued… RFID Tag: RFID tag is the most important component of the RFID system. It can be fixed inside the last cover page of books or other documents of the library. It consist programmable antenna and microchip and labels with capacity of 1024 bits memory.

User Smart Card: Library provides multi-purpose RFID smart card to their users and this card is treated as Institute ID smart card.

Continued…

Inventory band/PDA Reader : Inventory band are also known as Personal Digital Assistant (PDA) reader Wi-Fi Portable Library Inventory Reader integrated & supplied with PDA and two units of rechargeable NiMH batteries Book Drop Station: Through the book drop station, users can able to return books any time and without interferer of the library staff.

Advantages of RFID Application

•  Reduced lines at the checkout counter due to fast charging and discharging of item

•  Less labour intensive means get efficiency in technical activities compared

to manual activities and increase probability to avoid duplication work •  Document can be protected from theft

•  Liberty to open the Library 365 days (24*7) •  Helpful in finding misplaced books in shelf rectification process

•  Helpful in stock verification and in tracking/identification of library items •  Self-check-in /check-out system will reduce the time of user as well as staff

and provide user friendly interfaces

Continued…

•  Easily integrated with OPAC system so that user can able to search availability of any document in real time

•  Easily combine with bar code technology •  With the help of RFID technology, data can easily transfer between sensor and

documents in a few seconds •  User satisfaction get increased •  Automatic counter (EAS Gate) helps in maintaining daily report of footprints

inside the library

Limitations of RFID System •  Unavailability of uniform International Standards •  Totally dependent on electricity when electricity are not supply we cannot

able to issue or return any item •  Users may not be aware of this technology •  Decrease personal relationship between staff and users •  Expensive, all institutes libraries may not be able to implement this

technology •  Security problem may occur when the tags and sensor gate do not reflect the

signal by some technical problem •  Evolving technology, so many libraries cannot be able to replace its current

technology or version

RFID and Barcode Technology

Comparison between RFID Technology and Barcode Technology  

On the basis of   RFID   Barcodes    

Tag’s capability   Read and write   Only read  Security function   High   Low  

ISO Standard   Incomplete   With ISO standard  Cost   Expensive   Inexpensive  Durability   High   Low  

Number of item that can be read simultaneously  

Multiple   One  

Reusable   Yes   No  Distance   Tag capacity to read/scan item

near 300 feet  Required item and barcode scanner/reader together  

Event triggering   Capable   Not capable  Line of sight requirements   Not required   Required  Human intervention   Less   More  

Implementation process of RFID application at Central Library, IISER Bhopal

Implementation process of RFID system was as follows: 1. Taking approval of higher authority for RFID implementation in Library 2. Formation of RFID implementation committee 3. Preparation of detailed Tender document for RFID implementation 4. Floating the tender on Institute website / Central-Public-Procurement-Portal (CPPP) portal 5. Onsite Technical presentation by the respective RFID vendors 6. Allotment of work order to the qualified RFID vendor 7. Activation of all the desired RFID application components 8. Activation of RFID Tags for all the Library books 9. Design, printing and activation of RFID enabled Institute ID cards

Driving Force of RFID

•  Costs of RFID products are coming down •  Evolving global standards •  Improving technology •  Increasing success stories

Check list & Best practices in implementation Ø  Budget availability and flexibility Ø  Standards of RFID tags & equipments. If the library has not adopted a privacy

policy, it should develop one that encompasses its implementation of RFID Ø  Purpose specification: Library users must be given notice of the purposes for which

tags and readers are used Ø  Consumer transparency: There should be no secret RFID tags or readers and no personal

data encoded Ø  Security safeguards: There must be auditable security and integrity in transmission,

databases, and system access, including the use of encryption Ø  Robustness (scalability, accuracy, etc.) Ø  Time bound to implement the new technology, maintenance and service from the

vendor for the RFID components Ø  Training and experience, end – user confusion Ø  Accountability: The library must inform its users as to whom they can contact for

questions and complaints

Tender Process

Tender process Ø  Tendering for RFID is the v e r y important and t i m e t a k i n g / difficult process for

the implementation of the RFID system Ø  A good tender document should look into all the minute details of the technical,

administrative and functional aspects Ø  If the tender document is fool proof then there may not be any problem in its

implementation Ø  The feasibility report prepared by the committee may help in this regard Ø  The tender may have two parts; Technical Bid & Financial Bid. The Financial bid

should only be opened once the Bidder qualifies for the Technical bid Ø  Ask for customer reference & arrange site visits and discuss your concerns with

them Ø  Incomplete, vague and conditionally submitted bids should not be considered

Continued… Ø  The bidder should have sufficient successful practical experience of supply, installation,

testing, commissioning and post commissioning Ø  The items to be supplied should be of proven good quality with makes having

globally accepted presence and compatible with global standards Ø  Supplied equipments should allow forward compatibility with anticipated new

standards Ø  Proven capability of vendor to integrate the proposed solution with multiple LMS

for future safety (with built-in SIP2/NCIP/NISO recommended) Ø  Issues related to onsite training, warranty, service and AMC should have been clearly

mentioned Ø  The validity of the successful bid should clearly be desired by the institute with a clear

delivery schedule Ø  Payment should be made after satisfactory installation and commissioning Ø  The institute may also think to retain some security money for

Challenges in RFID Implementation

• Need ICT infrastructure • Development of IT infrastructure • Requirement of Wi-Fi / internet services • Resource generation / funding • Skilled manpower •  Standardization • Taking initiate and financial approval • Sustainability and Maintenance •  Security in digital libraries

Role of the Librarian

Conclusion RFID is one of the most recent trends in modern academic libraries because of its helpful features like faster, required less manpower, time saving device, providing security to the documents etc. As we know, RFID technology is also being used in many other areas also such as healthcare, army, security, sports, marketing and industrial area to tracking the moveable item and providing speedy services. Its applications are being used by various foreign and Indian libraries because it has been proved that this technology has reduced the cost, manpower, time and give quick and excellent result to the user and provide greater economy in library services.

References 1.Roberti, Mark (Jan 16, 2005).The History of RFID Technology. RFID Journal, Retrieved on December 21, 2016 retrieved on January 2nd , 2017 from http://www.rfidjournal.com/articles/view?1338 2.Retrieved on 28th December, 2016 from https://iiserb.ac.in/page.php?page=Central%20Library&pid=54 3. Retrieved on 28th December, 2016 from http://web.iiserb.ac.in/NEW_WEB/tenderarchive.php 4. Retrievedon 28th December, 2016 from http://www.aalhysterforklifts.com.au/index.php/about/blog-post/rfid_vs_barcodes_advantages_and_disadvantages_comparison

Continued… Irania , Zahir, Gunasekaranb, Angappa and Dwivedic, Yogesh, K. (2010). Radio frequency identification (RFID): research trends and framework. International Journal of Production Research, 48, (9), pp. 2485–2511 Syed, S. (2005). Use of RFID technology in libraries: a new approach to circulation, pp. 15-21 Finkenzeller, K. (2004).RFID Handbook: fundamentals and applications in contactless smart cards and identification. Wiley. pp.11-28 K. Finkelzeller(2003).The RFID Handbook, 2nd ed., John Wiley & Sons R. Want and others (1999).Bridging Real and Virtual Worlds with Electronic Tags.Proc. ACM SIGCHI, ACM Press, pp. 370–377. Molnar, David and Wagne, David (2004).Privacy and Security in Library RFID Issues, Practices, and Architectures. Retrieved on December 22, 2016 from https://w2.eff.org/Privacy/Surveillance/RFID/molnar_paper.pdf Yu, Shien‐Chiang (2007). RFID implementation and benefits in libraries.The Electronic Library, 25 (1), pp.54-6 Yu, Shien‐Chiang (2008). Implementation of an innovative RFID application in libraries. Library Hi Tech, 26 (3) pp. 398-410 retrieved on January 2nd, 2017 fromhttp://dx.doi.org/10.1108/07378830810903328 on 26 December, 2016 Dwivedi, Yogesh K. and others.(2013). RFID systems in libraries: An empiricalexamination of factors affecting system use and user satisfaction. International Journal of Information Management. 33(2), pp. 367-377

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