Circulation Technology Solutions
RFID Collection Tagging
We
It is really important to be organized as you begin the conversion process.
developed a plan for working through the collection, trained our volunteers so they
understood the importance of each step of the process, and visually tracked our progress.
— Lori Peterson, Technical Services Administrator, Waterloo, IA Public Library
Selecting Appropriate RFID Tags
Conquering the Tagging
There are three tag formats to evaluate for your conversion:
of Your Collection
• Standard Tags: Can be applied to books, magazines, VHS tapes
and media cases, but not CDs and DVDs
• Media Tags: Designed for non-metallic CDs and DVDs to be
placed around the center hole
• Larger Overlay Tags: Designed for CDs and DVDs, covering a
larger surface
Tip: If you will be weeding your collection,
have a good idea of your plan, collection
reduction target and timeframe for
weeding prior to purchasing your tags.
Here are a few questions libraries ask to
help manage the tagging process:
There are three tag styles to consider:
• What is the size of your current
collection?
• Read Only Tags: This is a basic tag and does not have a
high storage capacity, usually 96 bits. Once programmed the
information cannot be updated. Ideal if you only need the tag
to identify the item
• What is the anticipated annual growth
of your collection?
• What is the mix of print and media
materials in your collection?
• Write Once / Read Many Times: This tag has slightly
more storage, 256 bits, for additional item information.
Once programmed, the information cannot be updated
• Read / Write Tags: This tag has storage of at least 1024 bits.
Due to the amount of information it can hold, an area of the tag
can be protected against rewrite. A 1024-bit tag is essential for
implementing automated material handling equipment
• What is the mix of single-piece vs.
multi-piece items?
• What verbiage and/or artwork you will
have imprinted on your tags?
Staffing for the Conversion Process
Tag application is not difficult, but it is recommended that a conscientious, detail-oriented individual lead the effort. Look beyond
the library staff to complete this phase of work. Enlist local community-service groups such as Girl Scout troops, youth groups from
local churches, your library’s friends group and teen advisory board. This is a great opportunity to engage your community in your
operational improvements and build awareness for the coming changes.
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Conversion Workspace
There are two components of the conversion process. One is programming the item information onto the RFID tag, and the second
is physically applying the tag to the item. Which comes first, converting or tagging? It can go either way — there is no correct order.
However, it is suggested that you stick with one approach throughout the entire process to minimize confusion and increase the
likelihood of the entire collection being converted.
• Convert and then tag: Just as it sounds. Items are scanned, tags are programmed with information,
and then the tag is applied to the item.
•Tag then convert: Blank tags are applied to materials. Tags can then be programmed in a separate work process,
at the time of check-out, or at the time of check-in.
Whichever approach you take, the work can be done in the stacks using a mobile conversion station, or items can methodically be
removed from shelves and taken to a work area, and then returned to the shelves.
As you acquire items for your collection you may purchase them pre-tagged from your bookseller, have items processed in central
processing center, or have tags programmed and applied in your Technical Services area.
Preparation Today Pays Off Tomorrow
Proper understanding of the conversion process is at the
heart of a successful implementation.
Mobile RFID
Train your staff and volunteers for success:
Processing
Conversion
Station
• Why are we tagging materials
• What does it mean to “tag” materials
• What is the process for tagging materials
• How will progress be tracked
• Where will the tagging project occur
• What is the timeframe for tagging materials
This station is
available for loan
and has everything
DEMCO RFID
Conversion Station
necessary to read
bar code labels and generate new RFID tags on
the spot. This battery-powered unit can process
approximately 200 books per hour. Includes Ethernet
or wireless connection for easy uploading of data into
your ILS.
Include all relevant information to ensure success,
and give every person involved in the process their own
copy of instructions. A copy should also be posted in the
tagging workspace(s).
More about Conquering the Tagging of Your Collection
Tip: Use Visual Cues to Help Keep You on Track
One library put small red hash marks on spine labels of converted materials. This was an easy way to scan shelves to
find items missed. It also was a check and balance to the information on the progress tracking chart.
If moving items to a workspace, use sets of matching magnets, placing one magnet as a shelf marker for materials
removed. Place the matching magnet on the book cart with items from that shelf. When it is time to return books,
this is a quick checkpoint that materials are being returned to their proper location.
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A Visual Guide for Tag Application
Books
Audio Books
VHS Tapes
A standard RFID tag is commonly
applied on inside back cover near the
spine, approximately middle of the
page. Suggest staggering to minimize
tag overlap.
Standard RFID tag placed inside
the case.
Standard RFID tag placed on item
if single tape; placed inside case if
multiple tapes.
CD/DVD:
Basic Hub
CD/DVD:
Stingray Media
Basic Hub tag applied directly to disk
for single disk; for multi-piece items,
can apply directly to disks if using a
case with staggered media trays where
tags will not directly overlap.
Stingray Media tag applied directly
to disk for single disk; for multi-piece
items, can apply directly to disks if
using a case with staggered media trays
where tags will not directly overlap.
Lessons from the Field
1.Have a staff member work with each volunteer group.
It keeps the work flowing when there are questions, or
something isn’t working as planned.
3.This is a very physical task with heavy lifting and
repetitive motion.
Try to limit each work session to a two-hour shift.
2.Stay focused on your organzination and approach. Listen
to your volunteers; suggestions for improvement or
simplification, but remember you know the details of
your system and the significance of each step. Rework
because of a missed step takes time and can be very
discouraging to everyone involved.
4.Find a space to visually display the progress you’ve
made. Slow and steady wins the race in a task that may
feel daunting and overwhelming.
Copyright © 2013 Demco, Inc.
Learnings shared by Lori Peterson, Technical Services Manager
Waterloo Public Library, Waterloo, IA
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Identifying the Tagging Workflow
It is important to establish a link between your ILS location codes and the physical location of your collection in your library.
This integration will be important for mapping the workflow and tracking progress.
Moving through your library floor-by-floor in a logical order, you will want to align your location code by physical location. You will then
place these in order by how you will work through the tagging of the collection.
Create one sheet per location code / physical location and place these in order in a binder. This will serve as a work guide to those
involved with conversion. Behind each sheet of paper there will be tracking worksheets, which will document the progress made in each
work session.
Example: General Tagging Organization
Collection Code
Physical Location
Area of Library
01
1st Floor — West Main Street
Teen
02
1st Floor — Washington Ave.
Children’s
05
2nd Floor — West Main Street
Job Center
06
2nd Floor — Washington Ave.
Large Print
Start Date
Completion Date
First Label ID/
Start Time
Last Label ID
End Time
Example: Collection Code Tagging Organization
Collection Code
Physical Location
Bay/Shelf
Area of Library
01
Bay 1 — Shelf 1
Teen
01
Bay 1 — Shelf 2
Teen
01
Bay 5 — Shelf 3
Teen
01
Bay 5 — Shelf 1
Teen
A methodical approach, led by conscientious, detail-oriented people will garner the best results. But remember, tags can always be
converted “on-the-fly” during checkout, should items be missed.
Need Help?
Call our Technology Specialist today to learn how you can streamline operations with circulation technology equipment.
Call 1.800.697.9473 or email us at [email protected]. We are here to help you from your first question through
installation and beyond.
800.697.9473 | [email protected]