IMPLEMENTATION OF RFID TECHNOLOGY IN PUNJABI UNIVERSITY LIBRARY, PATIALA: A CASE STUDY

1. IMPLEMENTATION OF RFID TECHNOLOGY IN PUNJABI UNIVERSITY LIBRARY, PATIALA: A CASE STUDY AMIT MITTAL Assistant Librarian Punjabi University, Patiala amitmittal96@gmail.com

2. INTRODUCTION Libraries are using the barcode technology for decades for providing efficient service to the users. From the last two decades the libraries have started using the new technologies like electromagnetic, RFID to improve the efficiency and accuracy.

3. INTRODUCTION Radio Frequency Identification is a revolutionary new input, identification and process technology which integrates the advantages of all earlier systems (tracking systems like Bar codes and security system like Electro-Magnetic and Radio Frequency) and at the same time does not carry any of their risk factors. The technology works on the principle of exchange of radio signals between the identification medium and a RFID reader.

4. WHAT IS RFID? RFID is an automatic identification method, relying on storing and remotely retrieving data using devices called RFID tags or transponders. RFID can identify multiple objects together over wireless. This overcomes the limitation that barcode has, like bringing items in line-of-sight to scanner, reading one item at a time which needs to be stationery, displacing items from shelves and so on.

5. Components of RFID technology RFID tags/ transponder The heart of RFID system is the RFID tag. It can be paper thin or thick and flexible which can be pasted inconspicuously on the inside cover of a book and in the library card.

6. RFID tags/ transponder It consists of a small antenna attached to a tiny chip, which stores up to 1024 Bits of data including a unique ID number to identify each item which a barcode label cannot do. RFID tags can be either active – having their own battery power source, or passive – having no power source of its own (Strickland and Hunt, 2005; Ward, 2003). But the libraries are using only passive tags.

7. An RFID tag

8. RFID Reader/Sensor RFID readers are designed to detect and read tags to obtain information stored on them. They consist of a transmitter, receiver, antennae and a decoder. They can sense a tag from a distance of 30 to 45 cm. The readers are to be configured with the library software. Since a passive RFID tags do not have their own power, they draw power from the reader’s magnetic field and uses it to power the chip’s circuits and antenna, which in turn enables the chip to transmit the identification information to the reader.

9. Readers can be used for various purposes • Conversion stations • Staff workstations for circulation • Self-charging/discharging stations • Exit sensors • Portable sensors for shelves arrangement

10. Detecting System/gate sensor Exit gates have antennas embedded in them, these antennas produce radio signals to activate the tags and read the data stored in them. The electromagnetic field produced by an antenna can be constantly present when multiple tags are expected continually. Antennae can be either long-range or medium-range reader. The Punjabi university Library is using a long-range reader which has the capacity for tracking large number of books at one time, i.e. the capacity for identifying 40 documents at a time while users pass through the gates and show their issuing status.

11. Server/Docking Station It is the communication gateway among the various components. It receives the information from one or more RFID readers and checks the information against the library database or exchanges information with the circulation database. The server typically includes a transaction database so that a number of reports cab be generated.

12. Punjabi University Library, Patiala The Punjabi university Library was established in 1962. It is one of the leading university libraries in Punjab region catering to the needs of around 10,000 users residing on campus and nearly 200 affiliated colleges. The Punjabi university Library has more than 500,000 documents in its collection including books, bound volumes of periodicals, theses and dissertations, manuscripts, CDs and audio-video tapes.

13. In 1990, in order to provide a better service and to automate the library operations/services, the library purchased the LibSys library management system package, developed by Info-Tek Consultants, New Delhi (www.libsys.co.in). Since then around 300,000 records have already been added to the bibliographic database.

14. Opening Page of LSmart

15. HISTORY of RFID in the PUP The Punjabi university Library implemented barcode technology in 2008 to assist the circulation. The barcode technology adopted in the library made the circulation fast but it was not efficient enough to process the circulation of documents in the library. So the Library was investigating technology as a way to save staff time, reduce personnel costs, improve security and inventory control, but before implementation of RFID, the library went through the feasibility aspect of the technology for the university library.

16. Feasibility Assessment The main part of any feasibility assessment is a cost-benefit analysis of the various alternatives; the library is a service organisation so a full cost-benefit analysis is not appropriate in a library situation. In order to assess the feasibility of the RFID implementation, a formal group of experts was formed by the higher authorities, which includes Chief librarian, Head Computer department, Director University Computer centre, Head USIC and Chief security officer.

17. Feasibility Assessment The group had discussions on several factors such as budget, requirement of hardware and software, recurring cost and the availability of manpower. The experts finally decided that RFID provides more security with efficient circulation of materials in the library. The experts also recommended that the live demo of the RFID must be carried out before placing order. All the vendors were called for demo and negotiation and finally the order was placed with the LibSys in June, 2010.

18. Implementation Of RFID The whole process of the RFID implementation was divided into two phases.

19. Installation Phase During the installation, the LibSys people tagged 2000 books as per agreement and trained the library staff about the working of the system. After the installation of the system, the tagging of newly accessioned books started

20. Retro-Conversion Phase For the retro-conversion of collection, two teams were formed, one for the tagging of books on the shelves in sequence and one for tagging of books returned at the circulation counter. Finally, the implementation of the RFID are formally inaugurated on 30th April, 2011 (Foundation day of the Punjabi University), by S. Prakash Singh Badal, H’nable Chief Minister of Punjab.

21. Barriers Faced While Implementing the Technology The LibSys software package includes a number of modules and the library was having LibSys 4.0. But “LSmart is a suite of applications for RFID technology. It is the result of integrating the power of LibSys software with RFID hardware equipment from different vendors (www. libsys.co.in/lsmart.html). Thus, it was appropriate to use LSmart for implementing RFID in the Punjabi university Library and Figure 3 shows details of this module.

22. Modules of Check in / check out

23. While Implementing RFID, The Library has came across following barriers Lack of standards The emerging standard for library RFID solutions is to employ a frequency of 13.56 MHz. However, no formal standards are currently in place (BiblioTech, 2001). LibSys Corporation made changes in the software so as to make it compatible according to the RFID tags used by the library.

24. Lack of Technology Experts When the RFID technology was implemented in the library it was new for the library staff and none had appropriate knowledge of it. The lack of any technology expert in the library was a major barrier in the implementation. In order to overcome this barrier the library staff was given training within the library.

25. Resistance of the Users Towards Change Initially, when the library started to implement the RFID technology in parallel with the manual/ Bar-coding system, there was resistance from the users in the adoption of the new technology. Because users were required to perform the transaction twice at the circulation counter, i.e. manually as well as using the RFID workstation, this activity was more time consuming for them. Also they were afraid that, while dropping the book in the drop box, if both the records were not cleared by the library staff from both the systems then they might be liable to pay overdue charges. Also, as the users were well versed in the old charging and discharging system they were not ready to switch over to the new system.

26. Technology Literate Users The technology literate users have also created many problems in the library. These users knew the function of the tags and so they removed the tags from the documents and tried to take the books from the library without charging them out in the proper way. Once the tags are removed from the documents the RFID gates were not able to detect the theft of the document and this helped some users to steal items from the library. Few such cases were recorded in the first six months in the library after the implementation of this technology.

27. Problems of Tagging and Un-tagging Tagging involves the coding of bibliographic data in the RFID tag attached to a particular book or item. Once data is entered in the database it is essential to perform the tagging function. For this the LSmart tagging function is used to write, or feed, the accession number of the item on to the chip of the label.

28. In some cases this tagging function was not performed correctly by the data-entry operators, as some wrong accession numbers were entered. This resulted in failure to retrieve the correct bibliographic details of the item at the circulation counter. Also, sometimes due to the moisture present on the tags it stops functioning. In such cases the library staff have to perform an “un-tagging” function first and then the tagging function or, in some cases, have had to replace the tag.

29. Problems Encountered at the Circulation Counter • Staffs at the circulation counter have encountered many problems while using the RFID technology. For instance, users may come to the counter with an item, which does not have an RFID tag, or the tag is removed. In such cases the message such as “no book found” used to flash on the screen of the computer. Alternatively, when the bibliographic details of an item had not been entered correctly in the database the message, “no accessioned book found” used to flash on the screen and a user wished to borrow the item. All such problems have been identified and remedial action for individual problems such as adding tags to the documents, or adding bibliographic details of the document in the database, were communicated to all circulation staff to overcome these problems.

30. Power Failure In India many libraries face the critical problem of electricity power supply. Punjabi university Library is no exception and did not have any generator facility or any other backup system; when the power fails, staff used to shut down the circulation system. To avoid this inconvenience the library has acquired an uninterruptible power supply with a backup of 6 h. This has resulted in having proper electric power in the library and thus promotes smooth functioning of the RFID system in the library. Later on the library was also connected to the generator.

31. Impact of RFID Implementation at Punjabi University Library Punjabi university Library has around 8,000 registered users, with ten different member “categories” being defined in the member database. Some members can only borrow two books at a time whereas departmental libraries can borrow any number of books. In the circulation module of LSmart, the maximum limit set for one transaction is four books and the software allows for the charging or discharging of four books in one click as shown in the following figure-

32. Number of Transactions at a Time

33. Time Saving Circulation includes check-out, check-in and renewal of the documents. It usually takes 1-2 min to complete a single transaction when the task is performed manually with barcode technology, while the same transaction takes place within 1-2 s with the RFID system. A further advantage is that if the user has four items to check-out or check-in the transaction can be easily completed within single stroke.

34. Transactions at Circulation Counter

35. TIME TAKEN FOR ISSUING • Figure shows the time taken for carrying out transactions at the circulation counter using RFID based on the transaction log from the LibSys software. • Figure shows that 6 transactions were completed within 1 min, i.e. an average of 10 s are required for one transaction. It also shows that four documents can be charged or discharged in one click. • The same number of transactions takes 1 min when performed manually, while barcode-based systems take around 20-30 s for one transaction. Figure 6 shows the transactions using the barcode technology (before implementing RFID technology in the Library).

36. Time taken by Transactions Using Barcodes

37. RFID V/S BARCODES The main drawback of barcode systems is that the circulation staffs have to scan the barcode of the user’s card and then the barcode of every item to complete a single transaction, whereas using RFID four transactions are possible in one click. This has resulted in saving the time of the users at the circulation counter and also the time of the staff. After comparing the circulation using RFID with that of a manual and barcode system one can conclude that now the circulation system has become much faster than any previous system by implementing RFID.

38. Theft Detection There are two independent security gates (theft detection pedestals), installed at the entrance / exit gates of the library. The overlapping protection zones of the gates provide additional security. Any item that has not been checked-out is detected as it passes through these pedestals. Before the implementation of RFID in the library many items were not traceable, because of theft. After the implementation of RFID, Punjabi university Library has caught many users who were taking items out of the library without being issued. Now, since most of the users know that the system is in place and is capable of detecting theft, none is trying to take items out of the library without issuing them.

39. Other Uses The university library has still not purchased hand reader, after purchasing the hand readers, tracking of the items and correct order of the documents on the shelves could be easy and the missing documents would be traced effectively. The hand readers are also helpful in stock verification as well.

40. Conclusion Implementing RFID technology has provided major benefits for Punjabi university Library. Punjabi university Library being a university library serves a large clientele, and RFID technology has enabled the library to provide a quick, accurate and timely service to the users. Quick circulation of books means no queuing in front of the circulation counter. The manpower required to perform all these functions is now being reduced and is being utilised for providing other services. Most importantly the system has also put a check on the theft and misuse of documents, as users know that the system is in place and capable of detecting theft. The RFID technology has been a boon for the library.