Current Project Snapshot
- All libraries using the shared TLN barcode prefix have new RFID tags to place on all new items. These tags are pre-encoded and added to all new items before they hit the shelves. TLN no longer issues standard barcodes separate from the
new RFID tag ones.
- TLN and a select few libraries already on RFID are daily tagging materials that come through delivery if they are not yet tagged. They are placing and encoding blank RFID tags and matching them to the old barcode that is on the items that
they handle.
- TLN is contacting individual libraries to schedule them for their retro-conversions. Libraries that intend to have a third-party complete their retro-conversion should contact vendors directly.
- Libraries that do not share the TLN barcode prefix may continue to use their unique barcodes until we have them switched over to custom barcoded RFID tags.
- General RFID discussion can now be shared on the new TLN RFID email list. Individuals that are interested may join the list by visiting our
Distribution Lists Sign Up page (login required). We will continue to send out RFID project updates, and will use the list in addition to
the website for these communications.
All libraries are encouraged to open a TLN Help-Desk case if you have RFID questions that are specific to your library.
Project Updates
11/2024
The results are in! We have heard from all of the shared system libraries about how they want to move forward on the RFID project for their libraries. The vast majority of respondents (21 out of 30) would like to do their own tagging.
We are now moving forward with scheduling for libraries that want to retro-tag their collections. We will contact libraries directly in November to confirm a spot on the calendar. TLN can provide on-site training and a "Tagging Kit"
for libraries to use, but we have a limited number of devices so we are working on prioritizing scheduling. Each library will be scheduled for one business quarter to complete their project.
There are a few libraries that
intend to retro-tag their collections by hiring a third-party to do the work. TLN has concluded that most libraries will get the best deal if they work directly with a vendor for this work as they can create a custom package for your
library's needs.
After a couple of months of negotiations TLN recommends that libraries work directly with vendors for purchasing RFID equipment as libraries will get a customized purchase agreement. Whether libraries are
tagging on their own or want equipment for future use, libraries may move forward at their own pace for budgeting and purchasing equipment. No library is required to purchase equipment. Libraries may wish to consult this TLN Recommended Tech Specs for RFID Equipment document for information on vendors and standards.
Libraries that are unable to adopt new technology due to lack of funding are encouraged to consider the TLN LEAF program for financial assistance.
TLN now has created
a RFID email discussion list. All primary RFID contacts listed for each library have been subscribed. Others that are interested may join the list by visiting our Distribution Lists Sign Up page (login required). We will continue to send out RFID project updates, and will use the list in addition to the website for these communications.
All libraries are encouraged to open a TLN Help-Desk case if you have RFID questions that are specific to your library.
10/2024
TLN partner libraries have begun assisting other libraries in TLN by tagging any untagged Shared Automation System materials that come through their buildings in TLN delivery. TLN also finished a complete retro-tagging project at Walled
Lake and is compiling a summary review of the project, including recommended best practices for other libraries. We have begun reviewing RFID survey data (over 50 libraries have participated in the survey so far) and will use information
in moving forward on project planning. Blank RFID tags with barcodes have now been delivered to TLN and libraries will begin using these for new materials. TLN will no longer be issuing our old style of shared barcodes.
TLN has begun distribution of pre-encoded paired barcode and RFID combo tags. These new tags have been sent out to SAS libraries that use the shared TLN barcode prefix. TLN will no longer be distributing the old barcodes without RFID tags.
Once libraries receive their new tags they should begin using them. Recommended placement for tags can be found here TLN "How to Tag" Document. Libraries may vary tag placement, as needed, for local implementation.
Libraries with specific questions are encouraged to open a TLN Help-Desk case.
9/2024
The RFID survey has gone out to all directors, shared system and independent alike. For shared system libraries that will need to tag, the survey asks for specifics about who, how, and when for tagging collections. Libraries that are already
tagged can indicate if they are willing to tag libraries that come through their buildings (some partner libraries have already committed to this and have begun tagging items as they come through their library). Libraries that are
on independent systems have questions about their use of, or planning for RFID. They have also been asked to report if they are interested in getting tags through TLN in the future.
8/2024
TLN employees were deployed this month to do on-site tagging at Walled Lake City Library. A complete retro-tagging project will be finished at Walled Lake to get a handle on work-flow and tagging items on-site. Update: the entire collection
has been tagged at Walled Lake and TLN is writing up best-practices for on-site tagging at a library. It seemed to work best to have someone place tags in books at the shelves and to later have someone link the tags. This seems to
work quicker than partnering two people, placing tags and linking in the same work-flow.
7/2024
Since approval was received from the Board in June 2024 to move forward with the RFID tagging project, an RFP was completed and an was order placed for tags. A shipment of tags has been received and TLN staff have begun practicing their
process of tagging materials here in-house. They are now getting a handle on work-flow and tagging items as they come through the building for delivery. We are currently focusing on libraries that receive a high volume through the
shared system. Vince Nash, Delivery Dept. Head, is working on commitments from a few smaller test libraries to begin testing a complete retro-tag project within their libraries. All others are asked to wait a little longer as we become
familiar with the process before moving forward. A survey will go out to participating shared system libraries that will need to tag, asking for specifics about who, how, and when for tagging their collections. Libraries with specific
questions are asked to contact TLN via the Help Desk or email.
Frequently Asked Questions (FAQ's)
What is the project? What are timelines?
Possible Anticipated Project/s or Phases (some to occur concurrently or with overlap)
Phase 1 purchase of RFID tags for new materials and a stock-pile of tags to convert old materials; updating processing of new materials to use the newer tags; timeline to begin (and be ongoing) as soon as summer 2024,
approved 5/30/2024
Phase 2 retro-tagging of items (in bulk or individual as determine by each library); timeline to being as soon as summer 2024 and to occur over an extended time period (anticipated at up to 5 years), approved 5/30/2024
Phase 3 purchase of in-library equipment to use of RFID; TLN is currently in-process for securing equipment discounts; timeline to being as soon as summer 2024 and to occur over an extended time period (as libraries individually
choose)
Phase 4 purchase of Automated Materials Handling (AMH) equipment by TLN for use in sorting and delivery operations (at TLN building); TLN is currently in-process for work on an RFI/RFP and will move forward on the project
if approved; timeline to being as soon as summer 2024, with implementation anticipated within a year; full use not to be realized until a marked percentage of materials coming through the TLN building are tagged with RFID
Will libraries who have already invested in RFID have to subsidize this project?
No. TLN is a public cooperative library. Together, all individual member libraries are a part of a separate single legal entity, TLN, formed to offer shared services and do work together. Even so, no individual member library will be asked
to subsidize another library's move to RFID. The Phase 1 tagging project (noted above) is a recommendation from member groups for TLN to purchase and move forward with tagging items that are not yet tagged, at all
participating libraries. The recommendation is that this be funded using money that TLN already has on reserve for Shared Automation System (SAS) operations. This project will be a benefit to every library in the TLN shared system
catalog. It will also lay a foundation for TLN to move to an Automated Materials Handling (AMH) system for sorting the 1.5 million items that TLN member libraries share each year.
What are the logistics of tagging existing items in library collections?
There are several components to consider for this. The first to note is that libraries that do not want to tag all of their existing collection (for any reason) would not have to. The size of the library collection and how many people
working on retro-tagging determines how long it would take to do an individual library. TLN would have discussions with each library to determine what is best for them. Some options were listed in the memo sent to Directors. Other
options may come about--for instance TLN is looking at sharing costs to send teams to libraries that want to retro-convert. While these will be important conversations and lots to determine (based on additional information) this can
be considered
Phase 2 of the project. We are looking at a 5-year interim for libraries to work with TLN on retro-tagging if they so choose. For that interim (and beyond) all old and new materials will also have barcodes for traditional
scanning. The initial vote and project (Phase 1 if you will) would be to purchase RFID tags and move forward with using them to tag all new materials at all libraries as they are processed.
Retro-tagging an entire collection has little to no disruption to ongoing library operations. It is as simple as a team tagging and linking shelves/carts of books in succession, moving along with minimal affect on patrons and staff (unless
staff is assigned to work on the project). Please see the memo to directors for a bit more information on options that libraries would have for retro-converting items.
What is the process for retro-tagging?
Not to oversimplify, but the process entails scanning the existing barcode to pull up the item, and then "linking" the RFID tag to the item record, by having an RFID tag "read" the RFID tag info to the item record. CARL (and any other
standard library system) already has this capability. If we move forward with the project TLN will produce (or will supply) how-to docs for everything.
What about unusual items? The details about special tags for special items will need to be worked out (as any library that moves to RFID has had to deal with). At the very least the combo tags we intend to get have a separate typical
style barcode sticker which can still be used. The RFID tags themselves are about 2 x 2 inches so they do not necessarily work well for small, unusual shaped, and unusually tiny items (as barcodes often don't for some items).
Many of those items may not circulate in TLN Delivery as well (depends on local library policy).
What are the anticipated future or ongoing annual costs for the project and moving to RFID tagging?
As RFID tags do cost significantly more than barcodes TLN is recommending that in the future the cost of tagging be part of the SAS operations budget, rather than the current model where each library purchases barcodes. Tagging would add
a total annual cost to SAS operations of approximately 1%. This equates to about $500 per library (although libraries would no longer have to pay to purchase barcodes). That said, we are also recommending that any cost increase be
spread out over five years so that libraries do not see a noticeable cost increase for SAS services. This model would make RFID tagging sustainable for all libraries in SAS.
Other optional costs: Libraries would have several options to choose on whether or not they want to purchase service to retro-tag their entire collection and if they want to purchase devices. Our current project/decision is to just about
moving forward with the purchase of RFID tags for new items and to have tags to convert old items (Phase 1).
Software quotes to use the RFID are minimal per year for a library. TLN will work to ensure we keep this cost to a minimum. TLN is planning on assisting libraries with equipment installations and maintenance for the devices, which we are
also planning to offer at a discounted price.
I'm looking to get a tag dispenser for the RFID tag roll. Any suggestions?
There are a couple of models available that TLN has tested and recommends. Please see the RFID Tag Dispensers document.
My library has tags but we don't use RFID yet. Can we start tagging other libraries' materials as they come through our library?
We kindly ask libraries without RFID equipment onsite to refrain from tagging items belonging to other libraries. Having RFID equipment onsite is essential for identifying already tagged items, as visual inspection does not always detect
existing tags. Unencoded RFID tags applied to items with existing encoded tags can cause several issues, including duplicate and/or incorrectly placed tags.
I have a question or concern about a specific item. What should I do?
If there is a concern about an item or its tagging, please contact the owning library to discuss the best approach. This will help maintain the integrity of shared materials and reduce the risk of unnecessary handling or damage. If you
own the item and have a question, please open a TLN Help Desk case so that we may address the issue.
Is TLN tagging all items that are moving through delivery? If so, does this apply to all items (media included?)
TLN is tagging some but not all items that come through delivery. Priority is given each day to tubs on higher volume routes when we are tagging. We are tagging books and media, processing all items in selected bins.
Is TLN using unencoded tags? Are the tags being associated with the existing barcode when inserted into items?
Generally, items that come through delivery have a barcode so a blank RFID tag is placed on it and then encoded to match. We are encoding existing barcodes onto blank RFID tags, as we place the tags.
If my library is considering professional conversion (via third-party), can our items be exempted from tagging through TLN delivery?
It may be difficult to skip items for specified libraries as they come through delivery as we are tagging tub-loads that may contain items from various libraries. We can consider this request and review how it may affect workflows. One
possible intervention would be for the library to tag requested items before placing them in delivery. But that would likely be disruptive on your end. Libraries that ant to discuss their planning on this issue with TLN are asked to
open a TLN Help-Desk case.
Informational Documents
Memo 1 to SAS Executive (April 2024)
Memo 2 to SAS Executive (May 2024)
Memo 3 to SAS Directors (May 2024)
(Memo 4) Executive Director's Report to Board (May 2024)
Board Overview Presentation / Recommendation
RFID Discussion Document
SAS Library Item and RFID Tag Counts
RFID Conversion Estimated Costs
TLN "How to Tag" Document (Updated 10/2024)
RFID Best Practices Document
TLN Recommended Tech Specs for RFID Equipment (11/2024)
TLN Tested RFID Tag Dispensers (11/2024)
