RFID Taskforce Report
September, 2006
Committee Members: Sandra Collins, Northland Public Library, Craig Hayward, Mt.
Lebanon Public Library; Kimberly Hrivnak, ACLA; Sheila Jackson, Carnegie Library of
Pittsburgh; ACLA; Ed Mandell, Penn Hills Library; Perry Munyon, Carnegie Library of
Pittsburgh; Mike Nangia, Carnegie Library of Pittsburgh; Cynthia Richey, Mt. Lebanon
Public Library; Debi Ryder, ACLA; Carolyn Toth, Sewickley Public Library; Sharon
Verminski, eiNetwork; Ernie Williams, eiNetwork
Overview
Libraries have a history of embracing new technologies to improve access to collections
and services for customers and internal operations for staff. From the early days of
microfilm and long-playing recordings (LPs) to the online catalog and reference
databases to internet access and digitization of print and images, electronics have
impacted every aspect of day-to-day library operations.
A newly refined technology offers further opportunities to streamline library processes,
RFID. Radio Frequency Identification facilitates the identification of an object (or a
person) using a radio transmitted signal that through a tiny antennae imbedded in a small
tag. Retail companies and government agencies have mandated the use of RFID to track
manufactured good through the supply chain.
Libraries are applying RFID tags to library materials and integrating them with their
existing library management systems to facilitate materials handling, offer selfcirculation by customers, improved security and inventory controls.
Northland Public Library, an ACLA/eiNetwork member library adopted Bibliotheca’s
RFID technology with its facility renovation in 2005. Mt. Lebanon Public Library has
begun local fundraising and planning for RFID implementation in the near future.
Therefore, it seemed prudent to explore the costs and benefits of a county-wide RFID
use.
The eiNetwork User’s Group Steering Committee approved the formation of the RFID
Taskforce in late 2005 to provide feasibility and considerations study of RFID
technology. This report reflects the findings of the taskforce. Attachment # 1. RFID
Task Force Charge.
Benefits of RFID Technology in Libraries
1. RFID technology is a good solution to the large volume of materials handled by
library staff. First, RFID will allow staff to be more productive not only in
circulation by streamlining often repeated tasks so staff time can be devoted to other
library responsibilities such as inventory, customer service, pulling materials for
loan to other libraries, and so on. Second, a RFID sorting system in shipping would
expedite movement of materials throughout the County. So far in 2006 we have
seen an 18% increase in bins shipped over 2005. This translates to approximately 2
million items moved from January to August in 2006 within our consortium.
Finally, it may be possible for the libraries throughout the county to sustain quality
service with the same level of staff when library facilities double and triple in size
and usage continue to rise.
2.
RFID tags:
 Can hold more information, such as the title of the item, than a barcode which is
limited to a single sequence of numbers.
 Enables efficient real time updating of information contained within the tag as the
item moves from one point to another or how many circulations the items has had
and so on
 Are virtually impossible to counterfeit as the unalterable permanent serial code
prevents tampering and guards against an unauthorized user changing data
corresponding to a particular item
 Communicate via radio signals whereas barcodes operate optically and require a
line-of-sight reader to be held up to the barcode whereas an RFID tag does not
 Can be read inside patrons’ book bags as they leave the library if an RFID reader
is close enough. Readers can also be placed in book drops, self check stations,
sorting machines and exit sensors.
 Tags can be placed on library cards, however this raises privacy issues.
3.
RFID technology:
 Increases the speed and accuracy for materials checked out and checked in, for
shelf searching for items, and makes inventory control possible for all sized
libraries. Stacks of books can be checked out at once. The time it takes for an
RFID reader to activate the tag and receive the associated information stored in
the tag is approximately 40% faster than scanning traditional printed barcodes
which must be scanned individually.
 Provides automated and accurate picking during the morning rush to complete
paging list.
4.
Inventory wands:
 Act as readers and as portable databases that store shelf lists. Library staff can
use the wands to scan all the items on a shelf and detect which items are out order
or missing.
 Inventories items without handling them.
5.
Automatic conveyance and sorting equipment:
 Can improve the daily backups that occur in the shipping department and item
flow control for all libraries.
 Efficiency in shipping will increase the number of times an item is available to
circulate and the materials will get to the customers more quickly as there will be
no “hand-sorting” down time.
 Note: it is necessary to keep the conveyer operating almost continually to keep up
the steady flow of materials. Seattle Public Library has referred to this RFID
function as “feeding the beast”.
6.

7.
Ergonomic impact:
It is expected that RFID systems will reduce repetitive stress injuries associated
with checking out books using barcode systems.
Security:
Theft rate of materials from libraries is reduced as the tags are hidden in books
and in AV packaging.
 Assists in determining if theft was from the shelf or in transit.
 Security system "interrogator" or reader automatically resets the anti-theft code on
the tag thereby eliminating this step by humans.

8. Return on Investment and unforeseen benefits will be different for each library.
 Capturing data for applications and analyzing the data to find unexpected
opportunities to cut costs and improve efficiencies will result.
 Some data that it is helpful to track to establish ROI are: time, labor and materials
for - processing, checking in and out materials, shelving, shelf reading; the value
of lost items and the time spent searching for lost or misshelved items; the time
customers wait in busy checkout lines; the percent of items self-checked.
 ROI is often difficult to establish in the early years after RFID deployment.
 In a time of flat or declining operating budgets for libraries identification of
efficiencies is imperative for successful libraries
9.
Libraries using RFID technology report a higher level of customer satisfaction.
Issues of RFID Technology
1. Privacy concerns: Current RFID tags can be vulnerable to unauthorized scanners
reading the information stored on the tags because the data on the tag is not
encrypted. Also, encryption would eliminate viruses.
2. Lack of standards which make tags inoperable between systems. The lack of
standardization among vendors complicates resource sharing such as interlibrary loan.
3. The high price of tags: tags cost anywhere from .50-$1.50 each and must be placed in
each item in the collection. Plain tags used in books range from 50 to 70 cents;
customized tags with library logos are more expensive and the cost of the tag goes up
to $1 to $1.50 for audio visual materials such as DVDs. Other hardware costs need to
be considered as well.
4. Multi-media materials may cause problems on RFID systems because the metal on
CDs and DVDs interferes with the readers. Some libraries do not use their RFID
system on multi-media materials which can be among the most frequently circulated
items in the library.
Implementation for Allegheny County Libraries
The committee identified several considerations that could potentially impact a countywide implementation. The following are a list of issues and their potential impact.
1. Cost
The cost of a county-wide RFID implementation could exceed $10,000,000 due to
hardware, tags, staffing, and ongoing maintenance. Significant effort would be
required to obtain the necessary capital funds to implement a county-wide solution
and the operating costs required to make it sustainable. Attachment # 2 Quotations
from Vendors.
2. Staffing
The implementation of a county-wide RFID system would need substantial staffing to
convert each library’s items and install the RFID systems. Both full-time, part time
staff at all job classifications would probably be necessary during the conversion
process. Volunteers could also be recruited. However, it is likely that the
combination of extending staff and changes to library processes could have a
temporary impact on public service. Effective public communication and direction
could reduce this impact.
3. Timing
An extended or phased implementation of a county-wide RFID system could reduce
the impact on public service; however, the need to maintain both a new RFID system
and the current barcode system could weigh on costs and duplicate staff processes.
4. Training
RFID technologies offer exciting new features to public libraries. With new features
comes the need for training on how to use them. In addition to changes to everyday
circulation and processing, the added benefits of integrated security gates and
inventory wands require training for effective operation.
5. Process Changes
RFID has the potential to change many day-to-day processes and the impact to each
library’s population should be analyzed and weighed. From the number of self-check
machines, circulation stations, or security gates to processing and inventory, the
implications at an individual library level could impact how effective and sustainable
an RFID implementation will be.
6. Policy
The primary policy concern may center on RFID and privacy. Recent headlines
surrounding San Francisco Public Library’s decision to table plans to implement
RFID due in large part to privacy concerns has highlighted the need to address this
issue. In San Francisco’s case, it seemed their plans to use RFID library cards drew
the most concern. While it was a conscious decision by the taskforce to exclude
RFID on library cards in our analysis, necessary information about a county-wide
implementation should be communicated to the public to address privacy concerns
from the outset. Attachment #3 – ALA: RFID in Libraries: Privacy and
Confidentiality Guidelines.
7. Hybrid RFID System
It is possible to implement a hybrid RFID System with multiple vendors operating at
various library sites in the County. Each of the vendors that we interviewed for the
project indicated varying degrees of willingness or reluctance to do so based on tag
standardization, and added costs of implementation. However, all recommended
against doing so if for no other reasons than costs and complexity.
Estimated Cost Analysis
The committee has completed an analysis of the hardware, software, conversion, and
ongoing costs associated with a county-wide RFID implementation. The committee’s
first goal was to estimate the amount of hardware, software and accessories needed
throughout the county along with the number and type of items to be tagged. The
methodologies used to generate these estimates are identified below.
Once the committee had estimates on the amount of equipment and tags needed, we
estimated the costs of each item of equipment. Concerned that the costs we assigned to
each item were not accurate, we requested quotations from various vendors including
Bibliotheca, Tech Logic, and 3M. Attachment # 4 – Vendor Information. We selected
these companies because the first is already in use at Northland Public Library, the
second installed the RFID system at the much publicized new Central Seattle Public
Library and the third already has security and self check equipment installed at several
county libraries. Please refer to the accompanying spreadsheet: Attachment # 5 -RFID
Cost Analysis.xls. We also asked these companies to provide us with information they
use with their customers establishing return on investment documentation. Further
investigation will be required if we are to go forward. Attachment # 6 – Vendor RFID
ROI documents.
Methodology
RFID Readers/Workstations (374) – These devices would be required for each circ point
or processing area where staff is required to “scan” items. The use of the terms “readers”
and “workstations” only reflect how vendors identify these devices. The committee
arrived at an estimated total of 374 for these devices by approximating the circ points,
reference and work areas within each library, bookmobiles, and Knowledge Connections.
Depending on the vendor, software costs may also be associated with these devices.
Self Check Machines (117) – We arrived at 117 self check devices by estimating the
number of potential self check systems per physical library location. All libraries were
estimated to have at least one self check device with the exception of Knowledge
Connection locations and the bookmobiles, which were not included in the total.
Additional devices were estimated for some libraries based on committee member input.
Some libraries already use self-check equipment from a variety of vendors.
Inventory Wands (86) - All libraries were estimated to have at least one inventory device
with the exception of Knowledge Connection locations, where 1 was identified for the
ACLA office.
Security Gates (80) – The estimated number of security gates were derived from a survey
sent out by committee members in early 2006. The committee used the results from the
respondents, along with estimates for those sites that did not respond, to determine the
number of security gates. Some libraries already employ security systems from several
vendors.
Book Tags (3,000,000) and CD/DVD Tags (300,000) – This number was based on the
approximate number of items within the county-wide system.
Booster (300,000) and Applicator Tool (88) – Applies only to Bibliotheca as they appear
to be the only vendor of the three to provide these items.
Sorting Machine – The vendors we spoke to were reluctant to provide cost estimates for a
large sorting machine to facilitate and improve our shipping services. These devices are
highly customized based on volume of materials shipped and the space available for the
system. Conveyor systems are generally provided through a third party
RFID Conversion – Staff - Approximate time needed to convert items to RFID depends
upon the format. CDs and DVDs take longer if library is using foil backed labels –the
labels will need to be removed before RFID tag can be applied. Attachment # 7 –
Estimated Conversion to RFID Time and Costs.
 Based on Northland’s experience with Bibliotheca is used – the booster tag for
high risk items also increases processing time , although it is now 1 combined tag
rather than 1 RFID and 1 booster - if no current labels to remove no booster
needed van convert approx 60 per hour – cut in half if labels need to be removed
and boosters used.
 Books - Approximately 60 per hour if mixed sizes (includes time to proofread
information and compare to spine label, decide where tag goes) -can do 65-70/hr
if all same type, little proofreading needed and tag placement is straightforward
(no maps, info on end pages, etc.)
 If you have 1 staff member able to devote 40 hrs per week they will process
approximately 2400 books.