RFID for Academic Libraries—Success Story

While most academic libraries haven’t yet adopted RFID (radio frequency ID) for their collections, those that have cite the benefits in collection management to support curriculum requirements. Collection inventories are completed quickly and efficiently to identify missing materials, and ongoing shelf management maintains accuracy of the catalog. In addition, item security can be enhanced using RFID security gates at building entrances.  

For RFID to deliver these benefits, each item in the collection is tagged with an RFID tag programmed with the identifier or barcode number of the item.  Each RFID tag can then be read with an antenna on a desk, by security gates, or with a handheld scanning device.

With RFID tags, the library moves away from individual “line of sight” barcode scanning and, instead, detects one or more items simultaneously. Every process gains efficiency and reliability with RFID— from checkout and check-in to inventory, shelf management, and security detection.

Unlike public libraries, easy self-checkout and automated materials handling (AMH) systems for returns aren’t necessarily drivers for academic libraries to implement RFID.  However, self-checkout is attractive to 24-hour or unstaffed academic libraries. Paired with security gates, the materials can be tracked and reported if they exit the library without being checked out. When it comes to efficient inventory and shelf management, Tech Logic’s staffCIRC TRAK can detect items and check ILS statuses immediately with a sweep of the RFID wand across item spines.  

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For many large academic libraries, the prospect of retrospectively tagging a collection is daunting and expensive. There may be ways to segment the project by starting to tag collections with the highest circulation, with greater risk of loss, or with physically segregated shelving. Unlike public libraries, academic libraries may enjoy breaks in the academic calendar which allow for concentrated tagging efforts supported by student workers.  

Brigham Young University—Idaho

For the Brigham Young University-Idaho McKay Library, a proposed remodel would have created five entrances needing to be secured. When University Librarian Chris Olsen calculated the cost of 92 weekly hours of student labor to secure entrances at $250,000 annually, a compelling argument emerged to invest instead in RFID for security and collection management. Even though the remodel did not occur, using RFID to inventory and then identify missing materials has paid off.    

Tagging of 135,000 items at BYU-Idaho Library was accomplished in five weeks using library staff and student workers during the academic summer break. With three Tech Logic tagging stations, more than 300 items were tagged per station per hour. Since then, Olsen noted that library staff have completely embraced the inventory and shelf management aspects of RFID scanning. “Where it once took up to a year to inventory and re-order missing materials, that can happen now very quickly with RFID,” Olsen noted.  

"Where it once took up to a year to inventory and re-order missing materials, that can happen now very quickly with RFID." — Chris Olsen, University Librarian, BYU-Idaho

Some academic libraries support individual faculty members or departmental collections across campus. Tagging materials in those collections provides an efficient way to take inventory simply by scanning the shelves with staffCIRC TRAK. Sending a staff member to on-campus departments with a handheld RFID wand avoids the inconvenience of asking faculty to return materials to the library for an annual accounting. The scanned inventory report quickly confirms what is still out on loan to an individual faculty member or departmental collection.  

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Why was Tech Logic selected to provide RFID for BYU-Idaho McKay Library? Olsen said that Tech Logic “sold us what we needed, not just what they had.  The cost of tags, gates, and equipment was less than had been budgeted for the project when we were able to augment existing equipment.”

“Tech Logic staff were helpful and responsive across the board,” Olsen said. “They also offered considerable expertise to us at no extra cost on best practices for RFID implementation. It’s been a very successful partnership.”

Congratulations to Chris Olsen and Brigham Young University-Idaho McKay Library for being on the forefront of academic libraries taking advantage of RFID technology to benefit students and faculty.

Wondering if RFID is the right investment for your academic library? Please reach out to our team—we're here to help!

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‍Tech Logic connects libraries with their communities through dynamic, innovative, and efficient workflow technologies—delivering unparalleled service and outstanding experience. Since 1997, we have worked exclusively with libraries to develop solutions that empower library users and staff.