RFID Tagging for Libraries: Project Management Questions

This post is the second in a series that outlines RFID tagging best practices. Check out the other post in this series if you’re looking for an overview of RFID tag types, programming, and placement. And keep an eye out for more to come!

Should I use in-house staff or out-source? 

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As more libraries recognize the labor-saving benefits of implementing RFID, they will also need to consider whether or not to outsource the conversion to RFID tags or to keep the tagging project in-house. When deciding whether to “Do It Yourself” or outsource an RFID tagging project, the library will need to consider questions like the following.

Is there a deadline for completion of tagging at one or more locations?

Opening new buildings, expending grant funds, replacement of failing equipment, and consistent circulation processes system-wide are all reasons to expedite an RFID conversion. Operating with both barcodes and RFID in a hybrid system is also feasible with thoughtful planning.

Is a current security system still in operation?

Libraries should discontinue older security methods as soon as possible—perhaps by tagging locations first that rely more heavily on current item security methods.

Will current self-checkout continue to operate until the cutover to RFID?

Consider the patron experience and how to keep self-checkout fast, easy, and consistent. Whenever possible, stay with barcode self-checkout until everything in the branch is tagged and all holds arriving for self-service pick-up are tagged to ensure a consistent self-checkout for patrons.

Can branches be closed to tag?

Closing a branch to tag means more available staff time, but also the need for more tagging equipment. If branches remain open, an outsourced tagging vendor could work full-time on the tagging project with their own staff and equipment included. A combination approach may also work in which the library tags certain collections during closed hours or days.

Can part-time staff be paid for additional tagging hours?

Part-time or temporary staff may offer a ready source of additional hours. Consider the cost of adding their time and more equipment to accelerate the tagging project.

Is there a staff member who can oversee the tagging project from start to finish?

For a DIY project, a staff member will need to manage details such as the sequence of tagging, handling returned materials, ensuring tagging standards, solving equipment or process issues, replenishing supplies, directing staff (or other project participants), and recording and celebrating goals met.

Is there a ready source of consistent volunteer labor?

Some libraries successfully engage Friends or volunteers in the tagging project. Once trained, volunteers might be paired with a staff member to tag materials at the shelves or behind the scenes. Because of the physical nature of tagging, you may need to limit volunteers to shorter shifts.

Are you staffed to tag all returned materials?

Once a branch is tagged, don’t underestimate the labor involved with tagging returned materials—whether with staff, volunteers, or outsourced labor.

How do you calculate tagging labor costs?

Calculate the hours needed by dividing the print collection by an estimate of 150 items tagged per person per hour; A/V materials should be estimated at 75–100 items per person per hour. Consider all costs to pay staff and buy/lease equipment, plus the disruption of normal library operations if you opt for DIY tagging.

Could your budget allow paying for outsourced tagging?

If possible, libraries should consider budgeting for outsourced tagging. Instead of spending weeks or months managing a tagging project, outsourcing the project will allow library staff to focus on adopting new RFID workflows and capabilities for the benefit of library patrons.

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When is a good time to start an RFID conversion project?

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As soon as you have selected an RFID software provider, you can begin to tag new acquisitions. Even if the tagging process for all library branches will last for months or years, new materials are those most likely to fill holds across the system and so are most effectively tagged as soon as possible. A library that floats all or part of its collection has even more reason to start tagging immediately.

Remember that an item’s barcode is still as usable as it was before, even after the item is tagged for RFID. The library can tag the items that they can, when they can and can simultaneously continue with their existing barcode workflows until they are ready to fully switch to RFID workflows.

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Should I tag all at once or gradually over time?

For most libraries, the biggest hurdle to implementing RFID is the daunting task of tagging the entire collection.

Some libraries can afford to outsource tagging, and some libraries can close branches or an entire system to conduct an all-at-once tagging project with existing staff. When libraries tag their collections all at once, the patron experience is more consistent within the library and sharing materials across a system for holds or floated collections is easier. With all-at-once tagging, sorting systems can all be equipped for RFID rather than hybrid barcode and RFID handling. Branches can also take immediate advantage of using handheld RFID readers for shelf management and weeding.

Many libraries need to find an affordable long-term strategy for tagging over time. Tagging over time spreads out the cost and labor of tagging an entire library system over multiple budget years. Also, with gradual tagging, branches tagged first can become training sites for library staff at branches tagged later. Processes developed and refined at RFID branches can be shared to facilitate a culture of “best practices” across the system as other branches migrate to RFID. Tagging over time could also take into account building remodeling or building projects to tag a collection when it is moved or the building is closed.

With planning and teamwork, both all-at-once and over-time tagging projects can be successful. What are some of the considerations?

Where do I start?

Tag all new acquisitions as soon as tag-writing software is available. Also, if applicable, have your pre-processing vendor begin to tag new materials. Given that new materials will be in high demand for holds and checkout, starting here saves time later.

In what order should I tag library branches?

Any branches scheduled for remodeling or new buildings provide an ideal opportunity to tag the collections before reopening. Are some branches in greater need of labor savings with RFID self-checkout, check-in, and materials handling? Find a good pilot site for RFID with staff who embrace new challenges and who are effective problem solvers. Start where there will be demonstrable benefits and enthusiastic role models for the branches that follow.

Who will do the tagging?

Libraries have used temporary staff, offered additional hours to existing staff, and/or enlisted volunteers to supplement library staff. If you estimate a conservative tagging rate of 300–350 items per hour for a two-person team, calculate the time and cost to tag a collection divided by labor hours available. If feasible, close each branch for 1-2 days to jump-start the project with an all-staff tagging blitz to knock off audiovisual and children’s materials. Try to create a tagging staffing strategy that will finish each branch in 2-3 months.

What is my patron’s experience?

Keep it simple and consistent at each branch. If barcode self-checkout is in place, use it until tagging is complete at that branch. Then install new security gates and RFID antennas, switch over the software and begin RFID self-checkout. If you have active EM security gates, they should operate until your RFID gates are installed. For best results, tag all materials that circulate and enable self-service for holds and audiovisual materials checkout.

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How should I handle shared materials (holds, floating collection)?

All incoming holds to an RFID branch will need to be tagged—either by the sending branch or the receiving (pick-up) branch. In order to proactively tag holds sent to RFID libraries, you should set up a tagging station at every branch within the system.

If the sending branches tag holds prior to sending them to an RFID branch, it eases the tagging burden at the receiving branch and provides good tagging training for each branch. If receiving branches must tag incoming holds, schedule enough time for staff to manage that daily task. Floated materials need to be tagged when they land at an RFID branch—or sent on to untagged branches using established redistribution methods.

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How quickly can I tag items?

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Libraries can make a rough calculation for 1) book materials on the shelves; 2) AV materials on the shelves; and 3) returned materials. The rule of thumb is that 350 books can be tagged per hour by an experienced team of two working at the shelves on a portable tagging station. Returned materials can be handled in the back room more quickly (400 per hour) because they don’t need to be moved from/to the shelves.

AV materials require more time. Handling and applying an overlay tag to disk surfaces takes at least twice as long as applying book tags. The rule of thumb is 150 per hour per two-person team. Add more time if set tagging methods are used.

For any collection, the best throughput is achieved when the library is closed. This is especially true for the Children’s collection, which is best handled before/after hours or during a planned closure. Children’s materials can be difficult to handle quickly—even without children in the area!

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Can I weed and/or inventory my collection while tagging?

Yes! Tech Logic’s tagging software (on our staffCIRC PRO workstation or rfidTAG CASE portable tagging solution) allows the library to load a list of materials on the shelves to be weeded from the collection during tagging. Once the list is loaded, the software checks the barcode number of each item being tagged against the list. Any item found on the list alerts the operator that this item should not be tagged and should be set aside for deletion from the collection.

For an inventory, Tech Logic’s software can keep a list of all items tagged and offload them to be processed by the ILS. The library’s ILS must be capable of using this list of collected barcodes as input to the inventory function of the ILS.

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