RFID technology implementation in two libraries in New Delhi Margam Madhusudhan University of Delhi, Delhi, India

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1 The current issue and full text archive of this journal is available at wwwemeraldinsightcom/ htm RFID technology in two libraries in New Delhi Margam Madhusudhan University of Delhi, Delhi, India Abstract Purpose The purpose of this paper is to examine the use and of RFID technology at the Indian Law Institute Library and National Social Science Documentation Centre Library, New Delhi Design/methodology/approach A survey was conducted at the two libraries, using a structured questionnaire comprising 20 questions Findings It was found that after of RFID in both the libraries the check-in and check-out time is reduced to less than 20 seconds per item, and use of the libraries has also increased Neither library had calculated the saving of staff time by performing multiple check-out and check-in of items High cost is the most significant challenge faced after of RFID technology Originality/value The paper provides the advantages of RFID technology for libraries and recommends this technology to other libraries for faster and better services to their users Keywords Radiofrequencies, Libraries, Library automation, India Paper type Research paper RFID technology 149 Received 31 May 2009 Revised 20 December 2009 Accepted 9 January Introduction Radio Frequency IDentification (RFID) is an exciting and fast growing technology for increasing efficiency, improving profitability and is an important area of study in today s information environment According to Lindquist (2003): [] new technologies have always been of interest for libraries, both for the potential of increasing the quality of service and for improving efficiency of operations At the present time, when libraries of all kinds [public, research, special] are facing economic hardships the overwhelming reason for considering new technologies is the potential for cost savings in the operations and the management of material flows RFID technology offers great potential for broadening access to library services and security in ways never before conceived Any library s priority is to add interpretive and educational value to its basic resources, and to highlight the importance of the library s contributions to the institution s well-being and future progress The use of RFID reduces the amount of time required to perform circulation operations The most significant time savings are attributable to the fact that information can be read from RFID tags much faster than from bar codes and that several items in a stack can be read at the same time RFID technology is primarily intended to reveal a current change in the library user service from the semi-automated to the fully-automated mode (Chan and Ying, 2005) It is a fast growing technology used in libraries for enhanced circulation capabilities, better inventory control, reliability (Ayre, 2006), minimising theft of documents (Golding and Tennant, 2008; Sumi and Kumar, 2007; Makhdumi and Verma, 2007), and provides batch access and storage of mass data It facilitates better programming possibilities than Program: electronic library and information systems Vol 44 No 2, 2010 pp q Emerald Group Publishing Limited DOI /

2 PROG 44,2 150 barcode readers and also promotes operational efficiency and precision (White et al, 2007; Yu and Shin, 2007; Maheta and Jani, 2007) RFID technology has further advantages over barcode readers such as faster circulation transactions and perfect tracking This technology has the benefit of a simplified self-charging/discharging, highly reliable, high-speed inventorying and automated identification of materials (Bansode and Desale, 2009; Sumi and Kumar, 2007; Engel, 2006; Spekman and Sweeney, 2006; Jose et al, 2005) It enhances the rate of utilisation of journals (Yu, 2008), and book sorting (Hopkinson, 2007) It also affords a faster inventory check, a better user information, and web interface (Kumar, 2008); and book dropping and sorting (Edwards and Fortune, 2008); weeding the collection, shelf reading, collection development, locating missing items, and cleaning up of the collection (Engel, 2006); videos and CDs It gives real-time visibility for library inventory (Saxena and Doctor, 2006) and reduces valuable staff time spent scanning barcodes for charging and discharging items (Yu, 2008; Hopkinson and Chandrakar, 2006; Singh et al, 2006; Shahid, 2005) without affecting the essence of the library service (Yu and Shin, 2007) The biggest hurdle in implementing the RFID technology in any library is the cost (Yu, 2008) Other challenges include the need for compromise; removal of exposed tags; exit gate sensor (reader); user privacy; reader collision; tag collision; lack of standards (Makhdumi and Verma, 2007; Hussain, 2007); and perceived invasion of patron privacy (Kumar, 2008; Muir, 2007; Palmer, 2006; Coyle, 2005) The of RFID technology certainly improves service efficiency for libraries and enables more diversified applications and service modes However, as stated by Yu (2008) regulating necessary standards, processes, and interfaces to fit in with current information systems and extend automatic library operations requires continuous effort RFID technology promises to change our world It has the capability of making our personal lives and our professional lives in the library more convenient 2 Objectives of the study The main objective of this study was to examine the use of RFID technology in two libraries for various purposes In particular: to examine the different RFID components; to study the present problems in the of RFID; and to suggest ways and means for better utilisation of RFID technology in libraries The two libraries selected were the Indian Law Institute (ILI) and the National Social Science Documentation Centre (NASSDOC) These are the only libraries that had implemented RFID technology in Delhi at the time of the survey in 2009 The ILI was established in 1956 and is one of the leading law libraries in Asia, attracting scholars from all over the world for legal research as stated on the library homepage (wwwilidelhiorg/libraryhtm) as seen in Figure 1 NASSDOC was established in 1969 as a Division of the Indian Council of Social Science Research (ICSSR) with the objective of providing library and information support services to researchers in social sciences, those working in academic institutions, autonomous research organisations, policy making, planning and research units of government departments, business and industry etc as stated on its home page (wwwicssrorg/doc_introhtm) and seen in Figure 2

3 RFID technology 151 Figure 1 Snapshot of ILI Library homepage Figure 2 Snapshot of NASSDOC Library homepage The methodology adopted for the study was the use of a survey based on a structured questionnaire including observation The other sources of data include minutes of meetings, internal reports, briefings, planning documents, schedules, etc The interviews were guided by a set of criteria so as to ensure the full scope of information is extracted

4 PROG 44,2 3 Data analysis and interpretation In response to the question on when RFID was implemented the responses were: ILI 2007 NASSDOC The reasons for in both were given as: check-in; check-out; and stock verification In both institutions the RFID is integrated with the library management system (ILMS), which is the Indian developed ILMS, LIBSYS (wwwlibsyscoin/homehtml) LIBSYS also supply the RFID system for ILI, but at NASSDOC the RFID vendor was LIBMAN Both libraries also issued RFID-based library smart cards for their users RFID tags are often seen as a replacement for barcodes, having a number of important advantages over the older barcode technology NASSDOC had not used any barcoded technology before the introduction of RFID whereas ILI had and it continued this use after RFID for those items that were not yet tagged It is interesting to compare the findings in this study to the earlier investigation by Lindquist(2003), which attested the similar fact: Barcode is a fundamental technology for library operations and flow management; it provides the coupling between the information system (the ILS, or Integrated Library System) and the physical flow of library material At the time of the study, March 2009, NASSDOC had RFID tagged 10,000 or so books from its total collection of 32,550 items The tagged items represent the items that are on loan and the remaining ones are stack books, research reports, project reports, theses, and journals and are not yet tagged At ILI Library, 52,200 documents are tagged, this represents 745 per cent of the total collection of 70,000 items The responses to a question about conversion time and total cost of the RFID tags incurred are presented in Table I Given that NASSDOC had tagged 10,000 items, the cost of tagging each item was Rs 20/- per book However, the ILI Library took only two months with the RFID tag cost of Rs25/- and Rs7/-(electromagnetic (EM)) for 2,200 books and 50,000 books respectively RFID technology provides various components to library operations Table II summarises the various components, which are presently used in both the study libraries At present neither of the libraries were using RFID for inventory control and book drop boxes NASSDOC ILI Table I Conversion time and cost for RFID tagging Conversion time 6 months 2 months Cost (approx) Rs 200,000 Rs 4,05,000 Note: The time taken for NASSDOC conversion includes 5 seconds per book for personalisation of each RFID tag as of 18 March 2009

5 Table III provides details of the average check-in time and check-out time before and after RFID installation Check-in and check-out times are important in relation to the appraisal of the usefulness of RFID technology in libraries The finding of the study shows that the check-in and check-out time before RFID is not less than one minute, but after the RFID it is reduced to less than 20 seconds per item RFID can be highly beneficial, particularly for circulation staff: Since RFID tags can be read through an item, there is no need to open a book cover or DVD case to scan an item and RFID tags can also be read while an item is in motion, using RFID readers to check-in returned items and reduces staff time (Wikipedia, 2009) The task of receiving, transporting, sorting and shelving materials has exploded in recent years in libraries Library staff size remains constant at best while circulation and materials management continues to grow Librarians are now in the business of moving books around rather than practising librarianship, reference and patron service RFID provides a solution to automate much of this handling and return staff to the business of customer service Both ILI and NASSDOC reported a saving of staff time as a result of RFID This finding is in line with reports of others (such as, Bansode and Desale, 2009; Yu, 2008; Makhdumi and Verma, 2007) No library has calculated the saving of staff time but both libraries find that there is definitely a decrease in the check-in and check-out time which makes the staff free for other work The use of staffing formulae and amount of staff time currently devoted to counter duties will help the calculation of the potential savings of staff time more accurately It is considered as job enrichment for the library staff as they can give more time to help patrons with enquiries, and mental and physical stress have reduced after the of RFID in libraries NASSDOC reported an increase in library use in the 0-10 per cent range since the introduction of RFID whereas the ILI reported an increase in the per cent range Table IV, lists the various advantages and problems faced by the study libraries after of RFID technology in their libraries As is evident from Table IV, RFID technology is not just there to tag books and other library assets, as it will provide a comprehensive route for enhancing all library RFID technology 153 Components NASSDOC ILI User self check-out Yes Yes Automatic book return Yes Yes Security system Yes Yes Conversion station Yes Yes Staff service station Yes Yes Inventory system No No Table II Different components of RFID Average check in time Average check out time Name of the library Before RFID After RFID Before RFID After RFID NASSDOC 1 minute per item,20 sec/item Note less than 1 min, 20 sec/item ILI sec,20 sec/item, 1 min, sec/item Table III Average check in and check out time before and after RFID installation

6 PROG 44,2 154 Table IV Advantages and problems faced by the library Library Advantages Problems NASSDOC ILI Fast circulation Simplified self-charging/discharging Better than barcodes Long life tags Fast circulation Increase in circulation Decrease in incidence of theft Highly reliable Better than barcodes Long life tags Sometimes RFID reader does not work properly Exporting data from LIBSYS to LIBMAN Do not get proper support from vendor side Fast-changing technology Chances of removal of exposed tags services and upgrade operations for everyone concerned with the library, in the form of fast circulation, simplified self-charging/discharging, high reliability and so on These findings are consistent with those of Edwards and Fortune (2008), Maheta and Jani (2007), Makhdumi and Verma (2007), Sumi and Kumar (2007) and Yu and Shin (2007) The challenge of fast-changing technology and the chance of removal of exposed RFID tags has also been identified by other authors (Bansode and Desale, 2009; Yu, 2008; Kumar, 2008, Makhdumi and Verma, 2007; Hussain, 2007; Muir, 2007; Sumi and Kumar, 2007 and Palmer, 2006) Both the study libraries recommended using RFID technology to other libraries for faster and better services to their users When asked about the challenges in implementing this technology NASSDOC referred to: high cost; vendor dependency; and infrastructure For the ILI, the main challenge was the high cost Yu (2008) also found cost a hurdle in Taiwan This could be a problem for developing countries where the cost of technological and communication infrastructure far exceeds budgets allocated for them 4 Suggestions RFID, as a technology, has proved to be an effective data capturing method In Delhi, the of RFID in libraries is slowly becoming reality Although not many libraries have adopted the technology yet, the data collected from the survey and by telephone interviews to different libraries show that many libraries are in the process of, or planning to implement RFID technology in the near future Some findings from this study showed: RFID technology is very costly and cannot change frequently, thus good quality tags should be used so that there is no need to remove exposed tags frequently Self-service of RFID may provide reservations, enquiries, and integration with management information and anti-virus protection The study libraries also provided health safety furniture and flexible/adaptable ergonomics

7 The study libraries may provide book drop boxes outside the libraries in future This facility offers unprecedented flexibility and convenience for returning library items at any time of the day, even when the library is closed This system will display the return status and print receipt showing that books are returned The study libraries must initiate privacy concerns, inventory control, cost-effectiveness, monitoring the effectiveness of RFID and provide adequate user training RFID technology Conclusion RFID is a technology that is booming in libraries due to increased productivity in library processes and a possible increase in the security of items for loan Since RFID technology for the libraries in India is new and the future of Indian libraries depends on this technology, there is an urgent need to develop Indian libraries with RFID enabled technologies, to face global competition The only barrier in the journey is high cost, but, every new technology comes at a cost (Ayre, 2006) As Mossop (2008) rightly said, there s never a best time to adopt any new technology today s facilities are always better, cheaper and faster than yesterday s, but whatever you buy today is almost guaranteed to have been superseded by something even more ideal by the time tomorrow comes To conclude, the future of libraries lies in RFID technology and it is expected that in the coming years the cost will come down further and soon we will see mass adoption of this technology in many libraries in Delhi and India Regardless of these potential future developments, and of existing problems, the rate of growth in the use of RFID technology by libraries around the Delhi continues to increase rapidly, to the extent that, while still clearly developing and adapting to the demands made of it, it is no longer seen as a novelty, but much more as a significant tool that enables library managers to transform and modernize their services in a way that meets the needs of their 21st century customers (Palmer, 2009, p 135) Therefore, despite its limitations, it has become imperative for libraries to use it as it would give definite benefits and solve many tedious, mundane and complex problems easily The benefits of RFID technology cannot be ignored in today s tight staffing and funding climate in recession References Ayre, LB (2006), RFID background for library workers, available at: wwwgaleciacom/ included/docs/rfid_backgrounderpdf (accessed on 29 November 2009) Bansode, SY and Desale, SK (2009), Implementation of RFID technology in the University of Pune library, Program: electronic library and information systems, Vol 43 No 2, pp Chan, P-Y and Ying, Z (2005), Application of RFID technology with the establishment of book drop in library, Bulletin of Library and Information Science, Vol 55 No 6, pp Coyle, K (2005), Management of RFID in libraries, Journal of Academic Librarianship, Vol 31 No 5, pp Edwards, S and Fortune, M (2008), A Guide to RFID in Libraries, book industry communication, London, available at: wwwbicorguk/e4librariesfiles/pdfs/090109%20library%20guide% 20final%20revpdf (accessed on 29 November 2009) Engel, E (2006), RFID s in California libraries: costs and benefits, available at: wwwkcoylenet/rfidcostsbenefitspdf (accessed on 29 November 2009)

8 PROG 44,2 156 Golding, P and Tennant, V (2008), Evaluation of a radio frequency identification (RFID) library system: preliminary results, International Journal of Multimedia and Ubiquitous Engineering, Vol 3 No 1, pp 1-18 Hopkinson, A (2007), State of the art in RFID technology, INFOTHECA Journal of Informatics and Librarianship, Vol 8 Nos 1/2, pp Hopkinson, A and Chandrakar, R (2006), Introducing RFID at Middlesex University learning resources, Program: electronic library and information systems, Vol 40 No 1, pp Hussain, A (2007), RFID in libraries, IASLIC Bulletin, Vol 52 No 1, pp Jose, A, Chand, BB and Rao, MN (2005), RFID applications in libraries, SRELS Journal of Information Management, Vol 42 No 4, pp Kumar, R (2008), Role of RFID in academic libraries, paper presented at the 6th International CALIBER, February, University of Allahabad, Allahabad, pp Lindquist, MG (2003), RFID in libraries introduction to the issues, Paper presented at the 69th IFLA General Conference and Council, 1-9 August, Berlin, available at: wwwiflaorg/ IV/ifla69/papers/161e-Lindquistpdf (accessed on 29 November 2009) Maheta, M and Jani, J (2007), RFID technology: a changing scenario and new pilgrim for libraries, paper presented at the 5th International CALIBER Conference, 8-10 February, Panjab University, Chandigarh, pp Makhdumi, G and Verma, VK (2007), RFID in libraries: a survey of some select libraries in India, Paper presented at the 26th IASLIC All India Conference, December, Dr Zakir Husain Library, Jamia Millia Islamia, New Delhi, pp Mossop, S (2008), RFID at the University of Central Lancashire, book industry communications, available at: wwwbicorguk/e4librariesfiles/pdfs/081202%20rfid%20case%20study %20UCLAN%20by%20stephen%20Mossoppdf (accessed on 29 November 2009) Muir, S (2007), RFID security concerns, Library Hi Tech, Vol 25 No 1, pp Palmer, M (2006), Using RFID to transform Essex libraries, Library Hi Tech News, No 10, pp 21-2 Palmer, M (2009), Making the Most of RFID in Libraries, Facet Publications, London Saxena, M and Doctor, G (2006), Radio frequency identification (RFID): applications and Indian scenario, available at: RFIDþApplicationsþandþIndianþScenariopdf (accessed on 29 November 2009) Shahid, S (2005), Use of RFID technology in libraries: a new approach to circulation, tracking, inventorying, and security of library materials, Library Philosophy and Practice, Vol 8 No 1, available at: (accessed on 29 November 2009) Singh, J, Brar, N and Fong, C (2006), The state of RFID applications in libraries, Information Technology and Libraries, Vol 25 No 1, pp Spekman, RE and Sweeney, PJ (2006), RFID: from concept to, International Journal of Physical Distribution & Logistics Management, Vol 36 No 10, pp Sumi, S and Kumar, J (2007), Application of RFID technology in libraries, Paper presented at the 5th International CALIBER Conference, 8-10 February, Panjab University, Chandigarh, pp White, GRT, Gardiner, G, Prabhaker, G and Razak, AA (2007), A comparison of barcoding and RFID technologies in practice, Journal of Information, Information Technology, and Organizations, Vol 2, pp , available at: (accessed on 29 November 2009)

9 Wikipedia (2009), Radio frequency identification, available at: RFID#Libraries (accessed on 29 November 2009) Yu, SC (2008), Implementation of an innovative RFID application in libraries, Library Hi Tech, Vol 26 No 3, pp Yu, SC and Shin, H (2007), RFID and benefits in libraries, The Electronic Library, Vol 25 No 1, pp About the author Margam Madhusudhan is an Assistant Professor at University of Delhi, India Margam Madhusudhan can be contacted at: mmadhu@libinfosciduacin RFID technology 157 To purchase reprints of this article please reprints@emeraldinsightcom Or visit our web site for further details: wwwemeraldinsightcom/reprints