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RFID Technology improves tracking of books & documents, significantly reduces management costs and increases the time that librarian spends with the patrons by enabling automated book handling at checkins, checkouts,book sorting etc.
Ver 1.0 (Jan 2014)
RFID based Library Management System
"RFID improves the way librarians manage their
collections, streamlining and automating item
retrieval, storage and inventory processes,"
-- Bill Allen, Marketing Communications
manager, Texas Instruments RFID Systems
Issues faced by Libraries
Ø Manual shelving of books, DVDs, audio cassettes and videos is a time consuming task.
Ø Misplacement of items, mis-shelving of books.
Ø Repetitive re-shelving of items.
Ø Increasing theft of library documents.
Ø Poor Inventory Accuracy.
Ø Poor Stock verification Procedure- Accounting/Stock verification of the materials.
Ø Lack of Security control.
Ø Improper utilization of the resources like library staff.
Ø Difficulty in tracing of books & library members.
A library is a collection of information, sources, resources,
books, services and the structure in which it is housed.
Apart from books many libraries are also repositories and
access points for maps, prints or other documents on
various storage media such as microform
(microfilm/microfiche), audio tapes, CDs, LPs,
cassettes, videotapes, and DVDs. Libraries have
materials arranged in a specified order according to a
library classification system, so that items may be located
quickly and collections may be browsed efficiently.
Reference stacks are different which has only reference
books and only selected members. Basic tasks in library
management include the planning of acquisitions of
materials, arranging the acquired materials according to
the library classification, preservation of materials the de
accessioning of materials, patron borrowing of materials,
and developing and administering library computer
systems. The main problem these ancient libraries
face are thefts, non-returns and mis-filed items.
RFID is a technology which improves the tracking
of books & documents, significantly reduces
management costs and increases the time that
librarians spend with patrons by enabling automated
book handling at checkins, checkouts, collections
inventories, book sorting and theft deterrence.
RFID plays vital role in redefining the library
process, increases efficiency, productivity and
enhances user satisfaction.
RFID based Library Management System
Figure 1: Library Management System
Figure 1 explains how the RFID technology can be used in library as theft detection system. Also
depict how the RFID-based systems move beyond security to become tracking systems that
combine security with more efficient tracking of materials throughout the library, including
easier and faster inventorying and materials handling.
v The RFID tag is fixed inside a book's back cover
or directly onto CDs and videos.
v Information pertaining to the document like document
ID, author Info, Title, publication year, publisher info
etc can be embedded into the tag.
Smart Card/User Information
v Smart Card is issued to the library
members/Users. Users are validated through
v User details, library material details are stored in the
centralized library database. The same smart card can
also be used for auto fine debit / collection.
Inventory check using Handheld
v The task of identifying misplaced books can be
handled using a handheld RFID reader by
sweeping the reader across the spines of the
books, CD’s, Videos on the shelves.
v A misplaced book sends a special alert to the reader
prompting the staff to rescue it. Through handheld
reader it is possible to conduct inventory counts
without removing books from the shelves.
RFID Gate System:
v RFID readers are mounted at the exit gates of
the library. As the user passes through the exit
gate the system reads the tags in the books in
the user’s arm or bag and cross checks with
the library database that the items have been
v If the materials are not correctly read and checked by
the Self Serve Patron Stations then the alarm is raised
when the patron tries to leave the library or for any
un-borrowed material going through the RFID gate
Book Return Station/Book Drop Box:
v Library materials can be returned through one or more
automated book/material drop boxes conveniently
located anywhere in the library which makes returning
material easy for the members.
v The chute of the drop box is locked, preventing unauthorized
parties from dropping garbage or other inappropriate items into
the box. To access the chute, patrons must first present a library
card. Member ID is compared with the database. If it is
matched, the system sends a command to unlock the drop-box
door so the patron can insert the items being returned. A
monitor instructs the patrons to insert items one at a time.
v Members need to simply slide their returned materials
through the access door and the automated RFID
reader will read the materials RFID tag and then
update the library system. Then confirms when each
item is successfully returned and provides the member
with a receipt from the internal receipt printer. This
automated drop box improves library returns and borrowing as
the staff can determine exactly how many items are in the drop
box and members can also see the materials that are available in
the drop box from the self serve patron stations.
Self Serve Station/ Self Check-in/Checkout:
v Self Check-in / Check-out kiosk primarily for self issue and return
of books in Library without the assistance of library staff.
v Patrons or members simply place their ID card on the
RFID reader and then login to a Self Serve Station to
borrow materials, browse the library, review their
history, return materials, reserve an item that is
currently on loan and other patron or member activities.
v Members borrow materials by placing them on the RFID
reader pad which reads the tag ID allocates the materials
to the member. With its inbuilt screen and printer,
patrons can view & print transaction related information
such as number of books issued, outstanding fine (if any)
etc. At the end of the session the patron is provided with
a receipt for any items borrowed or returned.
Benefits of RFID in Library Management System
Ø Fully transparent stock control on all available books and media in the library.
Ø Library inventory tracking in minutes instead of hours. Easy Traceability of books and library
members as they move.
Ø Misplaced books and other materials can be found easily.
Ø Improved utilization of resources like manpower, infrastructure etc.
Ø Efficient book circulation management due to fully controlled and categorized library stock.
Ø Automatic Check-in and Check-out.
Ø Multiple books can be read simultaneously.
Ø Easy tracking of issued/stolen books and documents.
Ø Faster and accurate re-shelving means patrons can find items where they should be, hence
quicker and more satisfying service.
Ø Better preservation of inventory because of less handling by staff.
Ø Flexible staff schedules.
Ø Labor saving methods free the staff to help customer’s i.e. higher customer/patron satisfaction
Ø Uncompromised security within the library.
Ø Quicker service such as payment of fees, fines, etc.
Ø Automatic and real-time update of database.
What IAITO can Provide
Why you should select IAITO Infotech as your partner
• We understand the RFID Technology, Solution and have knowledge of the
Industry with the top Notch IIT Kanpur R&D engineers who are having more
than 5+ years experience in the same domain.
• Our understanding about the RFID Business Values & ROI Realization is with
15+ years experience business people in team.
• We provide High Quality Product & Testing process (ISO 9001: 2008 Certified
• We Have High Techno Commercial viability – ROI.
• Indigenous Setup (Design, Developed & Tested in world class RFID lab of IIT
• We have Local Support & Strong Partner Network Framework to ensure better
Design & System
1. Defining the
study (SRS &
2. Integration of
software in lab
2. Visiting the end
site and studying
the system & IT
1. Justifying the
business value of
RFID in Library
2. Calculating the
ROI (Return on
3. AMC &
1. Fully fledged
IAITO people to
2. Training will
be conducted to
1. Customer site
the hardware &
2. Testing the
Libraries have become a driving force in the development of RFID for the mass market.
RFID in the library speeds up book borrowing, monitoring, books searching processes,
savings in labor costs, enhance customer service, lower book theft and thus frees staff to
do more user-service tasks. This system enables accurate data collection at various levels
and eliminates the inaccuracies that are caused by existing library systems. RFID
efficiently manages libraries, provides the ease of use and convenience to the users as
well as librarians.
About IAITO INFOTECH PVT LTD (ISO 9001:2008 certified) an incubate
company of IIT Kanpur provides state of the art integrated traceability, identification
and authentication solution. It provides software as well as integrated turnkey solution
of both(hardware, software & services) in various technologies like RFID, NFC, GPS,
Mobile technologies etc.
With the knowledge of experienced professional, we are able to help you to deploy right
combination of technology that will maximize your ROI right from start and ensure its
expandability as the application grow through the evolution of the technology.
With our R & D experienced team, we have developed different integrated solutions for
various industries and carry one of the most comprehensive product/solutions.
IAITO’s turnkey solutions model covers industries like Aviation, Manufacturing,
Transportation, Retail, Government, Renewable Energy, BFSI and Mining.
For more Information kindly visit our website http://www.iaito.co.in/
IAITO INFOTECH (P) Ltd.
LIG 124, Maharshi Dayanand Vihar,
Phase 2, Kalyanpur, Kanpur- 208017