Description
This is a documentation about RFID implementation.
A Report
On Determining the Utility and Feasibility of setting up RFID system in a Library
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Executive Summary
The evolution of libraries has been influenced by constant changes due to information technology developments in the last decade aiming to preserve the attractiveness of the medium books, which is threatened by an increasing number of electronic resources in the Internet. This work outlines that librarians and students benefit from the implementation of RFID systems in libraries as it can simplify daily business processes and increase user satisfaction through advanced services. The work is basically trying to find the problems associated with the present Barcode system by undertaking primary data from students and the staff who are the primary users. RFID can be used to overcome most of the problems and also provide better user experience and value added services. This work is also trying to find the cost associated with installing the system and the benefit derived in the long run.
This work will be using the primary and secondary research data to analyze the shortcomings of the present Barcode system and the appropriate hypotheses are constructed to suggest switching over to RFID technology, which will reduce the operational problems, increase the churn of books, reduce the number of lost books cases and enable more flexibility in library services like self check-in, asset tracking, asset mapping and placement, etc.
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Table of Contents
This work will be using the primary and secondary research data to analyze the shortcomings of the present Barcode system and the appropriate hypotheses are constructed to suggest switching over to RFID technology, which will reduce the operational problems, increase the churn of books, reduce the number of lost books cases and enable more flexibility in library services like self check-in, asset tracking, asset mapping and placement, etc..........................................................ii
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1. Study and Introduction
1.1 Context
With the setting up of a new campus, the LIBRARY will be expanding its student base and the need for a good and extensive library is imminent. The introduction of new courses and full availability of students in the campus, has accentuated the need for the availability and flexibility in library operations in providing conducive environment for enriched learning experience to the students. The library which houses books, magazines, journals, CDs, research papers and project reports among other articles will have a number of issues regarding indexing, display, issuing, etc. The need for an automated system is evident in managing the entire operations and the book-keeping. The present system uses Barcodes and the next generation system of using RFID tags can be introduced to overcome the problems of the existing system and to match the future scalability requirements.
1.2
Significance
It was felt that the present barcode system being used for library management was not efficient because of several reasons such as: • • • • • Number of recorded missing books Longer waiting period for issuing of books Inconvenience of not allowed to use issued books in library Narrow time span for issue-return of books Finding the desired books in the library was tedious
RFID system is an alternative the LIBRARY management thought would solve these problems.
1.3
Goals and objectives
To determine the utility and feasibility of setting up a RFID System at the LIBRARY Library.
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Research Objectives: I. To determine the benefits to students; • • • • •
II.
In terms of time consumed/saved in returning issued books. In terms of the following added facilities Use of issued books within the library premises Use of personal copies of books within the library Possible increase in number of books which can be issued per person
To determine practicability of the project from LIBRARY’s perspective;
•
In terms of willingness of The LIBRARY management to adopt to the new system In terms of the willingness of the library staff to adopt the new system. In terms of (i) economic resources and (ii) technological ability to adopt the new system
• •
III.
To determine the benefits to the Library Management • • In terms of doing away with student library issue cards. In terms of keeping check on student book issue accounts without extra manpower allotment.
IV.
To determine the economic feasibility; • • • In terms of cost of procurement and installation. In terms of maintenance cost In terms of cost of resources consumed/saved for e.g. (i) Human resources, (ii) Power required and (iii) Stationary used
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1.4
Likely beneficiaries
The primary beneficiary of the new system will be the LIBRARY management as it will provide more security and better management of the precious library resources, Students as it will increase the availability and turnaround rate of books and their fast and easy searching and Library Staff as the system will reduce their effort significantly in indexing and review of stocks and the day-to-day library operation.
1.5
Limitations
The study and the methodology have certain limitations like: • The use of questionnaire to arrive at the areas of improvement may give biased view. • • There can be error in selecting the people for sampling. There can be ignorance of technology and the RFID itself which may not generate good response. • RFID tags can be shielded by a thick layer of Mylar, a few sheets of aluminium foil, so they won’t be detected by the reading device.
2. Literature Review
2.1 Problem being addressed
For the concerns that library managers face each day, RFID technology brings solutions that magnetic stripe or barcode technology simply cannot deliver as effectively. The RFID tag is assigned and attached to the asset in similar ways, depending on the material, paper, plastics, etc. The advantages of RFID tags over barcode or magnetic stripe are as follows: • Faster scanning of the data stored on the RFID tag,
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• • • •
Simple and easy way for students to self-checking for material issues and returns, Superior detection rates, Significantly reduce the number of false alarms at the exit sensors (up to 75% less) High speed inventory - reducing time to by staff for 'shelf-reading' and other inventory activities,
•
Automated return of materials that speeds up sorting of materials and re-shelving for the next patron to access and
•
A longer lifecycle than a barcode.
With RFID-enabled tools, inventory-related tasks can be done in a fraction of the time as with bar code readers. A whole shelf of books can be read by the reader with one sweep of the portable reader which then reports which books are missing or mis-shelved. For archives handling sensitive materials, the ability to inventory items without handling them is an additional benefit. Sorting can be accomplished automatically with RFID. As books are dropped into the book drop, the reader reads the tag and uses the automatic sorting system to return the book back to the shelves, the stacks or the hold area. Security is another aspect of library operations that may be improved with RFID-based security systems. Rather than purchasing additional tags for security, a single tag can be used for identifying items and securing them. As students leave the library, the tags are read to ensure that the item has been checked out. Lost or hidden items are more easily retrieved using the portable readers.
2.2
Central focus of study
The focus of the study is to ascertain whether the introduction of RFID is feasible and practical with the cost involved in its installation. Is there significant reduction in cases of lost books, the reduction in time spent on searching and placing books by the staff and will these result in providing more value added services, enhanced student experience or better management of assets of LIBRARY.
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3. Data
3.1 Sources
Secondary data are virtually collected first because of their time and cost advantages. It is also made sure that the data collected is available, relevant, accurate and sufficient. The various sources planned are a) Internal Sources of secondary data:
•
The College management: We need to have an idea of the expenditure the college management currently incurring as a part of the library operations and the level of extension it is ready to show in terms of setting up the RFID system.
•
The Library Staff (includes Librarian, attendants and the supervisor in charge): Total capacity and the number of books available in the library and the current system followed in terms of issuing, renewing or purchase of new books and magazines.
•
Students: The students will be the prime target and users of the system, hence a comprehensive understanding of their requirements and expectations have to be studied and analysed to make a final trade of between the system’s feature and the satisfaction level(perceived-CDV) of the target audience (the target in this case in point being the students).
b) External Sources of secondary data:
•
Internet/the computerized database can be referred which offers numeric or textual information that is made available in computer readable form for electronic distribution.
•
Organization/Colleges which already have the RFID system in place can be taken as a point of reference and which will help us in simulating the results and run our tests (Hypothesis).
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•
Information broker can also be consulted. These are essentially firms that specialize in searching for external data using both computerized and manual techniques.
•
Published Sources: The endless array of periodical, books, dissertations, special reports, newspapers and the likes which contain relevant information.
•
External Expert: People who have got expertise in the field of RFID and its implementation.
3.2
Collection Methods
All the fundamental data collection techniques will be taken into account depending on the type of respondents we plan to address Survey Research: This refers to the systematic collection of information directly from the respondents
•
Telephonic/email interviews will be applied while collecting information from the experts, information brokers or even the society personnel.
•
Personal interview: This will mostly be conducted with the students and library staff which include the Librarian, attendants and the supervisor in charge.
3.3
Measurement Technique
The selection of the measurement technique is influenced by the nature of the information required and secondarily by the value of the information. Hence we plan to incorporate the following: Questionnaire: It’s a formalized instrument for asking information directly from the respondents. We plan to include the various DRAS namely constant sum scale, semantic differential scale, Staple and Likert scale to get relevant information from which conclusions can be derived. Please see Annexure-1 and Annexure- 2
3.4
Feasibility
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Cost: The big difference between the two is bar codes are line-of-sight technology. That is, a scanner has to "see" the bar code to read it, which means people usually have to orient the bar code toward a scanner for it to be read. Radio frequency identification, by contrast, doesn't require line of sight. But on the other hand Bar codes are inexpensive. Having said that the effectiveness of RFID is much more as the tags can be read as long as they are within range of the reader, Bar codes have other shortcomings as well. If a label is ripped or soiled or has fallen off, there is no way to scan the item, and standard bar codes identify only the manufacturer and product, not the unique item. Time: It will take time to have the entire RFID system in place and that needs to be accounted for while the implementation. Acceptance can also be an issue from the management side as they might not want to shift from the existing barcode system due to the investment and other overheads.
4. Methodology
4.1 Sample and Population
The population into consideration is the total student community of the Symbiosis International University and the associated faculty and the other member who uses the library. But for our research in the sampling frame we plan consider the students and staff of the Knowledge Village campus.
4.2
Proposed instruments
We plan to employ the quota sampling which will not only take into consideration the demographic characteristics of interest represented in the sample but will represent it in the same proportion as they are in the population.
4.3
Justification for methodology
In our case the three campuses and their respective population proportion needs to be taken into consideration while taking the sample. Similarly the boy to gal ratio of each campus will also be included in the overall number of responses and their distribution.In this type of
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sample the best method of sampling is Quota sampling as it addresses both the issues mentioned above
4.4
• • •
Equipment and materials needed
Stationary for the questionnaire Internet facility MINITAB for the analysis of the data collected and further recommendations.
5. Conclusion
The data collected from the various sources and their statistical analysis showed the following points regarding implementation of RFID in the library. 1) 95% Students would like to get issued more than 2 books at a time from the library. 2) 95% of the student community think that it is important to allow the usage of issued library books in the library 3) We can say with 95% confidence that 36% of the students are carrying their issued library books inside the library against the policy. Hence we conclude that the present system is inefficient in implementing the management policies 4) Once the RFID system is installed 95% of the students will use it at least 30 times in a month 5) On an average, the system will save 2.28 minutes of at least 50% of the students. This we can say for about 95 % of the population. The data collected from the LIBRARY Library shows that with an annual budget of Rs 25, 00,000 of which major portion is towards purchase of new books and maintain the existing facility. With 4 colleges presently operating in our campus and increasing use of library in future will demand better and efficient library management system to cater to expected service offerings and maintaining the large collection of library assets. With the cost of installing the RFID is about Rs 17,15,500 (See Annexure 3 & 4), but this single one time investment will go a long away in upgrading the facility and serving all the stakeholders with better performance parameters.
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6. Cost Estimates
The estimated cost incurred to complete the study and feasibility analysis will be Rs. 1000 which will be majorly utilized in preparing printed questionnaire, stationary, report preparation and associated travel and phone call expenses.
7. Bibliography/ References
? Kern, Christian. "Radio-frequency-identification for security and media circulation in libraries", The Electronic Library 22.4 (2004): 317-324. ? Molnar, David, and David Wagner. "Privacy and Security in Library RFID: Issues, Practices and Architectures." (2004): 25-153. ? 4-Jan-2009, http://www.ifla.org/IV/ifla69/papers/161e-Lindquist.pdf ? 17-Jan-2009, http://www.niso.org/publications/rp/RP-6-2008.pdf
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ANNEXURE - 1
SRO 1: To determine the benefits of students in terms of :Total Word Count = 2423
1) Time consumed / saved in locating a book to be issued / in returning a book 2) Added facilities like: a) Use of issued books within the library premises b) Use of personal copies of books within the library c) Possible increase in number of books that can be issued to a person Information needed: a) Time required to identify a book in the racks b) Time taken to get a book issued / returned c) Convenience of use of : 1) Issued books in the library 2) Personal copies of books in the library 3) Increase in number of books issued per student Sl. No. Information needed Respondents Method of data collection
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1
Time required to identify a book in the racks
1) Students 2) Library Staff
Structured Direct Personal
2
Time taken to get a book issued / returned
1) Students 2) Library staff 1) Students 2) Library staff 1) Students
Structured Direct Personal Structured Direct Personal Structured Direct Personal
3
Convenience of use of issued books in the library
4
Convenience of use of personal copies of books in the library
5
Convenience of use of increase in number of books issued per student
1) Students
Structured Direct Personal
SRO 2: To determine practicability of the project from LIBRARY’s perspective
a) In terms of willingness of LIBRARY management to adopt the new system
b) In terms of willingness of the library staff to adopt to the new system c) In terms of 1) Economic resources 2) Technological ability Information needed:
1) importance attached by LIBRARY management to being technologically up-to-date
2) importance attached by library staff to being technologically up-to-date 3) willingness of library staff to undergo training to use the new technology
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4) flexibility of library staff to adjust to changed operation process
5) library budget set aside by LIBRARY management
6) the amount of new data the current technological system can accommodate
Sr. No. 1
Information needed
Respondent
Data collection method
importance attached by LIBRARY management to being technologically up-to-date
LIBRARY management
Structured Direct Personal
2
importance attached by library staff to being technologically up-to-date
Library Staff
Structured Direct Personal
3
willingness of library staff to undergo training to use the new technology
Library Staff
Structured Direct Personal
4
flexibility of library staff to adjust to changed operation process
Library staff
Structured Direct Personal
5
library budget set aside by LIBRARY management
LIBRARY management
Structured Direct Personal
6
the amount of new data the current technological system can accommodate
Systems administrator
Structured Direct Personal
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SRO 3: To determine the economic feasibility in term of
1) cost of procurement and installation 2) cost of maintenance 3) cost of resources consumed / saved a) human resources b) power required c) stationary used d) thefts prevented Information needed: 1) Total cost of all the physical components of the RFID system to be installed. 2) economic lifespan of the equipments 3) cost of ancillary equipments/facilities need to be installed 4) cost of installation of the equipments and the operational software system 5) cost of maintenance 6) present library staff strength 7) library staff strength required after RFID system installation 8) electricity/ batteries consumed by the system 9) By how much can the present library stationary requirement be reduced by the RFID system applications? 10) Loss of books per year 11) The average and maximum cost of present books 12) Estimated efficiency of the present system to detect book thefts 13) Present library staff salary structure
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Sr. No. 1
Information needed
Respondents
Data collection method
Total cost of all the physical components of the RFID system to be installed.
Vendors
Structured Direct Mail
2 3
economic lifespan of the equipments cost of ancillary equipments/facilities need to be installed
Vendors Vendors
Structured Direct Mail Structured Direct Mail
4
cost of installation of the equipments and the operational software system
Vendors
Structured Direct Mail
5 6
cost of maintenance present library staff strength
Vendors Library management
Structured Direct Mail Structured Direct Personal
7
library staff strength required after RFID system installation
Library management
Structured Direct Personal
8
electricity/ batteries consumed by the system
Vendor
Structured Direct Mail
9
By how much can the present library stationary requirement be reduced by the RFID system applications.
Vendor
Structured Direct Mail
Library staff
Structured Direct Personal
10
Loss of books per year
Library staff
Structured Direct Personal
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11
The average and maximum cost of present books
Library staff
Structured Direct Personal
12
Estimated efficiency of the present system to detect book thefts
Library staff
Structured Direct Personal
13
Present library staff salary structure
LIBRARY Management
Structured Direct Personal
SRO 4: To determine the benefits to the library management in terms of
1. doing away with student library issue cards 2. keeping check on student book issue accounts without extra manpower allotment Information needed: 1. maximum issue cards that can be handled by the present system 2. accuracy of arrangement and daily rotation of student issue cards in library 3. efficiency of present system to track a) issued books b) notify library staff and students of the respective book return deadlines of issued books Sr. No. 1 maximum issue cards that can be handled by the present system 2 accuracy of arrangement and daily rotation of student issue cards in library Library staff Library staff Information required Respondents Data collection method Structured Direct Personal Structured Direct Personal
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3
efficiency of present system to track issued books
Library staff LIBRARY Management
Structured Direct Personal
4
efficiency of present system to track and notify library staff and students of the respective book return deadlines of issued books
Library staff
Structured Direct Personal
ANNEXURE - 2
1. Student Questionnaire:
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Introduction: This research is being undertaken to determine the feasibility and utility of implementing an RFID system in the LIBRARY library. For this we seek the following information. 1) How many times do you visit the library in a week? a. Less than 2 times b. 2-3 times c. 4-5 times d. 6-7 times e. More than 7 times
2) How many times in a month do you get a book issued or returned? a. Less than twice b. Trice c. Four times d. Five times e. More than five times
3) How much time do you take on an average to search for a common/familiar/frequently looked-up book in the library? a. Less than a minute b. 1-2 minutes c. 3-4 minutes d. 5 or more minutes
4) How much time do you take on an average to search for a uncommon/unfamiliar/not frequently looked-up book in the library? a. Less than 5 minutes b. 5-10 minutes
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c. 10-15 minutes d. 15 or more minutes
5) How much time is spent on average in the queue of issue/ return of the book? a. Less than a minute b. 2-5 minutes c. 5-10 minutes d. 10-15 minutes e. 15 or more minutes
6) Are you allowed to use issued library books in the library? a. Yes b. No c. Sometimes / at times
7) Do you think it is important to allow the usage of issued library books in the library a. Yes b. No
8) If yes to Q6, what is the necessity of using the issued library book in the library? ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________
9) Ideally how many books would you like to get issued from the library at a time? a. Less than 2 books b. 3 books c. 4 books
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d. More than 4 books
2. LIBRARY Management Questionnaire:
1) What importance is attached by LIBRARY management to being technologically up-
to-date?
Very Important
Moderately
Important
Neither
Moderately
Unimportant
Very
Important
Important nor Unimportant
Unimportant
Unimportant
2) How much library budget is set aside by LIBRARY management?
3) What is the Present library staff’s salary structure? 4) How efficient is the present system to track issued books?
Very Efficient
Moderately
Efficient
Neither
Moderately
Inefficient
Very
Efficient Inefficient
Efficient nor
Inefficient
Inefficient
3. Library Staff Questionnaire:
This research is being undertaken to determine the feasibility and utility of implementing an RFID system in the LIBRARY library. For this we seek the following information.
1. Approximately how much time does it take you to locate a book in the library for replacement/rearrangement per shift? a. Less than 15 minutes b. 15 to 30 minutes c. 30 to 45 minutes d. 45 to 60 minutes
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e. More than 1 hour
2. What percentage of your shift time is spent in issue/return of books? a) Less than 5 % b) 5% to 10% c) 10% to 15% d) 15 % to 20 % e) 20 % to 30% f) More than 30 %
3. How difficult is it to keep a check on whether the student is bringing in / taking out a library copy or an issued copy?
Very difficult
Moderately
Difficult
Neither
Moderately Easy
Easy
Very Easy
Difficult
Difficult nor Easy
4. To what an extent would you agree with the idea of allowing students to enter the library with a personal copy of a book?
Strongly
Moderately
Disagree
Neither
Moderately Agree
Agree
Very agree
disagree
Disagree
Disagree nor
Agree
5. To what an extent would you agree with the idea of allowing students to enter the library with an issued copy of a book?
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Strongly
Moderately
Disagree
Neither
Moderately Agree
Agree
Very agree
disagree
Disagree
Disagree nor
agree
6. How much importance do you attach to being aware and well versed with the latest technology used in library management?
Very Important
Moderately
Important
Neither
Moderately
Unimportant
Very
Important
Important nor Unimportant
Unimportant
Unimportant
7. According to you, how much of the present library stationary requirement can be reduced by the RFID system applications, in terms of: a. student issue library cards b. entry/exit registers c. book labels a) Less than 5 % b) 5% to 10% c) 15% to 20% d) 20% to 30% 8. What is the average number of books lost per year from the library?
9. What is the approximate monetary value of the books lost per year?
10. What is the average present cost of library books?
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11. What is the price of the most expensive book in the library?
12. How many times do you suspect book thefts occur in a month/year?
13. How many times have been book thefts been caught red-handed out of the total number books lost last year? a) Less than 5 % b) 5% to 10% c) 15% to 20% d) 20% to 30%
14. How efficient is the present method in detecting book losses/ book thefts?
Very Efficient
Moderately
Efficient
Neither
Moderately
Inefficient
Very
Efficient Inefficient
Efficient nor
Inefficient
Inefficient
15. How many books can be issued by the present library system?
16. How many student issue library cards can be stacked in the library on a daily basis?
17. How difficult is it to rearrange the stacked student issue library cards on a daily basis?
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Very difficult
Moderately
Difficult
Neither
Moderately Easy
Easy
Very Easy
Difficult
Difficult nor Easy
18. What is the level of accuracy in rearrangement of the stacked student issue library cards on a daily basis? a) Less than 15 % b) 15% to 30% c) 30% to 45% d) 45% to 50% e) 50% to 65% f) 65% to 70%
g) Greater than 70%
19. Is there enough manpower available to do the necessary library operations as mentioned above? a. Yes b. No 20. How easy is it to keep a track of the number and title of books issued?
Very difficult
Moderately
Difficult
Neither
Moderately Easy
Easy
Very Easy
Difficult
Difficult nor Easy
21. How easy is it to keep track of various student library accounts to check the number of books they have issued and their due dates?
Very difficult
Moderately
Difficult
Neither
Moderately Easy
Easy
Very Easy
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Difficult
Difficult nor Easy
22. How important would it be for you if there was a system in place which could remind you when a book’s return date was due, in terms availability of books inside the library?
Very Important
Moderately
Important
Neither
Moderately
Unimportant
Very
Important
Important nor Unimportant
Unimportant
Unimportant
23. In case a new technology in installed in the library, how important would it be according to you to hold a training session of the library staff?
Very Important
Moderately
Important
Neither
Moderately
Unimportant
Very
Important
Important nor Unimportant
Unimportant
Unimportant
ANNEXURE – 3
1. Findings of Exploratory Research (Students’ Opinion)
Library visiting habit among the respondents: The number of visits per week ranged from 0-7.
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Number of library visits per week of students
Mean number of visits per student is 4.1 Number of students on campus = 420 Total number of visits per week = 1722 Number of times a book is issued or returned or renewed: issue/return/renewal per month
Number of iterations of
Mean number of iterations per month = 1.58 Number of students on campus = 420 Total number of iterations in a month = 663.6 Students’ opinion: 1) 80% of the respondents wanted the library to be open 24 hrs a day and 7 days a week 2) 90% of the respondents wanted the issue timings to be extended to at least 10 hrs 3) 10% of the respondents felt that it is tedious to find a book in the library 4) 50% of the respondents felt that good books are not available in the library 5) 10% students felt that a lot of time is wasted in issuing and renewing processes
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6) 20% of the students felt that the library processes should be automated
2. Findings of the questionnaire administered to the librarian and assistant librarian:
(No. of Respondents = 2) 1) The system is highly ineffective. Hence, a. No periodic inventory check is conducted. As a result, the institute does not know how many books have gone missing, if they have. But the librarians and staff are convinced that about 15 to 20 books are stolen every year. b. Books are not replaced on their original shelves if they are hidden away in other sections by students c. Sometimes, books that are thought to have been stolen are found 2 years later from under a shelf 2) The library staff strongly believe in being technologically up to date and are enthusiastic about learning how to operate any new installation in the library 3) The searching and sorting job being tedious makes them feel that there is a shortage of manpower and that at least 2 more library staff need to be hired. 4) The database and the software interface for keeping track of who is issuing what is already in place and is being used.
ANNEXURE – 4
Sr. No. Item Description RFID Labels (For all the books in the 1 Library)
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Unit Rate Quantity (INR)
Total
7,000
34
238000
2
ISO ICODE Cards (For Library Members) Mid Range Reader / Writer (For Self Book Issue / Return – 1 each) ID ISC.MR101-A Mid Range Reader ID ISC.ANT340/240 Pad Antenna ID CAB.RS-A Cable for RS232/485 and Power Supply ID NET.12V-B Power Supply Unit 12V Gate Antenna (For Anti - Theft) ID ISC.ANT1400/760-A Antenna Type A for Gate Solution ID ISC.ANT1400/760-B Antenna Type B ID ISC.ANT1400/760-AK Acoustic alarm kit ID NET. 24-B Power Supply Unit ID CAB.NET.24V-B-GB Cable with GB/UK Plug JETT RFID Hand Held Reader (Serial Interface ) for Stock Taking & Search VTLS Library Management Application Software Installation, Training & Commissioning
400
75
30000
3
1
62500
62500
4
1
550000
550000
150000 1 01 License Per Man Week
150000
5
6 7
650000 35,000.00 Total Cost
650000 35000 1715500
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doc_592656426.doc
This is a documentation about RFID implementation.
A Report
On Determining the Utility and Feasibility of setting up RFID system in a Library
i| Page
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Executive Summary
The evolution of libraries has been influenced by constant changes due to information technology developments in the last decade aiming to preserve the attractiveness of the medium books, which is threatened by an increasing number of electronic resources in the Internet. This work outlines that librarians and students benefit from the implementation of RFID systems in libraries as it can simplify daily business processes and increase user satisfaction through advanced services. The work is basically trying to find the problems associated with the present Barcode system by undertaking primary data from students and the staff who are the primary users. RFID can be used to overcome most of the problems and also provide better user experience and value added services. This work is also trying to find the cost associated with installing the system and the benefit derived in the long run.
This work will be using the primary and secondary research data to analyze the shortcomings of the present Barcode system and the appropriate hypotheses are constructed to suggest switching over to RFID technology, which will reduce the operational problems, increase the churn of books, reduce the number of lost books cases and enable more flexibility in library services like self check-in, asset tracking, asset mapping and placement, etc.
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Table of Contents
This work will be using the primary and secondary research data to analyze the shortcomings of the present Barcode system and the appropriate hypotheses are constructed to suggest switching over to RFID technology, which will reduce the operational problems, increase the churn of books, reduce the number of lost books cases and enable more flexibility in library services like self check-in, asset tracking, asset mapping and placement, etc..........................................................ii
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1. Study and Introduction
1.1 Context
With the setting up of a new campus, the LIBRARY will be expanding its student base and the need for a good and extensive library is imminent. The introduction of new courses and full availability of students in the campus, has accentuated the need for the availability and flexibility in library operations in providing conducive environment for enriched learning experience to the students. The library which houses books, magazines, journals, CDs, research papers and project reports among other articles will have a number of issues regarding indexing, display, issuing, etc. The need for an automated system is evident in managing the entire operations and the book-keeping. The present system uses Barcodes and the next generation system of using RFID tags can be introduced to overcome the problems of the existing system and to match the future scalability requirements.
1.2
Significance
It was felt that the present barcode system being used for library management was not efficient because of several reasons such as: • • • • • Number of recorded missing books Longer waiting period for issuing of books Inconvenience of not allowed to use issued books in library Narrow time span for issue-return of books Finding the desired books in the library was tedious
RFID system is an alternative the LIBRARY management thought would solve these problems.
1.3
Goals and objectives
To determine the utility and feasibility of setting up a RFID System at the LIBRARY Library.
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Research Objectives: I. To determine the benefits to students; • • • • •
II.
In terms of time consumed/saved in returning issued books. In terms of the following added facilities Use of issued books within the library premises Use of personal copies of books within the library Possible increase in number of books which can be issued per person
To determine practicability of the project from LIBRARY’s perspective;
•
In terms of willingness of The LIBRARY management to adopt to the new system In terms of the willingness of the library staff to adopt the new system. In terms of (i) economic resources and (ii) technological ability to adopt the new system
• •
III.
To determine the benefits to the Library Management • • In terms of doing away with student library issue cards. In terms of keeping check on student book issue accounts without extra manpower allotment.
IV.
To determine the economic feasibility; • • • In terms of cost of procurement and installation. In terms of maintenance cost In terms of cost of resources consumed/saved for e.g. (i) Human resources, (ii) Power required and (iii) Stationary used
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1.4
Likely beneficiaries
The primary beneficiary of the new system will be the LIBRARY management as it will provide more security and better management of the precious library resources, Students as it will increase the availability and turnaround rate of books and their fast and easy searching and Library Staff as the system will reduce their effort significantly in indexing and review of stocks and the day-to-day library operation.
1.5
Limitations
The study and the methodology have certain limitations like: • The use of questionnaire to arrive at the areas of improvement may give biased view. • • There can be error in selecting the people for sampling. There can be ignorance of technology and the RFID itself which may not generate good response. • RFID tags can be shielded by a thick layer of Mylar, a few sheets of aluminium foil, so they won’t be detected by the reading device.
2. Literature Review
2.1 Problem being addressed
For the concerns that library managers face each day, RFID technology brings solutions that magnetic stripe or barcode technology simply cannot deliver as effectively. The RFID tag is assigned and attached to the asset in similar ways, depending on the material, paper, plastics, etc. The advantages of RFID tags over barcode or magnetic stripe are as follows: • Faster scanning of the data stored on the RFID tag,
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• • • •
Simple and easy way for students to self-checking for material issues and returns, Superior detection rates, Significantly reduce the number of false alarms at the exit sensors (up to 75% less) High speed inventory - reducing time to by staff for 'shelf-reading' and other inventory activities,
•
Automated return of materials that speeds up sorting of materials and re-shelving for the next patron to access and
•
A longer lifecycle than a barcode.
With RFID-enabled tools, inventory-related tasks can be done in a fraction of the time as with bar code readers. A whole shelf of books can be read by the reader with one sweep of the portable reader which then reports which books are missing or mis-shelved. For archives handling sensitive materials, the ability to inventory items without handling them is an additional benefit. Sorting can be accomplished automatically with RFID. As books are dropped into the book drop, the reader reads the tag and uses the automatic sorting system to return the book back to the shelves, the stacks or the hold area. Security is another aspect of library operations that may be improved with RFID-based security systems. Rather than purchasing additional tags for security, a single tag can be used for identifying items and securing them. As students leave the library, the tags are read to ensure that the item has been checked out. Lost or hidden items are more easily retrieved using the portable readers.
2.2
Central focus of study
The focus of the study is to ascertain whether the introduction of RFID is feasible and practical with the cost involved in its installation. Is there significant reduction in cases of lost books, the reduction in time spent on searching and placing books by the staff and will these result in providing more value added services, enhanced student experience or better management of assets of LIBRARY.
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3. Data
3.1 Sources
Secondary data are virtually collected first because of their time and cost advantages. It is also made sure that the data collected is available, relevant, accurate and sufficient. The various sources planned are a) Internal Sources of secondary data:
•
The College management: We need to have an idea of the expenditure the college management currently incurring as a part of the library operations and the level of extension it is ready to show in terms of setting up the RFID system.
•
The Library Staff (includes Librarian, attendants and the supervisor in charge): Total capacity and the number of books available in the library and the current system followed in terms of issuing, renewing or purchase of new books and magazines.
•
Students: The students will be the prime target and users of the system, hence a comprehensive understanding of their requirements and expectations have to be studied and analysed to make a final trade of between the system’s feature and the satisfaction level(perceived-CDV) of the target audience (the target in this case in point being the students).
b) External Sources of secondary data:
•
Internet/the computerized database can be referred which offers numeric or textual information that is made available in computer readable form for electronic distribution.
•
Organization/Colleges which already have the RFID system in place can be taken as a point of reference and which will help us in simulating the results and run our tests (Hypothesis).
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•
Information broker can also be consulted. These are essentially firms that specialize in searching for external data using both computerized and manual techniques.
•
Published Sources: The endless array of periodical, books, dissertations, special reports, newspapers and the likes which contain relevant information.
•
External Expert: People who have got expertise in the field of RFID and its implementation.
3.2
Collection Methods
All the fundamental data collection techniques will be taken into account depending on the type of respondents we plan to address Survey Research: This refers to the systematic collection of information directly from the respondents
•
Telephonic/email interviews will be applied while collecting information from the experts, information brokers or even the society personnel.
•
Personal interview: This will mostly be conducted with the students and library staff which include the Librarian, attendants and the supervisor in charge.
3.3
Measurement Technique
The selection of the measurement technique is influenced by the nature of the information required and secondarily by the value of the information. Hence we plan to incorporate the following: Questionnaire: It’s a formalized instrument for asking information directly from the respondents. We plan to include the various DRAS namely constant sum scale, semantic differential scale, Staple and Likert scale to get relevant information from which conclusions can be derived. Please see Annexure-1 and Annexure- 2
3.4
Feasibility
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Cost: The big difference between the two is bar codes are line-of-sight technology. That is, a scanner has to "see" the bar code to read it, which means people usually have to orient the bar code toward a scanner for it to be read. Radio frequency identification, by contrast, doesn't require line of sight. But on the other hand Bar codes are inexpensive. Having said that the effectiveness of RFID is much more as the tags can be read as long as they are within range of the reader, Bar codes have other shortcomings as well. If a label is ripped or soiled or has fallen off, there is no way to scan the item, and standard bar codes identify only the manufacturer and product, not the unique item. Time: It will take time to have the entire RFID system in place and that needs to be accounted for while the implementation. Acceptance can also be an issue from the management side as they might not want to shift from the existing barcode system due to the investment and other overheads.
4. Methodology
4.1 Sample and Population
The population into consideration is the total student community of the Symbiosis International University and the associated faculty and the other member who uses the library. But for our research in the sampling frame we plan consider the students and staff of the Knowledge Village campus.
4.2
Proposed instruments
We plan to employ the quota sampling which will not only take into consideration the demographic characteristics of interest represented in the sample but will represent it in the same proportion as they are in the population.
4.3
Justification for methodology
In our case the three campuses and their respective population proportion needs to be taken into consideration while taking the sample. Similarly the boy to gal ratio of each campus will also be included in the overall number of responses and their distribution.In this type of
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sample the best method of sampling is Quota sampling as it addresses both the issues mentioned above
4.4
• • •
Equipment and materials needed
Stationary for the questionnaire Internet facility MINITAB for the analysis of the data collected and further recommendations.
5. Conclusion
The data collected from the various sources and their statistical analysis showed the following points regarding implementation of RFID in the library. 1) 95% Students would like to get issued more than 2 books at a time from the library. 2) 95% of the student community think that it is important to allow the usage of issued library books in the library 3) We can say with 95% confidence that 36% of the students are carrying their issued library books inside the library against the policy. Hence we conclude that the present system is inefficient in implementing the management policies 4) Once the RFID system is installed 95% of the students will use it at least 30 times in a month 5) On an average, the system will save 2.28 minutes of at least 50% of the students. This we can say for about 95 % of the population. The data collected from the LIBRARY Library shows that with an annual budget of Rs 25, 00,000 of which major portion is towards purchase of new books and maintain the existing facility. With 4 colleges presently operating in our campus and increasing use of library in future will demand better and efficient library management system to cater to expected service offerings and maintaining the large collection of library assets. With the cost of installing the RFID is about Rs 17,15,500 (See Annexure 3 & 4), but this single one time investment will go a long away in upgrading the facility and serving all the stakeholders with better performance parameters.
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6. Cost Estimates
The estimated cost incurred to complete the study and feasibility analysis will be Rs. 1000 which will be majorly utilized in preparing printed questionnaire, stationary, report preparation and associated travel and phone call expenses.
7. Bibliography/ References
? Kern, Christian. "Radio-frequency-identification for security and media circulation in libraries", The Electronic Library 22.4 (2004): 317-324. ? Molnar, David, and David Wagner. "Privacy and Security in Library RFID: Issues, Practices and Architectures." (2004): 25-153. ? 4-Jan-2009, http://www.ifla.org/IV/ifla69/papers/161e-Lindquist.pdf ? 17-Jan-2009, http://www.niso.org/publications/rp/RP-6-2008.pdf
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ANNEXURE - 1
SRO 1: To determine the benefits of students in terms of :Total Word Count = 2423
1) Time consumed / saved in locating a book to be issued / in returning a book 2) Added facilities like: a) Use of issued books within the library premises b) Use of personal copies of books within the library c) Possible increase in number of books that can be issued to a person Information needed: a) Time required to identify a book in the racks b) Time taken to get a book issued / returned c) Convenience of use of : 1) Issued books in the library 2) Personal copies of books in the library 3) Increase in number of books issued per student Sl. No. Information needed Respondents Method of data collection
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1
Time required to identify a book in the racks
1) Students 2) Library Staff
Structured Direct Personal
2
Time taken to get a book issued / returned
1) Students 2) Library staff 1) Students 2) Library staff 1) Students
Structured Direct Personal Structured Direct Personal Structured Direct Personal
3
Convenience of use of issued books in the library
4
Convenience of use of personal copies of books in the library
5
Convenience of use of increase in number of books issued per student
1) Students
Structured Direct Personal
SRO 2: To determine practicability of the project from LIBRARY’s perspective
a) In terms of willingness of LIBRARY management to adopt the new system
b) In terms of willingness of the library staff to adopt to the new system c) In terms of 1) Economic resources 2) Technological ability Information needed:
1) importance attached by LIBRARY management to being technologically up-to-date
2) importance attached by library staff to being technologically up-to-date 3) willingness of library staff to undergo training to use the new technology
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4) flexibility of library staff to adjust to changed operation process
5) library budget set aside by LIBRARY management
6) the amount of new data the current technological system can accommodate
Sr. No. 1
Information needed
Respondent
Data collection method
importance attached by LIBRARY management to being technologically up-to-date
LIBRARY management
Structured Direct Personal
2
importance attached by library staff to being technologically up-to-date
Library Staff
Structured Direct Personal
3
willingness of library staff to undergo training to use the new technology
Library Staff
Structured Direct Personal
4
flexibility of library staff to adjust to changed operation process
Library staff
Structured Direct Personal
5
library budget set aside by LIBRARY management
LIBRARY management
Structured Direct Personal
6
the amount of new data the current technological system can accommodate
Systems administrator
Structured Direct Personal
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SRO 3: To determine the economic feasibility in term of
1) cost of procurement and installation 2) cost of maintenance 3) cost of resources consumed / saved a) human resources b) power required c) stationary used d) thefts prevented Information needed: 1) Total cost of all the physical components of the RFID system to be installed. 2) economic lifespan of the equipments 3) cost of ancillary equipments/facilities need to be installed 4) cost of installation of the equipments and the operational software system 5) cost of maintenance 6) present library staff strength 7) library staff strength required after RFID system installation 8) electricity/ batteries consumed by the system 9) By how much can the present library stationary requirement be reduced by the RFID system applications? 10) Loss of books per year 11) The average and maximum cost of present books 12) Estimated efficiency of the present system to detect book thefts 13) Present library staff salary structure
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Sr. No. 1
Information needed
Respondents
Data collection method
Total cost of all the physical components of the RFID system to be installed.
Vendors
Structured Direct Mail
2 3
economic lifespan of the equipments cost of ancillary equipments/facilities need to be installed
Vendors Vendors
Structured Direct Mail Structured Direct Mail
4
cost of installation of the equipments and the operational software system
Vendors
Structured Direct Mail
5 6
cost of maintenance present library staff strength
Vendors Library management
Structured Direct Mail Structured Direct Personal
7
library staff strength required after RFID system installation
Library management
Structured Direct Personal
8
electricity/ batteries consumed by the system
Vendor
Structured Direct Mail
9
By how much can the present library stationary requirement be reduced by the RFID system applications.
Vendor
Structured Direct Mail
Library staff
Structured Direct Personal
10
Loss of books per year
Library staff
Structured Direct Personal
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11
The average and maximum cost of present books
Library staff
Structured Direct Personal
12
Estimated efficiency of the present system to detect book thefts
Library staff
Structured Direct Personal
13
Present library staff salary structure
LIBRARY Management
Structured Direct Personal
SRO 4: To determine the benefits to the library management in terms of
1. doing away with student library issue cards 2. keeping check on student book issue accounts without extra manpower allotment Information needed: 1. maximum issue cards that can be handled by the present system 2. accuracy of arrangement and daily rotation of student issue cards in library 3. efficiency of present system to track a) issued books b) notify library staff and students of the respective book return deadlines of issued books Sr. No. 1 maximum issue cards that can be handled by the present system 2 accuracy of arrangement and daily rotation of student issue cards in library Library staff Library staff Information required Respondents Data collection method Structured Direct Personal Structured Direct Personal
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3
efficiency of present system to track issued books
Library staff LIBRARY Management
Structured Direct Personal
4
efficiency of present system to track and notify library staff and students of the respective book return deadlines of issued books
Library staff
Structured Direct Personal
ANNEXURE - 2
1. Student Questionnaire:
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Introduction: This research is being undertaken to determine the feasibility and utility of implementing an RFID system in the LIBRARY library. For this we seek the following information. 1) How many times do you visit the library in a week? a. Less than 2 times b. 2-3 times c. 4-5 times d. 6-7 times e. More than 7 times
2) How many times in a month do you get a book issued or returned? a. Less than twice b. Trice c. Four times d. Five times e. More than five times
3) How much time do you take on an average to search for a common/familiar/frequently looked-up book in the library? a. Less than a minute b. 1-2 minutes c. 3-4 minutes d. 5 or more minutes
4) How much time do you take on an average to search for a uncommon/unfamiliar/not frequently looked-up book in the library? a. Less than 5 minutes b. 5-10 minutes
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c. 10-15 minutes d. 15 or more minutes
5) How much time is spent on average in the queue of issue/ return of the book? a. Less than a minute b. 2-5 minutes c. 5-10 minutes d. 10-15 minutes e. 15 or more minutes
6) Are you allowed to use issued library books in the library? a. Yes b. No c. Sometimes / at times
7) Do you think it is important to allow the usage of issued library books in the library a. Yes b. No
8) If yes to Q6, what is the necessity of using the issued library book in the library? ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________
9) Ideally how many books would you like to get issued from the library at a time? a. Less than 2 books b. 3 books c. 4 books
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d. More than 4 books
2. LIBRARY Management Questionnaire:
1) What importance is attached by LIBRARY management to being technologically up-
to-date?
Very Important
Moderately
Important
Neither
Moderately
Unimportant
Very
Important
Important nor Unimportant
Unimportant
Unimportant
2) How much library budget is set aside by LIBRARY management?
3) What is the Present library staff’s salary structure? 4) How efficient is the present system to track issued books?
Very Efficient
Moderately
Efficient
Neither
Moderately
Inefficient
Very
Efficient Inefficient
Efficient nor
Inefficient
Inefficient
3. Library Staff Questionnaire:
This research is being undertaken to determine the feasibility and utility of implementing an RFID system in the LIBRARY library. For this we seek the following information.
1. Approximately how much time does it take you to locate a book in the library for replacement/rearrangement per shift? a. Less than 15 minutes b. 15 to 30 minutes c. 30 to 45 minutes d. 45 to 60 minutes
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e. More than 1 hour
2. What percentage of your shift time is spent in issue/return of books? a) Less than 5 % b) 5% to 10% c) 10% to 15% d) 15 % to 20 % e) 20 % to 30% f) More than 30 %
3. How difficult is it to keep a check on whether the student is bringing in / taking out a library copy or an issued copy?
Very difficult
Moderately
Difficult
Neither
Moderately Easy
Easy
Very Easy
Difficult
Difficult nor Easy
4. To what an extent would you agree with the idea of allowing students to enter the library with a personal copy of a book?
Strongly
Moderately
Disagree
Neither
Moderately Agree
Agree
Very agree
disagree
Disagree
Disagree nor
Agree
5. To what an extent would you agree with the idea of allowing students to enter the library with an issued copy of a book?
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Strongly
Moderately
Disagree
Neither
Moderately Agree
Agree
Very agree
disagree
Disagree
Disagree nor
agree
6. How much importance do you attach to being aware and well versed with the latest technology used in library management?
Very Important
Moderately
Important
Neither
Moderately
Unimportant
Very
Important
Important nor Unimportant
Unimportant
Unimportant
7. According to you, how much of the present library stationary requirement can be reduced by the RFID system applications, in terms of: a. student issue library cards b. entry/exit registers c. book labels a) Less than 5 % b) 5% to 10% c) 15% to 20% d) 20% to 30% 8. What is the average number of books lost per year from the library?
9. What is the approximate monetary value of the books lost per year?
10. What is the average present cost of library books?
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11. What is the price of the most expensive book in the library?
12. How many times do you suspect book thefts occur in a month/year?
13. How many times have been book thefts been caught red-handed out of the total number books lost last year? a) Less than 5 % b) 5% to 10% c) 15% to 20% d) 20% to 30%
14. How efficient is the present method in detecting book losses/ book thefts?
Very Efficient
Moderately
Efficient
Neither
Moderately
Inefficient
Very
Efficient Inefficient
Efficient nor
Inefficient
Inefficient
15. How many books can be issued by the present library system?
16. How many student issue library cards can be stacked in the library on a daily basis?
17. How difficult is it to rearrange the stacked student issue library cards on a daily basis?
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Very difficult
Moderately
Difficult
Neither
Moderately Easy
Easy
Very Easy
Difficult
Difficult nor Easy
18. What is the level of accuracy in rearrangement of the stacked student issue library cards on a daily basis? a) Less than 15 % b) 15% to 30% c) 30% to 45% d) 45% to 50% e) 50% to 65% f) 65% to 70%
g) Greater than 70%
19. Is there enough manpower available to do the necessary library operations as mentioned above? a. Yes b. No 20. How easy is it to keep a track of the number and title of books issued?
Very difficult
Moderately
Difficult
Neither
Moderately Easy
Easy
Very Easy
Difficult
Difficult nor Easy
21. How easy is it to keep track of various student library accounts to check the number of books they have issued and their due dates?
Very difficult
Moderately
Difficult
Neither
Moderately Easy
Easy
Very Easy
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Difficult
Difficult nor Easy
22. How important would it be for you if there was a system in place which could remind you when a book’s return date was due, in terms availability of books inside the library?
Very Important
Moderately
Important
Neither
Moderately
Unimportant
Very
Important
Important nor Unimportant
Unimportant
Unimportant
23. In case a new technology in installed in the library, how important would it be according to you to hold a training session of the library staff?
Very Important
Moderately
Important
Neither
Moderately
Unimportant
Very
Important
Important nor Unimportant
Unimportant
Unimportant
ANNEXURE – 3
1. Findings of Exploratory Research (Students’ Opinion)
Library visiting habit among the respondents: The number of visits per week ranged from 0-7.
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Number of library visits per week of students
Mean number of visits per student is 4.1 Number of students on campus = 420 Total number of visits per week = 1722 Number of times a book is issued or returned or renewed: issue/return/renewal per month
Number of iterations of
Mean number of iterations per month = 1.58 Number of students on campus = 420 Total number of iterations in a month = 663.6 Students’ opinion: 1) 80% of the respondents wanted the library to be open 24 hrs a day and 7 days a week 2) 90% of the respondents wanted the issue timings to be extended to at least 10 hrs 3) 10% of the respondents felt that it is tedious to find a book in the library 4) 50% of the respondents felt that good books are not available in the library 5) 10% students felt that a lot of time is wasted in issuing and renewing processes
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6) 20% of the students felt that the library processes should be automated
2. Findings of the questionnaire administered to the librarian and assistant librarian:
(No. of Respondents = 2) 1) The system is highly ineffective. Hence, a. No periodic inventory check is conducted. As a result, the institute does not know how many books have gone missing, if they have. But the librarians and staff are convinced that about 15 to 20 books are stolen every year. b. Books are not replaced on their original shelves if they are hidden away in other sections by students c. Sometimes, books that are thought to have been stolen are found 2 years later from under a shelf 2) The library staff strongly believe in being technologically up to date and are enthusiastic about learning how to operate any new installation in the library 3) The searching and sorting job being tedious makes them feel that there is a shortage of manpower and that at least 2 more library staff need to be hired. 4) The database and the software interface for keeping track of who is issuing what is already in place and is being used.
ANNEXURE – 4
Sr. No. Item Description RFID Labels (For all the books in the 1 Library)
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Unit Rate Quantity (INR)
Total
7,000
34
238000
2
ISO ICODE Cards (For Library Members) Mid Range Reader / Writer (For Self Book Issue / Return – 1 each) ID ISC.MR101-A Mid Range Reader ID ISC.ANT340/240 Pad Antenna ID CAB.RS-A Cable for RS232/485 and Power Supply ID NET.12V-B Power Supply Unit 12V Gate Antenna (For Anti - Theft) ID ISC.ANT1400/760-A Antenna Type A for Gate Solution ID ISC.ANT1400/760-B Antenna Type B ID ISC.ANT1400/760-AK Acoustic alarm kit ID NET. 24-B Power Supply Unit ID CAB.NET.24V-B-GB Cable with GB/UK Plug JETT RFID Hand Held Reader (Serial Interface ) for Stock Taking & Search VTLS Library Management Application Software Installation, Training & Commissioning
400
75
30000
3
1
62500
62500
4
1
550000
550000
150000 1 01 License Per Man Week
150000
5
6 7
650000 35,000.00 Total Cost
650000 35000 1715500
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doc_592656426.doc