10.4 - Guidelines for Tagging Other Library Items

Introduction

Libraries that have implemented an RFID system may wish to tag items on intra-library loan from other non-RFID Libraries Victoria libraries. This would provide efficiency in the handling of Libraries Victoria intra-library loans.

The following guidelines are for libraries wishing to tag items belonging to other Libraries Victoria libraries which do not already have an RFID tag.

10.4.1 - General Comments

Each item being tagged by the following procedures must only have one tag applied.

Libraries must not tag any item which already has an RFID tag and must not re-encode another library’s RFID tag.

To minimize errors and ensure Libraries Victoria standards are met, items belonging to other Libraries Victoria libraries must only be tagged and encoded by suitably trained staff in a controlled, centralized location (e.g. library administration, as opposed to branch circulation staff).

The following tagging procedures are based on those developed by Connected Libraries.

Items belonging to Libraries Victoria libraries using RFID systems

Libraries with existing RFID systems may request that their non-tagged items not be tagged by other libraries. These are listed at the end of this section.

Items belonging to Libraries Victoria libraries not currently using an RFID system

It is optional for an RFID-enabled Libraries Victoria library to tag untagged items belonging to a Libraries Victoria library not currently using an RFID system.
Only single book-format items should be tagged by other Libraries Victoria libraries.
Material NOT to be tagged by other Libraries Victoria libraries include:
1. Magazines
2. AV (e.g. DVDs, talking books, music CDs)
3. Mixed format kit items (e.g. book with disc/s, cassettes with book/s)
4. Sets
5. Equipment.
6. Any item that does not match any of the criteria in these standards/procedures.

10.4.2 - Tag and Data Standards

All tags applied to items must be HF tags: refer to Topic 11.2 above for specifications. No UHF tags should be used.

All encoding of tags must meet the ISO standard and Libraries Victoria Data model specifications, as outlined in section 11.2 above.

When tagging another Library’s item, ONLY ad the Item ID (data element 1) to the tag, and then LOCK that element field. Do not add any other data to the tag.

10.4.3 - RFID Tag Position – General Protocols

All tags (apart from those exceptions noted) must be placed on the inside back cover.

Horizontally

Edge of the tag will be no closer than 5mm from the spine.
Ensure that the tag is flat and not placed over a raised area on the spine/ item.
Position from the spine will be the same regardless of the width of the item.

Vertically

Tag positioning will vary vertically on all items.
There will be 3 different positions that a tag can be applied vertically. The positions are based on a 190mm sized item. The tag positioning is to vary to avoid the risk of multiple items stacked not being read correctly.
The 3 different positions will remain the same for items that differ in height; smaller or taller.
The location of the bottom tag regardless of the size of the items will be not less than 5mm from the bottom edge of the page.
The position of the top tag for an item that is 190mm in size will not be less than 5mm from the edge of the top of the page.
The 3 varying tag positions based on an item size of 190mm will overlap.

Items 190mm in size

Items larger than 190mm in height

The 3 vertical tag positioning will not change for items taller than 190mm. The positions will remain the same as that for items up to 190mm in height. There should be no tags positioned higher than position 3, (base of tag at 105mm from the bottom of the item).

Items smaller than 190mm in height

Items that are smaller than 190mm in height may only have 2 different vertical tag positions depending on the item’s height. The positions will remain the same as position 1 and position 2.

Exceptions

Metallic Print/ Foil

For items where the foil is only patchy on the cover, place the tag in one of the 3 various positions. Others with more foil sometimes are not read easily on the RFID pads, so for these items the normal tag placement can work but staff need to open the cover and place the tag directly on the RFID pad.

Items where the cover is entirely covered, such as the young adult Percy Jackson novels, may not be able to be read by RFID pads. Other items which do not get read by the RFID pads are graphic novels with foil covers.

Solution

The tag placement for heavily foil covered items should be placed on the last page of the item, same positioning close to the spine, mirroring where the tag is normally positioned in one of the 3 varying positions (as per vertical positioning above). As the tag is on the page it will be more vulnerable to torn pages and vandalism. Tape or contact should be placed over the tag and on the back cover so that the page cannot be torn out easily.

Content on the inside back cover

Exceptions to positioning tags on the inside back cover include, if it will cover:

Glossary of terms
Maps that are not replicated elsewhere in the book
Anything of significant importance that is not included in the content of the book.

Graphics and author information can be covered with a tag.

If the item fits one of these exceptions the tag is to be positioned:

On the outside of the back cover (5mm from the spine) underneath the plastic jacket or dust jacket in varying vertical positions. The tag is to be positioned so that it does not cover the ISBN and Barcode of the book.

10.4.4 - RFID Tag Position – Specific Library Materials

Hard Cover Books

Tag position – portrait on the inside of the back cover (depending on the size/width of the item it may be under the dust jacket).

Soft Cover Books

Tag position – portrait on the inside of the back cover (depending on the size/width of the item it may be under the plastic cover).

Exception – If the item has a plastic jacket which would need to be undone/ removed to place the tag in the correct position, do not tag the item.

Board Books

Tag position – portrait on the outside of the back cover.

Tag position should be flat and not placed over the double spine of the item. If the item has a double spine or the item creates a fold on the back cover when the item is opened then the tag should be moved further in on the item away from the spine. For example, the double spine finishes at 10mm from the spine, then the tag should be applied 5mm from the edge of the double spine.
The tag is to be positioned so that it does not cover the ISBN and Barcode of the book.
Where possible the tag is to be positioned so that it does not obscure any detail/ content of the book.

Recommended option: Tape (spine label 50mm wide) should be applied over the top of the tag once positioned on the item. The tape is to protect the tag.

Early readers (e.g. Begin-to-Read, Blue Star, Junior Easy Readers)

Tag position – portrait on the inside of the back cover, (depending on the size/width of the item it may be under the plastic cover).

A small percentage of Early Readers will have information relevant to the item and of importance to the reader on the inside back cover where a tag should be positioned. For example:
1. Series
2. Level
3. High Frequency Words
4. Word count
5. Text type and themes
6. Activities.
Staff should avoid tagging over any educational, literacy or activities information. If the inside back cover contains any educational, literacy or activities (eg. high frequency words, reading activities) then staff are to stick the tag onto the outside of the back cover.
1. The tag should be positioned on the outside of the back cover avoiding the Barcode and ISBN and covering as little as possible of the blurb. It should be positioned 5mm from the spine or the fold of the spine.
For all items where the inside back cover contains series information, level information or total word count a tag can be positioned over the top if need be. This information will be found on the catalogue record. Staff should try however to avoid covering if possible.
Where readers have reading level information on the outside of the back cover, position the tag on the inside of the back cover.