RFID Technical Specification and Data Profile for use in ...

RFID Technical Specification and Data Profile

for use in the Western Australian Public Library

Network

Prepared by the RFID Pre-Implementation Working Group 2009

Revised by the RFID Data Profile Working Group in 2011

Document History and Status Version Date Revision Details

1.0 5/1/2009 Final. 2.0 1/8/2011 Revised to include ISO 28560 Part 1 & 2 2.0 23/9/2011 Ratified by Operational Management Group

Authorisation and Review

Approved by Policy & Legislation Committee 10 February 2011 The Library Board of WA on 3/03/2011

Review date 3/3/2014

RFID Technical Specification for Western Australian Public Library Network

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Contents�

Executive Summary ......................................................................................................... 3�The Organisations............................................................................................................ 4�Why have a Specification?............................................................................................... 5�List of Mandatory Requirements for Interoperability .................................................... 5�Benefits of complying with this specification.................................................................. 6�Data Profile for use with ISO 28560 Parts 1 & 2 ........................................................... 7�The Data Profile for Western Australian public libraries ............................................. 8�Migration to ISO 28560 parts 1&2................................................................................ 13�Security ........................................................................................................................... 14�Data Profile Certification .............................................................................................. 15�RFID borrower cards..................................................................................................... 15�Appendix A - ISO 28560 data elements......................................................................... 17�Appendix B - Glossary ................................................................................................... 19�Appendix C - ISO 28560 1&2 encoding compliance request ....................................... 22�References ...................................................................................................................... 27�Contacts .......................................................................................................................... 27�


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Executive Summary The following report recommends a technical specification for implementation of RFID technology into Public Libraries of Western Australia and the State Library. Version 1.0 of the report was created by the RFID Pre-implementation Working Group established at the time by the Information Technology Resources Group. The Group engaged Alan Butters to assist in specification development. Alan is an international consultant on RFID technology for libraries, Chair of the Standards Australia Working Group, and a member of the international ISO “Data Model for use of RFID in Libraries” project. Alan understood and commended the joint approach to developing a standard, commenting that it was a first for an Australian RFID implementation project, far out-weighing the benefits of individual systems ‘going it alone’. Upon the release in 2011 of the ISO standard for tag structure and content, ISO 28560 a further working group was established by the E-Services Working Group to update the document and to develop and recommend a ‘WA Data Profile’ for use with the new standard. The report provides a detailed technical specification that meets the requirements of the Public Library Network. It also contains an extensive list of Vendor questions to guide organisations through selecting an RFID Supplier. The RFID Pre-Implementation Working Group also created the document RFID Information for Western Australian Public Library Network that describes the RFID technology recommended by this report.


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The Organisations This proposal relates to two groups working in the information services profession: The public libraries of Western Australia and the State Library of Western Australia.

The mission of public libraries is to provide quality resources and services to their local community. The State Library works in partnership with public libraries to provide a sustainable and responsive network of vibrant, connected, well-resourced, free public libraries that are hubs of community life.

The mission of the State Library of Western Australia is to enrich the lives of Western Australians by:

x enabling access to resources for information, learning, enterprise and recreation x collecting and preserving our social and documentary heritage for current and future

generations


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Why have a Specification? Western Australia’s public libraries operate in partnership with each other and the State Library of WA. Continued interoperability between the State and public libraries is a high requirement when introducing RFID into our library network. Library resources are circulated widely throughout this network on an everyday basis via semi-permanent location (exchanges), and in response to requests (interlibrary loans). A single standard ensures interoperability for future resource movement between public libraries and the State Library, and a common platform for information sharing and exchange. This specification was designed to continue that interoperability with all libraries in mind. The outcome was to not advantage or disadvantage any one group, library or supplier. We believe the decisions made to be both strategically wise and operationally sound, based not solely on the issue of technology, but also process and value, and therefore highly recommend that libraries follow this specification.

List of Mandatory Requirements for Interoperability

x Standards o Purchase a system that conforms to ISO15693 parts 2 and 3/ISO 18000-3 HF

13.56mhz o Vendor to implement ISO 28560 Part 1 & 2 as dictated by the WA RFID Data

Profile specifications and to include a migration strategy toward the new standard within 12 months of the release of the standard ie. March 2012.

x Tags o Architecture – the tags must be passive, ISO 18000-3 Mode 1 compatible,

using the item barcode number as the unique identifier. o Tags must provide hardware support for both AFI and DSFID o Existing data models must not lock any data on the RFID tags. o Tags must be certified by an appropriate independent party that they comply

with the WA Data profile specifications. o Tag size- minimum size 1024 bits of user memory o Tag Longevity – guarantee tag life equal to life of the item o Printable

x System must support SIP2 and optionally NCIP Communication Protocols. (SIP extensions to facilitate item sorting while not mandatory are highly desirable)


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Benefits of complying with this specification

x Cost savings

There are a number of cost savings. Firstly, items with RFID tags can be exchanged with other libraries that also use RFID. The use of a common technology will eliminate the need to re-tag items. Secondly, the State Library may negotiate with a vendor for direct ordering of RFID tags by public libraries in WA at bulk supply prices. In the future, the State Library may supply pre-tagged items to public libraries.

x Supplier-independent specification Currently the majority of RFID suppliers in Australia use HF technology. Due to this majority, no one supplier will hold the monopoly, creating a competitive pricing environment. WALGA has completed a process with library professionals to develop a panel of preferred suppliers.

x Maturity of HF technology Compared to UHF, HF products have been in use and evolving for over a decade. Butters (2008) states that HF is a mature market and proven to be reliable, while UHF within the library application is still in its infancy and the products are relatively immature from a functionality perspective.

x A standard supporting interoperability Through HF technology, Data model ISO 28560 Parts 1 & 2 is a standard aimed at improving interoperability for all WA RFID library systems. While UHF is evolving with many new developments, it is still out of the scope of ISO 28560 and the interoperability that it offers. It is likely that ISO 28560 will be expanded in the future to include UHF technology (perhaps as ISO 28560-4) but this will be aimed at improving interoperability within the UHF library community – not between HF and UHF users.


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Data Profile for use with ISO 28560 Parts 1 & 2 Interoperability

The success of the State-wide RFID Specification relies heavily on the system’s ability to provide interoperability between all libraries in the Western Australian State and Public Library system. Interoperability is achieved by following recommended specifications thus ensuring tag data is in a format used consistently by all partners. Specifying a data profile for Western Australia ensures RFID tags can be supplied by multiple vendors in the specified format allowing for greater flexibility within the State and giving vendors the ability to offer compliant tags thus broadening choices for libraries. The Western Australian data profile is to be used with ISO 28560 parts 1 & 2. Part 1 covers general requirements and data elements and part 2 encoding based on ISO/IEC 15962, which is the data protocol for data encoding rules and logical memory functions. The standard determines what data is written to the tag and how that data is arranged on the tag. Implementations based on ISO 28560 parts 1 & 3 are prohibited within WA libraries as the encoding is not compatible with the WA Data Profile. This specification will not exclude any library from introducing RFID. Any library within the state network can implement this specification and continue the current interoperability that exists via barcodes. To continue interoperability with other barcode only libraries, RFID libraries will need to apply barcodes and RFID tags to all stock, until the time when all libraries are RFID equipped.

In the case of interlibrary loans without RFID tags that are to be issued through an RFID self service kiosk, consideration should be given to adding an RFID tag (temporary or permanent) and then treating the item normally. It is important that library items do not have more than one tag affixed unless the item is part of a set. If an item is circulated on interlibrary loan that already contains a RFID tag and the borrowing library wishes to circulate the item via the self service kiosks they should add a temporary tag and then remove it before the item is returned to the owning library. Once everyone has moved to ISO 28560 this will no longer be a problem as all RFID systems will be compatible.


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The Data Profile for Western Australian public libraries – From the complete list in Appendix A, three elements have been selected to form the foundation of every RFID tag within Western Australian public libraries. All libraries should ensure that these elements are present on every RFID tag within their collections. To this foundation may be added additional elements should an individual library find such elements useful for their local needs. Both the mandatory elements and also a number of optional elements are described in the following sections. Mandatory The numbers in the list represent the Relative-OID codes.

n Name of the data element Description

1 Primary Item ID A unique primary identifier for the item (in the case for Western Australia this will be the barcode)

2 Content parameter Specifies the structure of the tag data

3 Owner Library The current permanent location of the item. This will be the ISIL code for the institution that owns the item.

Primary item ID This is the unique number identifying the item on the library’s database. This number is to be the barcode number currently existing on the item. At the point of conversion to RFID this number will be read from the barcode and written into the memory of the RFID tag as the first data element. One of the benefits of the software encoder employed by ISO 28560 is the special function where the first data element on the RFID tag may be quickly read in what amounts to an “express” read. In this way, systems developers are able to capture the item identifier without needing to read all of the data on the tag. This may be useful in contexts where speed of reading is paramount such as automated item returns & sorting etc. Content parameter This is not a library data item but represents a sort of table of contents regarding the information on the tag. RFID readers may use the content parameter to rapidly locate specific data elements or to determine what extra data might be stored on the tag without reading all of the tag’s memory. This element also may be useful in optimising performance of an RFID system. The content parameter must be set as per ISO 28560 and based on the WA data profile plus any additional data elements chosen by individual libraries. Owner library code (ISIL) This is a library institution identifier. The ISIL standard ISO 15511 employs country and sometimes regional code prefixes to create globally unique identifiers. In Australia, the use of National Union Catalogue (NUC) codes is sufficiently common to allow the ISIL Code to be generated from the NUC as described in the standard. This may be done at the time of conversion to RFID and essentially entails prefixing a two digit county code and a region code to the NUC code. The library identifier may be used to determine the owner of the library material and can be useful for automated returns as well as in other contexts. As per ISO 15511 and ISO 3166-2, the ISIL code will be set as AU-WA:nnnn where nnnn is the existing NUC code for the individual library, e.g. Spearwood Library’s NUC is AU-WA:WSPE. If a library is unsure of its individual NUC search the ILRS directory at http://www.nla.gov.au/apps/ilrs.


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Optional While the use of other data elements in addition to the WA data profile is optional, some detail regarding how these elements might (and in some cases, should) be used is provided in the interests of maximising interoperability. Libraries need to consider that when adding information already held in their LMS, if the information requires changing in the LMS it will also require changing on the RFID tag. This can be very onerous and as such the general rule of thumb is to not unnecessarily duplicate information held in the LMS by also putting it onto the RFID tag. Name of the data element Description n Name of the data element Description 4 Set Information Number of parts in item and ordinal

part number The set information data element may be used to manage or control items that are composed of more than one physical object. Examples include a DVD case and a DVD, a book and a software CD, a music CD, a CD case and a booklet. In these cases, the RFID tags themselves could be used to ensure that, at points of circulation, all of the items making up the set are present. One usage context might be where a library, at the point of returns processing, only opens DVD cases to check whether the DVD is actually inside. Using a case tag and a hub tag which are associated as a set, the possibility exists to generate alerts only on incomplete sets – obviating the need to open every case for checking. Other circulation contexts exist also. ISO 28560 allows for three different methods of set control.

1. A situation where the number of parts in the set is known and all of the items in the set carry RFID tags 2. A situation where the number of parts in the set is known but not all items carry an RFID tag 3. A situation where the total number of parts in the set is not known or may increase over time

The choice of set control method will be determined by the individual library choosing to employ this data element and will be influenced by the nature of the sets themselves as well as the degree and nature of the control required. It should be noted that limitations do exist with set management. These limitations arise from the physics of RFID and the difficulty of reading RFID tags that are located in very close proximity or are masked by other materials such as metal. A talking book set provides a useful example. If the set exists on the shelf in a case with all of the CDs stacked on top of each other (as is common) this set will be problematic for RFID. The metal in the individual disks will mask the RFID tags on discs located under and above and so tagging all of the disks will not be effective. These limitations should be discussed with prospective suppliers and configurations should be tested before committing to a tagging plan incorporating RFID set management. n Name of the data element Description 5 Type of usage Additional qualifying information

about the item The type of usage data element provides additional qualifying information about the item, for example the type of material and its use within the library. One example might be:

x The identification of non circulating material in situations where the self service


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systems have no access to the library database due to a server or network outage. Employing this element on the tag allows the self service unit to prohibit the loan of reference material when information on the circulation status of the item is unavailable from the library management system.

Other examples include the identification of library equipment for loan, the discrimination of borrowers and material where RFID is used for membership cards, and special handling required for certain items when using sorting systems such as fragile, over or under sized items etc. Within the WA data profile, if this element is used by an individual library, the following codes, taken from ISO 28560, should be used when identifying the usage context.

Type of usage

Code

Acquisitions item – non specific use 00 Circulating item 10 Circulating item which cannot be sorted by machine 12 Non circulating item 20 No type of usage for this item 60 Discarded item 70 Borrower card – non specific use 80 Borrower card – Adult 81 Borrower card – Young adult 82 Borrower card – Child 83 Library equipment – non specific type of equipment 90 Note that not all the codes need to be used but a valid code should be placed on every tag if this element is employed. For example:

x If the type of usage element is used primarily to identify the circulating status of items (to control the loan of reference material by means of tag data) only the codes for either circulating or non circulating might be used.

x If the use of this element is to identify circulating items that cannot be put through a sorting machine (too big, too small, fragile etc) the code “12” might be put only into the tags on these particular items with the code “60” placed in everything else.

Of course a library using this data element may also choose to set the correct value for all usage types regardless of the specific use in mind. Given the strategic infrastructure aspect in an RFID implementation, this approach might well pay dividends in the future as RFID equipment continues to evolve.


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n Name of the data element Description 6 Shelf location Code for location of the item

This optional element is designed to describe the physical location of an item within the library. It could be a Call Number used for sorting items by means of a sorting machine or even a floor number within a multi storey building. As it only references the specific library in which the items are located, any suitable code system may be used. n Name of the data element Description 8 MARC media format MARC 21 category of material

descriptor

The MARC media format data element represents a MARC 21 category of media descriptor and is a compound of two letters defined by position 6 and 7 in the leader of a MARC 21 record. There are many uses for this element, for example:

x Several RFID solutions now employ lockable circulating cases to allow CDs and DVDs to be securely borrowed by means of self service. The unlocking mechanism is incorporated into the self service system ensuring that these items do not leave the library without sounding the alarm if they have not been borrowed and unlocked. Unfortunately, many libraries are not consistently able to identify these items as being housed in locking cases due to variable cataloguing practices over time. Placing the media format on the tag itself removes any database variability and also allows the self service systems to operate correctly in the event that the library management system is unavailable due to system or network failure.

Within the WA data profile, if this element is selected by an individual library, the following codes should be used when identifying media types.

Media Type

Code

Standard sized circulating & unlockable DVD case gm

Small CD sized circulating & unlockable case jm

Circulating & unlockable game disk case mm

Audio books im

Monographs or general item code am

Magazines as

Toys rm

Kits om


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Note that not all the codes need to be used but a valid code should be placed on every tag if this element is employed. For example:

x A library deciding to use the MARC media format element purely for the purpose of identifying locked DVD cases that the self service machine may be required to unlock, may perhaps put the code “gm” in these items and place the generic code “am” in all other material.

x A library wishing to use the MARC media format element to identify the item in order that the correct due date might be calculated when the self service machines are in offline mode might choose to put the appropriate codes in all items that have non standard loan periods such as DVD’s and magazines etc and place the generic code “am” into everything else.

Of course a library using this data element may also choose to set the correct value for all media types regardless of the specific use in mind. Given the strategic infrastructure aspect in an RFID implementation, this approach might well pay dividends in the future as RFID equipment continues to evolve. n Name of the data element Description 17 Title Title of the item No restrictions are imposed on the use of the Title data element however some guidance is offered. When selecting the Title data element, libraries should give consideration to the desired use to which the title information might be put and therefore how much of the title actually needs to be stored in the tag. Obviously some titles may be very long and might consume considerable tag memory. For example, if the purpose is to identify an individual item causing an alarm at the security gates, only enough of the title is required to enable the item to be located amongst a relatively low number of items carried by the borrower. In this instance a truncated title might, from a practical perspective, be perfectly adequate for the purpose. It may be useful to discuss with prospective suppliers the possibility of limiting the length of the Title data element to, for example, twenty to thirty characters. Data elements for future use There may be opportunities for material suppliers to load acquisitions data into the tags which might then be extracted upon receipt of the item to automatically populate fields in the WA Public Library procurement system. This data may exist on the tag only during the acquisitions phase and then be replaced by the WA data profile before the item is allocated to a library. Other data elements may also be used in this process and WA Public Libraries can explore a range of possibilities with suppliers. The table below shows the elements for consideration: n Name of the data element Description 9 Supplier identifier Code for identification of supplier of

the item 10 Order number Number meaningful to the library and

to the supplier of the item

20 Supply chain stage The stage of the supply chain in which the item currently resides

21 Supplier invoice number Invoice number meaningful to the library and to the supplier of the item


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Migration to ISO 28560 parts 1&2 All vendors covered by the WALGA panel of preferred suppliers contract No. TPS 0914 are required to migrate to the new standard by March 2012. For libraries that already have an RFID system or may be implementing now, migration to the new standard will be required. These vendors must devise ways for libraries to make an almost seamless transition to the new standard. Most typically these involve reading the old data format at the point of item issue and/or return and then rewriting the tag’s memory with essentially the same data but in the new ISO standard format. All new items added to the library’s collections subsequently are processed using the new standard. These seamless transition strategies make an important assumption – that the data required under ISO 28560 1&2 is already contained on the tag, albeit in a proprietary format. What this means for libraries who are about to implement RFID is that, for the WA data profile plus any additional optional data elements selected by an individual library, this data must be placed on the tags – even if the supplier is not yet using the standardised data format. As long as the required data exists on the tag a seamless transition to the new standardised format is possible. Many of the existing supplier data models (and the national initiatives) can contain similar data fields to those in the WA data profile as well as some of the optional data elements already discussed. The main point is to ensure that, to the extent possible; the tag contains as much information as will be required following a migration to ISO 28560. It is likely that any requirement to retrieve missing data by accessing the library management system or implementing a manual step will greatly slow the migration process itself. Another aspect to consider is the way that RFID circulation equipment might react when presented with tags from other libraries containing optional data elements beyond the mandatory specification. This situation could easily arise in Western Australia due to the number of optional data elements offered by ISO 28560. As part of their implementation of the new standard, suppliers should take care to ensure that unexpected data elements do not in any way disrupt the normal operation of a library’s staff or self circulation systems. It is required of suppliers who wish to comply with the WA data profile to provide means which allow the library, by means of parameter settings, to: Option 1. Instruct the self service system to use the optional data elements on the tag in an appropriate way, even though the local library might not support this element. An example might be found in a library not using the Set Information data element for their own material but where a borrower attempts to borrow an item at the self service kiosk sourced from another library that does use the set information on their tags. In this case the self service kiosks should manage the transaction using the set information data and, in the case of an incomplete set, alert the borrower etc. Option 2. Disregard the additional information on the tag. So, in the previous example, the self service system would ignore the set information data and process the loan as a single item regardless of missing parts etc. Option 3. Prevent the transaction and refer the borrower to the staff. In this case the loan is not allowed and the item must be taken to a staff member. The action to be taken may depend on which optional data element is encountered, as well as individual library policy. RFID suppliers


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should permit the library to set up a table with appropriate instructions for each optional element that might be encountered.

Security While acknowledging that use of the data encoding area of the RFID tag is fundamentally weak for security, many libraries wish to implement item security on an ISO compatible tag. The working group’s preference for those libraries wishing to use RFID tag-based security is for a pair of data values to signal the status of the library material and its eligibility to be removed from the secure area. It has been suggested that the Application Family Identifier (AFI) value contained in the systems part of the RFID tag could usefully be used for security. The use of these AFIs is specified in ISO 28560. A library specific AFI has been allocated by ISO and must be set on all libraries RFID tags so they are quickly identified as being part of the library family and not to another family of tags. A standardised closed-system value is available for internal uses such as this and together these two values may be used to determine the security status of library items. Use of the AFI values for security will ensure that a standardised security mechanism is available to all institutions that are performing transactions with the RFID-tagged material. Use of the AFI values for tag-based security does not preclude the use of external mechanisms such as electromagnetic (EM) security systems. If an individual library chose to integrate EM security employing covert security strips into their operation, the AFI value should be left permanently in the on-loan state and ignored for security by the local RFID application. This would still serve the purpose of allowing RFID systems from other application areas to identify the tagged item as library material. If an item possessing both an EM strip and an RFID tag was circulated by a library using only RFID security (such as in cooperative arrangements or Inter-library loans) the library could make use of the AFI values for security while the item was under its control.

AFI Status Usage C2 HEX On Loan Items on loan to borrowers – unsecured by

the RFID tag 07 HEX Closed system Items on shelf or for internal use within the

library – secured by the RFID tag (SAWG IT-19-01-02, 2006).


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Data Profile Certification Compliance testing relates to the combination of supplier and tag encoding. So, for example, if a RFID Vendor has their encoding of the base WA profile certified as part of a library implementation, they don’t need to have it certified again for use in another WA library. Currently WALGA maintains the panel of RFID preferred suppliers and will be responsible for renewing the panel when it expires in October, 2012. At this time the added requirement of encoding certification to the WA RFID Data Profile will be included in the tender requirements. The “bank” of certified data profiles for each vendor will be included in the information supplied by WALGA for each vendor. When a library wants to know whether their RFID supplier needs to have its encoding certified before they begin to tag their collections, they can consult this “bank”. It is not appropriate for suppliers to be the arbiter of whether or not compliance testing is needed. We also don’t want libraries or suppliers asking for compliance testing when they don’t need it. However, should a WA library decide to add a data element such as the MARC media code at a later date, this would change the vendor’s encoding on the tag and therefore this new encoding would need to be certified. The vendor might pass the certification fee onto the library for this change. However, any other library wishing to use the same combination of elements (base profile plus MARC media code) could do so without the need for a vendor to seek certification again. This applies to all suppliers and every different encoding. Eventually suppliers will build up a “bank” of certified data profiles and the need for new certifications would therefore decline over time. This process is essential in ensuring that interoperability is maintained. Sybis will issue a compliance certificate to the vendor following a successful test and this will reference the specific data profile and vendor involved. The vendor must forward a copy of this certificate to WALGA for inclusion on the preferred supplier information “bank” with details of the elements included on that particular profile.

RFID borrower cards This section deals with borrower cards that make use of RFID tags conforming to the same standards as RFID item tags – ISO 15693 and/or ISO 18000-3. These cards may then be read using the same RFID antenna that is employed to read item tags. In this case the borrower would place a pile of books on the RFID reader antenna with the borrower card on top. Providing the supplier’s equipment permitted it, the loan transaction would then be completed in a single step – first processing the card and then the items. In this case, the minimum data from ISO 28560-1 that must be present on all borrower cards is shown in the table below:

n Name of the data element Description 1 Primary item identifier Unique borrower identifier 2 Content parameter Specifies the structure of the tag data

5 Type of Usage Indicates that this tag represents a borrower. The numeric value to be used is 80 which is “Patron card – unspecified”


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ISO 28560 permits a range of alternative borrower card values that additionally indicate the category of borrower. These include:

Type of Usage code Description

81 Patron card – adult borrower 82 Patron card – young adult borrower 83 Patron card – standard child borrower

Libraries may use these alternative values if desired, in place of the default “80” value which indicates an unspecified borrower. If no discrimination of borrowers by means of the RFID equipped card is required, all tags must contain the default “80” Type of Usage code. Implementations of RFID borrower cards must also be certified prior to use according to the process outlined in Appendix C of this document.


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Appendix A - ISO 28560 data elements

n Name of the data element Description MANDATORY

1 Primary item identifier A unique primary identifier for the item (in Western Australia this will be the barcode)

2 Content parameter Specifies the structure of the tag data

3 Owner institution The current permanent location of the item. This will be the ISIL code for the institution that owns the item.

OPTIONAL 4 Set Information Containing parameters that are stored together

to determine: Number of items in the set Number of this item in the set

5 Item Usage Determines whether the tag corresponds to an item or a user of the library. Can be used when special handling of items is required or when using automatic sorters. e.g. Special collections

6 Shelf Location Can store the call number and can be used in shelf-reading or inventory applications using a hand held scanner.

7 ONIX media format ONIX media descriptor (WA not to use instead use OID 8)

8 MARC media format MARC 21 category of material descriptor. 9 Supplier identifier Code for identification of supplier of the item 10 Order number Number meaningful to the library and to the

supplier of the item 11 ILL borrowing institution (ISIL) ISIL code for the institution borrower the item 12 ILL borrowing transaction number Number identifying an inter-library loan

transaction 13 GS1 product identifier GTIN-13 code of SG1 14 Alternative unique item identifier Reserved 15 Local data A Any locally defined purpose 16 Local data B Any locally defined purpose 17 Title When stored on the tag can be displayed to staff

if an item triggers security gates. 18 Product identifier local Product identifier not based on GTIN-13 19 Media format (Other) Media descriptor other than ONIX or MARC 20 Supply chain stage The stage of the supply chain in which the item

currently resides 21 Alternative item identifier Optional identifier for an item 23 Alternative owner library Code for the library institution other than the

ISIL 24 Subsidiary of an owner library Internal code defined within a library institution 25 Alternative ILL borrowing

institution Code for the ILL borrowing institution other than the ISIL

26 Local data C Any locally defined purpose 27 Reserved for future use 28 Reserved for future use


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29 Reserved for future use 30 Reserved for future use 31 Reserved for future use


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Appendix B - Glossary AFI (Application Family Identifier): Defined by ISO 15693, this is a categorising method for RFID tags and enables tags using different numbering schemes and different RFID applications to be differentiated by RFID readers. This means, for example, that an airline RFID system employed to track bags will not be affected by RFID tagged library items located inside a traveller’s luggage. The AFI is used within ISO 28560 to determine an item’s security status. Anti-Collision Mechanism Anti-collision algorithms use unique identification codes (UID's) and, working in conjunction with AFI, permit multiple tags in the same field. This discrimination and identification of RFID tags permits multiple tags to be presented simultaneously to one reader. ASCII code (American Standard Code for Information Interchange): a character encoding system used to represent text in communication devices, computers and other text-based digital systems. Closed-System (or Closed-Loop system) A system in which data regarding an item is stored within a centralized database, and data capture, storage and transmission is all in the control of a single authority or owner, often without need to interface or interoperate with other off-site systems. EM Electromagnetism. In the context of this document EM refers to loss-prevention systems that use hidden non-removable magnetic strips deactivated by a magnetic field. These systems can be used in conjunction with RFID systems with appropriate modifications. (Note, additionally, RFID systems generate RF (Radio Frequency) EM waves, meaning RFID systems attract government regulation.) Hexadecimal (Also base-16, hexa, or hex) is a numeral system with a base of 16, as opposed to decimal (base 10) or binary (base 2). It uses sixteen distinct symbols, usually the symbols 0–9 to represent values zero to nine, and A, B, C, D, E, F to represent values ten to fifteen. Commonly used to represent computer memory addresses. HF (High-frequency) HF RFID tags typically operate at 13.56 MHz. Readable at distances of 1 metre or less. This bandwidth is generally available in most countries and generally free from interference from other devices. Transmits data faster than low-frequency tags. Identifier Token, artefact or symbol used to convey recognition data. In terms of this document the primary identifier will be an item's barcode but it can also refer to supplier identification codes, borrower card numbers or library codes such as ISIL.


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Interoperability In computing, the term refers to the ability to exchange and use information among disparate software systems. In RFID, the term generally refers to the ability of tags and readers from different vendors to communicate. ISIL Library institution identifier. Refer to ISO 15511. ISO International Organization for Standardization. Non-government developer and publisher of international standards in a wide range of industries and services. ISO 15511 Standard that defines International Standard Identifier for Libraries and Related Organizations (ISIL). The ISIL is a unique international identifier for libraries, archives and museums. ISO 15693 Standard relating to all forms of contactless integrated circuit cards or vicinity cards. Part 1 (2010) defines physical characteristics; part 2 (2006) specifies initialization and communication characteristics and part 3 (2009) details anti-collision and transmission protocols. All RFID transponders ("tags") should comply with this standard to improve potential for interoperability. ISO 18000 Series (Parts 1 to 7) of ISO standards relating to RFID specifications and protocols. As most libraries currently use HF systems at 13.56 MHZ the applicable standard is ISO 18000:3. ISO 28560 (2011) ISO standard that details a specific model and framework for RFID use in libraries. Part 1 specifies data elements and general guidelines to ensure interoperability. Part 2 specifies data modelling and encoding rules. Part 3 specifies alternative data modelling and encoding rules. In WA, the data profile should comply with ISO 28560 parts 1 and 2. LMS Library Management System NCIP NISO Circulation Interchange Protocol (originally published as ANSI/NISO Z39.83). Standard and protocol to facilitate communication of circulation data between disparate circulation systems and Ill's systems. Note that any RFID system in WA must support SIP2 and optionally NCIP protocols. NISO National Information Standards Organization. Non-profit association who develop, maintain and publish technical standards in relation to information retrieval, storage and preservation.


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NUC National Union Catalogue. NUC symbols are nationally unique identifiers issued by the National Library of Australia to organisations that contribute information to the Australian National Bibliographic Database. A NUC symbol usually reflects the library's name. Overprinting An overprint is the addition of text (and sometimes graphics) to the face of a tag. Some RFID systems allow printing of barcode and title directly on tag. Passive Tags RFID transponder that does not include power source; this reduces cost but minimizes detection range. Passive HF tags used by libraries employ inductive coupling to communicate data. Read/Write Type of RFID transponder ("tag") that can have data added or modified. As opposed to 'Read-Only' tags that can only ever contain the data created at manufacture or 'WORM' (Write Once- Read Many) that can have data added once but can not be entirely overwritten. RFID (Radio Frequency Identification) Electronic system, generally consisting of transponder, reader and computer elements, that permits communication of identification and location data wirelessly, using radio waves. A significant advantage of RFID is that tagged items can be moving or within groups of similar items and still be identified or tracked. SIP2 Standard Interface Protocol, version 2 was initially a proprietary protocol (developed by 3M) but now in the public domain and widely used standard for communication between library systems and external devices. Noted as a forerunner to NCIP. Note that any RFID system in WA must support SIP2 and optionally NCIP protocols. SIP extensions to facilitate item sorting are highly desirable. Tag RFID tags are a form of transponder: a device that can receive a radio signal and automatically 'reply' with a different signal. Though transponders can vary significantly in size and shape RFID tags generally consist of a small IC chip and a coiled antenna, often on a paper or vinyl backing. UHF (Ultra-high frequency) In RFID terms UHF refers to tags that operate between 866 MHz to 960 MHz. Able to transmit data faster and further but, generally, support less content. May permit greater item discrimination than HF RFID systems. WORM (Write Once Read Many) Tags (or any storage medium) that data is written to once but can be read many times.


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Appendix C - ISO 28560 1&2 encoding compliance request Certification request form to be provided to a supplier

that wishes to implement RFID within WA public libraries

Date

Organisation requesting Certification type (1-5)

Contact name Contact Title

Phone number Email address

Fee amount enclosed Overview This form is used to request testing and compliance evaluation services from Sybis. The service relates to specific encodings of ISO 28560 parts one and two and will be facilitated using diagnostic and quality control software tools from Convergent Software Ltd. Process An RFID supplier is required to complete this form, indicating which ISO 28560 data elements have been encoded onto the RFID tag and the specific data values that have been encoded for each element. The completed form, together with an encoded RFID tag sample and the appropriate fee from the cost table are mailed to: Sybis PO Box 52 Nunawading, Victoria 3131 Sybis will respond with a written evaluation of the encoding and, where possible, will include comments on any non-compliance issues discovered during the analysis. If there are no errors in the sample encoding; Sybis will issue a certificate of compliance for the specific encoding evaluated


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Conditions 1. The certificate of compliance relates and is limited to a specific tag encoding.

Should a supplier wish to change the encoding for use in the same library or another library, the new encoding will need to be certified. Adding or subtracting ISO 28560 data elements from a profile or changing the lock status of any element within a profile will constitute the generation of a new encoding and require certification.

2. The sample RFID tag will not be returned but will be kept on file at Sybis for future reference, should the need arise.

3. The fee for initial compliance testing covers a second test, if required, within 90 days of the original testing. If further testing is required, a reduced fee applies for each test. A reduced fee also applies for suppliers who have previously had an encoding successfully certified and who wish to have alternative encodings certified. The Cost table outlines the fee structure.

4. Sybis will respond to a compliance request within two weeks of receiving the completed request form, the tag sample and the appropriate fee.

5. In cases where the correct encoding is disputed, following verification from Convergent Software, the Sybis determination will be deemed to be correct.

Limitations The data elements within ISO 28560 may contain a wide range of data values. It is not practical to test all of the data permutations used within each element and so the certification assumes that a supplier will employ only permitted values and data structures within each element when specified in the various parts of ISO 28560. Fees

Certification type

Detail

Cost

(1) Initial certification

This certification relates to a supplier seeking an encoding certification for the first time. One retest within 90 days is included in the original fee.

$600

(2) Initial certification retest

The first retest of an encoding from a new supplier that has previously been tested and discovered to have errors

None

(3) Secondary certification

This certification relates to a supplier having a previously certified encoding who intends to implement an alternative data model configuration to the one tested at the initial certification stage. One retest within 90 days is included in the original fee.

$450

(4) Secondary certification retest

The first retest of an encoding from an already certified supplier that has previously been tested and discovered to have errors

None

(5) Follow up certification

For subsequent certification attempts following failure of the initial certification & retest – all suppliers

$300

Consultation Charged on an hourly basis as required $120 p/h


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RFID tag information Manufacturer & type

Block size

Number of blocks

64 bit unique ID

Encoded tag data n Element Encoded data

Locked?

1 Primary item identifier

2 Content parameter 3 Owner institution (ISIL) 4 Set information 5 Type of usage 6 Shelf location 7 ONIX media format 8 MARC media format 9 Supplier identifier 10 Order number 11 ILL borrowing institution (ISIL)

12 ILL borrowing transaction number

13 GS1 product identifier 14 Alternative unique item

identifier 15 Local data A


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16 Local data B 17 Title 18 Product identifier local 19 Media format (other) 20 Supply chain stage

21 Supplier invoice number

22 Alternative item identifier

23 Alternative owner institution

24 Subsidiary of an owner institution

25 Alternative ILL borrowing institution

26 Local data C 27 Not defined 28 Not defined 29 Not defined 30 Not defined 31 Not defined Required for testing � This form completed

� An encoded RFID tag sample

� The appropriate fee


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Sybis use only

Testing date

Pass / fail

Response date

Comments


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References

BUTTERS,A. (2006). Revised (2010) Radio Frequency Identification (RFID) An introduction for Library Professionals Retrieved from http://www.sybis.com.au/Sybis/HF%20vs%20UHF%20Whitepaper.pdf

BUTTERS, A. (2008). RFID for libraries: A comparison of High Frequency (HF) and

Ultra High Frequency (UHF) options. Retrieved from http://www.sybis.com.au/Sybis/HF%20vs%20UHF%20Whitepaper.pdf

SAWG IT-19-01-02. (2006). Proposal for a Library RFID Data Model. Retrieved

from http://www.sybis.com.au/Sybis/4n597- 599%20proposal%20document.pdf

Recognition of Prior Work

The WA RFID Data Profile is based on previous work completed by the South Australian RFID Working Group in the document “RFID Data Profile for South Australian Public Libraries” March 2011, Version 3. The WA RFID Pre-implementation working group under the auspices of ITRG produced the WA RFID information paper and a WA RFID Technical Specifications paper dated the 5 January 2009.

Recommended Resource List http://www.sybis.com.au/Pages/resources.html

Contacts The WA RFID Data Profile Working Group is available to answer questions regarding this document. Contact details as follows: Vernon Lee [email protected] Jamie Normington [email protected] Linda Seymour [email protected] James Hunt [email protected] Diane Woolley [email protected]

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