An Excellence Gateway case study
This case study was produced by JISC RSC (Regional Support Centres) Yorkshire & Humber on behalf of the Excellence Gateway.
Sector relevance: Further education colleges
Keywords: Improving institutional effectiveness, learning centres and library services, library management system
Summary
RFID (Radio Frequency Identification) systems are typically used in higher education libraries. This case study is an example of how RFID can work in a further education environment. RFID has many organisational advantages over using only a library management system, which can free staff time for a more personal library service.
About Harrogate College
Harrogate College merged with Hull College in August 2008 to become part of the Hull College Group. Previously, Harrogate College was part of Leeds Metropolitan University, which was when the RFID system was installed. Harrogate College offers a variety of full and part-time courses at all levels, from Pre-Entry /Level 1 through to Degree level.
The challenge
Harrogate College had the advantage of inheriting the RFID system when it was affiliated to Leeds Metropolitan University. The 30,000 items held in the library were fitted with RFID cards, including equipment in the IT suite. Transferring to the new system took time and effort but now the College can reap rewards from a system able to offer more than just the standard library management system the College had before.
The activity
Each item in the library has an RFID tag attached to it. The tag contains information that identifies the resource on Heritage, the library management system. When an item is issued, it is placed on a mat that reads the tag and identifies the item on Heritage.
The system was provided by D-Tech (other suppliers are available) and linked with the Heritage library management system. RFID costs £1,800 per year for the licence and each card costs six pence, though subscription costs for using RFID may vary depending on your needs. Although it is more expensive than solely using the library management system, the College has found many advantages to using RFID.
The outcomes
RFID tracks all items in the library and speeds-up issuing items as the pad detects the item, rather than staff having to find a barcode on the inner pages of a book.
The RFID system is a more reliable gate tracker. The College can monitor visits to the library as the gate registers every time it is opened.
RFID is an information label, as well as a tag, so it can also be used as a security device. An item that has been issued has the security feature disabled on the RFID tag. This means that removing the item from the library will not trigger the security alarm at the gate installed at the library entrance. The result is that no item can be removed from the library without being ‘checked out’ via the issues desk. As well as books, cards have been fitted to videos, DVDs and larger equipment such as scanners.
Losses from theft from the library can cost the College thousands of pounds. RFID provides enhanced security. The system can identify exactly what caused an alarm. The security aspect means that there is the potential for Harrogate College to introduce self-service.
The impact
Current library data indicates that students are more likely to take out resources than study in the library. RFID allows for a smoother transaction at the issue desk, whilst reducing security risks for the library. The library staff can also facilitate access to all manner of resources and track their use, which will help to inform future provision in the library. The security aspect is especially important as the library contains an IT suite filled with equipment.
A reliable gate tracker allows greater analysis and understanding of use of the library, which helps to manage resources.
A faster service, with the potential to be completely self-service, frees up staff time to be more available for enquiries and direct student support.
The future
Currently, the College is exploring the potential for self-service in the library. As self-service has become more prevalent in daily life, David Hartshorne, College Librarian, wants to develop the system further:
“I would like us to trial self-service. It would free-up staff that could then have one-to-one time with students.”
Harrogate College is aiming for a new build in the future and developments in RFID could be incorporated to make management of resources even more efficient. Data that RFID is currently collecting, such as the gate tracker, can also feed into planning.
David says:
“The system has potential. It allows us to do far more than if we only had a library management system. I look forward to developing it. It's something I'd like to incorporate into our new build.”
Useful links
- Harrogate College website
- D-Tech website
- For more information about this case study, email the JISC Regional Support Centre for Yorkshire & Humber.
Disclaimer: The Regional Support Centres (RSC) and the Learning and Skills Improvement Service (LSIS) support the development of educational e-learning. We may refer to specific products, processes or services. Such references are examples and are not endorsements or recommendations and should not be used for product endorsement purposes.