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RF Detection Systems
Liberty Systems
Value Guard Systems
Strata Systems
Signature Systems
Owner’s Manual 3M Library Systems 3M Center, Building 225-4N-14 St. Paul, Minnesota 55144-1000 www.3M.com/library
78-8129-3234-7A
Copyright © 2008 3M. All rights reserved.
3M is the exclusive worldwide distributor of Checkpoint products to libraries.
Figure 1 Value Guard
Figure 2 Liberty PX
Figure 3 Liberty QX
Figure 4 Signature
Figure 5 Strata EX Plus
Figure 6 Date due check card
Figure 7 Date due RF tag
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Contents
Introduction ...............................................................................................................................................................................6
Community relations ideas and suggestions............................................................................................................................6
News releases..........................................................................................................................................................................6 Define the problem.............................................................................................................................................................6 Description of the RF detection system..............................................................................................................................6 The purpose of the detection system ..................................................................................................................................6 Summary ............................................................................................................................................................................7
Bulletins and handouts............................................................................................................................................................7
Demonstration of the detection system ...................................................................................................................................7
Collection preparation...............................................................................................................................................................8
Detection labels ..........................................................................................................................................................................8
Full circulation (on/off) detection systems ...............................................................................................................................9
Reference books .....................................................................................................................................................................9
Books - checkcard used for circulation.................................................................................................................................10 Plain detection label - present collection with a pocket ...................................................................................................10 Plain detection label - new acquisitions with a pocket .....................................................................................................10 Printed detection label - present and new acquisitions with a pocket ..............................................................................11 Double protection.............................................................................................................................................................11 Plain or printed labels for existing or new acquisitions without pockets .......................................................................12 Books with date due tab used for circulation ...................................................................................................................12 Spiral bound/loose leaf books ..........................................................................................................................................13 Magazines ........................................................................................................................................................................13 Using a date due tab for circulation..................................................................................................................................14 Double protection.............................................................................................................................................................14
Records - LPs........................................................................................................................................................................15
Video cassettes ......................................................................................................................................................................16
Audio cassettes......................................................................................................................................................................17
Compact discs .......................................................................................................................................................................18
By-pass detection systems .......................................................................................................................................................18
Books: reference and general collection...............................................................................................................................18
Spiral bound/loose leaf books ...............................................................................................................................................19
Magazines .............................................................................................................................................................................19
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Records – LPs .......................................................................................................................................................................21
Video cassettes ......................................................................................................................................................................22
Audio cassettes......................................................................................................................................................................22
Compact discs .......................................................................................................................................................................23
Training staff............................................................................................................................................................................24
System purpose and benefits .................................................................................................................................................24
Why people steal library items..............................................................................................................................................24
System components ...............................................................................................................................................................24
Start up procedure ................................................................................................................................................................25
Dealing with the public .........................................................................................................................................................25
Handling alarms ...................................................................................................................................................................25 Possible causes .................................................................................................................................................................25 Principles: dealing with alarm situations..........................................................................................................................26 Alarms when a patron exits the library.............................................................................................................................26 Alarms when a patron enters the library with visible library materials............................................................................27 Alarms when a patron enters without visible library material..........................................................................................27 Recording alarms .............................................................................................................................................................28
Detection system alarm log...................................................................................................................................................29
Contacting 3M for support .....................................................................................................................................................30
When you call for service......................................................................................................................................................30
Requesting service ................................................................................................................................................................30
3M service phone numbers ...................................................................................................................................................30
3M Library Systems web site ................................................................................................................................................30
Ordering supplies..................................................................................................................................................................31 RF tags .............................................................................................................................................................................31 Check card detuners .........................................................................................................................................................31 Detuning tabs ...................................................................................................................................................................32 Other supplies...................................................................................................................................................................32
To renew your service agreement .........................................................................................................................................32
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Introduction Welcome to the ever expanding group of libraries using RF detection systems to protect collections and improve library service.
The purpose of this manual is to help library directors and supervisory staff understand the RF detection system and provide ideas on communicating system operation and function to staff and library users. By incorporating this manual's recommendations with your own policies and procedures, you can achieve a high level of collection security.
Supervisors should acquaint themselves with the contents of this manual and use it to teach library staff. Keep it readily accessible. Do not file it away. It is intended to be a ready reference source.
Your 3M service representative will conduct in-service training that will include an explanation of the contents of this manual. Once training is completed, it is the responsibility of the director—delegated through supervisors—to train library staff and ensure that library policies and procedures are followed when working with the system. If this manual does not provide all required information, please contact your local 3M sales representative.
Thank you for selecting 3M. We are committed to providing quality products and service to help you manage the security and protection of your collection, which in turn, will improve service to your patrons.
Community relations ideas and suggestions Start planning public relations initiatives prior to installation of the RF detection system. 3M recommends that the library periodically publicize the use of the system to reinforce the on-going protection program.
News releases Loss of library materials is a serious and expensive problem. It is important that media coverage on the subject and on the detection system be handled in a professional and responsible manner.
Define the problem Explain why the library decided to purchase a detection system:
Escalating cost of library materials
Increasing number of materials missing
Difficulty in replacing materials (out-of-print)
Inability to provide services the public pays for because of an inconsiderate few
Note: Provide data whenever possible. This can include number of books, videos cassettes, etc. missing, the percentage of the collection lost, and the dollar value of losses, etc.
Description of the RF detection system The detection system uses radio frequency energy to detect the unauthorized removal of library materials. It will detect tagged materials concealed by bags, briefcases, clothing, etc and will not alarm for most personal items. The system is safe to individuals and personal property and does not erase or affect magnetic tapes, discs, film, etc. It is as harmless as the radio you listen to each day.
The purpose of the detection system To remind patrons to check out library materials properly before leaving the library
To minimize financial loss due to theft. Use funds to improve the collection, not to replace it.
To end the frustration and disappointment of being unable to supply users with materials that should be available, but are missing
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Summary As with all new things, there is a period of adjustment with the detection system. We appreciate your cooperation with the staff during this period. Please remember that the detection system will benefit library patrons and staff. If there are questions, please contact the library's supervisory personnel.
Bulletins and handouts Handouts describing the detection system should be available at the circulation desk and other locations in the library. This is especially important when the system is new. A bulletin, on library letterhead, should be placed on the bulletin board. Envelope stuffers and bookmarks are other effective ways to get the message out.
Demonstration of the detection system Anyone wanting a demonstration of the detection system should be referred to the library director to determine if a controlled demonstration or explanation is appropriate. Remember, though, pranksters, competitors, and thieves may be interested in learning system shortcomings. Details of system operation should never be publicized. This will enhance the system’s psychological deterrent.
Do not provide anyone with a detection label that could lead to experimentation or tampering.
Because your detection system investment is an important library undertaking, everyone involved should take the necessary precautions and interest to make it successful.
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Collection preparation Make tentative plans to apply RF tags to the collection. However, schedule work crews only after the detection label shipment has arrived. The time needed to apply tags to the collection will be determined by the placement of the detection tag. You may initially wish to protect a sampling of the collection to more accurately project the time needed to tag the entire collection.
Remember! The greater the percentage of the collection protected, the more effective the detection system will be in reducing losses. At the very least, you should protect all reference materials, all new materials, expensive materials and actively circulating materials.
If you have limited staff/volunteers for the initial job, protect the reference section first. Circulating materials may be protected as they are returned, before shelving. New materials may be protected in technical processing or by the book jobber. As time permits, other areas of the collection should be protected. This allows you to maximize your time with limited personnel.
Detection labels Detection labels (RF tags) come in a variety of sizes and two operating frequencies, 8.2 and 9.5 MHz. The 9.5MHz tag is used in the U.S. Your detection system may detect one size only or have the option of detecting different sizes. (Contact your 3M sales representative if you have questions.) All detection labels are pressure sensitive and ready to apply. They do not require moisture, heat or other preparation before or after application and can adhere to any clean, flat surface.
The following detection labels are available: plain (unprinted), standard printed (i.e. simulated barcode), date due, reference only, and labels specially printed for your library. You may wish to have a variety of rubber stamps made so that you can customize the detection label for your special needs. You may also type on the detection labels, though be careful not to punch through the label with a typewriter key.
Detection labels should be stored in a climate-controlled area to protect the adhesive against extreme heat and moisture, especially if they are to be stored for more than a year.
There are some VERY IMPORTANT things to remember when it comes to protecting your collection with RF detection labels (tags).
Always keep a supply of labels on hand. When you get to the last roll (or before, depending on usage), place an order. Do not wait until the last minute. This is especially important if labels are customized.
Some labels on each roll will be defective, usually as little as five percent or less. You do receive the proper number of good working labels that were ordered; you do not pay for the inoperative labels. Do not be surprised if you cannot find any defective labels on the roll you are using. The inoperative detection labels can be identified by a red dot on the front of the label. Do not use these labels; discard them when they are found.
Detection labels cannot be placed directly on top of one another. One will cancel out the other.
Do not bend detection labels greater than 90° (preferably not at all).
Detection labels cannot be placed on foil or metal; they will be deactivated. Attention! Many library suppliers now offer foil labels for processing your collection. We recommend that you use standard paper labels or be very careful not to place the foil label over the detection label. Also be on the lookout for foil dust covers.
If a book pocket with a liquid adhesive is placed over a detection label, temporary deactivation of the label may take place until the adhesive is thoroughly dry.
Placement of the detection label - There is no particular way in which the detection label is placed on the item to be protected. In other words, no right side up, unless of course it is a printed detection label. The red area on the adhesive side of the label can point in any direction.
Always check a new order of detection labels to ensure that they are the correct ones for your system. This can be done by checking the number on the label itself or by trying one with the system prior to use.
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Do not place the detection label on soft vinyl, such as some magazine binders. Though it will work, over a period there may be a reaction between the label’s adhesive and the vinyl.
Full circulation (on/off) detection systems Placement of the detection label in the circulating portion of your collection is important. Circulating materials (and those that will circulate in the future) need to be protected so that the checkcard or date due tab will be directly on the detection label when properly checked out.
Reference books The first question is “Will this book become a circulating book sometime in the future”? If the answer is “yes,” then the book should be protected like the other circulating books in the collection. If the answer is “no,” this opens up many different ways in which the book can be protected. If the book will not be circulating, the detection label(s) can be placed in a variety of places. For example:
Affix a plain detection label on the inside of the front or back cover near the gutter and glue the fly leaf page over it.
Fly leaf pageglued to front cover
Applied Glue
CP RF Gr plain detection tag
Figure 8 Label (tag) on inside cover Simply place a printed "Reference Only" detection label on the front or back cover of the book.
Place a plain detection label somewhere within the book. There are many locations inside most books that provide a space large enough for the detection label without covering printed matter. Always place it as close to the gutter as possible.
Plain detectionlabel
CP RF Gr Tag inside book
Figure 9 Label (tag) inside book
If a dust cover is used, the detection label can be placed within, behind, or under it.
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Label under dust cover
CP RF Gr Tab under dust cover
Figure 10 Label (tag) under dust cover
Give serious consideration to double protection. Most reference books are expensive, and the few cents it costs for double protection is well worth it. You can use any combination of the above suggestions to accomplish this, but remember not to place one detection label directly over another.
Books - checkcard used for circulation
Plain detection label - present collection with a pocket The detection label may be placed inside the book pocket (adhered to either the front or back of the pocket) for the parts of the collection that have already been processed.
Label in or behind book pocket or glued under fly leaf with pocket on top
Checkcard
CPRF Gr tag in book pocket
Figure 11 Label in or behind book pocket
For books with dust covers, the detection label may be placed either under the dust cover or on the book cover that faces the book pocket. The detection label should be placed so that when the book is closed it will be covered by the checkcard when the checkcard is placed in the pocket.
Important: The detection label must be covered by the checkcard and no more than 3/16ths of an inch of space between the checkcard and the detection label is advised.
Plain detection label - new acquisitions with a pocket Most book jobbers will now place the detection label in your books if you purchase them fully processed. They will generally place the detection label behind the book pocket before gluing it in the book.
If you order your books processed but prefer to save the cost of the jobber inserting the detection label, do not have the jobber apply the pocket; simply place the detection label behind the pocket and glue the pocket in. (Do not use an excessive amount of adhesive.)
A more secure method is to adhere the detection label centered to the inside of the book cover, glue the fly leaf page to the cover and place your pocket either on the cover or opposite fly leaf page. (Figure 11, Figure 12)
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Double protection with 2 labels. One is glued under the pocket and one under the fly leaf page
CPRF Gr two tags
Figure 12 Double protection
Printed detection label - present and new acquisitions with a pocket The detection label may be placed on the pocket, on the page behind the pocket, on the page/cover opposite the pocket, etc. (Figure 13). Important: The detection label must be covered by the checkcard with no more than 3/16ths of an inch of space between the checkcard and the detection label.
Checkcard
CPRF Gr two tags1
Double protection, two
Detection Labels. One glued
under the pocket with a Printed
Figure 13 Double protection (2)
Double protection You can place more than one label in books using a checkcard for circulation, though labels MUST not be on top of one another. The checkcard must cover both labels when the book is closed. You might, for example, place one label under the pocket at the bottom of the pocket and another plain or printed label opposite the pocket at the top. To ensure that the label is placed properly, simply remove backing paper, place on the pocket (adhesive side up) and close the book. The label will be stuck to the opposite side, in the proper location.
Label adhesive side up, circuit in view
Close cover to adheredetection tag to cover
CP RF Gr two tags2
Figure 14 Double protection (3)
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Plain or printed labels for existing or new acquisitions without pockets 3M recommends that a special size checkcard be used for this application (7 – 9 inches in length). Place the detection label in front of the book and close to the gutter. When checked out, the checkcard (date due/information card) is placed in the gutter in the front of the book.
Printed label placednext to gutter.
Special sizecheckcard
CPRF Gr Special size chk card
Figure 15 Books without pockets
Books with date due tab used for circulation Printed date due detection label - present and/or new acquisitions
The printed date due detection label may be placed anywhere in or on the book that is convenient for the circulation staff. The suggested position is inside the front or back cover. If the detection label is placed on the outside cover, the adhesive may not adhere to some surfaces over a period, and the label is now accessible to damage and wear.
Printed date due replica label is identical to the detection label; however, it has no RF tag circuit and will not alarm the detection system. It is used for those items that the library feels do not require protection from theft.
Date due label
CPRF Gr date due replica label
Figure 16 Date due replica label
Printed date due cover up label - present and/or new acquisitions - The date due cover up label (2.25" X 2.25") is larger than the detection label and has no RF tag circuit that will alarm the detection system. Its purpose, as indicated, is to cover the actual detection label. It may be a book that already has a detection label, and the library has decided to utilize the date due tab rather than a checkcard for circulation, or the library may wish to place the detection label on the outside of the book. The cover up label provides added security to the plain detection label under it.
Date due cover up labelon the book pocket. Plainlabel under the pocket
Date due cover upover a plain label
CPRF Gr date due cover up label
Figure 17 Cover up labels
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Printed detection label present and/or new acquisitions - A printed detection label with the logo of the library is usually placed in the upper right or left hand corner inside the front cover of the book. When the book is checked out, the date due tab is placed either on the outside cover or opposite the inside page in the same location, thus detuning the book when it goes out the door.
CPRF Gr printed detection tag
Date due tabapplied at checkout
Front Cover
Printed detection labelmay be placed in either corner
Spiral bound/loose leaf books Protection of the spiral bound or loose leaf book is no different than the protection of other books in your collection. You can protect it the same way you have selected for your other volumes or magazines.
Magazines One of the best locations to place the detection label is the front cover of the magazine because a thief may be stealing the magazine for a collection and destroying the cover greatly reduces the value of the magazine.
Using a checkcard for circulation - If a pocket is to be used on the magazine, refer to Book Protection Section with pockets. Without a pocket, it is recommended that the detection label, either plain or printed, be placed in the gutter side and upper 1/3 of the magazine. The checkcard is then placed in the gutter inside the front cover with a paperclip that will detune the detection label.
Printed labelsuggestion – use rubber stamp
Date due card paperclipped inside front cover
CPRF Gr magazine tags Label placed inside magazine
CPRF Gr magazine tags2
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Using a date due tab for circulation Refer to book protection section on using date due tabs.
Double protection For current periodicals that do not circulate, you may wish to double protect them without the ongoing cost of double protection. This is done in one of two ways:
Tip 1 - A detection label is affixed to a small piece of card stock or advertisement from the magazine and then inserted in the gutter, usually with a touch of adhesive. Then you protect the magazine normally as you would for circulation. Once the magazine is no longer current and is ready for circulation, the tipped-in detection label is removed and reused in the new magazine.
Tip detection label attached to advertisement
CPRF Gr tag inside mag ad Tip 2 - Protect the magazine covers - Please read this section if you use magazine covers. Caution: If your magazine covers are a soft vinyl, you may wish to try the detection label on one cover first and then leave it for a few weeks to see if there is a chemical reaction between the label and the vinyl. The alternative is to place another plain paper label that is as large or larger than the detection label on the cover first and then apply the detection label on top of the plain paper label.
CPRF Gr tag on mag cover
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Plain pressure-sensitive label applied first
Printed label
CPRF Gr tag on mag cover2
Records - LPs Protection of the record itself is accomplished by using either the 300 Series detection label (2" X 2") or the 400 Series detection label (1.5" X 1.5"). The detection label best suited for this application is determined by the detection system you are using and the corridor width of your system.
The 300 Series detection label is simply placed above the center hole on the record. In this way it covers very little, if any, important information.
The 400 Series detection label requires that a hole be punched in it (large enough for the player spindle) at one of the corners below the red area. Caution: Be sure not to cut the circuitry because that will render the detection label useless. The detection label is then placed on the label in the shape of a diamond, with the largest area of the label at the top of the hole.
CPRF Gr tag on LP
300 Series400 Series
Circulation using the checkcard requires that a pocket be affixed to the center of the record jacket or record covers be purchased with the pocket in the center of the cover. (Available from most major library suppliers.)
Circulation using the date due tab (hand applied 2" X 2") is accomplished by placing the tab in the center of the record jacket at checkout. Its size allows some leeway in placement.
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Protection of the record jacket is usually accomplished by placing the detection label inside the jacket at the location where the book pocket is located. If you are not using pockets on the jacket, you may wish to use the "Date Due" 400 Series on the outside of the jacket.
Video cassettes Video cassettes are protected by placing the 400 Series label over one of the windows of the cassette.
Bar code 400Series Label
CPRF Gr tag on video In this way, it has an excellent surface to adhere to and leaves the other window to show the position of the tape. Important: Be sure that the detection label is placed on a clean dry surface and all edges are pressed down firmly. Some librarians have taken the trouble to open the cassette and place the detection label inside. The video cassette box can also be protected by simply placing a label inside the front cover.
Caution: When protecting both the video cassette and the box, be sure that when the video cassette is placed in the box the detection label does not cover the other detection label.
Circulation is handled by using the video checkcard in the video cassette box when it is checked out. It will also turn off the detection label on the box if it is protected.
CPRF Gr tag on video2
17
Audio cassettes A 300 Series detection label with a hole-punched in it can be placed on the cassette directly over one of the sprocket holes. Use care when preparing your detection labels.
Circulation is handled by either placing a special size checkcard in the cassette case at checkout or using the hand-applied date due tab (2" X 2").
CPRF Gr tag on audio tape
Note: If your detection system will not detect the 300 Series detection label, you can use the 400 Series detection label on the cassette; however, care must be taken as it will be necessary to fold one edge over the back of the cassette. Having done so, it is recommended that the folded edge be covered with transparent tape to keep the edge from curling.
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Compact discs Compact discs are unique in that they have a metallic surface that makes it difficult, if not impossible, to protect the disc itself or the case. A compact disc carrier allows you to display the disc in its case without the fear of it being stolen, and the disc cannot be removed from the case. The compact disc carrier has two distinct advantages:
The library patron has full view of the contents of the compact disc.
The detection label is out of sight and tamper resistant.
CPRF Gr tag on CD
By-pass detection systems When protecting your collection for use in a by-pass detection system, consider whether the library will ever want to convert to a full circulation system. If the answer is yes, go to the Full circulation (on/off) detection systems on page 9 for collection preparation instructions. If not, continue with this section.
Books: reference and general collection Since the book or magazine will be passed around the detection system, the detection label(s) can be placed in a variety of places.
Affix a plain detection label on the inside of the front or back cover near the gutter and glue the fly leaf page over it.
Fly leaf pageglued to front cover
Applied Glue
CP RF Gr plain detection tag
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Place a printed detection label on the front or back cover of the book. Place a plain detection label within the book. There are many locations inside most books that provide a space large enough for the detection label without covering printed matter. Always place it as close to the gutter as possible.
Plain detectionlabel
CP RF Gr Tag inside book If a dust cover is used, the detection label can be placed within, behind, or under it.
Label under dust cover
CP RF Gr Tab under dust cover Give serious consideration to double protection of your expensive books. The few cents it costs to double protect is well worth it. You can use any combination of the above suggestions to accomplish this. Remember, do not place one detection label directly over another one.
Spiral bound/loose leaf books Protection of the spiral bound or loose leaf book is no different than the protection of other books in your collection. You can protect it in the same way as you have selected for your other volumes or magazines.
Magazines One of the best locations to place the detection label is the front cover of the magazine. The reason is that the thief may steal magazines for a collection, such as Hot Rod, and does not want to destroy the cover. Without the cover, the magazine loses its value. The detection label may also be placed anywhere within the magazine. This will keep the would-be thief guessing, especially if you don't protect all magazines or vary the location of the detection label in those you protect.
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Label placed inside magazine
CPRF Gr magazine tags2 For current periodicals, which are the most vulnerable, you may wish to double protect them without the ongoing cost of double protection. This is done in one of two ways:
Using a small piece of card stock or advertisement from the magazine itself, a detection label is affixed to it and then inserted in the gutter, usually with a touch of adhesive. Along with this detection label, you protect the magazine as you normally would. Once the magazine is no longer current the Tipped In Detection label is removed and reused in new magazines
Tip detection label attached to advertisement
CPRF Gr tag inside mag ad Please read this section if you use magazine covers. Caution: If your magazine covers are a soft vinyl, you
may wish to try the detection label on one cover first and leave it for a few weeks to see if there is a chemical reaction between the detection label and the vinyl. The alternative is to place another plain paper label that is as large or larger than the detection label on the cover first and then apply the detection label on top of the plain paper label.
CPRF Gr tag on mag cover
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Plain pressure-sensitive label applied first
Printed label
CPRF Gr tag on mag cover2
Records – LPs Protection of the record itself is accomplished by using either the 400 Series (1.5" X 1.5") or the 300 Series (2" X 2"). The detection label you use is determined by the detection system you are using.
The 400 Series is simply placed above the center hole on the record. In this way, it covers little or no important information.
The 300 Series requires that a hole be punched in it (large enough for the player spindle) at one of the corners below the red area. Caution: Be sure not to cut the circuitry as that would render the detection label useless. The 300 Series is then placed on the label in the shape of a diamond, with the largest area of the label at the top of the hole.
CPRF Gr tag on LP
300 Series400 Series
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Video cassettes Video cassettes are protected by placing the 300 Series label over one of the windows of the cassette. The window provides an excellent surface to adhere to and leaves the other window to show the position of the tape. Important: Be sure that the detection label is placed on a clean dry surface and all edges are pressed down firmly. Some librarians have taken the time to open the cassette and place the detection label inside. The video cassette box can also be protected by simply placing a label inside the front cover. Caution: When protecting both the video cassette and the box, be sure that the video cassette is placed in the box so that one detection label does not cover the other.
Audio cassettes A 300 Series detection label with a hole-punched in it can be placed on the cassette directly over one of the sprocket holes. Use care when preparing your detection labels.
Note: If your detection system will not detect the 400 Series detection label, you may use the 300 Series detection label on the cassette; however, care must be taken as it will be necessary to fold one edge over the back of the cassette. Having done so, it is recommended that the folded edge be covered with transparent tape to keep the edge from curling.
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Compact discs Compact discs (CDs) are unique in that they have a metallic surface that makes it difficult to protect the disc itself or even the case. A compact disc carrier allows you to display the disc in its case without the fear of it being stolen, and the disc cannot be removed from the case. The compact disc carrier has two distinct advantages.
The library patron has full view of the content of the compact disc.
The detection label is out of sight and is tamper-resistant.
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Training staff This section provides information on training the library staff. Staff members who work with the detection system should be very familiar with the following subjects:
System purpose and benefits
Why patrons might steal library materials
Detection system components
Start up procedure
Handling detection system questions and comments from the public
Handling alarm situations
Recording alarms.
System purpose and benefits The detection system is an effective deterrent against unauthorized removal of library materials. Think of it as another piece of library equipment designed to help the library function more efficiently by detecting protected library materials that have not been properly checked out.
The loss of library materials costs the staff and patrons a great deal. These costs include the following:
Monetary costs associated with replacing items. Money budgeted for new acquisitions often has to be spent on the replacement of stolen materials.
Staff time spent searching for missing items
Staff time required to select, requisition, purchase, receive, catalog, process, and shelve replacement items, which often adds up to tens of thousands of dollars each year
Lost opportunities: books go out of print and cannot be replaced; patrons don’t have material when they need it
Why people steal library items There are many reasons why people take things from libraries and most of them are not for profit. A few examples are that the patron:
Doesn’t have a library card
Prefers to use reference materials at home
Responds to a dare
Can’t abide by limitations on the number of items that can be checked out or the length of the loan period
Simply forgets to check out the material
Has overdue books or is carrying a fine from the library
System components Detection Panels. Single corridor systems have two panels and dual corridor systems have three. The
panels generate a low level electronic radio frequency field around them, which will detect the electronic detection labels that are placed in or on library materials that enter the detection field. The panels operate on low voltage DC current that is completely safe. The panels house the alarm that sounds when an item is detected. The alarm will automatically shut off when the protected item is removed from the detection field.
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Power supply. Most detection systems have only one. However, it is possible that a system may require two. The function of the power supply is to convert the 110-120 VAC to low voltage DC. The power supply is also equipped with a circuit breaker to prevent damage to the panels in case of a power surge.
Start up procedure Each morning, the detection system should be turned on and tested to make sure that it is operating. It is recommended that a “test book” be located at the circulation desk (make sure it is clearly marked) that can be used each morning for the test.
Do not just wave the book in the system; hold the book in your hand and physically walk through the detection system. Note: if the system does not alarm, refer to the troubleshooting section of this manual.
Dealing with the public When a library installs a detection system, many questions and comments (positive and negative) will be heard, especially in the first few months the system is installed. It is important that the library staff remain courteous and professional when discussing the detection system or handling alarm situations. The following are some of the questions and comments you will receive and suggested responses:
How does the system operate? The detection system will detect marked library materials and operates similar to a radio and is just as safe as your radio. (Hand the patron an information flyer.) Be brief and non-technical. If a patron insists on more technical information, refer him/her to the library director.
Does the system alarm like the ones at the airport? No. The detection system is not a metal detector. It is designed to alarm only for marked library materials and will not alarm for the commonly carried personal belongings.
How much did the system cost? I'm not sure of the exact figures, but I do know that it is considerably less than the theft of materials that we have been experiencing, and it will help us improve service to our library users. The system will pay for itself very quickly.
I know how to beat the system! Yes, I'm sure that you and anyone else that has a mind to can beat the system; nothing is fool-proof. When that happens, you and the rest of the library users are the losers. Statistically, the detection system works and works well, and I know it will help improve service to those that use the resources of our library.
Handling alarms The detection system is designed to deter thieves. Occasionally, however, a patron forgets to check out material. The success of the detection system depends on the way you react to alarms.
Possible causes When the detection system alarm sounds, one of the following has probably happened:
The library staff have forgotten or improperly placed the detuning card or tab in the library materials
A library user has forgotten to check out the library materials.
Library user is carrying an electronic access card.
Pranksters are attempting to show off, or a library patron is experimenting with the system.
Someone is attempting to steal library materials.
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Principles: dealing with alarm situations When the alarm is set off, always approach the library patron courteously and confidently, and follow library guidelines. Never accuse or threaten. Instead try to get patron cooperation by asking the type of questions and taking the type of actions described.
Note: A Portable verifier is available, which allows you to check materials that may have been carried in bags, briefcases, etc. Contact your 3M sales representative for information.
Note: It is important that there is an action plan for serious discipline problems. The library should establish a policy for handling these situations.
Alarms when a patron exits the library
What to say What to do
"Excuse me, sir or ma’am. We must have forgotten to check out your library materials properly. Please return to the circulation desk so I can do so."
After you have checked the library materials and you find no checkout error, ask if the patron is carrying an electronic door opening card. If so, verify that the card has set off the system (by personally carrying it through the system).
If the patron does not have an access card and library materials are properly checked out, ask for his/her assistance in finding the cause of the alarm.
“The detection system is not supposed to alarm for anything but library materials. Please help me find the cause of the alarm so that it can be corrected, and it will not happen to anyone else.”
Ask the patron to walk through the system with personal belongings, purse, briefcase, etc. If the system alarms, ask him/her to set the items down and walk through the system. This will help to pinpoint where the item that has alarmed the system is located, on their person, in a purse, briefcase, etc. Once this happens, the individual will usually produce library materials they have stashed away. Thank them for their cooperation and explain the system is to provide better service for all patrons.
If the library patron will not cooperate or becomes belligerent, you may have caught a thief. Refer the matter to the library director for action or follow established procedure.
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Alarms when a patron enters the library with visible library materials Libraries that route patrons through the detection system when they enter the building may experience alarms because the patron is
Returning library materials without a checkcard/date due tab
Carrying an electronic access card or some other item that set off the alarm
What to say What to do
"Excuse me, sir or ma’am. May I check in your library materials"
At this point, you can determine whether the detuning element (checkcard/date due tab) is missing and the materials are overdue. This allows you to collect the overdue fine or fine for the missing checkcard (if you have one) immediately.
If this doesn’t correct the situation, ask the patron to walk back through the system. If it alarms again, ask him/her for assistance in finding the cause.
“The detection system is not supposed to alarm for anything but library materials. Please help me find the cause so we can correct it and this will not happen to anyone else.”
Alarms when a patron enters without visible library material
What to say What to do
"Excuse me, sir or ma’am. Are you returning library materials?"
If they are, proceed as indicated above.
If this doesn’t correct the situation, ask the patron to walk back through the system. If it alarms again, ask him/her for assistance in finding the cause.
“The detection system is not supposed to alarm for anything but library materials. Please help me find the cause so we can correct it and this will not happen to anyone else.”
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Recording alarms It is important to keep a written record of every alarm, regardless of cause. It could be a "phantom" alarm set off by interference, an unintentional alarm set off when a marked library item has not been checked out properly, a patron walking very close to the detection system with a protected library item, or a real alarm, triggered when someone attempts to leave with unchecked out library materials.
The Alarm Log Sheet in this section was designed to show you just how well the detection system is working in your library. If the Alarm Log is used consistently, it will show alarm patterns that could help you design a more efficient loss prevention program.
Using the alarm log Determine what information you want to record.
Make copies of the alarm log sheet.
Record every alarm, completing all information.
What to record in the alarm log The library director will probably determine what to record in the Alarm Log; however, here are a few suggestions on what information to record.
Results of the daily test of the system
Date of the alarm
Time of alarm (include AM or PM)
Was the item checked out or returned
Type of alarm
Alarm reason 1 Test
2 Upon entering
3 Failure to un-secure—unintentional alarm (failure to check out materials properly by staff, electronic access key, etc.).
4 Undetermined —phantom alarm (system alarms for no apparent reason). If system continues to phantom alarm record when system was turned off, when turned back on and tested.
5 Real alarm—attempt to leave with library materials not properly checked out.
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Detection system alarm log Date Time Report by Reason * $ value recovered items Description of recovered items
*Alarm reason (1) Test (2) Upon entering (3) Failure to unsecure (4) Undetermined (5) Real alarm
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Contacting 3M for support To contact 3M to request service, contact a 3M Sales representative. In the U.S. call 1-800-328-0067.
When you call for service The service representative will discuss the problem with you and attempt to solve it on the telephone. If a service call is necessary, a 3M service technician will be quickly dispatched to your library.
Requesting service Before you call for service, please have the following information available:
The name, address, and phone number of your facility
Model number and serial number of the equipment
Description of the problem. For example: poor or no detection, system alarms for no apparent reason, or alarm light does not work
Record service information Model number Serial number
___________________________________________
____________________________________________
___________________________________________
____________________________________________
___________________________________________
____________________________________________
3M service phone numbers For questions regarding the detection system, call one of the following numbers.
Note: You can use these numbers to order additional circulation accessories, detection equipment, or other supplies as well.
In the U.S. In Canada In other countries 1-800-328-0067 English 1-800-268-6235
Francais 1-800-567-3193
Call your local 3M office
Record numbers here:
Sales_____________________
Service____________________
Supplies____________________
3M Library Systems web site The 3M Library Systems Web site is at http://www.3M.com/library .
For additional information about 3M products, go to http://www.3M.com/us/library and select the information you want from the navigation bar on the left side.
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Ordering supplies Be sure to budget annually for any supplies you may need. You should also budget for your Service Agreement renewal each year so that you are assured of getting the most cost-effective service for your detection system.
To renew your supply of RF tags and detuners, simply call the appropriate customer service number listed on page 30.
The following information provides a summary of the types of supplies available. Call customer service for details.
RF tags
Frequency (MHz) Size (inches) Standard Special Print Type
310 Series 8.2 2.0 x 2.0 Yes Yes
320 Series 9.5 2.0 x 2.0 Yes Yes
410 Series 8.2 1.5 x 1.5 Yes Yes
420 Series 9.5 1.5 x 1.5 Yes Yes
Check card detuners Check card detuners are often used for books, although they may also be used for other materials as well.
Type Color Standard Custom print
White Yes Yes
Buff Yes Yes
Blue Yes Yes
Cherry Yes Yes
Green Yes Yes
Standard (book)
Salmon Yes Yes
Audio White Yes No
Video White Yes No
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Detuning tabs Detuning tabs are often used with smaller items, such as CDs, although they may also be used for other materials as well.
Type Size (inches) Description
Date due 1.5 x 1.00 Print
Date due 1.5 x 2.00 Print, mini tab
Date due 2.00 x 2.00 Black and white, hand applied, post-it
Made to order 2 x 2.00 Hand applied, post-it
Checktab 1.5 x 2.00 Removable adhesive
Checktab 1.5 x 2.00 Permanent adhesive
Other supplies
Type Size (inches) Description
Post-it date due (no foil) 2.00 x 2.00 Hand applied
Melinex Replica cover up labels NA No tag RF circuit
To renew your service agreement To renew your service agreement, simply follow the instructions on the renewal notice you receive in the mail 90 days prior to the expiration of your current service agreement.
