Asset tagging for library system - does QR relevant?
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Journal of Physics: Conference Series
PAPER • OPEN ACCESS
Asset tagging for library system - does QR relevant?
To cite this article: Marina Md Din et al 2021 J. Phys.: Conf. Ser. 1860 012017
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International Conference on Applied and Practical Sciences ICAPS (2021) IOP Publishing
Journal of Physics: Conference Series 1860 (2021) 012017 doi:10.1088/1742-6596/1860/1/012017
Asset tagging for library system - does QR relevant?
Marina Md Din1, Rina Md. Anwar2, Ahmad Fazal Fazla3
Institute of Informatics and Computing in Energy (IICE), Universiti Tenaga Nasional
(UNITEN), Putrajaya Campus, Jalan Ikram-Uniten, 43000 Kajang, Selangor,
Malaysia.
marina@uniten.edu.my
Abstract. This research paper is to review the techniques available in asset tagging or labelling
such as barcode, RFID, and QR Code. It is known that QR codes are mostly used for marketing
and promotion, information dissemination, and localization. By taking advantage of the
increasing use of smartphones and their ability to read QR codes, the researchers attempted to
implement QR codes on the existing system for improvement where it could facilitate users in
borrowing or reserving library materials. The current web-based system allows users to borrow
books however book reservation is only possible for physical materials available in the library
repository. With the implementation of the QR code, this flaw can be solved.
1. Introduction
Asset Tagging is a process of asset management that is the activity of affixing identification tags or
labels to each asset that the company has. This process is applicable for both moveable and fixed assets
which provides a way for identifying individual assets over useful life of them. This process is very
important as it is the foundation for asset collection activities in providing an efficient means to capture
data and a reliable method to identify individual assets for the next stage. The processes include
calculating the physical assets and compare them with the quantity on record, checking the asset to see
if it is in good condition, damaged, or not in place, and finally do the labeling. A good and neat labeling
process will facilitate the next stage in asset management activities. Choice of the right type of label
material is important. The durability of labels is influenced by weather, environment, chemical fluids,
and other factors. It is essential in making sure the information printed on the label is clear and readable
by the scanner. Hygiene of the surface position of the asset before affixing the label is needed because
it will affect the adhesion of the label. Consistency in the tagging process is required to facilitate the
audit process in the future.
Asset tags are used across several industries. Businesses of all natures and sizes benefit from the
efficiency that asset tagging offers. This includes healthcare, education, warehousing, utility, and many
more. Biomedical engineers use tags to monitor hospital equipment and medical devices. Such a system
enables healthcare centers to run efficient and cost-effective daily operations [1]. Schools and colleges
used labels to keep asset utilization under check. This can include audiovisual devices, IT devices like
desktops, tablets, and laptops, research equipment and not to forget it is very useful to label books and
inventory for the library management system. Asset labels are a great way to track asset locations in the
warehouse industry. Warehouses used these labels to control inventory stocks and streamline overall
workflows. Utility companies for the instant benefit from specially designed asset tags capable of
withstanding hard weather conditions and rough usage. The utility company that offers electrical
Content from this work may be used under the terms of the Creative Commons Attribution 3.0 licence. Any further distribution
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Published under licence by IOP Publishing Ltd 1
International Conference on Applied and Practical Sciences ICAPS (2021) IOP Publishing
Journal of Physics: Conference Series 1860 (2021) 012017 doi:10.1088/1742-6596/1860/1/012017
services for example owns various types of assets such as power plants, power meters, power
distribution boxes, electrical poles and so on that require care and protection from being stolen by
irresponsible parties. Labeled utility assets can be easily identified to schedule maintenance sessions and
avoid service disruptions.
Three types of asset tagging implementation are widely used including barcode label, RFID tag, and
Quick Response Code. In this paper, possible implementation methods of QR code technology in
libraries is reviewed from the aspect of usability and convenience. Because of ease of use, ease of
implementation, and low-cost of this technology, for no doubt, it will be even more in libraries in the
future.
Section 2 of this paper exposes the audience to the methods used in current asset tagging
implementation. Section 3 will be the literature review of QR Code and its implementation in asset
tagging for the library. Section 4 discusses the proposed approach for the library system and lastly, the
conclusion is expressed in Section 5.
2. Current asset tagging implementation
2.1. Barcode
Traditional barcodes generally started in used in grocery stores in the early 70' [2] typically to hold any
type of text information for instance identification, an item’s origin, price, and type as well as location.
This information helped the business to keep track of assets and inventory. The new technology of 2D
barcode allows barcodes to hold a huge amount of information of any data types than the traditional
barcode can hold [3]. 2D barcodes are made of either stacked linear bars or symbologies that are
designed for different purposes. Every symbology type (or barcode type) is a standard in which the
printed symbol and how a scanning device reads and decodes the printed symbol is defined. Datamatrix,
PDF417, Maxicode, QR code, and Aztec are among examples of the 2D barcode. The main idea of
utilizing barcodes is to reduce human errors in recording the item’s information. Among other
organizations that benefit from this barcode technology include retails, logistics, healthcare, education,
security, and many more where the main job is repetitive [2]. It was cited in [3] that one of the main
benefits of implementing barcodes is it improved efficiency where barcode eliminates the possibility of
human error hence generates accurate data. Data entry or data retrieval is made easy with barcode since
all the information is available in the computer system. Barcode is inexpensive and user-friendly that
provides a key tool for tracking a variety of data namely from pricing to inventory. However,
maintaining the process sometimes costly especially when it needs a proper machine or scanner to make
it possible to read or retrieve the information. To read the barcode, the barcode scanner needs a direct
line of sight and quite close to the code. It is not possible without skilled staff [2]. The printed barcode
must be visible on the outside of the product which can make the label easily damaged and the scanner
failed to scan for the information. Lastly, the barcode is less secured as it can be more easily reproduced
or forged.
2.2. RFID Tag
According to Whatis.techtarget.com, radio frequency identification (RFID) is a wireless communication
form which incorporates the use of electromagnetic or electrostatic coupling in the the electromagnetic
spectrum’s radio frequency portion for uniquely identifying a person animal, or object. Three
components of this technology; a transceiver as a reader to interpret the data, a scanning antenna, and
an RFID tag with pre-set information. RFID tags are scanned by either portable or mounted RFID
readers. This technology is a revolution of the information exchange system in which every object can
be recognized, tracked, and traced automatically only using a single tag. Active and passive tags are two
general categories of RFID tags. Each type is used for different purposes. To choose in between active
or passive depends on the type of capabilities you are looking for and what you want to accomplish.
Passive tags are typically less expensive, battery-free, and smaller compared to active tags, and this has
result in shorter read ranges for passive tags. Passive tags collect their power source from RFID
2
International Conference on Applied and Practical Sciences ICAPS (2021) IOP Publishing
Journal of Physics: Conference Series 1860 (2021) 012017 doi:10.1088/1742-6596/1860/1/012017
antennas/readers. They use the signal from the reader’s antenna for powering on the tag which in turn
reflects the energy to the antenna of the reader. The library management system is one of the most
popular applications utilized RFID where it is an easy and convenient way of tagging all the library
materials. An active RFID tag, on the other hand, has a built-in power source for data transmission and
is mostly embedded with sensors like humidity, light, and temperature which makes it popular in a
greater environment in tracking larger assets such as vehicles and cargo containers. In a sophisticated
and modern society, active tagging is used on a shopping trolley with automatic billing as introduced by
[4] and [5] in their research project. They proposed a smart shopping cart system that keeps the track
of items/products in the trolley and also online transactions for billing as well as making suggestion to
buy products based on the purchase history of user saved on central database. Overall use cases for RFID
technology include home use, retail sales, shipping, inventory management, manufacturing, and
healthcare.
There is no need to position RFID tags in a line of sight with the scanner, unlike barcodes. Compared
to barcodes, the RFID tags are readable from higher distance. RFID tags are read/write devices enables
them to carry large data capabilities such as expiry dates, shipping histories, and product maintenance;
which can all be written onto the tag itself. If all in place, there is a possibility to run it using minimal
intervention from human. Another good value of RFID technology is that it provides high security levels
[3] where both password protection and encryption can be applied on data. However, RFID involves
assembling and inserting a computerized chip; which results in more expensive implementation. Some
materials such as metals and liquids can be an obstacle to the RFID and interfere with its signal, making
them inappropriate to use. Another drawback with regards to RFID is the possibility of reader collision
where the tag is not able to respond to two signals from two different overlapping readers. This makes
the system fail to retrieve information stored in the tag.
2.3. QR Code
The Quick Response Code is abbreviated as QR code which is a square grid of black squares on a white
background. It is a two-dimensional symbology code used to provide easy access to information on
associated items or products. Information is coded in two directions i.e. vertically and horizontally which
makes it capable to store the same amount of data as much as one-tenth the space of a traditional barcode
[6] and it is readable 360 degree which this makes it able to be deciphered from an angle. It was first
developed by a Japanese company called Denso Wave Incorporated, a Toyota subsidiary in 1994 [7]
which is implemented in the automotive industry for tracking inventory. In 2002, the use of QR codes
became widespread among the general public in Japan [8]. Compared to barcode technology, QR Code
had greater storage capacities along with lower cost and timely readability which helped to make its way
outside the automotive industry. Another factor that facilitates this trend is the marketing of mobile
phones with QR code scanning features. Most companies make full use of this feature to make it possible
for people to access information easily by just scanning a square strange but eye-catching pattern.
Applications like item identification, document management, product tracking, floor map identification
are examples of applications that utilizing QR codes in our daily life.
3. Literature Review of QR Code
There are several versions of QR code ranging from version 1 up to version 40 [9]. Figure 1 shows the
QR code version for versions 1,2 and 40. Each version contains various modules configuration or some
modules. Modules in this context are referring to a square pattern of black and white that makes up the
QR Code. The modules are split into various sections; Error correction, Data, Format information,
Alignment pattern, Timing pattern, Separators, Finder pattern, and remainder bits, and each section has
its role/functionality where QR code scanners are used to decode the data [10]. These different eight
sections are illustrated in Figure 2 below.
3
International Conference on Applied and Practical Sciences ICAPS (2021) IOP Publishing
Journal of Physics: Conference Series 1860 (2021) 012017 doi:10.1088/1742-6596/1860/1/012017
Figure 1. Different version of QR code [Version 1, 2 & 40] [11]
Figure 2. Different sections/pattern of a QR Code [12]
The first section is called the Finder pattern. The finder pattern section is composed of three identical
shapes that are located in all corners of the QR Code [13]. This section enables QR code scanners to
recognize the code and determine the correct orientation. The second section is called separators. This
section contains white separators that have a width of one pixel which improves the recognition of the
finder patterns [14]. The third section is called timing pattern which consists of black and white dots
enabling the scanners to determine the width of a single module [15]. The fourth section represents the
Alignment patterns that help to correct the QR Code scanners for distortion when the code is bent or
curved [16]. The fifth section is format information which is located next to the separators. It stores
information about the error correction level of the QR Code [17]. The sixth section is one of the most
vital sections in the QR Code. This section is known as the Data section. Data contains in the QR Code
are converted into a bit stream and then stored in 8-bit parts called codewords [18]. The seventh section
is the error correction section which is similar to the data section where error correction codes are stored
in 8-bit code words. The final section is known as remainder bits. This section consists of empty bits
that store data and error correction bits that cannot be divided into 8-bit code words. All of the sections
are combined to form modules which are also known by the general public as QR Code.
3.1. Features of QR Code
QR codes can provide high reading speed and store quite an amount of information. Its capability of
360-degree readability [19] makes it possible to be scanned from an angle via the QR scanner on the
mobile phone. It is also resistant to contamination and defects, and capable of handling various data
types such as numeric (digits 0 – 9), characters and symbols (letters A-Z, blank space, %, * +, -,:, /, _,
$), kanji, kana, hiragana, binary and control codes (Ascii and others) [20]. In addition to this, QR Code
is also possible to embed text, video, advertisement, personal information, business card information, or
any type of digital information like URL, virtual invitation card [19], a map to show the layout of every
floor in a mall or any sort of format that can be thought of that make it more popular nowadays. Figure
3 illustrates how numerical and alphanumerical data stored in a QR code.
4International Conference on Applied and Practical Sciences ICAPS (2021) IOP Publishing
Journal of Physics: Conference Series 1860 (2021) 012017 doi:10.1088/1742-6596/1860/1/012017
Figure 3. Numerical and alphanumerical data stored in QR Code [21]
Based on figure 4 below, dirt and damage can be found on the surface of the QR code.
Figure 4. Dirt and damage found on the surface of the QR Code [22]
Since the QR code is resistant to contamination and defects, it can restore data by correcting any
errors that can be found on the surface of the code. Whereby the QR code continues to function even
when a part of the QR code image is obscured, defaced, or removed. This shows the robustness of QR
codes in the physical environment where it can sustain “damage”.
According to [22], there are four error correction levels namely Level L, M, Q, and H, that users can
choose from based on the operating environment and the QR code size. Each level provides a different
error correction capacity which L ∼ 7%, M ∼ 15%, Q ∼ 25%, and H ∼ 30%. These levels are defined
in terms of the percentage of code that can be corrected if damaged. Higher error correction levels
improve recovery capacity but also increases the amount of data to be encoded [23]. Figure 5 shows the
four error correction levels [24]. The red color indicates the error correction level for each level.
Figure 5. Four error correction levels [24]
This error correction feature allows us to add a logo to the QR Codes. By removing some data from
the QR Code, it introduces an error. Then the logo is added. Hence, one should always choose a higher
level of error correction like level Q or H while creating a QR Code with a logo. In case of an
environmental setup such as industries or for a rugged environment where keeping the QR code clean
or undamaged is difficult, Level Q or H is more recommended. It will help to maintain the scan ability
despite wear-and-tear [24]. For general marketing purposes, for example, Level L and M are suitable
to be chosen where it works well for indoor placement as well as outdoor placement provided if the code
is protected or laminated.
5International Conference on Applied and Practical Sciences ICAPS (2021) IOP Publishing
Journal of Physics: Conference Series 1860 (2021) 012017 doi:10.1088/1742-6596/1860/1/012017
3.2. Case Studies: Implementation QR for library
QR code is used in a variety of ways by different organizations based on their purposes like promoting
and marketing products. In the library, the QR code is used as a medium to communicate with the users
about their documents/information [25]. Some of the library services or activities that can be achieved
using QR codes are; to share contact details, link to websites and outline information sources,
promotions, link to videos, link to full-text journals/articles, send out library notices and announcements,
library outreach/ event details/ reminder alerts, etc. [26]. These QR codes can be fixed or pasted on any
flat surface in the library such as on the library shelf, on the material, on the library website, and more.
Figures 6 and 7 show the QR code can either be placed on a library shelf and even on the library material
itself.
Figure 6. QR code placed on the library shelf [27] Figure 7. QR code placed on a book [28]
Libraries are now being challenged by the development of various technologies. Nowadays,
technology like QR code demands changes in information handling in libraries. The user would have
easy access to the most current and necessary information related to the library using a QR code. QR
code has been proven effective among the user community, library professionals, orientation
programmed, etc., in providing information [28].
[28] suggested some methods to encourage student engagement with the library through the use of
QR codes at the Harold B. Lee Library at Brigham Young University. QR codes were being used as an
additional format for marketing materials, taking the library audio tour, and reserving group study
rooms. He expressed that the QR code implementation processes are manageable which include
producing, designing, and locating the code effectively even though having difficult access to
compatible hardware through smartphones of students was not convincing. However, since students’
ownership of the smartphone keeps on rising, this shows a promising venue that QR code
implementation will become more popular in the future.
[29] conducted his research on the use of QR codes at the University of Huddersfield, including
information on how the QR codes were received by users. He also outlines other technologies such as
GPS and RFID tags used in personalized learning environments that can work within libraries and it
was well reported in the literature. He concluded that, although location‐aware technologies are being
used in localization (either to locate things or users), for most libraries, they are impractical and no one
has yet used RFID tags for much more than stock circulation and control. Instead, one could use QR
codes that have significant barriers to their use or preferably RFID tags which are already widely used
for other purposes to create smarter libraries. During his study, he found out that QR codes were used
for the following purposes:
a. Linking from print to electronic journal holdings
b. Providing an electronic alternative to physical books
c. Promoting online audio-visual materials
d. Embedding video help
e. Bringing external resources into the library
6International Conference on Applied and Practical Sciences ICAPS (2021) IOP Publishing
Journal of Physics: Conference Series 1860 (2021) 012017 doi:10.1088/1742-6596/1860/1/012017
f. Finding appropriate help
g. Taking the catalog record with you
Researchers in [26] did a study on the appropriateness of QR codes in libraries and museums found
that there are two examples of libraries that are embedding QR codes into their online catalog records.
When the codes are scanned they will provide textual information, such as a call number and title, which
can be stored in the mobile device and used to locate the physical item in the library. The two libraries
are The University of Bath and Ryerson University. These libraries are also using QR codes to download
audio tours to users' mobile phones that let them take self-guided tours in the library.
Shettar [30] conducted a case study on the use of QR codes in the Central Library, NITK found that
QR codes are a great technology that helped the library to cater most crucial user demand in accessing
information through mobile phones. She highlighted some of the successful QR code implementations
at the Central Library in the following area:
a. Accessing WebOPAC - To link the QR to the right URL of WebOPAC where the user can
access the library catalog which later can find the location and status of the library materials.
b. Contacting librarian – QR code enables automatic new mail content to post his/her query,
complaint, feedback, or appreciation directly to the librarian.
c. Accessing to eResources and eBook – This library provides QR code to access eResources
and journals subscribed by the NITK and it somehow could create awareness in the user
community about the subscribed eResources and journals, and help the library to increase
usage. It also provides access to the full-text page of the eBook and as well as the link to
the eBook database.
d. Listing on the new arrival materials – This is beneficial to users where they are kept updated
with the newly added materials in the library.
She concluded that QR codes can be a great marketing tool for library resources and services, and
can act as a mechanism for information dissemination. It adds a lot of value to the library services and
excitement to the user’s experience.
[31] conducted a study at the University of Delhi on the user expectation for fast retrieval information
when QR codes were implemented for different purposes. Several ways the QR codes were implemented
in this university including scan to download eBook, have access to library exhibits, to retrieve
bibliographic details of books, access to catalog records, link to URLs, citation details of articles,
description of images, linking from print to e-journal holdings and lastly seat reservation. From this
study, they found that students would prefer using QR codes to gain the following:
a. Link to songs, videos, websites, surveys, etc.
b. Link to library accounts.
c. Provide information about an item, bibliographic, and location.
d. Link subject areas to the e-resources.
Saleeq and Margam [32] conducted a study on some public and college libraries found that there are
several ways to use QR code in a library environment such as:
a. To provide directions to the user.
b. To provide brief information to the user.
c. To inform of required documents.
d. To promote library services as well as provide contact information of library staff.
e. To create a link to the library materials and virtual tour in the library.
They concluded that the QR codes are mainly used by the libraries to promote their services.
Of all the case studies discussed, reserving library materials were not highlighted. This is an
opportunity for the author to introduce another great feature that can be utilized by the library using QR
code implementation. It is an integration of the existing web-based loaning library materials system
with the QR code implementation for reserving the library materials.
7International Conference on Applied and Practical Sciences ICAPS (2021) IOP Publishing
Journal of Physics: Conference Series 1860 (2021) 012017 doi:10.1088/1742-6596/1860/1/012017
4. Proposed System for Library System in Uniten
The Universiti Tenaga Nasional (UNITEN) library system is known as UNITEN Information Resource
Center (UIRC). It is a web-based application that provides a wide range of library services for library
users i.e. students and faculty members enabling a high standard of learning, teaching, education, and
research in the university. Services include; accessing library materials i.e. books and collections, online
databases, journals and articles, E-book, DVDs and CDs, theses, past year exam papers, newspaper
clippings, institutional repository as well as e-Bulletin, etc., accessing library facilities i.e. study and
leisure areas, exams hall, classes as well as user education programs, etc.
UIRC existing reservation service which is available in the library’s web application is only
applicable for materials that have been borrowed or loaned out by other users. Any materials that can
be found within the library premise cannot be reserved by anyone. Users only can reserve the materials
that are still on loan. Users have to wait for the materials to be returned to the library. Furthermore, the
borrowing procedures can be considered outdated as users need to be present at the venue to ensure all
the materials they wish to borrow have been issued and recorded properly before leaving the library.
Users have to manually present the materials to the library administrator located at the information and
services counter. These procedures can somehow be burdensome and time consuming for the user. By
having the appropriate application, some of these problems can be resolved.
Due to the cost efficiency factor, we outline a proposed application that is to enhance the existing
reservation and borrowing service by introducing a procedure involving multiple applications integrated
with QR code technology for fast data retrieval. This application enables library users to reserve and
borrow materials that are accessible within the library premise. Both procedures will be conducted by
the UNITEN’s library administrators and users through two mechanisms; QR code on the web-based
application to reserve the materials and QR code on a mobile application to borrow the materials. Figure
8 illustrates the overall architecture of the reservation procedure whereby figure 9 illustrates the overall
architecture of the borrowing procedure.
Figure 8. The overall architecture of the reservation procedure
8International Conference on Applied and Practical Sciences ICAPS (2021) IOP Publishing
Journal of Physics: Conference Series 1860 (2021) 012017 doi:10.1088/1742-6596/1860/1/012017
Figure 9. The overall architecture of the borrowing procedure
This development is expected to gain the following outcomes:
a. The applications can minimize the time required for library users to perform the borrowing
procedure.
b. Library users can reserve the materials that they want to borrow or loan by using their mobile
device.
c. Library users can make a reservation for library materials at any place.
Currently, the development of the proposed system is still under construction. Further detail about it
will be discussed in the next publication. In that publication, the author will be presenting the flow of
the whole system where it involves the integration between the web-based application and mobile
application by utilizing QR code technology embedded in the system for the benefit of the UNITEN
citizens.
5. Conclusion
The use of barcode, RFID, and QR codes in asset tagging or labelling, and information dissemination
has become normal in our daily life. Each technique has its capabilities and depends on the insight of
the developer to take advantage of the sophistication of today's technology. The results of this paper
found that most libraries used QR codes for information dissemination and not in providing the process
of borrowing or reserving books that are still on loan or those available in the library. By taking
advantage of the capabilities of QR code that can store a huge amount of data and also capable of speed
reading, we enhanced the current UIRC system by implementing QR code. QR code is relevant to this
sophisticated world we are living in for the fast retrieval of information. It is hoped that with this feature
it would overcome the drawback of the current system and of course this could facilitate the user in their
daily life. Details on the development of an improved system will be presented in our next article
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