Conversion Station Staff Guide
2015, 3M. All rights reserved. Conversion Station Staff Guide, 78-8129-2984-8, Rev D 3M and Tattle-Tape are trademarks of 3M. The original instructions in this document were written in U.S. English. All other languages are a translation of the original instructions.
Conversion Station Staff Guide
Table of Contents Introduction to Conversion Station software......................................................................................................4 About this guide..................................................................................................................................................4 Running Conversion Station and workstation software......................................................................................4 About the conversion process.............................................................................................................................4 Tag handling tips.................................................................................................................................................4 Before you can start............................................................................................................................................4 Tag use and placement guidelines.........................................................................................................................5 General book guidelines......................................................................................................................................5 Guidelines for damaged books............................................................................................................................5 Guidelines for large books..................................................................................................................................5 Guidelines for disk hub RFID tags for CDs and DVDs......................................................................................6 Guidelines for media with covers and cases.......................................................................................................6 When to avoid using RFID hub tags ..................................................................................................................6 3M tags with holes..............................................................................................................................................7 Using 3M™ Conversion Station software ...........................................................................................................8 Item ID entry methods........................................................................................................................................8 Enter item IDs from the scanner.....................................................................................................................8 Enter item IDs from the keyboard..................................................................................................................8 Enter item IDs from the keypad.....................................................................................................................8 Enter item IDs from search lists.....................................................................................................................9 Optional information entry methods.................................................................................................................10 Programming tags for a single item..................................................................................................................11 Programming tags for a complete set................................................................................................................11 Programming tags for a partial set....................................................................................................................12 Updating a tag ..................................................................................................................................................13 Update controls works .................................................................................................................................13 Example 1: Updating a protected field ........................................................................................................13 Example 2: Manually updating when a field is editable by the operator.....................................................14 Example 3: Populating fields automatically.................................................................................................14 Programming patron cards................................................................................................................................15 Blanking a tag ..................................................................................................................................................15 Disabling a tag ..................................................................................................................................................16 Changing Conversion Station staff settings.......................................................................................................17 Enable search lists.............................................................................................................................................17 Adjust sound volume.........................................................................................................................................17 Reset counters...................................................................................................................................................18 Change the language for the interface...............................................................................................................18 Warranty...............................................................................................................................................................19 3M Service............................................................................................................................................................20 Information to gather.........................................................................................................................................20 3M Service phone numbers...............................................................................................................................20 3M Library Systems Web Site...........................................................................................................................20
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Conversion Station Staff Guide
Introduction to Conversion Station software About this guide Though the Conversion Station software runs on a number of 3M systems, most procedures covered in this guide work the same on all systems. When this isn't the case, this guide points out differences
Running Conversion Station and workstation software 3M systems that use both Conversion Station and workstation software must not run them at the same time. These applications share resources and conflicts can occur.
About the conversion process The conversion process involves changing library item IDs from barcodes to 3M™ RFID tags. Conversion Station software does this by reading the item ID from a barcode, keyboard, keypad, or list and programming it onto an RFID tag.
Tag handling tips •
Do not bend, fold, or damage the RFID tag because this can cause premature tag failure.
•
Do not use tags with holes because a hole identifies a rejected tag.
•
If a message indicates that a tag cannot be programmed, the tag may be defective. Ask the system administrator where to put these tags.
Before you can start Before you can begin the conversion process, Conversion Station software must be configured. If configuration is your responsibility, see the 3M™ Conversion Station Administrator’s Guide.
CAUTION! •
To reduce the risk associated with eye related injury, do not look directly into laser scanner device.
•
At the end of service life, dispose of the laser scanner in accordance with federal, state and local requirements.
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Conversion Station Staff Guide
Tag use and placement guidelines General book guidelines For optimum performance, 3M recommends that you follow these RFID tag placement guidelines for books: •
Alternate tag placement between high, middle, and low positions from book to book to improve read accuracy when multiple books are present.
•
Attach tags to the back cover.
•
Position tags at least ¼ inch (0.635 cm) from the bending point, but no more than ¾ inch (1.9 cm) from the spine. This helps avoid damage to tags and keeps them within the optimum read range. Position
At Least 1/4 inch from Bending Point
Distance from Bottom
High
5 inches (17.7 cm)
Middle
3 inches (7.6 cm)
Low
1 inch (2.5 cm)
High Placement 5 inches from bottom Middle Placement 3 inches from bottom Low Placement 1 inch from bottom ConvSt Graphic Tag Placement in Books
No More Than 3/4 inch from Spine
Guidelines for damaged books If the pastedown (the paper part of the back cover) has begun to separate from the cover so that you cannot follow the general guidelines, try positioning the tag about ¼ inch (.6 cm) from the point where the pastedown remains glued to the cover. If this placement positions the tag further than ¾ inch (1.9 cm) from the spine, try the following: •
Moving the tag up or down
•
Placing the tag on the inside back flyleaf
If you cannot find a placement that keeps the tag within ¾ inch (1.9 cm) of the spine, see your library administrator for guidance.
Guidelines for large books For oversized books that must be placed on edge on the shelf, always position the tag so that it is close to the shelf face and near the spine of the book. If oversized books are to be placed on the shelf spine up and bottom out, always position the tag in the low position.
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Conversion Station Staff Guide
Guidelines for disk hub RFID tags for CDs and DVDs •
If the library uses abrasive surface conditioners to remove scratches from CDs and DVDs, attach the tag to the side that is not conditioned.
•
When practical, attach the tag to the side of the disk with the flattest center-hub surface (the side without a ridge in the hub area).
•
To minimize the thickness of the CD/DVD center hub region, do not apply additional labels to the hub area.
•
Attach the tag to the disk’s hub area, centering it over the disk’s center-hole area. Make sure that the tag is centered on the disk and does not cover any of the disk’s center hole.
Guidelines for media with covers and cases Choose a location on the outside of the cover or case where the tag cannot be easily bent when the cover or case is closed and easily seen, such as beneath the slipcover.
When to avoid using RFID hub tags The read range for RFID tags can be reduced to unacceptable levels in some circumstances. Therefore, 3M does not recommend RFID hub tags in the following instances: •
When the disk hub is made of metal
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When the cover slip on a CD/DVD case is foil lined
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Example of good ISO tag placement
Disk Hub
ConvSt Graphic Cd8 Tag Placement
When a case contains multiple disks, such as audio books on CD. However, if tagging multi-disk sets cannot be avoided, mark only one disk with a disk hub tag, and mark the case with a standard ISO tag. Make sure that the standard ISO and hub marker tags do not overlap (see figure).
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Conversion Station Staff Guide
3M tags with holes Some 3M RFID tags have holes punched in them to indicate that they are defective. Do not use 3M tags with holes.
Okay to Use
Good Marker Hole punched through Marker
Reject Marker
Do Not Use
RFID_HUB_001
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Conversion Station Staff Guide
Using 3M™ Conversion Station software Item ID entry methods Use this section for information on the various methods to enter item IDs. Enter item IDs from the scanner Place the item's barcode under the scan line.
Enter item IDs from the keyboard 1. Using the keyboard, enter item IDs in the Item ID: field. 2. Press Enter. Enter item IDs from the keypad In order to enter item IDs from the keypad, the administrator must have configured this item ID entry method. 1. Click the Item ID #: button. 2. Use the keypad to enter item IDs. 3. Click Done.
Note: Item ID valid characters settings, configured by the administrator, determine the keys that are available on the keypad.
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Conversion Station Staff Guide
Enter item IDs from search lists This procedure assumes that the administrator has configured Conversion Station software for item ID entry using lists.
Note: Always use the proper operating system procedure to remove a memory card from the memory card drive. 1. If you want the item ID list to remain displayed in order to convert multiple items efficiently, do the following: a) From the main staff interface screen, click the Tools button. b) Check Auto display Item ID list and then click OK. 2. Click the List button.
3. Select an item from the list. 4. Click OK.
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Conversion Station Staff Guide
Optional information entry methods Use this section for information on the various methods to enter optional attributes that will be programmed onto the tag (or patron card). These attributes include such things as the library the item belongs to, the item type, and other attributes. This feature is supported by only some tag data formats, and then only if the Conversion Station has been configured for them. •
Some configurations restrict operator entry. The value that will be written to the tag is determined by the administrator during system setup.
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Some configurations support selection from a list of entries.
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Some configurations allow operators to type in a value
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Some configurations pull values from a list.
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Conversion Station Staff Guide
Programming tags for a single item Use this procedure to program a tag for a single item, that is, an item that is not part of a set. 1. Set the Conversion Type to Item and the item quantity field to Single Item. 1. Specify values that will be programmed onto tag fields. Whether you enter these values and how they are entered will be determined by configuration settings. See Optional information entry methods on page 10. 2. Enter an item ID. See Item ID entry methods on page 8 for information. 3. If you want to print the tag (and have tag printing configured), press the Print icon.
4. Remove a tag from the tag dispenser or tag printer and when prompted program the tag by placing it slightly above the programming area of the pad. 5. Follow the screen prompts to complete the procedure.
Programming tags for a complete set Use this procedure to program tags for a complete set, where all items in the set will be tagged. 1. Set the Conversion Type to Item and the item quantity to Set – Every part tagged. 2. Specify values that will be programmed onto tag fields. Whether you enter these values and how will be determined by configuration settings. See Optional information entry methods on page 10. 3. Enter an item ID. See Item ID entry methods on page 8 for information. 4. If you want to print the tag (and have tag printing configured), press the Print icon.
5. Remove a tag from the tag dispenser or tag printer and when prompted program the tag by placing it slightly above the programming area of the pad. 6. Follow the screen prompts to complete the procedure. 7. Repeat steps 2, 4, 5, and 6 for each item in the set.
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Conversion Station Staff Guide
Programming tags for a partial set Use this procedure to program tags for a partial set, where only some items in the set will be tagged. When you use this set tagging method, you will be prompted to program a tag one fewer time than there are members of the set. For example, a set of four items will result in three prompts. If you want to tag even fewer items, simple press the Done button.
Note: Only some tag data formats support partial set tagging. 1. Set the Conversion Type to Item. 2. Select Not every part tagged and the number of items in the set.
3. For the first item of the set, do the following: a) Specify values that will be programmed onto tag fields. Whether you enter these values and how they are entered will be determined by configuration settings. See Optional information entry methods on page 10. b) Enter an item ID. See Item ID entry methods on page 8 for information. c) If you want to print the tag (and have tag printing configured), press the Print icon.
d) Remove a tag from the tag dispenser or tag printer and when prompted program the tag by placing it slightly above the programming area of the pad. e) Follow the screen prompts to complete the procedure for the first item. 4. Repeat steps a, c, d and e for additional items. 5. Press Done when you have tagged all the items in the set you want tagged. 6. When you have tagged as many items in the set as you want tagged, press Done.
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Conversion Station Staff Guide
Updating a tag Updating enables you to efficiently re-program selected tag fields without overwriting other fields. For example, you might want to update the Library field on the tag but not change the Item ID. Update controls works Use this information to learn how the update controls work.
Note: Controls appear only when tag updating is configured and a programmed tag is within range of the RFID reader. Example 1: Updating a protected field In the example, the Conversion Station has been configured to handle updates, but the Library field prohibits editing by the operator. This last piece of information can be known by the check mark by the field. The Conversion Station is configured to fill the Library field with the value on the left side, which differs from the field on the tag. •
To update the field with the configured value, you would leave the check mark on and update (re-program) the tag.
•
To protect the field from being overwritten, you would remove the check mark and then re-program the tag.
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Conversion Station Staff Guide
Example 2: Manually updating when a field is editable by the operator In the example, the Conversion Station has been configured to handle updates and the Library field is one the operator can edit. •
To update the field with the configured value (O-HCO in the example), you would simply re-program the tag.
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To change the value to something else, you would enter new information in the field and then re-program the tag.
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To protect the field, you would click the Settings
