Library automation connects descriptions of works, individual copies, borrower accounts and circulation decisions. RFID supplies an item identifier to that system. The useful result is an accurate loan, return, hold or transfer that staff and patrons can understand.
A library planning a migration should map those records and responsibilities before choosing interface settings or converting tags. This guide focuses on the software connections and the evidence needed to accept them.
Keep the records distinct
On a small screen, scroll sideways to read all columns.
| Record | What it describes | Migration check |
|---|---|---|
| Bibliographic record | A title or edition and its descriptive metadata | Retain the relationship to all relevant copies. |
| Item record | One copy, its identifier, branch and status | Preserve unique item identifiers and leading zeros. |
| Patron record | A borrower and applicable account rules | Transfer only required data with controlled access. |
| Circulation record | A loan, due date, hold, return or transfer | Reconcile active obligations and exceptions. |
Two copies of the same edition share descriptive information but can have different locations, loans and holds. Give the RFID-to-item mapping a named owner. Decide how an old barcode, new item key and existing tag content will coexist during migration. Rewriting every tag is a separate decision that needs evidence about the old encoding and target system.
Check the messages, versions and protected connection
NISO’s NCIP documentation describes a circulation interchange standard. The Koha 24.05 manual’s SIP2 section documents request/response communication between self-service equipment and the circulation system. These are application connections; the RFID radio protocol is another layer.
Ask each supplier for the exact supported interface version, messages, required fields and error behavior. “Supports SIP2” or “supports NCIP” is a starting point. Demonstrate check-out, check-in, renewal and the local hold/transfer rules that matter to your library.
Koha’s cited manual specifically advises securing SIP2 traffic over the internet with VPN or stunnel. Have the system provider document the supported protected connection for your installation, credentials, access scope and log retention. Use test borrowers and test items while commissioning.
Test a return through to its final destination
Record the input item identifier, circulation response, resulting item status and staff action. Confirm the destination in the authoritative item record. If the connection drops after a request, staff should check the item’s current status using the supported recovery procedure before repeating or manually changing it.
Test a blocked renewal, an unknown tag, multiple books presented together, a book already returned and an item whose home branch differs from the return branch. Include the messages the patron sees, receipt contents and an accessible route to staff assistance.
Rehearse the cutover with a reconciled sample
- Export and preserve an approved snapshot of the source records; document the export time and record types.
- Create a mapping for item identifiers, branches, statuses and circulation rules. Keep identifiers as text where formatting matters.
- Import a representative test set including active loans, holds, lost items and transfers.
- Compare counts by record type, then trace individual relationships and transactions. A matching total alone can hide mismatched copies.
- Rehearse the cutover window, handling of transactions made after the snapshot, and a decision point for rollback.
- Have circulation staff sign off on ordinary and exceptional workflows before opening the new service.
A rollback plan must account for loans or returns accepted in the new system. Simply restoring an old database can discard legitimate patron activity. Define how those transactions will be retained and reconciled before the rehearsal.
Maintain the integration as a service
Assign ownership for the library system, self-service software, reader equipment and network. Make the first support record include the time, device, test item, request reference and observed result, using the minimum patron information needed. Keep credentials and borrower histories out of ordinary support attachments.
After an interface upgrade, circulation-rule change or branch reorganization, repeat the affected acceptance cases. Review unresolved transactions daily during rollout and at an agreed operational cadence afterward. The finished library service is successful when the catalog status, patron account and physical handling agree.
Keep a working record
Download the editable library automation working record (plain text). Save a copy for each evaluation. It includes instructions, evidence fields and source links; record unresolved questions with their owner before signing off.
Related reading
Researched and updated October 3, 2026. Recheck the relevant source documents when equipment, software or requirements change.