Fast Track Collection Audits And Stocktakes

Published Date: 02 Nov 2017

Introduction

Definition of technology

Technology is the purposeful application of information in the design, production and utilization of goods and services and in the organization of human activities. Technology is generally divided into five categories. First is tangible, for example blueprints, models, operating manuals and prototype. Second is intangible, for example consultancy, problem-solving and training methods. Third is high, such as entirely or almost automated and intelligent technology that manipulates ever finer matter and ever powerful forces. Last but not least is intermediate, for example semi-automated partially intelligent technology that manipulates refined matter and medium level forces. [1] 

Definition of system

An assemblage of objects arranged in regular subordination, or after some distinct method, usually logical or scientific; a complete whole of objects related by some common law, principle, or end; a complete exhibition of essential principles or facts, arranged in a rational dependence or connection; a regular union of principles or parts forming one entire thing; as, a system of philosophy; a system of government; a system of divinity; a system of botany or chemistry; a military system; the solar system. [2] 

Smarttrack RFID

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Smarttrack RFID is a resolution planned specifically for Art Gallery and Museum collection. Smarttrack associations international Museum and Art Gallery protection and collections expertise with industry-leading RFID application development experience. The Smarttrack RFID resolution enables Museums and Art Galleries to achieve full visibility of their collections reorganize and fast-track collection audits and stocktakes save time and money by quickly and easily finding misplaced items, automatically track the movement of objects and artworks throughout your premises and improve collection preservation through significantly reduced object handling.

Developer

The Smarttrack RFID solution has been developed specially for Museum and Gallery collections by the combined knowledge and expertise of staff from International Conservation Services and Ramp. International Conservation Services (ICS) offers conservation facilities and collection administration consulting to the heritage sector. It is the major privately-owned conservation business in Australasia.

As part of its collection management consulting services ICS has carried out RFID studies for the National Museum of Australia, Melbourne Cricket Club, Museum of Brisbane, and the National Gallery of Australia.

Ramp is a technology solutions integrator, exclusively focused on RFID integration and application development. Ramp has considerable experience in with retail and logistics utilizing RFID technology and provides leading-edge software and hardware solutions to a wide range of clients. [3] 

Features

Low cost of tags makes it cost-effective to tag every item in the collection.

Smarttrack have established a range of RFID labels and tags specifically for Museums and Galleries. Line of sight not required to read tags - meaning items and artworks can have their accession or registration number read whilst still in crates, solander boxes, tubs, wrapping, etc without needing to open the box or handle the objects.

One of the major benefits of the new system, which allows hundreds of tags to be read per second, is that it will enable staff to conduct storeroom audits of collection items more quickly, more comprehensively and with a higher level of accuracy. Importantly, the new system will also enable the Museum to have a complete overview of the collection, with its strengths and weaknesses identified, allowing research and acquisition activities in particular to be carried out and prioritized based on high-quality, easily accessible information. [4] 

Objects can be tracked automatically as they move in and out of storage areas or other designated zones.

How Smarttrack RFID work

According to Doug Rogan, a ‘Smart tag’ or RFId system includes two components – an RFID Tag and a RFID Reader. The tag contains a small chip, attached to an aerial. The reader is a powered device of some sort with a larger aerial, which sends out a radio wave that "reads" the radio wave sent out by the tag. In general, the bigger the antenna, and the greater the radio power and the further away the tag can be read.

Tag:

A small label or RFID tag is placed on all items to be tracked. This label has an RFID piece embedded into it. It is a chip that have a unique ID encoded to its memory and a small antenna.

Reader:

RFID readers and antennas are situated at certain egress points. The readers broadcast radio waves via the antennas and the tags are powered by this signal to reply with their unique ID. Typically the range of our tags is between two until eight meters. Handheld readers are similarly used to read tags and update locations, stock take or search for missing items.

Software:

The data collected by RFID readers is collected by the system software and filtered so that a single "transaction" is sent to a database when an item is spotted.

Extra smarts can be incorporated to provide the following;

If the object handlers are compulsory to wear an RFID tag, the system can alert if an item is moved without the required security clearance. Alerts can be sent back to the reader by method of an alarm or LED light or via email or screen alert to security. A PC at the read point can be used to allow change being updated. The system can be entirely integrated to a Collection Management System to automatically update location changes without manual input.

News and Events

Product and services

Smarttrack RFID Readers

Smarttrack RFID Tags

Smarttrack RFID Software

Smarttrack RFID Services

Smarttrack RFID Support

Smarttrack RFID Readers

Smarttrack RFID develops a wide range of RFID readers to provide comprehensive coverage and tracking of collection movements. RFID readers can be either Handheld Readers or Fixed Readers.

Smarttrack RFID Tags

Smarttrack has developed a range of tags appropriate for application to cultural heritage collections. The tag range includes tags made from inert materials such as acid-free paper, and uses either permanent or removable acid-free adhesives.

Smarttrack RFID Software

The Smarttrack range of software contains the Smarttrack Middleware, Smarttrack Mobile, Smarttrack Enterprise, and Smarttrack Software Integration.

Smarttrack RFID Services

In order to create the best explaining for an organization, Smarttrack will work closely with user to understand specific requirements.

Smarttrack RFID Support

Smarttrack offer a range of ongoing maintenance options to the clients including online, phone, remote desktop and onsite support. Help their customers get the most out of their solution by providing a qualified support team they can rely on.

2.5 Advantages

2.5.1 Full Visibility of Collections

By making the tracing of collection items a fast, simple and automated process it is possible for Museums and Art Galleries using the Smarttrack RFID system to achieve what is often termed ‘full visibility’ of their collections. Essentially it means that anyone in the organization requiring to access this information can be certain that it is accurate and up to date.

The Smarttrack RFID system automates location tracking, either over the use of mobile handheld devices or fixed readers. Any location changes recorded in the Smarttrack system can be included automatically to an existing Collection Management System (CMS), which can also view via a web-browser. This means that any user can see where any object is at any given time, and the information is accurate and up-to-date.

2.5.2 Fast-track collection audits and stocktakes

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According to Doug Rogan, the second main benefits of an RFID system over a barcode or manual system are the ability to read many tags at once.

One of the main benefits of the new technology, which allows hundreds of tags to be read per second, is that it will enable staff to conduct storeroom audits of collection items more quickly, more comprehensively and with a higher level of accuracy. Importantly, the new system will also enable the Museum to have a complete overview of the collection, with its strengths and weaknesses identified, allowing research and easily accessible information. [5] 

The Smarttrack RFID solution can make stock-takes several orders faster than the current manual methods cost-benefit analysis white paper. Using the Smarttrack RFID solution it is feasible that a collection containing ten thousand objects could be completely checked in a matter of hours, not days, weeks or months. This can have wide-ranging benefits to an organization, for example:

Increased staff time to focus on other more productive tasks

Potential for reduced insurance costs

Ease of audit processes at audit time

2.5.3 Quickly and easily find misplaced items

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The Smarttrack RFID solution offers a simple, fast and effective means for finding these misplaced objects. By using the Smarttrack RFID CS101 Handheld reader misplaced items can be quickly and easily located. The handheld enables a user to simply walk slowly up and down storage aisles scanning for the misplaced items, without opening any boxes, crates, or move or handle any other objects.

The user scans shelves using the CS101 handheld reader. Once the tagged objects are inside range of the reader the reader provides the user with a beep which notifies them that they are within range of the item that is being searched for. Essentially this provides a simple but effective ‘hot-cold’ technique for searching for misplaced items.

2.5.4 Improve collection preservation through reduced object handling

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According to Doug Rogan, the first main benefits of an RFID system over a barcode or manual system are the capability to read tags through boxes or crates without opening them.

These risks can now be significantly reduced or even eliminated in many cases through the use of Smarttrack RFID.

In addition RFID can decrease Occupational Health and Safety risks through staff not having to move heavy objects in order to access accession or registration numbers. No need to remove objects from boxes or packaging to see labels.

2.5.5 Automatically track the movement of objects and artworks

Using the Smarttrack RFID portals and readers Museums and Galleries now have the capability to automatically track objects and artworks as they move throughout the site. By covering entry and exit points for each area of the building with a Smarttrack portal all tagged objects and artworks are automatically tracked as they move either in or out. In addition, the system has the ability to record the person moving the objects, and provide alerts if they’re not allow to do this.

The Smarttrack Portals and integrated readers cover:

Storage doorways

Loading docks

Front doors

Doorways to work areas

Disadvantages

Some inconvenient processes occur before the existing of Smarttrack RFID. Most collections in Museums and Galleries today are traced using manual, labour-intensive systems. This typically involves the physical recording on paper of object numbers as they move. It will be stating the object numbers and its new location. Succeeding to the move, this information is normally then entered by hand into the CMS. Ideally this data is entered instantly, but in most cases there is at least one until two day lag, which can easily stretch out to several weeks or more.

Museums and Galleries accept some form of stock-take or audit of their collections on a regular or semi-regular base. Audits are frequently instructed by regulation or completed as a part of the regular audit of an organization’s finances. Stock-takes are carried out to approve locations and numbers of objects in a given area. However, audits and stock-takes are highly labour-intensive processes. The labour involved can be drastically reduced using Smarttrack RFID.

The significant time and effort involved in carrying out stock-takes and audits these certainly not cover one hundred percent of the collection unless the collection is very small, and instead focus on selected areas of the collection. Sometimes it takes over three until five years the whole collection will be covered. Of course, in the intervening period much of the material that has already been checked can move and possibly be misplaced.

With such massive collections of museum and art gallery, misplacing an object through misfiling or data-entry error essentially means these objects are ‘lost’ until a complete inventory of the collection can be accomplished. However, this is usually not possible due to the significant labour required, and potentially places undue risk on other objects needing to be handled as the missing object is searched for.

During an object’s lifetime in a Museum or Gallery it can be exposed to a number of risks. Most Museums and Galleries want to minimize the risks related with light, temperature, humidity, and vandalism and theft. Two of the most significant risks to objects are handling and vibration, it is often not minimized. Collections still need to be moved and handled to some degree. Movement of objects and artworks is a basic part of the day-to-day operations of any Museum or Art Gallery.

These movements are ideally recorded in the organizations Collection management System (CMS), thereby maintaining a history of where an item has been and what it’s been used for. More importantly the system recognizes the last known location for an object, which should be where it currently resides.

Vernon System

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Vernon Systems Limited develops two collections management systems for museums and galleries: Vernon CMS, a world leading desktop system for intermediate to large organizations, and eHive, a hosted web-based system for small museums, individual collectors and consortiums.

Vernon System is a New Zealand owned company renowned for advanced software solutions and sound product support. Vernon Systems is at the forefront of information management in the museum and gallery environment. It is provide to hundreds of clients worldwide, with thousands of individual users. Strong links are maintained within the museum and art gallery community, keeping abreast of current developments, protocols and initiatives.

Developer

Bil Vernon established Vernon Systems in 1985 after developing a custom dealer gallery application. From this early system he saw the need for a general museum and gallery cataloguing system, and he began work on a prototype of the world's first commercial PC-based museum system. The prototype received an enthusiastic response at the 1986 Conference of the International Council of Museums (ICOM) in Buenos Aires. The decision was made to improve a package version of the software, named COLLECTION, built in accordance with the Museum Documentation Association (mda) standards. Georgia Lowe joined the company in 1987, and COLLECTION was launched at the ICOM and Museum Documentation Association conferences later that year. There was immediate interest, leading to the customization of the system for our first two clients: Cincinnati Art Museum and Museum of Contemporary Art (Sydney, Australia). [6] 

System available

Vernon CMS

Vernon CMS is universal, handling all types of items within the one time. The client range from single user sites with few hundred objects to major institutions with network system, multiple user, multiple sites and collection running into millions of objects. All Vernon modules are compatible with international standard.

Vernon cataloging

It is covering all the cataloging process, location recording and linking to multimedia.

Vernon activities

Manage the works of associates’ objects, such as loan, exhibitions and conservation.

Online access modules

Customers are allowed to publish information on kiosk, intranets and the internet by the Vernon browser and Vernon HTML export.

Thesauri

Art and Architecture Thesaurus and Chenhall's Nomenclature are both available as add-ons to the database to assist with cataloguing.

eHive

eHive is an innovative web-based tool that help users catalogue, organize and share collection in a safe way. It makes collection available for everyone and provides interesting ways for people to discover and share collection online. eHive can be accessed from a web browser. It applies professional standards in collection management practice.

Cataloguing collection on eHive:

Start using eHive without needing advanced IT knowledge or complex setup.

Record information about objects, as well as related people, places and events.

Use data entry screens designed and tested by museum professionals.

Organise and link digital images and other media formats.

Search your collection using familiar tools common to other websites.

Browse your selections in multiple formats: list, label, lightbox, full detail views.

Access your information anytime from anywhere, in a secure online environment.

Sharing your collection on eHive:

Decide what content you want to make publicly available.

Create a profile page where people can learn about you and your collection.

Join a community with other collectors to share and promote common interests.

Discover content with a variety of search and browse functions.

Permit people to tag and comment on your records.

How Vernon System work

Fixed readers at various exit points in Museum’s collection storage areas and front entrance will track collection item movement through the building and it will dynamically update the location field in Vernon. Alerts are also available to make the staff aware of the current situation.

Implementing the RFID system will form part of a large scale Collection Audit being undertaken by the Museum from 2012. This multi-year project will see the Museum’s collection items individually checked, photographed, RFID tagged and re-housed where necessary, with information held in Vernon reviewed and updated as part of the process. Once a collection item has been tagged it can much more easily be located in the future through the use of a mobile reader. This will speed up collection access. The Museum’s ability to audit storerooms will be vastly improved as well and will be possible without needing to handle the items, thus reducing risk. [7] 

Services

Support

Training

Customisation

Data conversion

Data audits

Support

Staffs in Vernon system are based in UK, South Africa, and New Zealand providing friendly, expert and unlimited support to clients.

Training

Users can receive training from expert staff that have years or experience in a full range of museum and gallery implementation.

Customisation

Vernon system can build custom screens for customers to access the way they want it to be. They can also build custom reports and form.

3.4.4 Data conversion

Old data can be converted into the Vernon system. It is available for the customers to make their working environment much efficient.

3.4.5 Data audits

Audit service for data and use of the system are offered to the users. They analyze the data and use of the system than they will make recommendations for the cleanup.

Advantages

Objects can be track easily

Location of any objects in museums or art gallery will be noted on Vernon CMS to ensure a clean and easy update of location information.

Photographic collection has been shifted to a more suitable environment, work is continuing on enriching the information about each photograph on Vernon, by populating more fields for each entry and scanning the photograph for easy retrieval and reproduction purposes. [8] 

Status is update

Every increasing or decreasing amount of materials will be updated on the system. Any objects that are registered in the museum or art gallery will be attached to RFID tag which can be detected as the items travels past readers or with a mobile device.

Safety

Vernon system is set to be a major timesaver by significantly streamlining collection management process. Movement of the items will be detected by the system an alert the staff in charge. It will be a safer place to keep the valuable items from any thread.

Disadvantages

Museum and gallery contain huge number of collections that need to be managed systematically. All items are valuable and vital to be take care from any negative impact. Without an efficient system such as Vernon system, organizing these items can appear to be a problem. Before orderly system is created museums and galleries are organizing their collection manually. They had to face with a lot of misplaced objects every time transferred process was made due to outdated information about the movement of the objects. Staff used paper based method to record any information.

Items in museum and gallery are sensitive and need to be handled with caution. Staff always moved the position of items for specific reason in order to organize the items correctly. However, exquisite items are not supposed to be risks with lots of disturbance because of the significant value of it. Advanced system are needed to manage items without require many movement of the items. It can reduce major damage that occurs to any objects available.

There are some cases where items are steal because of the price of the items are very high. Significant items are vastly demand because of their value that can be extremely high. Strong security measure is needed to ensure that every item is safely kept. When the staff cannot detect the movement of any item, it is hard to guarantee that it is safe. Specific system is desired to confirm the movement of the items.

Conclusion

Technology and system are updated every day and produced without borders. There will be latest technology and system upgrade every day and we need to be aware of the changes happened in highly virtual decade. Nowadays technology and system are crucially needed in our daily life. It can upgrade our work to be better and more systematically. Situation can clearly compared before and after latest technology and system are available. There are so many advantages and disadvantages that can be detected. It is crucial to identify what are the impacts that can affect us user in order to complete task available flawlessly.

Most of us nowadays prefer to use latest technology and system to help us lighten our duty. Most important is that it cannot be misuse by anyone because it can give negative influence to the user. Technology and system are created to simplify and ease any works available. User need to be intelligent in using the facilities exist.

Collaboration between Smattrack RFID and Vernon System is actually a very successful achievement. It had changed the management environment of museum and gallery to the next level. These types of technology and system can enhance the community critical thinking in inventing something new. Medium of organizing vital items are advanced by high tech equipment and arrangement. Improvement made must be appreciated and use wisely as there are created to enhance any accomplishments.