location control using barcoding and axiell move · barcode number. • object data must meet our...

Location control using barcoding and Axiell Move:What have IWM learnt from 8 years of practice?

Rosy Davies-ColleyCollections Systems Officer

Contents

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• IWM Overview• How did we start using Axiell Move• What is Axiell Move?• Who are our users?• IWM’s movement workflow

• Location Control – key points• Location data standards• Use of Packages• Object data standards• Obsolete locations• Label templates and supplies• Hardware

• Lessons Learned• Q&A

IWM uses:• Adlib 7.5 for Windows with SQL database• Axiell MoveTo comply with:• SPECTRUM aligned Location and Movement procedure

IWM Overview

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Should have upgraded to 7.5 by the time.

How did we start?

Before moving onto machine readable technology, object movement tickets were used to move objects

We procured a Location and Movement Module for our Adlib system in 2010, along with AdMove application and Datalogic PDA scanners.

We piloted two projects: Small scale on Documents and Library collections for IWM’s Research

Room Large scale on Art store relocation, across sites

After the success of the pilots, we then prioritised locating Hazardous Collections.

At Project initiation, buy in from senior management was invaluable to support enforcement of new procedures – we were able to mandate a clear cut off point:

From this day forward, no object will move without a minimum standard object record, and will be moved with a scanner and barcode label.

How did we start?

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What is Axiell Move?

A movement tracker application, operated on portable network-enabled devices, that can read and write data via an application server to a CMS.

What are the benefits?

• Point and shoot scanning, to instantaneously record object movements in your CMS• Time efficient, integrated working across the whole collection and all departments• Increases IWM’s accountability and enables more informed collections management and accessibility

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Ensures only approved locations are used for object storage

• Our users are primarily Collections Management (Conservation, Visual Resources, Storage & Movement), Curatorial and Exhibition teams

• App access control is configured in the AxiellMove software and API, not the individual users access specifications

• Therefore any authorised user can complete object moves provided they have a network login. The active user’s username will record as the executor of any transaction

Users

• Access to devices is controlled through training and knowledge of device pincode

• Non-specialist staff can request object movements via IWM intranet


Process diagram (abbreviated)Request or project

initiates object movement

Destination location check

Object record data standard check

Unique barcode number assigned

Object label printed and attached

Object moved and CMS updated via Axiell Move

Object hazard/condition check

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Management check – validations © IWM (E(AUS) 2078)

Location data standards

We maintain a consistent and controlled location data standard• The location name is unique, non-repeatable and centrally

controlled• The location barcode data is non-significant, unique, non-

repeatable and centrally controlled• Related location records are hierarchically linked

Most users have only read-access the location authority, and new location records can’t be forced.

Locations are labelled in both machine and human readable format.

Storage locations


Exhibition locations

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Packages – making movement more efficient

Packages are location records, that can be moved using the Axiell Move app:

• Objects can be ‘Packed’ into a package location• The package can then be moved • After use, the objects can be ‘Unpacked’ into a location and

independently moved again

These can be used for a variety of purposes, e.g. temporary storage, packaging, crates, trollies, mannequins, library cards, facilities management and even teams of people!



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-Multiple objects intended to go on a mannequin, to be installed in new gallery -Objects are dressed onto a mannequin. Axiell Move is used to ‘Pack’ the objects, by scanning them into a mannequin package with it’s own unique name and barcode -The mannequin package containing all of the dressed objects can then be moved via Axiell Move to other locations, e.g. for digitisation, transit, storage, with one movement transaction instead of many -The mannequin package can then be scanned into the gallery, until it comes off display, and the packed objects can be ‘Unpacked’ and moved individually again

Object data standards

• All of our objects are given unique, non-repeatable references – an object number for identification, and a non-significant sequential barcode number.

• Object data must meet our minimum cataloguing standard before a barcode number can be assigned and a label printed.

• Staff will create Inventory standard child records when parts of an object need to be moved separately.

• Reporting tools are provided for staff and managers to assess object data.

• Unneeded or obsolete locations/packages are not deleted as they may be part of an objects’ location history

• The data in the location record is ‘spoiled’ making any existing barcodes unreadable by scanner

• Location names are prefixed with [obsolete] and location barcodes are prefixed with ‘X’

• Obsolete packages are treated in the same way and moved to a universal ‘Obsolete package’ location

• Disposed or exited objects are moved to a universal ‘External Location’, and their label/object barcode destroyed

Managing redundant locations and objects

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Label templates and suppliesA printed object label acts as the object’s “passport” to move.

The label shows some basic data that helps to identify the object. This ensures:

• The correct label is attached to the object• The label can help to identify packaged objects

Barcode assignment and output is done by systems and specialist staff.

We currently use two main styles of label for objects:

9 per A4 page self-adhesive labels(purchased from Conservation by Design SUAFLS0009)

10 per A4 page business cards on matte 200g cardboard(we currently use Avery C32011)

And for locations and packages:

14 per A4 page self-adhesive labels (Banner 967 0022)

Label stationery


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All of our object label stock and tyvek tags are approved by the Conservation team as they use a suitably acid-free archival quality paper and non-deteroriating adhesive eg. acrylic

Film canister labels – bespoke label stock for use with Zebra desktop printers.

• Assigned to specialist staff for on demand printing

Pre-printed labels – some largescale documentation projects which need a one touch approach.

• A handheld USB scanner is used to insert number directly into the CMS

• For this reason, our object barcode field is read/write at screen level

Additional labelling approaches

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HardwareWe have been using Apple devices with Axiell Move for a couple of years.

We started with iPhones, but found that iPod touch (6th Gen, 16GB) are more cost effective for us, and don’t require phone contracts.

We use some with Linea Pro sleeves, some without, depending on the scanning workload of the user.

We set these up ourselves, using a central AppleID – for the app store, and Find My iPhone (each is device given a unique ID).

We advise users not to update iOS versions until bug/compatibility testing can be carried out.

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-Distributed to teams or individuals per need -Small stock held by administration team for temporary loan and training

Connectivity and error logging

Onsite, we use a dedicated WiFi channel with its own password.

Users are trained to use the scanners offline when connection is unavailable or unstable, then synchronise when connection restored.

Basic error messages are shown in the app.

The server-based error log provides more data to administrators when a transaction has failed.

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-Use of Change Locations function as backup -Configuration of fields shown onscreen via the API, static data (no multiple occurrences) - Error Log, which object barcode, location barcode, or user account produced an error

We have embedded procedures, followed by all IWM staff moving objects, integral to managing and accounting for IWM’s collection.

No object moves without an Inventory standard record and a barcode!

At time of writing: 576,369 objects barcoded;100,561 locations barcoded

So, where are we now?

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• Set object barcode field to unique and non-repeatable

• Use a location authority with a unique and non-repeatable name and barcode

• Test object record data meets your minimum cataloguing standard before assigning barcode data

• Barcode data does not need to be record-specific

• Assign and print labels from within CMS or use a robust tracking system to prevent duplicate data

• Spoil outdated barcode data eg. add X prefix – this means any legacy labels can be traced but not used

Lessons Learned - Data

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Time taken to label

Advertise object labels as a “passport”

Provide data checking tools to test Inventory and location control data

Any network enabled user may login to Axiell move and affect location data using a scanner

as the data is written by the API – control access to devices using a device pincode

Lessons Learned - Users


• Minimise duplicate print outs, validate duplicate print outs

• Test label stationery against all packaging and environmental conditions

• Use label sheets in standard office printers for batch jobs. Use the printer bypass tray to feed specialist stationery

• Use label reels in desktop printers for short or on-demand jobs

Lessons Learned - Labels

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Lessons Learned - Error minimisation• Test barcode scanner functionality after every system or

software update

• Train users to work offline and sync later in low-connectivity locations

• Archive error logs regularly

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