Digital Tools for Archaeological Collections and Inventory Management

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Digital Tools for Archaeological Collections and Inventory Management Rhonda Bathurst, PhD & Kira Westby, MA Sustainable Archaeology: Western University

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RFID Tags

DM Codes

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What is a Data Matrix (DM) code? 

DM Code Assigned

Box Shelved

Bag Label Printed

What is Radio-frequency Identification (RFID)?

Or Box Moved

2D barcode that encodes text and numeric data in binary on the x and y axes of a square or rectangular grid.

Bag Label

High data capacity —e.g. 20mm code can contain 348 numeric characters, to a maximum of 2kb of data5. Small size—depending on resolution, as many as 10 characters can be encoded on a 3.5mm x 3.5mm code.

#1234567890

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Reliable—low reading error rate (1 in 10 million). 5

Can be encrypted or ‘invisibly’ printed/read in ultraviolet for security .

Can be read at any angle of rotation.

Read using a camera/image based hardware (I.e. 2D scanner or smart phone).

Random number assigned as accession number ensures uniqueness Number coded onto DM code and affixed to artifact3

Artifact accession number is repeated in code on label

Accession number is also printed in plain readable text

Each shelf location is assigned a unique address

Box ID is linked to shelf address in database

Boxes can be traced to different rooms in the storage facility or between different storage facilities

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A wireless, non-contact data transfer protocol. Chip and antenna transponders can be very small/flat – embedded into asset tags such as box labels. The transponders receive and send radio signals from/to an RFID reader. Readers can be stationary or portable. Tags can be as little as $0.25/each. Tags can be active or passive – passive tags do not have a power source and require a reader to activate the electromagnetic signal. It is an automatic identification method – does not require line-of-sight to read. Used for identifying and tracking box and equipment inventory.

Artifact Boxed

Box Label

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RFID code

Supply Chain Management Strategies 

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Barcoding and RFID scanning have been key strategies for automating inventory and asset tracking in Supply Chain and Internal Management since the 1990’s. Coding and tagging strategies allow for asset identification, inventory and traceability = these are also key strategies of archaeological collections management. Benefits of automation include increased speed of processing, less product handing, real-time updates and better accuracy with the avoidance of transcription error. Archaeology projects in South Africa1 and Spain3 have started to implement a bar-coding system for artifacts as they are collected in the field.

Longevity

Box requires unique identification code

Archaeology Collections Management: Current Standards

Code embedded into RFID tag and replicated in DM code and plain text

DM code of associated artifact is added to box record in database

Accession numbers are recorded on/with artifacts.

Artifact is then linked to box

Labels should be secure but should not cause permanent damage.

Currently accepted methods of recording accession/catalogue number include:

DM Coding: Tools

Standard inventory management practice assigns a unique accession number to each archaeological artifact. Methods of assigning accession number vary widely.

Labelling Method

Challenges

Write directly on artifact

Destructive, ink fades, illegibility, time consuming

Bagging label with artifact

Lost accession if packaging is misplaced

Barcoding1

1D symbology too large, can only be read linearly, cannot adhere to uneven surfaces

Utilizing DM Codes with a Database

Tracking Boxes with RFID

For Making Codes •ISO/IEC standard 16022 – public domain (does not require licensing to use) •Standard for major industries including pharmaceutical, automotive, US Dept. of Defense and NASA4

•Ubiquity of symbology

Thermal transfer printer: min. 300dpi for small codes3

Thermal transfer ribbon

Polypropylene/polyester labels are non-off gassing, archival quality, moisture proof and flexible. Encoding and labelling software (i.e. Codesoft; modules are now available for MS Access) Database software (i.e. MS Access)

Scan RFID or DM code on box to open the box record

For Applying Codes 

ensures backward compatibility of readers

Paraloid /AcryloidB72 is an archival quality resin used to “sandwich” labels between thin layers of resin. Soluble in acetone and removable2.

Scanning box label can fill a database field or open a box record in the database providing access to:

For Reading Codes DM and linear barcodes in use on the International Space Station. Photo credit from Commander Chris Hadfield’s twitter feed. Hadfield, Chris (Cmdr_Hadfield)”Love being Weightless - bar coding medical samples for cold storage and return to Earth on SpaceX Dragon.” pic.twitter.com/tSVMLf2v. 11 Jan 2013, 11:01am.

Acknowledgments Funding for infrastructure and equipment for Sustainable Archaeology is provided by the Canadian Foundation for Innovation, the Ontario Ministry of Research and Innovation and the faculty of Social Science, Western University. Many thanks to Dr. Neal Ferris, Principal Investigator for Sustainable Archaeology: Western. Special thanks to Rafael Mora Torcal and Jorge Martínez-Moreno of the Centre for the Studies of Archaeological and Prehistoric Heritage (CEPAP), Universitat Autònoma de Barcelona for demonstrating their DM coding methods at their field site at Cova Gran, Spain in August 2012.

Image reader/scanner (i.e. smartphone)

Barcode reading APP (i.e. BING, ATTScanner or i-nigma)

Box metadata 

Challenges Longevity  Coding symbology is ISO standard and used by major manufacturers around the world. If symbologies do change, readers will need to be backward compatible. Cost  Start-up costs for hardware and labeling consumables could run between $5-$10k USD, depending on software selection and whether labels are custom size or standard issue.

Box inventory 

Box location

Scan the shelf address code into the box location field to tie the box to its specific location.

Scanning an artifact label can transcribe the accession number automatically into a database. It can also provides access to the following information on the scanning device: 

Artifact metadata

Associated box

Associated box location

As RFID tagged boxes pass through stationary portals, tags are read and location is updated in the database.

References 1. Dibble, H.L, Marean, C.W., McPHerron, S.P. (2007). “The Use of Barcodes in Excavation Projects: Examples from Mossel Bay (South Africa) and Roc de Marsal (France)”. The SAA Archaeological Record 7(1):33-38. 2. Koob, S.P. (1986). “The Use of Paraloid B-72 as an Adhesive: It’s Application for Ar chaeological Ceramics and Other Materials”. Studies in Conservation 31(1):7-14.

3. Martínez-Moreno, J., González Marcéna, P., Mora Torcal, R. (2011). “Data matrix (DM) codes: A technological process for the management of the archaeological record”. Journal of Cultural Heritage 12:134-139. 4. National Aeronautics and Space Administration. (2002). Application of Data Matrix Identification Symbols to Aerospace Parts Using Direct Part Marking Methods/Techniques. 5. Plain-Jones, C. (1995). Data Matrix identification. Sensor Review 15(1):12-15.

We appreciate the assistance of Brady, who have custom cut our DM labels and OCR for the implementation of our RFID tracking system.


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