3M Staff Workstation 795 User manual

Staff Workstation
Model 795
Staff Guide
Library Systems
3M Center, Building 225-4N-14
St. Paul, Minnesota 55144-1000
www.3M.com/library
Copyright © 2002, 2004, 2005 3M. All rights reserved.
78-8123-9058-7 Rev. C

© 2005 3M. All rights reserved.
3M™ Staff Workstation Model 795 Staff Guide
3M, Staff Workstation, D8 RFID tag, and Tattle-Tape Security Strip are
trademarks of 3M.

Table of Contents
Safety and Compliance Information................... 1
Intended Use Statement......................................................................... 1
Safety Messages..................................................................................... 2
Safety Message Format..................................................................... 2
Safety Messages for the Staff Workstation........................................ 3
Safety Labels........................................................................................... 5
Explanation of Labels and Symbols................................................... 5
Safety Label Replacement................................................................. 5
Safety Label Locations....................................................................... 6
EMC Compliance USA and Canada ...................................................... 7
FCC Radio Frequency Rules and Regulations.................................. 7
FCC Intentional Radiator Certification ............................................... 7
Industry Canada Radio Frequency Rules and Regulations............... 7
EMC Compliance Europe....................................................................... 7
Introduction ........................................................ 8
Staff Workstation Configurations ......................................................... 9
Standard Configuration ...................................................................... 9
Local Configuration ............................................................................ 9
Remote Configuration ........................................................................ 9
RFID Tags versus Barcodes................................................................ 10
About D8 Security ................................................................................ 10
Conversion Software............................................................................ 10
Components.......................................................................................... 10
Electronics Enclosure with computer ............................................... 10
Memory Card Drive .......................................................................... 11
Workstation Upper Unit.................................................................... 11
Keyboard Wedge (Standard Configuration only) ............................. 11
Software Wedge (Local and Remote Configurations only).............. 12
Using the KVM Switch...................................... 13
Using the Keyboard.............................................................................. 13
Using the Select.................................................................................... 13
Startup Procedure ............................................ 14
Exit/Shut Down Procedure ............................... 15
Standard Configuration ....................................................................... 15
Local Configuration.............................................................................. 16
Remote Configuration.......................................................................... 16

Processing Items.............................................. 17
Standard Configuration ....................................................................... 17
Local and Remote Configurations...................................................... 19
Item Placement ................................................ 21
Placement of Bar-coded Items ............................................................ 22
Placement of Bar-coded Items (Parallel Barcodes) .......................... 23
Placement of Items with RFID Tags (Correct) ................................... 24
Placement of Items with RFID Tags (Warnings)................................ 25
Placement of Items with RFID Tags (Incorrect)................................. 26
Operations ........................................................ 27
Check-In or Checkout .......................................................................... 29
Secure/Un-secure Only and Send ID Only ......................................... 30
Number of Items (if enabled) ............................................................... 31
Verify...................................................................................................... 31
Staff Settings.................................................... 32
Adjusting the Sound Volume .............................................................. 33
Setting the Language for the User Interface...................................... 34
Using the Autosize setting .................................................................. 35
Using the Always on Top setting........................................................ 35
Search Lists (All Configurations)........................................................ 36
Lists, Digital Data Manager (DDM), and Memory Cards ................. 36
To Begin Using Lists ........................................................................ 36
Enabling and Disabling Search Lists ............................................... 37
Viewing Database Information ......................................................... 37
Appendix........................................................... 38
Items That Don’t Fit on the Deck (Standard Configuration only) ... 38
Sets ........................................................................................................ 38
No Activity ............................................................................................. 38
Running Conversion Software on the Staff Workstation ................. 38
Inserting a Memory Card ..................................................................... 40
Removing a Memory Card ................................................................... 40

1
Safety and Compliance Information
We provide important safety information and warnings to assist you in
understanding and avoiding potential harm to yourself and possible damage to
equipment during the installation and use of the 3MStaff Workstation Model 795.
Although this manual describes many potential hazards that you may
encounter during the installation and operation of this product, we cannot
predict all of the possible hazards and this list should not be a substitute for
your judgment and experience.
Before you install and use this equipment, please read and observe all safety
information and instructions in this manual.
If you are unsure about any part of this installation or of the potential hazards
discussed, please contact your supervisor immediately.
Intended Use Statement
The Staff Workstation is designed and tested for use in processing library
materials with various types of 3M™ Tattle-Tape™ Security Strips, barcodes,
and 3M™ RFID Tags.
The product has not been tested or proven safe for other uses.

2
Safety Messages
We include safety messages and safety labels in this manual to help you
protect your safety and the safety of others. This section contains important
information to help you recognize and understand these safety messages.
NOTE: BEFORE YOU PROCEED WITH THE INSTALLATION, PLEASE
READ ALL SAFETY MESSAGES.
Safety Message Format
Safety messages are designed to alert you to potential hazards that can
cause personal injury to you or others. They can also indicate the possibility
of property damage.
Each safety message box contains a safety alert symbol ( ); one of three
signal words: DANGER, WARNING, or CAUTION; and a safety message.
The signal words and symbols, and their meanings, are shown below.
In addition to the symbols and words explained previously, each safety
message:
Identifies the hazard.
Describes what you can and should do to avoid the risk of exposure to the
hazard.
Describes the probable consequences of not avoiding the hazard.
DANGER means you and/or someone else WILL be
KILLED or SERIOUSLY HURT if you do not follow
these instructions.
DANGER
The safety message is in this box.
WARNING
The safety message is in this box.
WARNING means you and/or someone else MAY be
KILLED or SERIOUSLY HURT if you do not follow
these instructions.
CAUTION means you and/or someone else MAY be
HURT or property damage may result if you do not
follow these instructions.
CAUTION
The safety message is in this box.

3
Safety Messages for the Staff Workstation
The following safety messages appear in this manual:
DANGER
This equipment contains high voltage. Risk of electric shock.
Do not remove protective panels. Only certified 3M technicians
should service this equipment.
Make sure power is off before disconnecting monitor. If power
is not off, the monitor will be damaged.
WARNING
Possibility of personal injury. The operation of the Staff
Workstation involves repeated body movements. To minimize
any possibility of injury, avoid prolonged repetitive movements,
rest when becoming fatigued, and, when possible, alternate
job functions with other people. Avoid any awkward reaching
for library items.
WARNING
Possibility of counter top mounted Staff Workstations tipping
over. Ensure that the on-counter mounting skirt is secured to
the counter top with 3M CommandAdhesive strips.
WARNING
Danger of explosion if internal lithium battery is incorrectly
replaced. Replace the battery only with the same or equivalent
type recommended by the manufacturer. Dispose of used
batteries according to the manufacturer’s instructions.
WARNING
Dispose of this product and components according to the
manufacturer’s directions and local disposal regulations to
avoid hazards and harm to the environment.
CAUTION
This product contains laser devices. Do not allow the scanner
laser beam to reflect off a shiny, mirror-like surface into
anyone’s eyes. Observe the labels on the unit.

4
CAUTION
Possibility of personal injury. The Staff Workstation weighs 70
pounds (32 Kg). Attempting to lift the Staff Workstation may
cause personal injury. To avoid any possibility of injury, the
Staff Workstation should be lifted by more than one person.
The Staff Workstation should be lifted more with the leg
muscles and less with back and arm muscles.
CAUTION
Using controls or adjustments or performing procedures other
than those specified herein may result in hazardous laser light
exposure.
CAUTION
Flickering or color variations may occur on CRT-type monitors
placed in proximity to the Staff Workstation due to its
electromagnetic properties. Maintain a separation of at least
18 in. to 48 in. (457 mm to 1,219 mm) between CRT-type
monitors and the Staff Workstation. The required separation
distance varies depending on the type of monitor and the
environment around the Staff Workstation.
In most cases, LCD-type monitors do not exhibit any type of
flickering,or color variations,when placed in close proximity to
the Staff Workstation.

5
Safety Labels
We include safety labels on the devices for your safety and the safety of
others. Safety labels are designed to alert you to potential hazards
associated with a piece of equipment that can cause personal injury to you or
others. Safety labels can also indicate the possibility of property damage.
Please read all safety labels.
Explanation of Labels and Symbols
Each safety label contains a safety alert symbol ( ); one of three signal
words: DANGER, WARNING, or CAUTION; a pictorial showing the nature of
the hazard; and a safety message.
The signal words and symbols, and their meanings, are shown below:
DANGER means you and/or someone
else WILL be KILLED or SERIOUSLY
HURT if you do not follow these
instructions.
WARNING means you and/or
someone else MAY be KILLED or
SERIOUSLY HURT if you do not
follow these instructions.
The following labels may also be applied to the equipment:
Refer to accompanying documents.
Risk of electric shock. Refer all servicing to manufacturer.
Safety Label Replacement
We consider safety labels to be an important part of all devices. Safety labels
should be replaced immediately if they become hard to read.
If any of the safety labels are missing or cannot be read, please contact 3M
Library Systems Technical Service for a replacement label (651-733-0175).

6
Safety Label Locations
LASER APERTURE
795_UG_019
This product complies with
21 CFR Subchapter J,
IEC 60825-1:1977
and EN 60825-1:1996
110 W
2.5/1.5 A
50/60 Hz
100-120V/200-240 V~
3M Library Systems
St. Paul, Minnesota 55144-1000
Model 795 Staff Workstation
S/N:
L
0678
BACKLIGHT CONTAINS MERCURY,
DISPOSE ACCORDING TO LOCAL,
STATE, AND FEDERAL LAWS
Figure 1: Safety Label Locations

7
EMC Compliance USA and Canada
FCC Radio Frequency Rules and Regulations
This equipment has been tested and found to comply with the limits for a
Class A device, pursuant to Part 15 of the FCC Rules. These limits are
designed to provide reasonable protection against harmful interference when
the equipment is operated in a commercial environment. This equipment
generates, uses, and can emit radiated radio frequency energy and, if not
installed and used in accordance with the instruction manual, may cause
harmful interference to radio communications. Operation of this equipment in
a residential area is likely to cause harmful interference in which case the
user will be required to correct the interference at his own expense.
FCC Intentional Radiator Certification
This equipment contains an intentional radiator
approved by the FCC under the FCC ID number
shown above. This device complies with Part 15 of the
FCC Rules. Operation is subject to the following two
conditions: (1) this device may not cause harmful
interference, and (2) this device must accept any
interference received, including interference that may
cause undesired operation.
FCC ID: DGF-LSD795
NO MODIFICATIONS. Modifications to this device shall not be made without
the written consent of The 3M Company. Unauthorized modifications may
void the authority granted under Federal Communications Commission Rules
permitting the operation of this device.
Industry Canada Radio Frequency Rules and Regulations
This Class A digital apparatus meets all requirements
of the Canadian Interference-Causing Equipment
Regulations.
Cet appareil numerique de la classe A respecte toutes
les exigences du Reglement sur le materiel brouilleur
du Canada.
CANADA: Pending
Operation is subject to the following two conditions: (1) this device may not
cause interference, and (2) this device must accept any interference
received, including interference that may cause undesired operation of the
device.
EMC Compliance Europe
This equipment complies with the requirements of the
RTTE and EMC directives.

8
Introduction
The 3M™ Staff Workstation consolidates a number of library functions to
enable staff to process items identified by either RFID tags or barcodes.
The workstation reads item identification information from existing media and
passes it to the library terminal connected to the library circulation system.
The system secures and un-secures 3M Tattle-Tape
™
Security Strips and D8
RFID tags in items as required.
The Staff Workstation can:
 Check-in and Check-out – Send ID to circulation and secure or un-
secure the item.
 Secure/Un-secure – Change the status of an item’s security setting
without sending the ID to the circulation system.
 Send ID – Send the item identifier read from the RFID tag or barcode to
the library circulation system.
 Verify – Indicate if a 3M™ Tattle-Tape security strip is present.This
function is not available for security provided by D8 RFID tags.
 Read Tags – Read and display the RFID tag information.
The workstation can be set up to match its intended functional requirements,
whether as a backroom check-in unit or as a front counter/utility machine that
checks items in and out and occasionally is used for special processing of
items.
CAUTION
Flickering or color variations may occur on CRT-type monitors
placed in proximity to the Staff Workstation due to its
electromagnetic properties. Maintain a separation of at least
18 in. to 48 in. (457 mm to 1,219 mm) between CRT-type
monitors and the Staff Workstation upper unit. The required
separation distance varies depending on the type of monitor
and the environment around the Staff Workstation.
In most cases, LCD-type monitors do not exhibit any type of
flickering,or color variations,when placed in close proximity to
the Staff Workstation.

9
Staff Workstation Configurations
There are three Staff Workstation configurations.
Please note your system's configuration. Certain information in this
guide is specific to configuration. This is noted throughout the guide.
Standard Configuration
In this configuration, the main user interface controls the
functions of the Staff Workstation. The circulation system
software runs on the library computer. The Staff Workstation
computer and the library computer communicate through a
hardware wedge.
Hardware
Wedge
Library
Computer
Electronics
Enclosure
Upper Unit
Local Configuration
In this configuration, the Companion user interface (shown
below) controls the functions of the Staff Workstation.
The Companion user interface has several helpful options,
including “always on top” and “autosize.” Always on top keeps
the Companion user interface visible on the screen regardless of
other applications being used, and autosize shrinks the
Companion user interface while not in use to free screen space
for other uses (as shown below).
Your library’s circulation system software and the Companion
user interface software are installed on the Staff Workstation
computer.
Electronics
Enclosure
Upper Unit
Monitor Options:
1. Customer supplied
2. 12-inch LCD touchscreen
(mounted on upper unit)
3. 15-inch standalone LCD
monitor
Remote Configuration
In this configuration, the Companion user interface (shown
below) controls the functions of the Staff Workstation. Your
library’s circulation system software and the Companion software
are installed on the library computer. The library computer and
the Staff Workstation computer communicate through a network
connection.
Electronics
Enclosure
Upper Unit
KVM
Switch
Box
Library
Computer
Network
Connection

10
RFID Tags versus Barcodes
Both barcodes and RFID tags provide item identification information to the
library circulation system. In addition, RFID tags can carry information about
the type of media being processed, which enables the workstation to inhibit
harmful security operations on magnetic materials.
About D8 Security
The Staff Workstation reliably enables and disables the 3M™ RFID D8 tag
security feature. It does not, however, provide feedback when the tag’s
security status changes. The “thump” you hear when an item is processed is
associated with Tattle-Tape strip security only, not D8 tag security. A library
item with a secure D8 tag, however, will trigger an alarm when the item
passes through an RFID detection system.
Conversion Software
As an option, the workstation can also be used to convert bar-coded items to
RFID technology.
A related product, the 3M
™
Conversion Station, uses software that converts
bar-coded items to RFID technology. The same conversion software used in
the Conversion Station can be run on the Staff Workstation and used to
convert items. Refer to Running Conversion Software on the Staff
Workstation on page 38.
The conversion software programs identification information onto a 3M™
RFID Tag. The touchscreen monitor shows where the RFID Tag should be
applied to the book or other media.
Components
The 3M™ Staff Workstation consists of the following components:
Electronics Enclosure with computer
The Electronics Enclosure (Figure 2) contains
the computer and the power switch for the
Staff Workstation. Communications and other
cables are routed through the back of the
enclosure.
Figure 2: Electronics Enclosure

11
Memory Card Drive
The memory card drive (Figure 3) is used to
access memory cards containing the memory
card database, which contains Search Lists
and other information.
Figure 3: Memory Card Drive
Workstation Upper Unit
The workstation upper unit (Figure 4) can be
set on the counter top and moved as needed
or permanently installed in-counter so that the
deck surface is flush with the counter top.
The upper unit consists of the:
 Deck (a), where item barcodes are
scanned, digital tags are read, and security
is turned on and off
 Barcode scanner (b) used for scanning
barcodes on library items
 Touchscreen monitor (c) (optional).
The Staff Workstation also includes a
keyboard and mouse (not shown).
Figure 4: Workstation Upper Unit
c
b
a
A diagnostic program for the touchscreen monitor is included with the
Staff Workstation. Refer to the 3M Staff Workstation Model 795
Administrator's Guide for the procedure to calibrate the touchscreen.
Keyboard Wedge (Standard Configuration only)
A keyboard wedge (a) may be installed on
your Staff Workstation. The keyboard wedge
sends information from the Staff Workstation
to the library circulation system. A light pen
(b) may be connected to the keyboard wedge.
The light pen scans barcodes on materials
that require special processing, such as
materials that cannot be scanned by the
barcode scanner mounted on the Staff
Workstation.
Figure 5: Keyboard Wedge and Light Pen
b
a

12
Software Wedge (Local and Remote Configurations only)
The software wedge is part of the Companion
user interface and is responsible for sending ID
information from barcodes or RFID Tags to the
library circulation system. It works similarly to a
hardware wedge, sending ID information to the
currently active application. Normally this is
your library circulation system.
If the software wedge is unable to
determine which application to send the
ID information to, it prompts you with the
Select Target Application window. If this
happens, select the target application
from this window and click OK.
If the target application is not active, you
have to start the application in order to
select it.
Select Target Application window
You can also configure the software wedge to always send ID information to
a specific application. The Staff Workstation always sends ID information to
the selected target application when the checkbox next to Always send IDs
to the selected application is selected and the selected target application is
currently active. If the target application is not active when an item is
processed on the Staff Workstation, you are prompted to select an
application in the Select Target Application window.
If you need to change the target application, follow these steps:
1 Start the target application. Normally, this is the library circulation
system.
2 Start the Companion UI (refer to Startup Procedure on page 14).
3 Press Ctrl+Alt+t to display the Select Target Application window.
4 Select the desired target application from the list in the window.
 If you want the software wedge to always send ID information to the
same application, select Always send ID's to the same application
as shown in the figure above. This configuration causes ID information
to always be sent to the same application, regardless other
applications.
 If you want the software wedge to send information to whatever
application has the focus, deselect Always send ID's to the same
application. In this case, if the Companion UI has the focus, you are
prompted to select a target application. Otherwise, the application that
has the focus receives the ID information.
5 Click OK.
If the Companion UI is automatically brought to the focus, for example,
to confirm a transaction, the focus is automatically returned to the
application that previously had the focus.

13
Using the KVM Switch
The KVM switch, which is used for remote configurations
only, allows the Staff Workstation and a library computer to
share one monitor, mouse, and keyboard.
The KVM switch box is typically configured as follows:
 Computer 1 represents the library computer.
 Computer 2 represents the Staff Workstation computer.
Using the Keyboard
 Press the Ctrl key twice in rapid succession to change
the selected computer.
Using the Select
 Press the Select button on the front of the KVM switch
box to change the selected computer.
The indicator lights on the front of the KVM switch show
which computer has keyboard/monitor/mouse control. The
"On Line" light indicates that the corresponding computer is
connected to the KVM switch. The "Selected" light indicates
that the corresponding computer has
keyboard/mouse/monitor control.
Select button
KVM switch
KVM switch indicator lights

14
Startup Procedure
To apply power to the Staff Workstation:
 Move the On/Off switch located on the front
of the cabinet to the On position. (Figure
6).
Only 3M-trained service technicians
should remove the cover of the unit.
Standard Configuration
 The main user interface appears on the
screen after you apply power to the Staff
Workstation. The software takes a few
seconds to load.
Local Configuration
 The Companion user interface appears on
the screen after you apply power to the
Staff Workstation. The software takes a
few seconds to load.
Remote Configuration
 Make sure the KVM switch is set to the
library computer.
 Double-click on the desktop to start
the Companion user interface (UI). The
Companion UI can also be set to start
automatically.
Figure 6: Staff Workstation cabinet
On/off
switch

15
Exit/Shut Down Procedure
Standard Configuration
1 On the Staff screen, click the Exit button.
 The Exit window appears.
2 Select one of the following:
• Exit – Exits the Staff Workstation
application and returns to the Windows
desktop.
• Exit and shut down computer – Does a
complete shut down of the Staff
Workstation computer. You will need to
turn off the power switch on the
workstation once Windows has shut
down.
• Exit and restart computer – Restarts
the computer.
3 Click OK.
The option you select is retained. For
example, if you select Exit and
shutdown computer, that option is
selected the next time the Exit pop-up
appears.
4 When Windows has completely shut down,
switch off the Staff Workstation power
switch.
Staff screen
Exit window

16
Local Configuration
1 Click Exit in the Operations menu of the
Companion user interface.
2 Click Shutdown in the Windows Start
menu.
3 Click Shutdown the computer, then click
Yes.
4 When Windows has completely shut down,
switch off the Staff Workstation power
switch.
Companion UI - Operations menu
Remote Configuration
1 Make sure the KVM switch is set to the library computer.
2 Click Exit in the Operations menu of the Companion user
interface (UI).
3 Press the Ctrl key twice quickly to toggle the KVM switch to the
Staff Workstation computer.
4 Click Shutdown in the Windows Start menu.
5 Click Shutdown the computer and then click Yes.
6 When Windows has completely shut down, switch off the Staff
Workstation power switch.