Tag Archives: Streamlining

Who are our change-makers?

Are you sitting comfortably? Well I will begin……

Once upon a time a company needed to change and offer an improved service to its users. The senior leadership team (SLT) called the managers into a series of meetings and a plan was drawn up and agreed. The senior leadership team sat back and waited for the change to happen. Every month they monitored what was going on but nothing had changed. The SLT called the managers back into another series of meetings and again the plan was agreed. The SLT waited and still no changes took place.

The SLT tried a different approach. It decided to look at the informal networks that were operating across the company and used the free open source software Gephi to create a visualization of the networks; to see who the key people were. To their surprise one of the key people at the centre of the network was the man from the post-room. He visited every office twice a day with the post. They dug a little deeper and saw that although they had engaged with the managers in their company, they hadn’t engaged with the other key influencers in their company; people like the man from the post-room. The key influencers were surprised to be called to a meeting to discuss the proposed changes as they did not recognise that they had a role to play and ideas to offer that would improve the service. However, they participated positively and the change that needed to take place, happened.

The same is true of our strategic framework Knowledge for Healthcare. We all have a role to play in suggesting ways that these changes can happen. I work in the South as a knowledge services development lead; David works in the North as a learning resource advisor. We work together on the streamlining task & finish group and he will now describe how he has contributed to change and why that is important for our group.

Library change–maker David

As a learning resource advisor I’ve dealt with document delivery for a long time, I understand the day-to-day workings of document supply and have identified areas that could potentially cause bottlenecks. Over the years, I have been able to make suggestions to my colleagues and managers for ways in which we can streamline the processes and improve the service offered to our users. Sometimes these changes have been instigated by my manager, sometimes by me and sometimes the changes have been due to external factors such as changes in copyright law or the introduction of the CLA Licence Plus.

Since I joined the Streamlining Task & Finish group my knowledge of how other libraries approach document supply has increased and my understanding of copyright has also increased with our ‘copyright first responder’ training. This has been invaluable for me and for the library team. But my first-hand knowledge of document supply has also informed the decisions and recommendations the streamlining group has made; helping guide the group understanding of the library assistant’s role and highlighting areas of change which may help in this role. One of which was easier access to copyright advice and information.

As a result of this ‘three-way conversation’ between the task& finish group, myself and my manager some major improvements have been made to the service we offer our users in the area of document supply.

The challenge to us all is to become “change –makers” and work together to influence and deliver Knowledge for healthcare in our library and knowledge services. Oh and as you ask, the story above is a true one.

Sue Robertson
Knowledge Services Development Lead, South
Health Education England
4150 Chancellor Court | Oxford Business Park South | Oxford | OX4 2GX
T. 07557 256204
E. sue.robertson@hee.nhs.uk
W. www.hee.nhs.uk

David Watson
Learning Resources Advisor
Rodney Cove-Smith Library
South Tees Institute of Learning, Research and Innovation
South Tees NHS Foundation Trust
The James Cook University Hospital
Marton Road
Middlesbrough
TS4 3BW
Tel: 01642 854820

New Year, no sweat!

As written in the previous blog by my colleague David in November, copyright can bring us all out in a “cold sweat”.

To help make copyright easier for us all, the copyright first responders group has updated the information available for all to use on the copyright page of the NHS Library and Knowledge Services webpage.

http://www.libraryservices.nhs.uk/forlibrarystaff/information/nhs_copyright.html

It describes what may be copied under the NHS CLA Licence Plus and the UK Copyright Act and is full of hints and tips and quick links to help you.’

We will be adding FAQs shortly:

  • copying from national core content
  • supplying to patients and public
  • sharing copies between the NHS and higher education

In the meantime, have a look at the website and “don’t sweat the small stuff”!

Contact your regional NHS copyright first responders

North – Susan Smith and David Watson

Midlands and East – David Law, Joan Lomas, Vanessa Ancliffe, Martin Elcock, Ian Rennie

London and South – Tricia Rey, Helen Williams, Helen Bingham, Sue Robertson

Post prepared by Sue Robertson

Copyright – no more cold sweats!

As part of our work on document supply, the Streamlining Task & Finish group identified uncertainty around copyright as one of the key impediments to efficient sharing of copies between NHS libraries and customer-focussed document supply services. In fact, changes to the 1988 Copyright, Designs and Patents Act in 2014, and the introduction of the CLA Licence Plus for the NHS in England in 2015, mean that relatively speaking, sharing and using copies across the wider NHS in England has never been easier!

However, the picture can still be complicated.

For example, although documents can be supplied electronically, can multiple copies be shared amongst NHS staff and is a copyright declaration required?

In other words when does the Act apply, when does the CLA Licence apply, where do publisher licences come into this?

What happens where the NHS interfaces with higher education, with local authorities and with members of the public? For the answers see the table at the end of this posting.

Members of the Streamlining Task & Finish group appreciate the complexities and understand that copyright conundrums can bring even experienced library staff out in a cold sweat!

To that end we underwent training on copyright issues and will be launching a new service to help NHS library staff deal with copyright issues.

We have established a team of ‘Copyright First Responders’ which includes NHS library staff from each region.  Our role will be to provide advice and answers where we can, and refer you to other experts if we can’t.

We will also maintain a central store of guidance and FAQs at http://www.libraryservices.nhs.uk/forlibrarystaff/information/nhs_copyright.html .

We have set up a single email address: nhscopyrightqueries@libraryservices.nhs.uk. So if you have a query about copyright, don’t break out into a cold sweat, contact us and we’ll respond!

David Watson, Learning Resources Adviser, Rodney Cove-Smith library, South Tees NHS Foundation Trust for Streamlining Task and Finish Group

Copying under the CLA Licence for the NHS in England and under UK Legislation: summary table
QueryCLA LicenceUK Legislation
Who may make/receive copies?All members of the NHS workforce, including primary care, public health, students on placement, and HEI providers of LKS to the NHSAnyone: under Copyright Law, individuals may make ‘fair dealing’ copies from copyright works
What may be copied?Copies may be made from anything owned by/subscribed to by the NHS and covered by the CLA LicenceFair dealing/library privilege copies may be made from any copyright work*
How much may be copied?Two articles from a journal issue, any number from a themed issue; one chapter or 5% of a bookA ‘reasonable’ proportion e.g. one article from a journal issue, one chapter from a book
How many copies may be made?Multiple copies, including copies of copiesOnly single copies
Any restrictions on the purpose for copying?Any NHS-related usePersonal/non-commercial research only
Are declarations required?NoYes (e-tick OK)
May we send copies electronically?YesYes
May we store copies?Yes on secure networks for access by colleaguesYes but for personal use only