Tag Archives: research

National LKS Website – User Research Update

As you will know, the HEE Library and Knowledge Services’ Resource Discovery Team has been conducting some further user research to establish your requirements for the planned national LKS website.  To this end we have:

  1. Conducted 19 one-to-one interviews with stakeholders, and end users for identified gaps
  2. Ran 2 x user needs face-to-face workshops with a range of stakeholders and end users in Leeds and London (February 1 and 25) to generate user personas and user journey scenarios.  Users were from all regions of the country working in a variety of professional and paraprofessional library and knowledge services’ roles
  3. Ran 1 x user needs virtual workshop with a range of end users (April 10) to generate user-personas and user journey scenarios
  4. Analysis of a user needs validation survey with 172 responses
  5. Analysis of a pre-user discovery phase website functionality needs survey with 199 responses
  6. Created and prioritised 37 user stories with the HEE team

May we say a big thank you to all of who contributed to this research.  The data gathered form all of this activity has been drawn together and a report produced summarising our conclusions.  The report, National Library and Knowledge Services Website: User Research can be found on the KfH blog under Resource Discovery | Websites for Library staff.

27 user needs for the national LKS website were identified and prioritised into Must Haves; Should Haves and Could Haves  Most needs based on the validation survey have been prioritised must haves.

Top needs for the site:

  • Act as for a single point of access to LKS documents and resources whether national or regional.
  • Have good search functionality and filtering.
  • Be easy to use, to be written in plain English and to be visually appealing.  It must be kept up to date.
  • Work within the constraints of the ICT systems and policies in use within local NHS Trusts
  • Work well on mobile devices as well as the desktop
  • Download and upload documentation from and to the site easily
  • Users are alerted to any new and modified content in which they are interested
  • Communities of practice and collaborative tools are important.
  • Support career development and induction of those new to the profession
  • Offer a range of communication tools so that users can find out what’s going on. This must include mailing lists.
  • Calendars of events filtered by region must be available.
  • Allow users to connect to peers, find mentors, coaches, collaborators and others with skills to facilitate learning

This research and the report has now been presented to the Digital Communications Team at HEE and we are meeting next week to discuss how best to start work on developing a national LKS website which meets these identified needs.

Richard Bridgen on behalf of the HEE LKS Resource Discovery Team

How an institutional repository can add value and enable organisational knowledge to be shared.

Every year the information analyst in our Research & Development (R&D) department would spend weeks combing through PubMed, searching for Trust authored publications, assembling incredibly long and complicated search strings, comparing results against spreadsheets of names of Trust researchers… then assembling a publications report to attach as an appendix to the annual R&D report to the Trust board, or a spreadsheet of figures to send off to funding bodies. Reports which would then disappear into filing cabinets, or creaky hard drives, never to see the light of day again…

Until R&D and the Library worked together to launched the institutional repository!

The repository serves a dual purpose:

Firstly, the publications data is collected, checked and added to the repository on a regular basis (by library staff), saving the R&D department literally “weeks of time” (direct quote from a very happy information analyst).

Secondly, the publication details are made freely available online – showcasing all the research that takes place in the Trust.

This data was already being collected, but placing it in the institutional repository added value to it by making it:

  • Visible, searchable, discoverable
  • Organised – by division, specialty or department
  • Shareable – easy to Tweet about new articles, embed RSS feeds of new articles into subject resource hubs/intranet
  • Connected – linking research articles to research projects on the Trust’s research information systems
  • Open Access – including full-text versions of articles within publisher’s permissions, or linking to articles on publisher’s sites.
  • Promotable – ability to create researcher profile pages listing publications (good for CVs!)
  • Patient engaging – research participants can see what has been published in the studies they have been a part of

Institutional repositories don’t have to be limited to just published journal articles, they can also include other organisational assets such as patient information leaflets, Trust reports and publications, conference posters, innovations…the possibilities are endless! Your IR can either be internal or external facing depending on the content (your innovations may be protected by intellectual property for example).

You don’t necessary need fancy technology to put together an institutional repository – it can be something as simple as a spreadsheet or a blog – any tool or mechanism you can use to capture and organise knowledge. If you’re thinking about starting an institutional repository, see the Knowledge for Healthcare Institutional Repository Toolkit for ideas, tips & hints and case studies.

Organising and mobilising knowledge is what we information professionals do best and institutional repositories are a great opportunity to develop and strengthen relationships with other departments in our organisations (we’re certainly working closer with R&D now!) and to demonstrate our skills and value, so go for it!

Cate Newell
Reader Services Librarian and RD&E Research Repository Manager
Royal Devon & Exeter NHS Foundation Trust

Institutional Repositories – keep it simple!

The reason for being involved in the creation of an Institutional Repository

Creating an Institutional Repository (IR) is about connecting people to people, building on the external reputation of your organisation and increasing access to health and care research funded by public money.

You can chose from bespoke software systems, content management systems, library management systems (LMS), or more straight-forward solutions, for example, Excel spreadsheets and Access databases.

Why I chose to use my LMS for an IR.

  • I wanted to keep it simple.
  • I didn’t want to make the IR a silo. I wanted to raise awareness of knowledge outputs to help put people in touch with one another, and raise awareness of library and knowledge services at the board and throughout the organisation.
  • I wanted to do it within my current budget.
  • Using my LMS means customers find staff papers when they are looking for books on a topic, this is an added bonus.
  • As long as the outputs can be found, for me, the system is not the most important thing. I felt it was better to do it, rather than wait for a gold standard system which may not be affordable.
  • I wasn’t convinced a new system would offer us enough added value, or could offer much more than my LMS could offer. Our system is web-based.
  • To buy a bespoke system would not just cost an initial outlay, but ongoing maintenance costs and potentially storage costs too.
  • Using our LMS increases the scope of the system and provides additional justification for its maintenance.
  • My longer term plan is to link to open access articles where they are available. If I can’t link to full text access, I can still raise awareness of the research. The full text can be sourced though the library.
  • If the research is already available via a university repository or an organisation’s internet page, I plan to explore if I can link to it. However if the content is in PubMed Central, I will link to that, as I hope the links are less likely to break.
  • I don’t store the full-text, I would need additional storage space on our server and copyright can complicate this.
  • Cross linking is important to me, to make the content easy to find. Like many LMS I can create links to specific collections. I have a link which displays all staff papers via our Trust research department.

Hints and Tips to get going

  • The time it takes to set up an IR will depend on how research active or publication active your organisation is.
  • Try and pick a system that won’t become another legacy system or a silo, use one your Trust can easily support.
  • Start with items in the public domain and build on that if you can.
  • Start with staff papers as they are relatively easy to find. Begin by importing citations and use author affiliation searches.
  • Start with the current year; then build on this as far back as you need/want.
  • Seek work experience, college/university work placements and pre-employment placement opportunities, these can help you get an IR up and running and to help maintain it.
  • Consider sharing staff from research departments. It is a shared priority, so see if they can enter some of the information into your system, or can you raise awareness or support them with theirs?
  • If you are storing or linking to internal documents choose a method that will keep them internal (e.g. password protected or on an internal system). Often LMS have hidden categories which can be seen with a password.
  • If you are going to use a straight-forward solution like Excel, then ensure you get advice from library colleagues to make sure you get the best out of it. Items can be categorised, filtered and pick lists created to provide consistency.
  • Speak to library colleagues who you know have an IR or ask the members of the IR task and finish group to buddy you up with a colleague who can help.

Vicky Bramwell

Library Service Manager

Cheshire and Wirral Partnership NHS Foundation Trust

(Members of the IR task and finish group are  Lesley Allen, Vicky Bramwell, Dominic Gilroy, Hugh Hanchard, Jackie McGuire, Sue Robertson and Caroline Storer)