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Copyright Information

New Scottish Government policy regarding photocopying print publications in NHS Scotland

The Scottish Government is implementing a new policy regarding the photocopying of print publications across NHS Scotland.  This policy is designed to minimise the risk of NHS Boards and/or staff being prosecuted for copying items in breach of the Copyright Act.  For more information see Link opens in new windowhere (internal only).
These changes affect all staff and it is vital everyone is familiar with the new policy.  Failure to follow the new policy may lead to NHS Grampian being prosecuted, and may be treated as a staff disciplinary offence.

 

 The new policy will come in to effect on Friday 16th September 2011.

 
  • The new policy
  • FAQs  
  • Contacts

    The new policy

    From 16th September 2011:
     
    • There will be no on-site copying of print publications (books, journals, reports, etc) for NHS business
       
    • Electronic resources available through the Knowledge Network must be used in the first instance
       
    • Central funds will be made available to purchase copyright-cleared copies of essential journal articles or other material from the British Library (See below on how to order a copy from the British Library)
       
What does this mean in practice?

 NHSG staff must not photocopy print materials (books, journals, reports, etc), for any reason, unless:

  • The document was produced by NHSG (i.e., we hold the copyright)
  • The document was produced under Crown Copyright (and includes a statement to that affect - don't assume it to be the case. Note that documents produced by other NHS Boards are not covered by Crown Copyright.)
  • The document was produced under a licence granting permission for copying (e.g., a Creative Commons Licence)
  • The document owner has given written permission

The new policy is outlined in these documents (Internal only) from the Central Legal Office at the Scottish Government:


FAQs 

How do I get a copy of a journal article, report or book chapter?

What types of publications does this policy apply to?

I just want to copy a few pages from a text book: can I do that?

If the item is available in an NHS Grampian library can I copy it?

Can I copy a journal or book from Aberdeen University Medical Library?

Can I copy a Scottish Government report?

Can I copy a journal or book at home?

How much will it cost me to order an article or book?

How many requests can I make?

How long will articles take to arrive?

I need an article extremely urgently: how quickly can I get it?

I need an item extremely urgently: can I copy it from an NHS Grampian library or Aberdeen University Medical Library?

Can I order an article just to keep up to date with my speciality?

I am doing an educational course: can I order an article or book?

I am doing a research project: can I order several articles for it?

I run a journal club: can I copy an article to use at it?

I teach a course for NHS staff: can I copy items to put in the teaching packs?

Can students photocopy items?

I can get the item I want on the Internet: can I use it?

FAQs

How do I get a copy of a journal article, report or book chapter?

To order an article, report, or chapter of a book:

    Contact the library by e-mail or phone
    If you are a member of NHSG libraries you can use the request form on the catalogue (Shelcat).  See the library membership page to learn more about joining the library
    If you find an article through an electronic database, follow the SFX link SFX button to the request page on the Knowledge Network.

What types of publications does this policy apply to?

All print publications - books, journals, reports, forms, etc - unless:

  • The document was produced by NHSG (i.e., we hold the copyright)
  • The document was produced under Crown Copyright (and includes a statement to that affect - don't assume it to be the case. Note that documents produced by other NHS Boards are not covered by Crown Copyright.)
  • The document was produced under a licence granting permission for copying (e.g., a Creative Commons Licence)
     
  • The document owner has given written permission
     

I just want to copy a few pages from a text book: can I do that?

No.  There is to be no copying of copyrighted print materials in NHS Scotland.  You will be able to order a photocopy of a chapter from a book from the British Library.

If the item is available in an NHS Grampian library can I copy it?

No.  There is to be no copying of copyrighted print materials in NHS Scotland.  You will be able to order a photocopy of an item from the British Library.

Can I copy a journal or book from Aberdeen University Medical Library?

If you have a university post (i.e., you are entitled to a university staff card) you can copy items under the terms of the university's copyright licence for university purposes (not NHS business).

If you are studying with the university you can copy items related to your course of study.

In either case you must check the notices next to the photocopiers that give details of what you are allowed to copy.

Can I copy a Scottish Government report?

Yes.  All SG publications are Crown Copyright and may be used and re-used in any format or medium.  However, other items on the SG website (e.g., photos) may not be covered.  The copyright status of items can be checked by contacting newswebsite@scotland.gov.uk

Can I copy a journal or book at home?

You must not copy any material if it is for NHS work.

How much will it cost me to order an article or book?

Inter-library loans are free to staff for work purposes.  The costs (at least £20 per item) are being paid by the Scottish Government from the money saved by ending the NHS Scotland copyright licence.

How many requests can I make?

The budget for Inter Library Loans is being managed centrally by NES on behalf of the Scottish Government.  The exact number of requests you can make will depend on what proportion of that budget is allocated to NHSG.  This has yet to be decided by NES.

There is no limit to the number of requests if they are being funded by your department or are research grant.

 

How long will articles take to arrive?

The British Library will despatch items within 24 hours.  They may be delivered electronically or by post.
 

I need an item extremely urgently: how quickly can I get it?

It is possible to get items delivered within 2 hours.  However, this service is extremely expensive and should only be used in situations of exceptional clinical need.

I need an item extremely urgently: can I copy it from an NHS Grampian library or Aberdeen University Medical Library?

If there is an exceptional clinical need it may be possible to copy an item and apply for copyright permission retrospectively.  However, as above, this may be extremely expensive and should only be used if absolutely necessary.

Can I order an article just to keep up to date with my speciality?

Yes, though you should try to use electronic resources from the Knowledge Network as much as possible.

I am doing an educational course: can I order an article or book?

If your course is being provided by a higher education institution you should order items through that institution. For other courses you can order items from the library.

 

I am doing a research project: can I order several articles for it?

Yes, if the research is unfunded and  part of your day-to-day work.  If you are receiving a grant for the research then you should transfer funds to cover the costs.

If the research is funded by your department it should make a contribution towards the costs.

 

I run a journal club: can I copy an article for all the participants to use at it?

No.  You should try to use electronic resources as much as possible.  However, please note that you can't make multiple copies of an article you have downloaded; each participant must download their own copy.  If you have to use printed resources you need to order multiple copies from the library. 

 

I teach a course for NHS staff: can I copy items to put in the teaching packs?

No.  You should try to use electronic resources as much as possible and include details in the pack: participants should each download their own copy.  If you have to use printed resources you need to order multiple copies from the library.

Can students photocopy items?

Students can copy items for education purposes but not if the copying is related to NHS work. Any copying must still be within the rules of fair dealing (for private study, and the amount of copying is limited).

I can get the item I want on the Internet: can I use it?

No.  You need to be sure that the copyright holder has agreed to make the item freely available, for example by providing it under a Creative Commons Licence.  However, under the terms of many licences 'commercial' use is not allowed, and it may be argued that NHS use is commercial (see Intranet page on Copyright, for more information).

Contacts

If you have comments on this policy, please contact:

Ann Wales, Programme Director, Knowledge Services Group, NES: ann.wales@nes.scot.nhs.uk

or

Christine McLaughlin, Directorate of Health Finance and Information christine.mclaughlin@scotland.gsi.gov.uk

If you have specific questions on how this policy will operate in NHS Grampian (e.g., what can be photocopied, how to order items, how to access electronic resources), please contact the NHSG Library Service:

George Dougary, Library & Knowledge Services Manager: Ext 57007, george.dougary@nhs.net

Paul Manson, Liaison/Clinical Librarian: Ext 767873, p.manson@nhs.net

Dr Grays Library: Ext 67624 , drgrays.library@nhs.net