SHINE Study Day 4 April 2003 CLA Survey - NHS in Scotland 2002 Christine Blake Manager – Survey Operations

Status in 2002 NHS in Scotland had a Licence to copy from April 2000 NHS in Scotland had a Licence to copy from April 2000 The Scottish Executive Health Dept on behalf of the NHSiS had paid the Licence fee The Scottish Executive Health Dept on behalf of the NHSiS had paid the Licence fee CLA needed to distribute Licence money to its rightsholders on the basis of information from copying evidence CLA needed to distribute Licence money to its rightsholders on the basis of information from copying evidence

BUT - CLA had no data upon which to base this distribution CLA had no data upon which to base this distribution

What was required? The need to hold a survey to obtain data from areas covering all disciplines The need to hold a survey to obtain data from areas covering all disciplines Understanding of the structure and organisations within the NHSiS Understanding of the structure and organisations within the NHSiS Obtain a representative sample of publications Obtain a representative sample of publications Permission sought from the Scottish Executive Permission sought from the Scottish Executive From discussions with NHSiS librarians From discussions with NHSiS librarians Survey methodology devised by CLA’s consultant statistician Survey methodology devised by CLA’s consultant statistician

Next step - methodology Methodology + locations discussed with librarians and refined Methodology + locations discussed with librarians and refined –To include categorical and bibliographic surveys Categorical – a questionnaire to a sample of Trusts + Boards to discover overall types/categories and estimated copy volume Categorical – a questionnaire to a sample of Trusts + Boards to discover overall types/categories and estimated copy volume Bibliographic – a copy event evidence survey within sample of further Trusts, Boards + Management Executive Agencies to include identity of title + author + publisher with copying volume Bibliographic – a copy event evidence survey within sample of further Trusts, Boards + Management Executive Agencies to include identity of title + author + publisher with copying volume –This preceded by short questionnaire to identify copying locations prior to the biblio survey

Start the ball rolling Agree methodology and sample of institutions with SEHD Agree methodology and sample of institutions with SEHD SEHD sent out HDL on July 3 to all Chief Executives of survey sample institutions to inform them of what would happen and why SEHD sent out HDL on July 3 to all Chief Executives of survey sample institutions to inform them of what would happen and why This information trickled down to Directorate, Clinical Management, Business + other Managers & Departmental Heads This information trickled down to Directorate, Clinical Management, Business + other Managers & Departmental Heads CLA wrote follow up letters to CEs on 24 July CLA wrote follow up letters to CEs on 24 July

Categorical questionnaire To 5 Health Boards To 5 Health Boards Grampian Grampian Lanarkshire Lanarkshire Borders Borders Lothian Lothian Tayside Tayside

And - To 10 Trusts To 10 Trusts Dumfries & Galloway PC Dumfries & Galloway PC Lanarkshire Acute Lanarkshire Acute Lothian PC Lothian PC Grampian University Hospital Grampian University Hospital Ayrshire & Arran Acute Hospitals Ayrshire & Arran Acute Hospitals Ayrshire & Arran PC Ayrshire & Arran PC Borders PC Borders PC Forth Valley Acute Hospitals Forth Valley Acute Hospitals Lomond & Argyll PC Lomond & Argyll PC Tayside University Hospitals Tayside University Hospitals

Letter and questionnaire Letter + 5-page questionnaire Letter + 5-page questionnaire Sent to 559 named personnel from 97 job categories such as – Sent to 559 named personnel from 97 job categories such as – Medical Directors Medical Directors Estates Management Estates Management Directorate Service Manager Directorate Service Manager Health and Safety Health and Safety

Bibliographic survey Within 2 Health Boards Within 2 Health Boards Argyll & Clyde Health Board Argyll & Clyde Health Board Greater Glasgow Health Board Greater Glasgow Health Board Within 4 Trusts Within 4 Trusts N Glasgow University Hospitals N Glasgow University Hospitals S Glasgow University Hospitals S Glasgow University Hospitals Grampian PC Grampian PC Argyll & Clyde Acute Hospitals (Oban only) Argyll & Clyde Acute Hospitals (Oban only)

And - Management Executive Agencies Management Executive Agencies CSA including CSA including –Scottish Nat’l Blood Transfusion Service –Scottish Ambulance Service –Central Legal Office –Information & Statistics Division –Practitioners’ Services Division –Public Health Institute –Scottish Centre for Infections –Scottish Health Service Commission Clinical Standards Board for Scotland Clinical Standards Board for Scotland Health Education Board for Scotland Health Education Board for Scotland NHS Education for Scotland NHS Education for Scotland Mental Welfare Commission for Scotland Mental Welfare Commission for Scotland

Letter and questionnaire Letter + 1-page questionnaire Letter + 1-page questionnaire Sent to 317 named personnel from 50 job categories such as – Sent to 317 named personnel from 50 job categories such as – Clinical Directors Clinical Directors Facilities Management Facilities Management Information Services Information Services Primary Care Development Primary Care Development

Followed by - Briefing Briefing of senior liaison personnel at each institute of senior liaison personnel at each institute provision of survey guidelines provision of survey guidelines reconnoitre of p/c locations reconnoitre of p/c locations mini-briefings at individual sites mini-briefings at individual sites FAQs flyers supplied FAQs flyers supplied written survey information to all staff written survey information to all staff provision of information + instruction posters provision of information + instruction posters and data collection boxes and data collection boxes

Surveys started on mutually agreed dates started on mutually agreed dates lasted six weeks lasted six weeks all p/c’s included where copyright copying done – libraries & departments all p/c’s included where copyright copying done – libraries & departments participation by all staff who copy copyright participation by all staff who copy copyright once-weekly data collection visit by field officer once-weekly data collection visit by field officer

Timetable WHATWHEN HDL letter sent from SEHD 3 July CLA letter to CEs 24 July Questionnaire prior to biblio survey sent out 31 July Briefings & reccés in Boards, Trusts and MEAs August through September 1 st survey started Beginning of September Last survey started Mid-October Categorical questionnaire sent out 2 September Survey data input Started 16 September, finished end December ILL data input Started mid-October, finished end January 2003 Distribution to rightsholders March 2003

+ ILL data From libraries in - From libraries in - Southern General Hospital Southern General Hospital Victoria Infirmary Victoria Infirmary Beatson Oncology Centre Beatson Oncology Centre Glasgow Royal Infirmary Glasgow Royal Infirmary Health Education Board for Scotland Health Education Board for Scotland Argyll & Clyde Health Board Argyll & Clyde Health Board Greater Glasgow Health Board Greater Glasgow Health Board Grampian Primary Care Trust Grampian Primary Care Trust

5 survey field officers Based in Elgin Based in Elgin Responsible for Grampian Responsible for Grampian Based in Perth Based in Perth Responsible for North Glasgow Responsible for North Glasgow Based in Callander Based in Callander Responsible for Argyll & Clyde + Greater Glasgow Responsible for Argyll & Clyde + Greater Glasgow Based in Kilmarnock Based in Kilmarnock Responsible for South Glasgow Responsible for South Glasgow Based in Edinburgh Based in Edinburgh Responsible for Management Executive Agencies Responsible for Management Executive Agencies

Within the Boards we surveyed - Argyll & Clyde Health Board Argyll & Clyde Health Board HQ HQ 1 further site 1 further site Greater Glasgow Health Board Greater Glasgow Health Board HQ HQ

And, in the Trusts - N Glasgow University Hospitals N Glasgow University Hospitals Glasgow Royal Infirmary Glasgow Royal Infirmary Stobhill General Stobhill General Western Infirmary Western Infirmary Gartnavel General Gartnavel General Canniesburn Canniesburn Drumchapel Drumchapel Glasgow Dental Glasgow Dental S Glasgow University Hospitals S Glasgow University Hospitals Southern General Southern General Victoria Infirmary Victoria Infirmary

Plus - Grampian PC Grampian PC Summerfield House Summerfield House Royal Cornhill Royal Cornhill Spynie Spynie Woodlands Woodlands Inverurie Inverurie Fraserburgh Fraserburgh Glen O’Dee Glen O’Dee Campbell Campbell Jubilee Peterhead Community Turriff Community Insch & District War Memorial Dr Gray’s, and the Aberdeen Royal Clinics, practices & health centres

And, finally - Argyll & Clyde Acute Hospitals Argyll & Clyde Acute Hospitals (Oban only) Lorne & Islands District General Lorne & Islands District General And all of the Management Executive Agencies And all of the Management Executive Agencies

Analysis Categorical questionnaire Categorical questionnaire High return – over 30% High return – over 30% 91% of responders have access to p/c’s 91% of responders have access to p/c’s Of these, 94% from Boards and 79% from Trusts sometimes copy CLA-licensed copyright material Of these, 94% from Boards and 79% from Trusts sometimes copy CLA-licensed copyright material Estimated copying of medical & allied material in Scotland Estimated copying of medical & allied material in Scotland –68% book copying –72% journal copying –58% magazine copying

With - Categorical results mirrored actual copying information from biblio survey Categorical results mirrored actual copying information from biblio survey Based on Based on Bibliographic survey data Bibliographic survey data ILL data (ratio 103:6 between survey & ILL) ILL data (ratio 103:6 between survey & ILL) Categorical mapping onto CLA data base Categorical mapping onto CLA data base Proportional split 70% survey data & 30% categorical/bibliographical data Proportional split 70% survey data & 30% categorical/bibliographical data

Distribution First distribution of NHS money First distribution of NHS money made on 12 March 2003 made on 12 March 2003