SWIMS Network
Standards for Inter-Library
Document Supply
Dec 2014
Review date: Apr 2015
Contents
Page
1 Introduction
2
2 General information
2.1 Network libraries and membership categories
2.2 Temporary last resort status and other supply issues
2.3 Response times
2.4 Copyright and publisher licences
2
2
3
3
3 Responsibilities of the requesting library
3.1 Selection of locations
3.2 Making requests
3.3 Information required on request forms
3.4 Making speculative requests
4
5
5
6
4 Responsibilities of the supplying library
4.1 Supplying items
4.2 Requests which cannot be satisfied
7
8
5
6
7
8
9
10
11
8
8
8
8
9
10
10
Renewals
Lost or damaged books
Responsibilities to readers
Responsibilities to the Network
Reciprocal sharing with SENDS
Wider reciprocation
Further information
Appendix A: ILLs and copyright: scenarios
11
Appendix B: Suggested wording to include with copies
14
Appendix C: Terms & conditions of the HealthILL List
15
1
1. INTRODUCTION
This document specifies standards for document delivery between SWIMS Network
members and outlines the responsibilities of both requesting and supplying libraries.
2. GENERAL INFORMATION
2.1 Network libraries and membership categories
The SWIMS Network embraces health care libraries in the areas covered by the South
West, Thames Valley and Wessex regions and part of NHS East Midlands. This includes
libraries in Avon, Berkshire, Buckinghamshire, Cornwall, Devon, Dorset, Gloucestershire,
Hampshire, Isle of Wight, Milton Keynes, Northamptonshire, Oxfordshire, Somerset and
Wiltshire. The health care libraries on Guernsey and Jersey and the Defence Medical
Library Service (based in Lichfield, Staffordshire) are also members of the network.
There are four categories of Network membership:
Full
Affiliate
Affiliate – charging
Affiliate – permanent
last resort
NHS libraries using the SWIMS shared library management system, with
journals and books included on the SWIMS Catalogue; these libraries
participate in free, reciprocal resource sharing
NHS partner libraries not using the SWIMS LMS, with journals only
included on the SWIMS Catalogue; these libraries also participate in free,
reciprocal sharing of articles, and full members may lend books to them
on request
Non-NHS partner libraries not using the SWIMS LMS, with journals only
included on the SWIMS Catalogue; these libraries charge for the supply of
copies and do not request items from other network members; some also
have a restricted membership scheme
Non-NHS partner libraries not using the SWIMS LMS, with journals only
included on the SWIMS Catalogue; these libraries should only be used for
requests on a last-resort basis, but may occasionally request items from
other network members
A complete list of full and affiliate libraries is available at
http://www.swimsnetwork.nhs.uk/membership/locations/
A list of permanent and temporary last resort libraries is maintained at
http://www.swimsnetwork.nhs.uk/last-resorts/
The journal holdings of all members and the book holdings of full members (except
EXE/ECH1), are included on the SWIMS catalogue at http://www.swims.nhs.uk/ .
2.2 Temporary last resort status and other issues affecting supply
Libraries which are temporarily closed, insufficiently staffed or where stock is temporarily
unavailable may claim temporary last resort status, for periods of 3 days or more. This is
only to be used in extreme circumstances. Libraries claiming temporary last resort
should e-mail SWIMS-NETWORK@JISCMAIL.AC.UK including the SWIMS Network
1 To check EXE/ECH book holdings go to: http://lib.ex.ac.uk/search/X?SEARCH=&SORT=D&b=medic&b=whh.
EXE/ECH are happy to participate in interlibrary lending, but note this does not apply to Exeter University holdings.
2
library code in the subject line or message text. The Network Administrator will update the
list at http://www.swimsnetwork.nhs.uk/last-resorts when time allows. When mailing the
list, include the reason for claiming temporary last resort status, and the likely duration of
this, so that other members understand whether there will be no service at all, or simply a
slower service than usual. If you have claimed last resort status, in fairness to other
libraries, you should avoid making a large volume of requests.
Other issues affecting supply, such as a broken photocopier or email address not working,
should also be notified to SWIMS-NETWORK@JISCMAIL.AC.UK including the SWIMS
Network library code in the subject line or message text. A follow-up email should be sent
when the problem has been fixed.
2.3 Response times
Under normal circumstances member libraries will respond to requests within 24 hours of
receipt or next working day. Libraries that are not adequately staffed each day will respond
within five working days.
2.4 Copyright
a. Libraries may make copies under the terms of the both the CLA Licence for the NHS in
England and the Library Privilege terms of the 1988 Copyright Act, which was
amended in 2014. Publisher licences also usually permit making limited copies from eresources for licensed users, and sometimes printed copies for ILLs.
The CLA Licence
b. This Licence allows ‘NHS authorised persons’ to make and receive photocopies and
scanned copies of most printed and many digital copyright works which are owned by
the NHS (or by a university library which is contracted to provide services to NHS
staff), regardless of the country of publication, although there are some exclusions.
c. The best way to find out which of your library’s print and online titles can be copied
under the CLA Licence is via the CLA’s Title Search, available online or as a
downloadable app at: http://permissions.cla.co.uk/titlesearch.html (select the Public
Administration Licence option).
d. If a journal or other copyright work has been donated to your library, it can be regarded
as being owned by the NHS.
e. “NHS authorised persons” are all those working for and contracted by the NHS and
organisations established under the Health & Social Care Act 2012 (including public
health staff employed by local authorities), as well as university students on clinical
placement, university staff whilst contracted to work for the NHS, and non-NHS
librarians who provide services to the NHS staff.
f. Under the CLA Licence:



You may copy two articles from an issue of a journal (or several articles from an issue
if on the same theme), or up to one chapter or 5% of a book
Multiple copies and ‘copies of copies’ are allowed
Copyright declarations are not needed
3


Scanned copies may be stored on an intranet for up to 30 days, but otherwise may
only be stored digitally for ‘workgroup’ or individual use.
Only single paper copies may be made for patients and carers
The Copyright Act and Library Privilege
i.
Where copies cannot be supplied under the CLA Licence (e.g. because the end-user
or the item being copied is not covered by the CLA Licence), they may still be made
under the ‘Library Privilege’ terms of the Copyright Act.
j.
From 2014, library staff may make fair dealing copies for other not-for-profit libraries
from any copyright work, including from e-journals where publishers have until now
prohibited making copies for other libraries, and from works excluded from the CLA
Licence.
k. In these cases:




You may only copy one article from an issue of a journal, or a ‘reasonable’
proportion of any other published work.
The requester must have provided a declaration in writing to say that they have not
previously been supplied with a copy, that the copy is required for non-commercial
research or private study, that they won’t supply the copy to anyone else, and that
as far as they know, no one else is going to be asking for the same copy for the
same purpose at the same time. This declaration does not have to be signed, or
use a set form, and can be sent electronically.
You can supply the copy digitally, but the individual receiving it may only store it
digitally for their own personal use.
There is no longer a requirement to charge for the copies supplied.
Publisher licences
l.
Electronic databases and journals are typically licensed for access by those who work
for specific organisations, and library staff may make copies for everyone covered by
the licence, without limit and without a declaration. Some publisher licences permit the
supply of single print copies of e-journal articles to non-licensed individuals/libraries (in
which case you can supply these without the need for a declaration) but others do not.
For titles where the CLA licence doesn’t allow copies for other NHS users/the publisher
licence doesn’t allow copies to be made for other libraries, you can resort to Library
Privilege as above - but you will then need a written declaration.
3. RESPONSIBILITIES OF THE REQUESTING LIBRARY
3.1 Selection of locations
a) Where you have a choice, use libraries within your LETB area (i.e. South West,
Thames Valley, Wessex or East Midlands) before libraries elsewhere in the Network.
Use libraries elsewhere within the Network before approaching last resort libraries.
b) If within your target area you have the option of print or electronic, use print in
preference.
4
c) When selecting locations for journals, check holdings as well as titles, to make sure
that the locations you approach have the journal for the dates that you require, and that
the journal year and volume tally.
d) Do not request any article that you are able to access electronically, unless for any
reason you cannot access it yourself within the required timeframe.
3.2 Making requests
a) The preferred method of making requests to other network libraries is via e-mail. Do
not use SWIMS reservations or traps as a way of making book requests2. Urgent
requests must be made by phone.
b) If more than one item is included on an email, ensure they are clearly numbered and
separated.
c) Avoid requesting more than three requests from any one location per day, unless by
prior agreement.
d) Do not make requests that infringe copyright. If a declaration is required for the
copy being requested, it is your responsibility to obtain this. Unless you know
that the copy will be supplied under the terms of the CLA Licence, it is safest to
assume that a declaration is required.
e) Do not request multiple copies of single items. Although NHS readers are entitled to
multiple copies of a single item under the NHS CLA Licence, it is unfair to expect other
NHS libraries to supply multiple copies (and non-NHS libraries cannot do this). Under
the NHS CLA Licence you may make copies from the copy as long as the end user is
an ‘NHS authorised person’ and the original is owned by the NHS.
f) Be cautious about asking another library to reserve an item that is currently on loan:
SWIMS Network libraries may prioritise renewals by their own users over reservations
by other libraries, so please contact the holding library to discuss this if necessary.
3.3 Information required on request forms
a) Whether sent by e-mail or fax, the following must be included for each item requested
and must be legible:



Requesting library code and network name
Full postal address of requesting library (for the benefit of libraries which do not use
WinCHILL or similar, include this in a format that can be used as a label)
Request number, if used (good practice)
For journals:
 Journal title in full. Only use abbreviations which are completely unambiguous3:
 Year, volume and part number or date of issue, and pages of article
2
This particular instruction may be subject to change in future, if or when SWIMS is used for ILLs.
3 Examples of acceptable abbreviations are Am = American; Assoc = Association; Br = British; Eur = European; J = Journal
5


Author and/or first few words of title of article
If the journal title is an e-journal, then this must be specified.
For books:
 Author
 Title
 Year of publication
 Specific edition if required
 Classmark
 ISBN (if readily available and helpful)
b) Every effort should be made to send a full and accurate reference. Check
references that look incomplete, unclear or inaccurate before sending. Supplying
libraries have the right to return requests with incomplete references.
c) For Data Protection compliance, avoid including or minimise reader information
included on requests to other libraries.
d) If an article needs to be sent to a different e-mail address than the one used by the
requesting library, and/or there are local limits to the size of downloads, make this clear
in the requesting e-mail.
3.4 Making speculative requests for items not listed in SWIMS or other catalogues
SWIMS Network libraries typically have a list of others sources to try for items not
available within SWIMS, such as SENDS (see section 9), the National Union List of
Journals (formerly Nursing Union List of Journals), the Psychiatric Libraries Cooperative, the BMA Library and BLDSC. For speculative requests for items not
available from such sources:
a) The SWIMS-NETWORK mailing list may be used. Include ‘ILL request - can anyone
help?’ in the subject header, so that list members can quickly distinguish these as
speculative rather than specifically targeted requests. If a request is satisfied via the
network, immediately send a follow-up message to the list to let others know.
b) The HealthILL mailing list (HealthILL@libraryservices.nhs.uk) may be used. This is a
UK-wide list so reaches a wider audience, but should only be used as a ‘last resort’.
Please see Appendix C for the terms and conditions of use of the HealthILL list.
c) LIS-MEDICAL should NOT be used.
d) As with specifically targeted requests, copies requested and supplied must not breach
the terms of the copyright or publisher licences. It is good practice to add ‘if permitted
by licence’ to requests. Bear in mind that libraries may not be able to supply e-pubs
ahead of print, even if they have an electronic subscription to the journal.
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4. RESPONSIBILITIES OF THE SUPPLYING LIBRARY
4.1
Supplying items
a) Requests should be processed as soon as possible. Adequately staffed libraries are
expected to respond within 24 hours and unstaffed libraries within five days. If there
are unforeseen delays in supplying items, the requesting library should be informed as
soon as possible.
b) Photocopies may be single or double-sided, and made on A4 or A3 paper, and should
be clear, clean and properly collated.
c) Photocopies of articles and book chapters must include the source of publication.
d) Ensure that it is clear to the requesting library which library has supplied the
book/photocopy, and the date it was supplied.
e) Help ensure that the requesting library can match your document with their request e.g.
by including the request form or a copy, or replying to the original e-mail, citing the
request number (if provided).
f) Where possible, crop scanned copies so that receiving libraries do not need to print
pages with lots of black ink. To keep the size of files to a minimum, scanned articles
should be in black and white unless colour or greyscale is required for illustrations.
g) For books, ensure that the return date is clearly visible. If there are any specific
instructions for the requesting library (e.g. no renewals), include these in the copy trap
in SWIMS and on the item, and inform the requesting library by phone or e-mail. If the
book that has been requested is very large or heavy, you may decline to lend or
consider advising the requesting library, in case their reader only requires a chapter.
h) Supply copies by the quickest and most cost-effective means available.
i) Where post must be used, second class post is assumed. Items should be sent in
secure, protective and clearly addressed packaging. Avoid using staples.
j) Supplying libraries reserve the right to decline to fulfil a request but must provide a
reason for their decisions, e.g. short loan, inadequate reference, not allowed under
copyright or publisher licence, book too heavy, in demand locally etc.
k) If request forms include reader details, supplying libraries must treat them as
confidential. Do not leave them where unauthorised persons may access them, for
Data Protection purposes.
l) Under the terms of the NHS CLA licence supplying libraries are not required to collect
signed copyright declarations for requests supplied to other libraries.
m) If forwarding a scanned item to the user ensure that the appropriate statement in
appendix B is included (if unsure if the item is supplied from a hard copy or e-journal
use statement 2).
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4.2 Requests which cannot be satisfied
a) If you cannot supply the item requested, or the reference is faulty, notify the requesting
library ASAP by the quickest means (or immediately, if the request is urgent). If the
request was made by e-mail, reply by e-mail.
b) Include the reason for non-supply in your response. The abbreviations below are
commonly used, but use a fuller explanation if appropriate.
MFS
Ref only
missing from stock
reference only
OL/DB….
NYR
on loan/due back…
not yet received
c) SWIMS Network libraries may prioritise renewals by their own users over reservations
by other libraries. If you agree to reserve for another library an item that is currently on
loan, please ensure they are aware of any caveats that apply.
5. RENEWALS
a) Renewal of books is at the discretion of the lending library. Do not automatically renew
ILLs on SWIMS (unless you have a locally agreed protocol in place). However there is
a trial 5th Jan 2015 to 31st March 2015 such that you may self-renew up to once per
loan. This can be carried out on the SWIMS staff interfaces, or by logging into SWIMS
WebView at http://www.swims.nhs.uk/ .
b) For subsequent renewals, the borrowing library should contact the lending library by
phone or email to request a renewal. The lending library will update the record on
SWIMS as appropriate.
6. LOST OR DAMAGED BOOKS
a) Given the costs involved in raising invoices network libraries should not invoice each
other in respect of lost, damaged or overdue books. In the interests of good network
relations, the library responsible for the loss of a book should contact the lending library
and offer to replace it:


If the loss occurs during transit from the supplying library to the requesting library,
the supplying library should assume responsibility for the loss.
If the loss occurs whilst the item is on loan to readers or during transit back to the
supplying library, then the borrowing library (or their reader) should assume
responsibility.
Where readers are asked to purchase replacement copies, care should be taken to
ensure that the correct title and edition is purchased.
7. RESPONSIBILITIES TO READERS
a) Ensure that readers are informed ASAP if there is likely to be a delay in satisfying their
request, or if for any reason their request cannot be satisfied.
8
8. RESPONSIBILITIES TO THE NETWORK
Network member libraries must:
a) Treat all personal information on request forms as confidential in accordance with the
Data Protection Act.
b) Maintain statistics of items requested and supplied via the network.
c) E-mail the SWIMS-NETWORK list to claim temporary last resort status, and, for
charging libraries, changes in charges or charging methods.
d) Try to resolve any particular difficulties in supply with the library involved. Notify the
SWIMS ILDS Group about any unresolved or general problems, or with any suggested
improvements to the operation of the scheme.
e) Comply with the SWIMS Network Terms of Reference (available at
http://www.swimsnetwork.nhs.uk/membership/policies/), and in particular:
1. Maintain accurate, up-to-date library contact details on HLISD.
2. Maintain accurate, up-to-date holdings information on SWIMS (for affiliate
members, this is via the Network Administrator) and in the Link Resolver. Include
information about gaps in holdings and missing issues.
3. Be a member of the network e-mail discussion list, SWIMS-NETWORK.
4. Ensure that all library staff, and in particular those who deal with inter-library lending
and document supply, are familiar with the contents of this document and follow its
provisions.
9. RECIPROCAL SHARING WITH SENDS
a) SENDS (South East Network Document Supply) comprises the libraries Kent, Surrey
and Sussex.
b) SWIMS libraries may approach SENDS libraries on a second resort basis, i.e. after
SWIMS locations have been exhausted. SENDS libraries may approach SWIMS
libraries on the same basis.
c) To search the SENDS catalogue of journals and books and find contact details for
SENDS libraries, go to http://www.swimsnetwork.nhs.uk/ilds/other-networks/
d) Libraries in either network may approach libraries in the other network to borrow books
but this should be agreed in advance between the libraries in question. Libraries in
both networks reserve the right to decline to lend books.
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10. WIDER RECIPROCATION
Any formal arrangements for wider reciprocation will be agreed by the SWIMS Network
Board, and will be evaluated for balance. Please participate in these arrangements as
directed by the Board.
11. FURTHER INFORMATION
The
Network
Administrator’s
contact
http://www.swimsnetwork.nhs.uk/networkcontacts/
details
can
be
found
at
Information about joining the SWIMS-NETWORK discussion list is available at
http://www.swimsnetwork.nhs.uk/networkcontacts/
Contact details for members of the SWIMS Network ILDS Group are at
http://www.swimsnetwork.nhs.uk/groups/ilds-group/
10
Appendix A: ILLs and copyright: NHS libraries supplying copies to own service users
Which
licence/
legislation
is relevant?
Is a
declaration
required?
Are there any
restrictions on
WHAT can be
copied?
Are there any
restrictions on
WHO you can
send the copy
to?
Are there any
restrictions on
HOW this copy
can be sent?
Are there
restrictions on what
the end-user can do
with the copy?
A. An article
from an
electronic
journal to
which your
library has
access
Publisher
licence
No
No
No – you can supply a
copy to anyone
covered by your
licence.
No
Personal use OK.
Inclusion in teaching
packs, VLEs, etc,
probably OK but check
licence. Use statement 2
(in appendix B).
B. An article
from a printed
journal held in
your library
NHS England
CLA licence
No
No more than two
articles may be copied
from a single issue
(more if a ‘themed’
issue).
No – you can send to
any of your service
users
No – can copy and email/post to any of
your service users
Personal use and
‘workgroup’ sharing OK.
Can put on intranet for 30
days. Use statement 1.
C. An article
from BL (an
The licence
used by BL
Yes
The BL can only
supply you with single
copies.
No – can send to any
of your service users
who has signed a
declaration.
No, but you must not
make any additional
copies.
Personal use only. Strictly
no further copying. Use
statement 2.
ordinary copy, not a
copyright cleared
copy)
11
E. An article
from a print
journal from
another NHS
England library
Which
licence/
legislation
is relevant?
Is a
declaration
required?
Are there any
restrictions on
WHAT can be
copied?
Are there any
restrictions on
WHO you can
send the copy
to?
Are there any
restrictions on
HOW this copy
can be sent?
Are there
restrictions on what
the end-user can do
with the copy?
NHS England
CLA licence
No
The library will not be
able to supply you
more than two articles
from a single issue.
No – can send to
anyone covered by the
NHS CLA licence.
No – can copy and email/post to anyone
covered by the NHS
CLA Licence.
Personal use and
‘workgroup’ sharing OK.
Can put on intranet for 30
days. Use statement 1.
Copyright Act
Yes – you will
need to obtain a
declaration from
your end-user
The supplying library
will only be able to
provide one article
from a single issue
Only the end-user who
has provided the
declaration
No
Personal use only. Use
statement 2.
Copyright Act
Library
Privilege
You can supply under library privilege but in theory a declaration is required, so best approach is to send the user the
link – that way they can also see and take account of anything that the source website says about permitted uses and
copyright, etc.
includes HE library
contracted to NHS
F. An article
from a library
not covered by
the NHS
England CLA
licence e.g. an
NHS Scotland library
or an HE library with
no NHS users
G. An article
that you found
free on the
internet
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ILLs and copyright: NHS libraries supplying copies to other libraries
A. An article
from an
electronic
journal to
which your
library has
access
B. An article
from a printed
journal held in
your library
Which licence/
legislation is
relevant?
Is a declaration
required?
Are there any
restrictions on
what can be
copied?
If other library is
NHS, NHS England
CLA Licence
No
Do a title search at
http://permissions.cla.co.uk/titlesearch.html
to see if you can make copies for other
NHS libraries. If yes, limit is two articles
per journal issue.
Otherwise
Publisher licence
Are there any
restrictions on
who you can
send the copy
to?
Are there
restrictions on
what the end-user
can do with the
copy?
No
If NHS, no - use statement
1
No
Personal private use
only – use statement 2.
Failing this, you can make a single copy,
but you need a declaration.
No more than two
Any library covered
articles may be
by the NHS
copied per journal
England Licence
issue.
No
Personal private use
only – use statement 2.
If NHS, no - use statement
Only one article per
journal issue
No.
No
Check whether your licence allows making
of single paper copies for other libraries. If
yes, no declaration required.
Copyright Act
Yes
If other library is
NHS, NHS England
CLA Licence
No
Or
Are there any
restrictions on
how this copy
can be sent?
No
1
Otherwise
Copyright Act
Yes
13
Any not-for-profit
library
Personal private use
only – use statement 2.
Appendix B: Suggested statements to include with copies
1. Copies supplied under the NHS CLA Licence
“This copy has been supplied to you under the terms of the NHS England CLA
Licence. You may store your own copy (e.g. on your personal drive or own PC),
and make further copies for other NHS colleagues. You may put it on an intranet
page for up to 30 days, but not place it on the internet. Thank you for your cooperation.”
2. Copies supplied under the Copyright Act, a Publisher Licence, or obtained
from the BL, BMA or another non-NHS library
“This copy has been supplied to you under the terms of the Copyright Act or a
publisher’s licence or from another library. It is for your personal, non-commercial
use only. You may not make further copies. Thank you for your co-operation.”
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Appendix C: Terms and conditions of the HealthILL List
HealthILL@libraryservices.nhs.uk facilitates interlending/document supply between
library staff working in health and social care across the whole of the UK. Note that
ILL requests and duplicate journal offers are not accepted on LIS-Medical.
This mailing list is provided by the HEE Library and Knowledge Service Leads and
should only be used for “last resort requests” after all other potential sources have
been exhausted.
To join the list: sign up at
http://lists.libraryservices.nhs.uk/cgi-bin/mailman/listinfo/healthill
Anyone who tries to post to the list who is not a member will be asked to join the list
before their request can be activated. If a generic library email address is used to
join the list then this email address needs to be used for all subsequent requests not
the address of individual members of staff.
To contact the list owners: e-mail healthill-owner@libraryservices.nhs.uk
Terms and conditions of usage
1. Please request one item per email. This will speed up supply and give more
accurate statistics.
2. In the subject line please put “Request, title of the journal and the year” e.g.
REQUEST Annals of Internal Medicine 2011 as this will help people quickly
identify whether they can help you.
3. If you resubmit your request please put “2ND Request, title of the journal and
the year” e.g. 2ND REQUEST Annals of Internal Medicine 2011.
4. If your request is satisfied then please save your colleagues time by sending
another email to the list to let them know.
The standard format is the same subject line as the initial request with satisfied
at the beginning e.g. SATISFIED REQUEST - Annals of Internal Medicine 2011
This stops other libraries from looking for a request you've already satisfied and is
useful for the statistics we are keeping of the list.
5. Postings should contain full library contact details.
Restrictions and Legal Concerns
6. Do not breach terms and conditions of copyright or publisher licenses
when making or supplying requests via this list.
7. No commercial advertising or offensive or obscene comments/images in
postings to the list.
8. No attachments are permitted in postings to the list.
9. Lists of journal duplicates and wants should be posted to lis-medjournalduplicates@jiscmail.ac.uk
Prepared by the healthill-owner@libraryservices.nhs.uk revised September 2014
15