Communicators Group, NHS Scotland Library Service Development
Notes from meeting 30th March 2004
Timbury Room, NHS Education for Scotland Offices, 2 Central Quay, 89 Hydepark
Street, GLASGOW, G3 8BW
Present: Gerry MacLean (GM - State Hospital), Jennifer MacLaine (JM - NHS Borders),
Janette Boynton (JB - NHS QIS), Mhairi McMillan (MM - NHS Ayrshire and Arran), Sharon
Jamieson (SJ - Health Scotland), Isla Imrie (II -NHS Grampian), Cathy Smith (CS - NHS Fife),
Sandra Ladd (SL - NHS Lothian), Sue Hothersall (SH - NHS Lanarkshire), Anne Gillespie (AG NHS Highland) Ann Wales (AW- NHS Education)
1. Apologies for absence: Andy Jackson (NHS Tayside), Lottie McKie (NHS Forth Valley),
Gill Earl (Common Services Agency), Judith Anderson (NHS Dumfries and Galloway), Catriona
Denoon (NHS Glasgow)
2. Notes of previous meeting
These were accepted.
3. Matters arising
3.1 Amendments to notes of December meeting - accepted.
3.2 Circulation of notes to librarian networks – Communicators confirmed that notes of
meetings were circulated to all members of librarian networks within their local NHS Boards.
3.3 e-Library User Groups: NHS QIS confirmed that members of a user group had been
identified to provide feedback on e-Library development.
3.4 Patient Information Strategy Workshops: Annette Thain from the Knowledge
Services Group and a small group of NHS librarians had met with Sushee Dunn, the Project
Lead for the Patient Information Strategy. It had been agreed that a workshop would be
organised at some time in the future to help to define the potential contribution of the NHS
librarian and NHS library services to patient information provision.
3.5 Local design and production of e-Library promotional material. A range of new
promotional material (posters, bookmarks, wallet folders, internal envelopes, pens) would be
distributed via Marketing Links to mark the launch of the new e-Library interface. A poster
“shell” with e-Library graphics would also be distributed, available for customisation to
promote local services and events. The graphic designer employed by the e-Library Team can
be contracted to produce additional promotional material for local services. Contact details:
sanderson@eikongraphics.co.uk (Susan Anderson, Eikon Graphics)
3.6 Health Management Library training: Update deferred in Gill Earl’s absence.
3.7 Vignettes of e-Library usage
AW stressed that evidence of value and impact of the e-Library was essential to the business
case for its long term continuation. Real-life scenarios of usage and impact were a powerful
tool. Only a few vignettes had been received from the last time of asking. She asked
Communicators to seek further examples from their librarian networks.
Action: all
3.8 RGU/QMUC training programme for NHS librarians
The two components of the proposal for piloting this training programme were discussed.
The proposal was approved in principle, with the following issues to be explored further:
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Requirement to validate the user needs analysis element of the 4-module “librarian-only”
pilot, since it forms the basis of all the subsequent modules. For example, if GP’s are to be
used as the user group to form the focus of the pilot, a GP tutor or 2-3 practitioners might be
asked to participate in the workshop on user needs or to validate the conclusions reached by
the librarian group.
Suggested that a group of 5-6 librarians, including paraprofessionals, would be more realistic
and helpful than 3-4.
Cost and commitment from participants and course providers in order to produce a fully
accredited course and to offer online tutoring as well as or instead of workgroups and selfdirected learning.. Agreed that the ideal would be a flexible approach, with participants able
to “cherry pick” elements of the course, and to opt for acthcreditation or simply a certificate
of completion according to individual preference. The pilots would need to investigate
thoroughly the options available for course delivery format and potential accrediation,
considering issues of finance, time, personal commitment and potential market.
The principle was approved of involving healthcare practitioners as well as librarians in the
workshop on retrieving and evaluating health information on the Internet. It was agreed that
this broadening of interests would help with developing mutual understanding of roles and
responsibilities. It could also help to broaden the market and therefore the viability of the
course.
Agreed that participants in the librarian pilot group would be drawn from the East regional
librarian network (NHS Fife, NHS Borders, NHS Lothian).
Gerry MacLean was congratulated on her imminent secondment to role of NHS Librarian Staff
Development Manager within NHS Education. Gerry will be working 2.5 days per week with
the Knowledge Services Group in this capacity from the beginning of May, and will take on
primary responsibility for the RGU/QMUC course.
Communicators to feed back to Gerry and to Ann any additional comments on the proposed
pilot or ideas for the fully fledged course by 14th April 2004.
Action: All
AW to relay feedback to course developers at RGU / QMUC and to introduce Gerry as the new
lead on this work.
Action: AW
4. Freedom of Information Act
Lucy Scharbert and Cathy Sclater, Freedom of Information Officers from the Office of the
Information Commissioner, gave a presentation on the Act and its implications for NHS
Librarians. A copy of the presentation is attached. Issues highlighted in discussion included:
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Role of the NHS librarian as recipient of information requests, in analysing and assisting
with enquiries, networking with other information providers, and in promoting the
principle of freedom of access to information.
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Material held by the library is covered by the Act and information about holdings and the
catalogue should be published in the FOI schedules.
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The Act requires public sector bodies to meet requests for information they hold from
anywhere in the world.
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Where Copyright Law applies this takes precedence over FOI.
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Frequently Asked Questions for librarians
(http://www.itspublicknowledge.info)
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A health sector area will shortly be launched within the FOI website, containing model
publication schemes.
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Librarians raised some concerns over the categories system
schedules.
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Work emails are covered by FOI.
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Data protection concerns relating to naming of individuals within minutes etc had been
raised; initial legal test case indicates that naming of individuals in this way as part of the
work of public sector bodies will not be regarded as a data protection issue.
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Some of the group were actively involved in the networks implementing FOI locally;
others were not directly involved and were concerned about how the Act might affect
them.
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Overall there seems to be a need to support and further define the NHS Librarian role in
relation to FOI.
are
available
on
the
FOI
website
currently used for the
5. Demonstration of redesigned NHS Scotland e-Library
Sandra Davies (e-Library Team Leader) and Annette Thain (Project Manager, Managed
Knowledge Networks) demonstrated the following features of the redesigned e-Library:
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Simple and Advanced Search and Browse functionality
Cross-searching of Resource Discovery Network and Health Scotland databases, plus
incorporation of metadata from TRIP and Scottish Executive databases
Search Limits, including filtering output by Resource Type and limiting to systematic
reviews and trials
Subject indexing, including natural language mapping to MESH
Directory access to websites organised by broad categories
Personalisation – My Knowledge Space, including Profiling, Favourites, Alerts Service and
ability to set up “My Specialist Homepage”
Keeping up to date – including RSS Newsfeeds from the SHOW media monitoring service;
current awareness bulletins and SDI’s on bibliographic databases such as MEDLINE
Portals providing quick access to selected resources for Cancer, Coronary Heart Disease
and Mental Health
Pre-defined MEDLINE Expert Searches in these priority areas
Directory of health and social care library and information services from NHS, Higher and
Further Education, Voluntary Sector and local authorities
Discussion forums
Platform for development of Knowledge Exchanges, to facilitate knowledge sharing
within virtual Communities of Practice.
The team was congratulated on its work to date. Comments included the fact that the design
with the central search box for keywords perhaps makes users less likely to go to the
bibliographic databases for subject searching.
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6. Updates: Regional Librarian Networks and Local Strategies
6.1 Regional Librarian Networks
Northern Region Librarian Network:
Met on 1st March; discussed suggested agenda, OVID training and Northern Region project.
Need to encourage involvement by the Islands discussed; videoconferencing would be used
as much as possible; NES had agreed to fund one visit by Island representative to a regional
meeting; AW to videoconference with Island Communicators and Steering Group reps to
update on national strategy and Northern Region project . Schedule of future meetings
agreed.
Outer West Region Librarian Network:
Meeting held at Boswell House. Discussion of suggested agenda; distribution of national
strategy; concerns over Freedom of Information Act and implications for librarian workload.
Some Argyll and Clyde librarians feel that the “natural” link for this Board is with NHS
Glasgow. On the other hand, Argyll and Clyde, Ayrshire and Arran and Dumfries and Galloway
all share a common focus on improving services to remote and rural areas. Possibility of a
network encompassing all West of Scotland boards discussed (the model used by NES and by
regional planning teams) – but would this allow the voices of the smaller boards to be heard?
Agreed that this issue would be discussed further at the next regional and national meetings.
Action: MM
East Region Librarian Network: Discussed suggested agenda. Librarians agreed to
produce a briefing note on local strategies to accompany submission of the national strategy
to CEO’s and senior managers.
Inner West Region Librarian Network: No report received.
Special NHS Board Librarian Network: Had held a positive meeting at end of February;
agreed on 3 meetings per year; next meeting scheduled for June. Common issues of
complexity and organisational change making rapid progress on Board-wide strategies
difficult. CSA had taken up offer of OVID training in March for end-users.
6.2 Board-wide strategies
NHS Borders: A draft strategy had been produced by Russell Taylor, Head of ICT, who is
now on sick leave. Library Services now fall within the remit of the Training Department.
Discussions are taking place between NHS Borders and Napier University to review the
Service Level Agreement.
NHS QIS: New management structure will come into place on 1 April, enabling the library
service to move forward with its unified strategy. Information staff will be in the Knowledge
Management area of the new structure.
NHS Lothian: Latest round of negotiations on Service Level Agreement underway; new
proposals put forward by NHS, with all three Trusts now participating. User Needs Analysis
results now coming in from Primary Care; same questionnaire to be sent to acute Trust and
possibly to West Lothian Trust. Mini-report on user needs analysis to be produced by Clinical
Governance Department (expected around April). SL would make this report available on the
Librarians’ Area of the e-Library Website. It would also be distributed locally to local
information providers, Board etc.
NHS Grampian: Strategy has been in place since October 2003. New manager of IT
Training and Library Services (Duncan McArthur)now appointed for merged service. An
Implementation Plan is now being developed and the strategy evolved. Interlibrary loans
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system has now passed the evaluation stage, and operates as a unified service throughout
NHS Grampian. Services are working towards other objectives in the Strategy. A Marketing
Plan is currently in production.
NHS Fife: Strategy process has recommended a single unified Library Service.
Negotiations taking place regarding final structure to be recommended for NHS Library
Services. Arguments are based on principles of equity, access and cost effectiveness but
implementation is not cost-neutral. Hope to be ready for consultation on strategy by start of
May.
State Hospital: Principles of strategy are clear, but waiting for appropriate political moment
to start formal development. Plans for a Forensic Network need to be clarified as this will
affect the steer of the strategy.
NHS Lanarkshire: Library Services (apart from Health Promotion) now under single
manager. Librarians are working on individual sections of strategy and seeking management
sponsorship.
NHS Highland: Costings for a service for full range of NHS staff submitted to Chief
Executive.
NHS Ayrshire and Arran: Strategy accepted by the Corporate Team and will be presented
to the Board on 14th April. Ten objectives identified, including:
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Unified Catalogue system
Marketing Plan
Improved Services to Primary Care
Collaboration with Local Authority partners, eg providing services in partnership with
public libraries and making use of mobile library service to deliver training.
Information Skills Training Programme
Development of skills of library staff
Development of a financial plan for NHS Library Services
Recommendation has been made that Library Services should sit within the Knowledge
Management Directorate, which also includes Records Management, IT and Health
Intelligence.
Agreed that strategies and other relevant work should be shared as widely as possible within
the librarian community, so that we all benefit from best practice and learning experiences of
others.
Action: AW to request permission to upload Dumfries and Galloway and Grampian
strategies to Librarians’ Area of e-Library
7. Suppliers’ Training for Librarians and End-users
ProQuest training for librarians – PQ had commented that uptake was less than
expected. This is partly due to their expectations being based on the more highly populated
public library sector. However it was agreed that problem of organising training venues,
invitations, finding time etc, complicated the process of setting up training for NHS librarians
on a board-by-board basis. It was also observed that suppliers did not always appreciate the
distance between towns and cities in Scotland and would try to create unrealistic training
schedules within a limited timeframe.
Overall preference was expressed for NES organising librarian training as 4-5 venues across
the country and inviting librarians from all areas to attend, rather than attempting to organise
on an individual Board basis through direct liaison between Supplier and local librarians.
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OVID training for end-users: Discussed common problems of identifying suitable venues,
workload associated with organising promotion, restricted time for NHS staff to be released
for training, reaching staff in remote areas.
Agreed that primary need was to focus on delivery of virtual training. Highland still willing to
pilot WebEx training further. NELH model of 10-minute Web and conference-call based
sessions was advocated. Web delivery for remote areas and also CD production
recommended for those with poor Internet access.
Action: AW to liaise with OVID about implementation of WebEx training and customisation of
OVID online tutorial
Other recommendations:
 Involvement of Training Departments in organising and facilitating events
 Production of a template for invitations to be distributed by NES
 Production of a checklist of actions required to set up a training event.
Some comments had been received about librarians not being comfortable with the prospect
of delivery of training by non-librarians from outside the organisation, but it was agreed that
this was not a widespread concern.
8. Promotion and Outreach
8.1 CCI Bus Tour
Itinerary had been circulated. Communicators were asked to facilitate local library service
participation, liaising with local contacts as appropriate.
Action: All
8.2 Health Libraries Awareness Week
UK-wide event, scheduled for 29 November - 3 December
Planning meeting to be held at end of April.
8.3 Promotional material for redesigned e-Library
New A4 posters, bookmarks, pens, wallet folders and internal envelopes were in production.
Lynn Allan would be in touch with Marketing Links to determine requirements for local
libraries.
8.4 Update from Promotion and Outreach Group
Checklist and template for local Marketing Plan would be distributed shortly. Upon completion
of either of these forms, £100 would be made available to each Board support a local
promotional event .
9. Update from Coordinator
9.1 Seminar to launch “Exploiting the Power of Knowledge in NHS Scotland” – to
be held on 6 April at Scottish Health Service Centre. A good response had been received, with
over 60 senior managers signed up to participate. Guest speakers to include Ann Markham
(Chair of NES) and Dr Kenneth Roberston (Clinical Lead on e-Health strategy).
9.2 Focus group sessions in the afternoon on each of the 6 development themes identified in
the strategy would form the basis of a service development plan for 2004/5.
9.3 2004/5 will see work start on three new Knowledge Portals within the e-Library: for
Healthcare Associated Infections, Stroke Therapy and Remote and Rural Healthcare. All
projects are externally funded.
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9.4 Knowledge Management Forum on 30th April at Stirling Royal Infirmary will
provide the platform for launch of the enhanced NHS Scotland e-Library. Workgroup sessions
will focus on opportunities for development of “Knowledge Exchanges” as forums for sharing
of knowledge and supporting Communities of Practice. The key facilitating role potentially
available for NHS librarians within such Communities of Practice, working closely with
healthcare practitioners to improve access to knowledge resources, was briefly discussed.
The Forum is seen as an opportunity to promote the developing role of the NHS librarian, and
active participation would be warmly welcomed.
9.5 e-Library Business Case: June Andrews (Centre for Change and Innovation) and Dr
Kenneth Robertson (Clinical Lead, eHealth Strategy) have agreed to join the three NHS Board
Chief Executives on this working group. A Steering Group has also been drawn together
within NES to lead the development process, and a Business Manager assigned to this
project. Project plan has been drawn up and target date of August 2004 set for reaching
agreement on the case within NES and the Working Group.
10. Date of next meeting: 21 May 2004, 10.30 am at the Lister Institute, Hill Square,
Edinburgh.
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