SHINE Study DaySHINE Study Day4 April 20034 April 2003

CLA Survey - NHS in Scotland CLA Survey - NHS in Scotland 20022002

Christine BlakeChristine Blake

Manager – Survey OperationsManager – Survey Operations

Status in 2002Status in 2002

NHS in Scotland had a Licence to copy NHS in Scotland had a Licence to copy from April 2000from April 2000

The Scottish Executive Health Dept on The Scottish Executive Health Dept on behalf of the NHSiS had paid the behalf of the NHSiS had paid the Licence feeLicence fee

CLA needed to distribute Licence CLA needed to distribute Licence money to its rightsholders on the basis money to its rightsholders on the basis of information from copying evidenceof information from copying evidence

BUT -BUT -

CLA had no data upon which to CLA had no data upon which to base this distributionbase this distribution

What was required?What was required?

The need to hold a The need to hold a survey to obtain data survey to obtain data from areas covering all from areas covering all disciplinesdisciplines

Understanding of the Understanding of the structure and structure and organisations within the organisations within the NHSiSNHSiS

Obtain a representative Obtain a representative sample of publicationssample of publications

Permission sought from Permission sought from the Scottish Executivethe Scottish Executive

From discussions with From discussions with NHSiS librariansNHSiS librarians

Survey methodology Survey methodology devised by CLA’s devised by CLA’s consultant statisticianconsultant statistician

Next step - Next step - methodologymethodology Methodology + locations discussed with Methodology + locations discussed with

librarians and refinedlibrarians and refined– To include categorical and bibliographic surveysTo include categorical and bibliographic surveys

CategoricalCategorical – a questionnaire to a sample of Trusts + – a questionnaire to a sample of Trusts + Boards to discover overall types/categories and Boards to discover overall types/categories and estimated copy volumeestimated copy volume

BibliographicBibliographic – a copy event evidence survey within – a copy event evidence survey within sample of further Trusts, Boards + Management sample of further Trusts, Boards + Management Executive Agencies to include identity of title + author Executive Agencies to include identity of title + author + publisher with copying volume + publisher with copying volume

– This preceded by short questionnaire to identify This preceded by short questionnaire to identify copying locations prior to the biblio surveycopying locations prior to the biblio survey

Start the ball rollingStart the ball rolling

Agree methodology and sample of Agree methodology and sample of institutions with SEHD institutions with SEHD

SEHD sent out HDL on July 3 to all Chief SEHD sent out HDL on July 3 to all Chief Executives of survey sample institutions to Executives of survey sample institutions to inform them of what would happen and whyinform them of what would happen and why

This information trickled down to Directorate, This information trickled down to Directorate, Clinical Management, Business + other Clinical Management, Business + other Managers & Departmental HeadsManagers & Departmental Heads

CLA wrote follow up letters to CEs on 24 JulyCLA wrote follow up letters to CEs on 24 July

Categorical Categorical questionnairequestionnaire To 5 Health BoardsTo 5 Health Boards

GrampianGrampian LanarkshireLanarkshire BordersBorders LothianLothian TaysideTayside

And -And -

To 10 TrustsTo 10 Trusts Dumfries & Galloway PCDumfries & Galloway PC Lanarkshire AcuteLanarkshire Acute Lothian PCLothian PC Grampian University HospitalGrampian University Hospital Ayrshire & Arran Acute HospitalsAyrshire & Arran Acute Hospitals Ayrshire & Arran PCAyrshire & Arran PC Borders PCBorders PC Forth Valley Acute HospitalsForth Valley Acute Hospitals Lomond & Argyll PCLomond & Argyll PC Tayside University HospitalsTayside University Hospitals

Letter and Letter and questionnairequestionnaire Letter + 5-page questionnaireLetter + 5-page questionnaire Sent to 559 named personnel Sent to 559 named personnel

from 97 job categories such as –from 97 job categories such as – Medical DirectorsMedical Directors Estates ManagementEstates Management Directorate Service ManagerDirectorate Service Manager Health and SafetyHealth and Safety

Bibliographic surveyBibliographic survey

Within 2 Health BoardsWithin 2 Health Boards Argyll & Clyde Health BoardArgyll & Clyde Health Board Greater Glasgow Health BoardGreater Glasgow Health Board

Within 4 TrustsWithin 4 Trusts N Glasgow University HospitalsN Glasgow University Hospitals S Glasgow University HospitalsS Glasgow University Hospitals Grampian PCGrampian PC Argyll & Clyde Acute Hospitals (Oban Argyll & Clyde Acute Hospitals (Oban

only)only)

And -And -

Management Executive AgenciesManagement Executive Agencies CSA includingCSA including

– Scottish Nat’l Blood Transfusion ServiceScottish Nat’l Blood Transfusion Service– Scottish Ambulance ServiceScottish Ambulance Service– Central Legal OfficeCentral Legal Office– Information & Statistics DivisionInformation & Statistics Division– Practitioners’ Services DivisionPractitioners’ Services Division– Public Health InstitutePublic Health Institute– Scottish Centre for InfectionsScottish Centre for Infections– Scottish Health Service CommissionScottish Health Service Commission

Clinical Standards Board for ScotlandClinical Standards Board for Scotland Health Education Board for ScotlandHealth Education Board for Scotland NHS Education for ScotlandNHS Education for Scotland Mental Welfare Commission for ScotlandMental Welfare Commission for Scotland

Letter and Letter and questionnairequestionnaire Letter + 1-page questionnaireLetter + 1-page questionnaire Sent to 317 named personnel Sent to 317 named personnel

from 50 job categories such as –from 50 job categories such as – Clinical DirectorsClinical Directors Facilities ManagementFacilities Management Information ServicesInformation Services Primary Care DevelopmentPrimary Care Development

Followed byFollowed by --

BriefingBriefing of senior liaison personnel at each instituteof senior liaison personnel at each institute provision of survey guidelinesprovision of survey guidelines reconnoitre of p/c locationsreconnoitre of p/c locations mini-briefings at individual sitesmini-briefings at individual sites FAQs flyers suppliedFAQs flyers supplied written survey information to all staffwritten survey information to all staff provision of information + instruction provision of information + instruction

postersposters and data collection boxes and data collection boxes

SurveysSurveys

started on mutually agreed datesstarted on mutually agreed dates lasted six weekslasted six weeks all p/c’s included where copyright all p/c’s included where copyright

copying done – libraries & departmentscopying done – libraries & departments participation by all staff who copy participation by all staff who copy

copyrightcopyright once-weekly data collection visit by once-weekly data collection visit by

field officerfield officer

TimetableTimetable

WHATWHAT WHENWHENHDL letter sent from SEHDHDL letter sent from SEHD 3 July3 July

CLA letter to CEsCLA letter to CEs 24 July24 July

Questionnaire prior to biblio survey Questionnaire prior to biblio survey sent outsent out

31 July31 July

Briefings & reccBriefings & reccés in Boards, Trusts and és in Boards, Trusts and MEAsMEAs

August through SeptemberAugust through September

11stst survey started survey started Beginning of SeptemberBeginning of September

Last survey started Last survey started Mid-OctoberMid-October

Categorical questionnaire sent outCategorical questionnaire sent out 2 September2 September

Survey data inputSurvey data input Started 16 September, finished end Started 16 September, finished end DecemberDecember

ILL data inputILL data input Started mid-October, finished end Started mid-October, finished end January 2003January 2003

Distribution to rightsholdersDistribution to rightsholders March 2003March 2003

+ ILL data+ ILL data

From libraries in -From libraries in - Southern General HospitalSouthern General Hospital Victoria InfirmaryVictoria Infirmary Beatson Oncology CentreBeatson Oncology Centre Glasgow Royal InfirmaryGlasgow Royal Infirmary Health Education Board for ScotlandHealth Education Board for Scotland Argyll & Clyde Health BoardArgyll & Clyde Health Board Greater Glasgow Health BoardGreater Glasgow Health Board Grampian Primary Care TrustGrampian Primary Care Trust

5 survey field officers5 survey field officers

Based in ElginBased in Elgin Responsible for GrampianResponsible for Grampian

Based in PerthBased in Perth Responsible for North GlasgowResponsible for North Glasgow

Based in CallanderBased in Callander Responsible for Argyll & Clyde + Greater GlasgowResponsible for Argyll & Clyde + Greater Glasgow

Based in KilmarnockBased in Kilmarnock Responsible for South GlasgowResponsible for South Glasgow

Based in EdinburghBased in Edinburgh Responsible for Management Executive AgenciesResponsible for Management Executive Agencies

Within the Boards we Within the Boards we surveyed -surveyed - Argyll & Clyde Health BoardArgyll & Clyde Health Board

HQHQ 1 further site1 further site

Greater Glasgow Health BoardGreater Glasgow Health Board HQHQ

And, in the Trusts -And, in the Trusts -

N Glasgow University HospitalsN Glasgow University Hospitals Glasgow Royal InfirmaryGlasgow Royal Infirmary Stobhill General Stobhill General Western InfirmaryWestern Infirmary Gartnavel GeneralGartnavel General CanniesburnCanniesburn DrumchapelDrumchapel Glasgow DentalGlasgow Dental

S Glasgow University HospitalsS Glasgow University Hospitals Southern GeneralSouthern General Victoria InfirmaryVictoria Infirmary

Plus -Plus -

Grampian PCGrampian PC Summerfield Summerfield

HouseHouse Royal CornhillRoyal Cornhill SpynieSpynie WoodlandsWoodlands InverurieInverurie FraserburghFraserburgh Glen O’DeeGlen O’Dee CampbellCampbell

JubileeJubilee Peterhead Peterhead

CommunityCommunity Turriff CommunityTurriff Community Insch & District Insch & District

War MemorialWar Memorial Dr Gray’s, andDr Gray’s, and the Aberdeen the Aberdeen

RoyalRoyal Clinics, practices Clinics, practices

& health centres& health centres

And, finally -And, finally -

Argyll & Clyde Acute Hospitals Argyll & Clyde Acute Hospitals

(Oban only)(Oban only)

Lorne & Islands District GeneralLorne & Islands District General

And all of the Management And all of the Management Executive AgenciesExecutive Agencies

AnalysisAnalysis

Categorical questionnaireCategorical questionnaire High return – over 30%High return – over 30% 91% of responders have access to p/c’s91% of responders have access to p/c’s Of these, 94% from Boards and 79% from Trusts Of these, 94% from Boards and 79% from Trusts

sometimes copy CLA-licensed copyright sometimes copy CLA-licensed copyright materialmaterial

Estimated copying of medical & allied material Estimated copying of medical & allied material in Scotlandin Scotland

– 68% book copying68% book copying– 72% journal copying72% journal copying– 58% magazine copying58% magazine copying

With -With -

Categorical results mirrored actual Categorical results mirrored actual copying information from biblio copying information from biblio surveysurvey

Based on Based on Bibliographic survey dataBibliographic survey data ILL data (ratio 103:6 between survey & ILL)ILL data (ratio 103:6 between survey & ILL) Categorical mapping onto CLA data baseCategorical mapping onto CLA data base

Proportional split 70% survey data & Proportional split 70% survey data & 30% categorical/bibliographical data30% categorical/bibliographical data

Distribution Distribution

First distribution of NHS moneyFirst distribution of NHS money

made on 12 March 2003made on 12 March 2003