Dear Graham and ILL people

One thing that has just struck me.  The law says we have to store signed 
declarations and we keep our paper copies for 7 years because of this. 
This means that the personal details are kept too and are available if 
anyone wants to check.

However, we take out personal details from our Library Management System 
when the person leaves the University.  This means that when we look at 
archived ILL requests, we see whose they are if they were made by a current 
member of staff or postgrad but only see the status i.e undergrad, research 
postgrad, taught postgrad, academic staff of the those which were made by 
people who have left.

How do you keep the information for ILL requests where you are relying on a 
e-signature? The record of the request on our systems will show that it is 
a copy and therefore it will have been processed because the reader agreed 
to the copyright declaration, so no problem there but if the readers' 
details are no longer available is this enough?

I know that no-one has ever wanted to check that we have signed 
declarations for our requests in the print world in all my time in ILL and 
that is over nearly 30 years too!  But that isn't the point.  If the law 
says we need to do something then our system should do it.  And if there is 
a conflict between data protection legislation and copyright which takes 
precedence?

Jean


--On 26 July 2006 12:10 +0100 Graham Titley <[log in to unmask]> 
wrote:

>
> Sue
>
> Electronic signatures have been acceptable since 2002 - just not taken on
> board by the ILL community
> One of the main reasons is that advice at the time suggested that simply
> adding a PIN number would
> not be sufficient to meet the definition of an Advanced Electronic
> Signature as provided by the Statutory
> Instrument "SI 2002 No. 318 "ELECTRONIC COMMUNICATIONS: The Electronic
> Signatures Regulations 2002"
>
> This gives the four tenets that must be met to have in place an
> acceptable electronic siganture.
>
> At least two universities in the UK now openly admit they are using
> e-signatures (Plymouth is one)
>
> I can provide more detail of our solution if required
>
> Regards
>
> Graham
>
> Graham Titley
> Document Delivery and Copyright Librarian
> University of Plymouth
> Drake Circus
> Plymouth
> PL4 8AA
>
> Tel: 01752 233776 or 232303
> Email: [log in to unmask]
>
>
>
> -----Original Message-----
> From: For interlibrary-loan and document supply services.
> [mailto:[log in to unmask]] On Behalf Of Sue Jutley
> Sent: 26 July 2006 11:36
> To: [log in to unmask]
> Subject: Electronic signatures
>
>
>
> Dear All,
>
>
>
> I just wondered if it was possible to get some up to date feedback about
> where we stand regarding electronic signatures in the Inter-lending
> world.
>
>
>
> Here at the University of Westminster we currently request articles from
> the BL predominantly using the SED status but when we receive the
> documents we print them out on the users' behalf, so they still come in
> and collect the articles at the library issue desk. Ideally what we would
> like to do is to forward the SED documents directly to the user but I'm
> not sure what the legalities of this are especially since the user won't
> be signing for it. Our users submit their ILL requests via our library
> management system -- Aleph, so is it sufficient enough to have an
> electronic copyright declaration slip?
>
>
>
> Any advice or contacts would be very useful-especially from those of you
> who use Aleph.
>
>
>
> Thanks
>
> Sue
>
>
>
>
>
> Sue Jutley
>
> IDD Co-ordinator
>
>
>
> University of Westminster
>
> Cavendish Campus Library
>
> 115 New Cavendish Street
>
> London
>
> W1W 6UW
>
>
>
> 0207 911 5000 x3689
>
>
>



----------------------
Jean I. Bradford
Serials and Inter-Library Document Supply
University of Bristol Information Services
Arts and Social Sciences Library
Tyndall Avenue
Bristol BS8 1TJ

Tel: 0117 928 8008   Fax: 0117 925 5334
[log in to unmask]