This 3rd edition is superseded by the Guidelines for Australian Health Libraries, 4th edition which can be found at http://www.alia.org.au/groups/healthnat/guidelines/

Guidelines for Australian Health Libraries

[With acknowledgements to the Canadian Health Libraries Association for permission to use their publication Standards for Library and Information Services in Canadian Health Care Facilities Second edition]

Guideline area 1 - Planning and development

Access to, and utilisation of, knowledge-based information services and resources are of crucial importance in supporting and improving quality programs and services in health care. Ensuring that knowledge-based information services and resources fulfil existing needs and anticipate future trends requires the development of a clear vision for the future with strategic planning to achieve this vision. Planning is an ongoing process based on consultation and communication with the library's clients and stakeholders. Planning makes use of the most-current tools and methodologies to identify, evaluate and respond to client needs and expectations.

1 Mission statement

The mission and vision of library and information services are clearly-defined.

Interpretation
There is a current written mission statement that clearly defines the purpose and philosophy of library and information services. As well, there is a current written vision statement that provides a focus for the development of future services and programs in relation to changes in needs and environment.

Criteria
1.1 The mission and vision of library and information services are consistent with the overall mission and vision of the institution.

1.2 The development of the mission and vision statements is based on careful assessment and consideration of the current and anticipated needs of the institution's clinical, educational, administrative, research, technical, outreach and consumer health programs.

1.3 The mission and vision statements are developed in collaboration with senior management, the information management team, library staff and clients, and other programs and services as appropriate.

1.4 The mission and vision of library and information services are clearly communicated to staff and clients and are regularly reviewed as needed.

2 Identification of client groups

There are processes in place to identify the clients served by library and information services.

Interpretation
There is a written statement, either as part of a collections policy or as a separate document, identifying the clients served by library and information services. Clients are identified through a process of consultation with senior management, library staff and units within and outside the facility. This statement is communicated to library staff and clients and is regularly updated.

Criteria
2.1 Clients may include, but are not limited to:

• clinical staff, residents and interns
• students
• patients and families
• administrative staff
• research staff
• technical staff
• affiliated academic and teaching staff
• general community
• faculty and staff of affiliated institutions
• other libraries

2.2 Identification of clients takes the following factors into consideration:

• institutional mission, goals and objectives
• institutional programs and services
• affiliations with academic institutions
• existing and potential clients, usage patterns and service demands
• participation in networks, consortia and other co-operative agreements

3 Needs assessment

The knowledge-based information needs of the clients of library and information services are regularly assessed and analysed.

Interpretation
There are documented methods for ongoing assessment of the information needs of the clients of the service, considering current and potential clients, the organisation's internal information systems and external information networks and databases. The methods developed provide for identification of specific requirements related to subject content, currency, accuracy, format, quantity, timeframe, ease-of-use and cost.

Criteria
3.1 Needs assessment is based on, but not limited to, consideration of the following factors:

• institutional programs and services
• defined client groups
• institutional mission, goals and objectives
• accessibility and cost-effectiveness of alternate services

3.2 Methods used in assessing client needs may include, but are not limited to:

• collection and analysis of statistical information
• analysis of patterns of information use and application
• client surveys
• identification of service deficiencies
• focus groups
• committee input

4 Strategic planning

A strategic plan is developed to implement the vision of library and information services.

Interpretation
The librarian prepares implements and monitors a plan for the development of library and information services. This plan describes strategies for assessing, anticipating and responding to client needs and for identifying and providing the human, financial, technical and physical resources required. The strategic plan ensures that the future direction and development of library and information services reflects the vision and future initiatives of the institution as a whole.

Criteria
4.1 The strategic plan considers:

• institutional mission, vision, and strategic plan
• client needs
• financial, human and technological resources
• future institutional initiatives
• anticipated environmental and technological changes
• collaboration and partnerships with other programs and services

4.2 The implementation of the strategic plan is by the librarian, together with senior management, the library staff and clients and other programs and services as appropriate.

Implementation may be shown through:

• development and review of goals and objectives
• development or expansion of programs, services and technologies
• reduction or elimination of programs or services
• co-operative arrangements with other relevant libraries/services/facilities as appropriate

4.3 The implementation of the strategic plan is monitored regularly and the plan is reviewed and revised at the end of the plan's specified time frame.

5 Goals and objectives

There are clearly defined goals and objectives for library and information services.

Interpretation
There are written goals and objectives for all components of library and information services. Goals and objectives are developed based on the identification and analysis of client needs and expectations and the goals and objectives of the parent institution.

Criteria
5.1 Goals are consistent with the strategic plan

5.2 Realistic and measurable objectives are developed annually to help achieve identified goals.

5.3 Objectives include action plans with time lines for completion.

5.4 Goals and objectives provide for, but are not limited to, the following:

• Sufficient qualified staff to meet the needs of clients.
• Sufficient resources to meet the needs of clients.
• Providing access to information through networks.
• Technological resources sufficient to meet needs.
• Development of co-operative relationships with other libraries/agencies and participation in regional, national and international networks.
• Adequate physical facilities, equipment and supplies to meet client needs for function, comfort and safety.
• Learning opportunities and resources for the continuing education of library staff and clients.
• A quality improvement program to evaluate and improve the service.

6 Evaluation

There are processes in place to continuously evaluate and improve the quality of resources and services provided by library and information services.

Interpretation
There is a strong commitment to monitor and evaluate all aspects of library and information services to ensure the fulfilment of client needs. Strategies are developed to address any identified problems or deficiencies.

Criteria
6.1 Evaluation methods consider:

• client needs
• service specific standards and benchmarks
• facility-wide systems and procedures
• effectiveness and currency of technologies employed by the library.

6.2 Evaluation methods include, but are not limited to:

• collection and analysis of statistical information
• benchmarking against accepted standards/best practices
• review of goals and objectives
• client surveys
• cost-benefit analysis

6.3 Improvements in resources and services are shown through:

• achievement of stated objectives
• fulfilment of client's needs
• enhancement of services and resources
• cost savings or cost-effectiveness
• compliance with standards

Guideline area 2 - Organisation and administration

In any institution library and information services have a broad client base across a variety of programs, disciplines and services. These clients require support for a wide range of activities including clinical decision-making, patient care and education, formal education, self-directed learning, administration, quality improvement and research. The services and resources provided through the library and information services must be designed and developed in a way that will ensure an efficient, effective and equitable response to the needs of all clients. This requires an effective organisational structure with good lines of communication to ensure a high level of collaboration between the library, the institution and appropriate external parties.

1 Organisational structure

There is a current plan describing the organisation of library and information services. The plan ensures optimum access to resources and services for clients and delineates effective lines of communication, collaboration, and accountability.

Interpretation
The relationships, responsibilities and formal lines of communication within the library and information service and with its parent institution and other external libraries/services are effective, clearly-delineated and are communicated to staff and clients.

Criteria
1.1 Library and information services is designated a separate department/programme reporting directly to a member of the senior management team.

1.2 The organisational plan reflects the relationships, responsibilities and lines of communication necessary for the effective and efficient operation of library and information services both within the institution and with external agencies.

1.3 There is a current organisational chart that reflects these relationships.

1.4 The organisational plan is reviewed regularly and updated as required.

1.5 The organisational plan is available to library staff and clients

2 Communication and collaboration

The library and information service collaborates in organisation-wide planning, decision-making and problem-solving, and makes use of external networks and services to identify and deliver resources that are not available within the organisation.

Interpretation
The library and information service develops mechanisms to communicate its mission, strategy, services, policies and procedures to clients. The library and information service participates in interprofessional and cross-functional teams in the planning, delivery and improvement of resources and services.

The library and information service collaborates in facility-wide planning, decision-making and problem-solving. Involvement is evident in all stages of planning for internal information networks to ensure that there is adequate and co-ordinated access to knowledge-based information resources within the facility. Library and information services also make use of external networks and services to identify and deliver resources unavailable within the institution.

Criteria
2.1 The service communicates with its clients. Methods of communication may include, but are not limited to:

• distribution of strategic plan, mission and vision statements
• annual report
• newsletter
• information booklets
• presentations at meetings and conferences

2.2 The service is involved in facility-wide planning, decision-making and problem-solving, including:

• resource allocation
• partnerships with other departments/programs
• program planning, implementation and evaluation
• membership of or input into committees/quality improvement teams
• information management teams

2.3 The service uses co-operative arrangements and service contracts as required. These may include, but are not limited to:

• resource-sharing
• access to on-line databases and information systems
• access to cataloguing services
• shared acquisition programs
• equitable distribution of interlibrary loan requests
• union lists
• document delivery

3 Policies and procedures

The library and information service's policies and procedures are consistent with those of the parent institution and current library practice. These policies and procedures provide staff and clients with a clear understanding of the scope and limits of the resources and services provided, and ensure effective program operation.

Interpretation
The policies and procedures of library and information services are developed in consultation with library clients, staff and senior management. They are current, consistent and comprehensive, and are designed to reflect best-practice in the delivery of services and resources within budgetary limits. New or revised policies and procedures are communicated to library staff and clients, as well as other relevant individuals, departments/programs and services. They are readily available for consultation

Criteria
3.1 The policies and procedures of the library are documented.

3.2 Policies and procedures are regularly revised to reflect changes in library practice, client needs, and institutional policies or programs.

3.3 Policies and procedures include, but are not limited to:

• Goals and objectives
• Organisation and structure
• Human resource management
• Financial management
• Information resources
• Technological resources
• Service provision and access
• Education and training
• Participation in networks, consortia and shared services
• Marketing and promotion
• Quality improvement
• Standards and codes of practice
• Legislation

4 Legal and ethical responsibilities

The service's staff should practice according to relevant legislation, ethical guidelines and organisational standards.

Interpretation
Library and information services staff carry out their responsibilities using their expert knowledge and judgment, and maintain high standards of integrity, objectivity and accountability. Library staff are fully-committed to meeting the needs of clients they serve to the best of their abilities.

Criteria
4.1 The service staff follow the Statement on professional ethics of ALIA.

4.2 Staff are aware of and comply with current copyright law.

4.3 There are policies in place to ensure the protection of the privacy and confidentiality of library staff and clients.

4.4 The library supports access to information in keeping with institutional goals and opposes the imposition of censorship for reasons other than public security or personal privacy.

Guideline area 3 - Resource management

To effectively provide the services required to meet client needs, library and information services must have an adequate base of human, financial, physical, technological and information resources. Where clients' needs do not warrant the provision of any of these resources on-site, written contractual arrangements must be developed to ensure clients have ready access to these resources.

1 Human resources

There are appropriate levels of qualified staff to operate effectively in all relevant aspects a library and information service.

Interpretation
The quality of the library staff is fundamental to the functioning of any library service. In developing library and information services careful consideration must be given to the qualifications and skills of the staff and to the most-suitable mix of qualifications and skills. This is crucial in achieving the best standard of service delivery, both in terms of client satisfaction and cost effectiveness for the parent institution. Any staffing structure is developed and implemented based on client needs, mission statement, strategic plan, goals and objectives and available resources. The staffing structure is reviewed and revised whenever there is a significant change in any of these factors. It is vital to document and describe strategies for establishing and reviewing staffing levels, their educational and training requirements, performance standards and continuing education needs

Criteria
1.1 A qualified librarian, recognised as such by the Australian Library and Information Association manages the service.

1.2 There are adequate professional, technical and clerical staff to meet the needs of clients and the stated goals and objectives of the service. Factors considered in deciding staffing levels include, but are not limited to:

• needs-assessment
• service levels
• service use
• workload measurement
• cost-effective skills mix

1.3 All library and information services staff shall have the necessary qualifications and skills to meet the needs and expectations of their clients, and the goals and objectives of the service. For librarians, the minimum qualification is eligibility for professional membership of ALIA by virtue of possessing recognised tertiary degrees. The required qualifications for a library technician are an ALIA-recognised certificate or diploma in library studies. Other staff under the direction of library managers may include individuals with appropriate qualifications and skills in automated systems and internet construction.

1.4 There are written position descriptions for each staff member which specifies the duties and responsibilities appropriate to the training level of the position and accurately reflects the requirements of the position. Position descriptions are reviewed regularly and updated as required.

The position description includes:

• position summary
• nature and scope of the position
• duties and responsibilities
• general and specific accountabilities
• performance expectations
• required qualifications and competencies

1.5 There may be written performance evaluations for all library staff, according to the policies and procedures of the facility. Evaluation results are communicated and corrective actions are taken to improve performance as required.

• 1.5.1 Evaluation processes may include:
  • self-appraisal
  • performance review
  • peer review
  • team review

• 1.5.2 Criteria for evaluation may include:
  • interaction with clients/suppliers, staff and management
  • contribution to service delivery and quality improvement
  • acceptable performance based on preset standards
  • accomplishment of predetermined individual objectives
  • performance consistent with the position description, professional code of ethics and professional standards

1.6 There is a staff development program to meet the needs of all library and information services staff, which includes:

• a planned orientation program
• on-site training
• external continuing education opportunities

1.7 Where the needs of an institution do not justify a dedicated library service access to a librarian is available in one of the following ways:

1. Library consultant: A written contractual arrangement may be negotiated with a library consultant to provide direction and services at a level appropriate to client need, facility programs and institutional goals.
2. Circuit/outreach librarian: A librarian based at a neighbouring or regional library may undertake by agreement the functions of a circuit librarian. The circuit/outreach librarian makes regularly-scheduled visits to the contracting institution(s) to provide information search and retrieval services and ensures that the available on-site resources and services will effectively meet client needs.
3. Joint venture/consortium arrangement: The services of librarians, as well as the mandate for the provision of information resources, may be shared amongst facilities through a joint-venture or consortium arrangement.

1.8 Where the size of the institution warrants the services of a librarian only on a contractual or part-time basis, a qualified library technician, or an employee with specific training in library techniques, may perform under broad professional supervision routine library operations to ensure the maintenance of library resources and collections.

1.9 Hospital library staffing levels: categories and criteria. As a guide to the minimum levels of staffing for hospital libraries refer to Appendix one: Recommended minimum staffing levels for hospital libraries.

2 Financial resources

There is a financial plan for library and information services. The plan considers the ongoing provision and maintenance of services and resources as well as the long-range financial needs of the library to support its vision and strategic plan.

Interpretation
The business plan considers current client needs available funding, costs and anticipated changes in the budgetary environment or programs of the parent institution. The budget is developed in consultation and collaboration with senior management and appropriate library staff. Accounting and reporting methods are developed which allow careful monitoring and evaluation of expenditures, in accordance with institutional practices, policies and procedures.

Criteria
2.1 The library and information services develops its own budget for which it is accountable.

2.2 The budget is developed and reviewed on an annual basis.

2.3 There are provisions made to ensure the availability of adequate funding for capital expenses and special projects or programs.

2.4 The budget is reviewed and amended whenever there is a significant change in the programs and services provided by the library and information services and the parent institution.

3 Physical resources

The library and information services has adequate space, facilities, equipment and supplies. The physical environment is safe and comfortable for clients, library staff and visitors.

Interpretation
The library is conveniently located and physically accessible. The library's physical facilities, space and equipment should relate to the role and demands of the parent institution and are functional, secure and safe. The space, equipment and supplies comply with relevant occupational health and safety legislation and regulations. There are safety systems for fire, flood and hazardous materials. There are measures in place to ensure the security of equipment and resources. Flexibility in layout, allocated floor space and technical infrastructure is vital in adapting the library to rapid change.

Criteria
3.1 There is sufficient space to accommodate the collections as well as to allow for five years of future growth.

3.2 There is sufficient and appropriate space for clients to study, browse, consult catalogues and indexes, use audiovisual, multimedia and computer resources, and participate in educational and training programs.

3.3 Library staff have sufficient and appropriate space for:

• administration
• reference and information retrieval
• circulation
• technical services
• orientation and training

As a guide to determining the minimum space requirements for health libraries refer to Appendix two: Minimum space requirements for health libraries.

3.4 There are provisions for regular servicing and maintenance of equipment and facilities either through the library or its parent organisation.

3.5 There is a written library disaster plan for fire and flood damage control.

3.6 There are documented security arrangements for the library's staff and collection.

3.7 Library staff shall have the opportunity to participate in planning for changes to the physical facility or in designing new space for the library. The library manager will be consulted on any proposed alterations to library premises from the inception of such planning and will be involved in all relevant decision-making.

4 Technological resources

Library and information services use appropriate technologies to access and manage information resources. Library and information services evaluate, implement and integrate new technologies as they become available.

Interpretation
The library and information services uses the appropriate computer hardware, software and technical support to provide clients with ready access to electronic information resources. Library management systems are in place to support the management and operation of library procedures and functions. The library participates in the planning of facility-wide information systems, services and networks.

Criteria
4.1 The resources required to utilise technological advances in information access and delivery are available to staff and clients. These may include but, are not limited to, the resources required to support:

• networking and telecommunications
• computer-assisted instruction
• access to local and remote databases including the internet
• electronic publications and multimedia programs
• database development, file management and program authoring
• interlibrary loan and document delivery systems

4.2 The technological resources to support the effective management and operation of the library are available. These may include but are not limited to:

• automated integrated library systems
• bibliographic utilities
• access to the internet and other networks
• management reporting systems
• financial management systems
• quality management systems

4.3 Remote access points and workstations are available in numbers, locations and configurations to effectively meet the needs of library clients and staff.

4.4 Evaluation and selection of technological resources are performed according to appropriate criteria and procedures.

Criteria for selection and evaluation may include facility standards, guidelines and initiatives

Mechanisms for selection/evaluation may include:

• needs assessment
• committee input
• focus groups
• literature review
• systems evaluation
• product trials
• client feedback

4.5 There is provision for regular maintenance, repair, trouble-shooting and upgrading of technological resources.

4.6 The service participates in planning for facility-wide information systems and networks. There are linkages or integration with other information systems and services, both within and outside the facility, which facilitate, enhance and improve access to information for library staff and clients.

5 Information resources

Library and information services provide and develop knowledge-based information resources to meet client needs.

Interpretation
Information resources are provided to support the facility's clinical, educational, administrative, research, technical, consumer health information and outreach programs as appropriate. On-site resources reflect the facility's primary needs and may include print, electronic and non-print formats. Resources are organised in a manner that facilitates easy identification, access and retrieval of materials. When resources are not available on-site arrangements are made to provide ready access to this information from other libraries, departments or services.

Criteria
5.1 The development and provision of information resources is based on client needs and reflects the stated goals and objectives of the library and information services.

5.2 There is a written collection development policy which describes the purpose, content, format and scope of materials to be collected. Information resources are selected in accordance with these policies to ensure a current, authoritative and balanced collection that satisfies client needs.

5.3 The library expands the scope of its information resources through co-operative collection development and resource-sharing agreements with other libraries/services.

5.4 The library develops and co-ordinates cost-effective methods for the acquisition and distribution of information for the institution. These may include but are not limited to:

• locating the principal information resources in a central, accessible library
• restricting departmental collections to information resources necessary to the daily functioning of the department
• facilitating access to all resources acquired by the facility

5.5 Information resources are continuously evaluated to ensure they meet client needs. Methods used for evaluation may include:

• collection and analysis of circulation statistics
• client surveys
• collection and analysis of interlibrary loan statistics
• review of reference transactions

Criteria for evaluation should include:

• currency
• accuracy
• format
• relevance
• authority

5.6 Print or computerised catalogues provide easy access to the collection in a variety of ways including, but not limited to, author, title and subject.

5.7 Standard cataloguing controls such as Anglo-American Cataloguing Rules are used.

5.8 A recognised classification system, such as the National Library of Medicine, is used.

5.9 Electronic and/or print indexes are provided to identify both internal and external resources.

5.10 Clients are instructed and assisted in the use of the catalogue, indexes and other finding tools.

5.11 Signage, layout and directional information facilitate access to resources.

5.12 There are procedures in place to provide after-hours access to library resources and services as appropriate.

5.13 Adequate provision is made to ensure that information resources are physically accessible to clients with disabilities.

5.14 Remote access to the library's resources is provided, when indicated by client needs.

Guideline area 4 - Information service provision

Library and information services provides the information services necessary to ensure high-quality clinical, educational, administrative, research, technical, consumer health information and outreach programs of the facility. While the on-site services available to clients will of necessity vary with facility programs and services, provision must be made to ensure that access is available to a full range of information services. Library and information services provide easy and effective access to and delivery of knowledge-based information services. Library and information services ensure that clients are fully aware of the services and resources that are available, and encourages and promotes their use.

1 Information retrieval and dissemination

There is effective and efficient retrieval and dissemination of information to library and information services clients. These services are provided, either within the institution or through formal agreements with external sources.

Interpretation
The service ensures that clients receive the information they require as easily as possible and when needed. Information retrieval and dissemination is provided on an on-demand basis as well as in anticipation of client requirements.

Criteria
1.1 The services available include, but are not limited to:

• Literature searches using both electronic and print sources and services
• Provision of factual information
• Provision of quality-filtered or value-added reference services
• Current-awareness services
• Selective dissemination of information
• Photocopy facilities or services
• Interlibrary loan services
• Document delivery

1.2 Information retrieval and dissemination is regularly monitored and evaluated. Methods may include, but are not limited to:

• performance indicators for turnaround times, fulfilment rates
• client surveys performance review of suppliers
• benchmarking against best practices
• collection and analysis of statistical information

2 Education and training

Library and information services provides formal educational and training programs.

Interpretation
The library plays an active role in the development and provision of educational and training programs which provide clients with the necessary skills to effectively access, manage and evaluate the knowledge-based information that they require.

Criteria
2.1 Educational and training programs are provided in response to client needs. These may include but are not limited to:

• Formal orientation to library and information resources and services
• End-user training in electronic information search and retrieval techniques and indexing principles used in database construction
• Bibliographic instruction
• Personal file management
• Copyright awareness
• Literature critique, review and analysis

3 Marketing and promotion

The library and information service actively markets and promotes services to its clients.

Interpretation
There is a marketing plan for the library which informs and alerts clients to the resources and services available. Promotional programs and materials are developed and disseminated and their impact is regularly evaluated.

Criteria
3.1 There is a written marketing plan or schedule of presentations which is regularly reviewed and updated as required.

3.2 There are promotional materials and programs available which describe and promote resources and services. These may include, but are not limited to:

• Newsletters
• committee participation
• electronic or other bulletin boards
• library week/month celebrations
• open houses
• information booklets/brochures/pathfinders
• presentations

Appendix one: Recommended minimum hospital library staffing levels

Hospital library staffing levels: categories and criteria The following categories and associated criteria are intended to provide a guide on levels of staffing for hospital libraries in conformity with their respective roles, functions and overall size. They are derived from the collective experience of library managers as to demonstrated staffing ratios to deliver an effective service broadly speaking and should be regarded as minimum specifications only.

Institutional criteria As a general guide larger teaching and regional acute care hospitals are normally, but not always, in categories one to three as described below. In the larger categories of libraries the recommended ratio of qualified librarians to other library staff ought to be in the range of 2:1.

The criteria for the categorisation of hospital libraries are:

1. Formal affiliation with institutions of tertiary education
2. Accredited for internships, residencies or other post-basic training
3. Maintains recognised research programs in the health sciences
4. Provides a regional service or acts as a regional acute healthcare centre. Alternatively it offers services to formally-affiliated professional organisations.
5. Number of professionally-employed staff within institution.

Institutional categories

Recommended minimum library staffing levels per category

Appendix two: Recommended minimum space requirements for health libraries

As a guide to planning the following minimum space requirements are offered for the key aspects of a health library facility. Each specification per item must be multiplied by the anticipated quantity/number of required items in a given library.

Appendix three: Bibliography of ALIA statements and Australian Standards

Australian Library and Information Association Board of Education policy statement on continuing professional development (1998) Canberra, ALIA

Australian Library and Information Association. Special Libraries Section. Guidelines for Australian Special Libraries (1999) Canberra, ALIA.

Australian Library and Information Association salary scales 1997/98 (1998) Canberra, ALIA.

Australian Library and Information Association Work level guidelines for librarians and library technicians (1998) Canberra, ALIA.

Australian standards