8.16 Information services

Introduction

This category covers those functions within the institution that provide access to information for the student body and both academic and administrative staff.  These include libraries, computing services, archive services, and information support services.

Such functions may be managed separately from each other, or in various combinations.  These services routinely explain their facilities (and the conditions of their use) to students, staff and the general public and it is information of this nature that is included within this category.

In some instances information will be exempt from disclosure where it contains personal information, or information which, if released, may substantially prejudice the commercial interests of any person, endanger the physical or mental health or the safety of an individual, substantially prejudice the effective conduct of public affairs, or constitute an actionable breach of confidence.

More about the learning and information services of the University of the Highlands and Islands

 

Category Name

Category Description

Examples/Comments

Format of information

Fee

Withheld information

Library facilities

Availability and conditions of use of library facilities

Information about who can access systems and services and the facilities that they can access.

Opening hours of libraries.

General rules and conditions of use (e.g. on smoking, drinking, eating, use of mobile phones; policies with regard to law such as copyright; use of national/external services.)

Available on website

Free

 

Computing facilities

Availability and conditions of use of computing facilities

Information about who can access systems and services and the facilities that they can access.

Opening hours of microlabs.

General rules and conditions of use (e.g. on smoking, drinking, eating, use of mobile phones; policies with regard to law such as copyright; mail spamming/ bombing)

Computing code of practice.

Data protection rules.

Use of national/external services.

Details of logging, monitoring and procedures followed in case of breach of conditions of use should also be included here.

Available on website

Free

 

Other information facilities

Availability and conditions of use of facilities

 

Available on website

Free

Material contained within databases will be regarded as “otherwise accessible” under S.25 of the Act.

Major strategy documents

High-level aims and strategies of information services units

Aims of each department in context of its place in the organisation, a Description of the service provided and, where appropriate, service level agreements.

 

Free

 

Collections

Scope of major collections held by the institution

Guides and catalogues to collections, including the library public access catalogue.

Access arrangements, including charges

 

Free

Material referenced by catalogues will generally be exempted as ‘otherwise accessible’ under s.25 of the Act, since it is available in terms of the ‘Library Facilities’ Category above

Collection strategy

Collection management and preservation strategies

Collection management and preservation strategies, including policy on disposal of stock

 

Free

 

Open archives

Information about records held by the institution’s archive facilities for permanent preservation and designated as open irrespective of the date of creation.

This category includes information about all third party archive material gifted to the institution for permanent preservation and which is available for general access.

Individual schools or departments within the institution may have local archive collections to support administrative or research functions.

The date of adoption of the MPS is irrelevant to this category.

Guides and catalogues to open archives

Access arrangements, including charges

Free

Material referenced by catalogues will generally be exempted as ‘otherwise accessible’ under s.25 of the Act, since it is available in terms of the ‘Library Facilities’ Category above

Other archive facilities and special collections

Description of the institution's archive facilities and special collections

This category includes information about both archival material relating to the institution’s business and third party archive material gifted to the institution for permanent preservation upon which access restrictions have been placed by the donor.

Archival catalogues (manual or on-line) or other material describing archival collections

Access to/use of archives, including charges

Individual schools or departments within the institution may have local special collections.

Guides and catalogues to other archive facilities and special collections.

Access arrangements, including charges

Manual catalogues normally accessed by inspection on the HEI's premises

Free

Material referenced by catalogues will generally be exempted as ‘otherwise accessible’ under s.25 of the Act, since it is available in terms of the ‘Library Facilities’ Category above