BaseDoc Terms and Conditions


The BaseDoc Request Service is only to be used by NHS staff or students on placement registered as members with any of the participating healthcare libraries, which are :-

On submitting your registration for BaseDoc, your chosen Home Library will validate your details against the Library Management System database to ensure that you are indeed a current library member.

Should your employment or placement with your stated NHS Trust cease then you should inform your Home Library as soon as possible and discontinue using the BaseDoc system. If you have moved to another Trust covered by any of the participating healthcare libraries, your Home Library will just amend your membership details so that you can continue to use the system.

Acceptable Usage

Registration for the use of BaseDoc requires that you tick a box to accept these terms and condition of usage. Registration cannot proceed without doing this. If you are unable to agree to these terms and conditions then you will not be able to regsiter for BaseDoc. Should you at any time during your membership break these terms, or subsequently decide that you cannot accept them, then your account will be deleted and your membership cease.

Document Supply

Once registered you will be able to submit article requests online. You will have options to set your preferred delivery method, how you pay for the article (if a charge is applicable) and any payment limit you wish to set. Your 'Home Library' will endeavor to satisfy your request using your preferences but this may not always be possible and is therefore not guaranteed (for example, you may wish to be emailed a PDF of your article but only a printed copy is available).

When submitting an article request you are required to tick a box agreeing to the stated terms and conditions of document supply for that particular article. You must ensure that you adhere to these terms. Your 'Home Library' cannot be held responsible for your failure to do so. If you subsequently find that you cannot keep to the terms then contact your Home Library for alternatives.

For your reference, the terms and conditions of document supply are as follows :-

  1. I hereby request a copy of the above article, which I require for the purpose of non-commercial research or private study.
  2. I will not supply a copy of it to any other person, and I have not previously been supplied with a copy of the same material by my Home Library. To the best of my knowledge, no other person with whom I work or study has or intends to make, at or around the same time as this request, a request for substantially the same material for substantially the same purpose.
  3. If I receive this item I understand I can only retain a single copy in print or electronic format.
  4. I understand that if this declaration is false it will be a breach and I shall be liable under the Copyright Declaration Act.

If you need (or are going to make) multiple copies of an article (e.g:- for a journal club) or if you are requesting the same article as a colleague (e.g:- student assignment) then you have the opportunity to select an alternatice set of terms as folows :-

  1. I hereby request a copy of the above article, which I require for NHS purposes.
  2. Any copies of the article that I make will only be given to other NHS staff.
  3. I understand that scanned copies may be sent via NHS email or used in Power Point presentations, but not placed on websites.
  4. I understand that if this declaration is false it will be a breach and I shall be liable under the Copyright Declaration Act.

The above choices of terms will be displayed on screen each time you place an article request on BaseDoc.

Literature Search Requests

Some BaseDoc member libraries offer their users the facility to submit literature search requests online. Should your library offer this service you will see a link on your left options menu.

Each library offering the literature search service has it's own set of terms and conditions of supply which will be shown on the online literature search form. You will have to tick a box agreeing to these terms for your request to proceed. In general, these terms cover the following :-

  1. Results of database and/or Internet searches are subject to the limitations of the database(s) and websites searched. Results of searches are also limited by your search request. It is the responsibility of the requestor to determine the accuracy, validity and interpretation of the search results.
  2. Your personal information can be stored on our library management systems and your name may be placed on an e-mail list of library users for consultation purposes. Such data will be treated as confidential and can only be accessed by library staff. None of the information will be given to any other person.
  3. We cannot carry out literature searches on your behalf if the purpose is for an assignment. If this is the case, complete the form and we will then contact you to arrange a date for you to come in for search guidance (this only applies to some libraries).

Personal Information

When you register to use the BaseDoc site you will be prompted to enter certain personal details such as your name, work address and email. This data will be stored in a database then be used to validate your membership, contact you with queries and supply you with your requested articles.

Your personal data will only be used by libraries participating in the BaseDoc scheme and will not be passed on to other companies.

This personal data will be retained for the duration of your BaseDoc membership then subsequently deleted.


A cookie is a text file containing a small amount of data which is downloaded to your computer when you logon to the BaseDoc site. Cookies are essential for the use of the BaseDoc site as they ensure that only those with the proper login credentials gain access to our site pages and data.

At the point of logging in to the BaseDoc site, a cookie called 'basedocusername' is set. There are no further cookies used anywhere on the site.

If you donít want us to place cookies on your computer you can set your browser to reject all cookies, or to only allow trusted sites to set them, or to accept cookies only from the websites you are currently on. Please note that if you refuse to accept cookies on your computer, you will be unable to use the BaseDoc site.


Terms last updated 12/08/2015

Smallwood Library - Birmingham Community Healthcare NHS Trust