Edocs: new electronic 'photocopy' service


16 March 2006

Journal articles are scanned in from our print collection and converted into digital format (Adobe PDF), ready to attach to an email. How do I request an article to be emailed to me?
Articles can be ordered from us via You will automatically be sent the article as an attachment (PDF format) to the email address you specify.

I prefer to receive articles by post
For BMA members there is a check box on the photocopy request form for you to indicate this. Non-members can only receive PDF files.

How much will this service cost?
See our quick guide to costs for details.

How long will it take?
Our turnaround will continue to be 36 hours or less from time of receipt (or for the urgent action service, 1 hour or same-day) but as email delivery is almost immediate, there's an obvious time saving.

Can I keep track of my order?
Orders via PubMed will be sent an email confirmation. If you order via other means and have a member website account, just log on, select 'order an article' then under 'enquiries and reports', select 'check on the status of your requests'.

I've made a mistake on my request. How can I change it or cancel it?
You cannot change your requests yourself once they have been submitted. However, you can ring 020 7383 6639 or 6625 and ask our library staff to change the record for you. Please note, we cannot cancel your request once we have begun processing it, so please ring us as soon as possible.

If I print out the file, what sort of quality can I expect?
To keep file sizes (and the strain on your emailbox) to a minimum we are aiming for something that on printing looks as though we've sent you a fax. If you are using an ink-jet printer you may need to print using a higher quality (higher number of dots per inch) option.

Do you offer an urgent action (rush) service to members?
Yes, we offer members a 1 hour or same-day service. Request by phone on 020 7383 6625. See our quick guide to costs for rates.

What about your same day postal service for members?
We will continue to offer members a same day postal service at our usual rate.

What about articles you obtain for me from other libraries (inter-library loans)?
They will continue to be sent by post and fax as before; for legal reasons we cannot digitise them.

We're BMA library Institute Members and want to let you know our preferred email address for articles
Email us, or give us a call as below. Or log on to the library site and select 'order an article' then 'change your details held by the BMA library'. We keep three email addresses on file; one for general correspondence, one for inter-library (ILL) loan correspondence, and one for edocs. Of course you can use the same email address for more than one purpose.

Do I need any special software?
Files will be sent in the widely used Adobe Portable Document Format (PDF), for which an Adobe Acrobat Reader (version 3 or above) is needed. Modern Internet browsers and email software automatically integrate this software but if you need to download the reader (which is free) please follow the link.

To view and print PDF files, you must have Adobe® Acrobat® Reader installed.
Download it here at http://www.adobe.co.uk/products/acrobat/readstep.html

What if my email box is full, or there is a temporary problem with my email address?
If our attempts to send you the article by email fail (the email 'bounces back' to us), we will try straight away to contact you by phone for an alternative address. If that is not possible we'll print the article out and post it to you. We cannot do both, as that violates copyright law.

What if my email system fails to accept large files or attachments?
Your system administrator may be able to set up a particular email box to handle this. If you are using a commercial internet service provider, they should be able to answer questions on this. In any case we'll do our best to answer your questions, call or email us as below.

I didn't receive any email from you
To comply with our legal obligations we cannot retain the article on our computer system, so it is not possible to simply resend the email. Our usual chaser rules apply.

What are my copyright obligations?
You agree to comply with the 1988 Copyright Act (and amendments) in placing a request for the article. When you receive it, we will tell you that the material contained in the attachment to the email is copyright, and is supplied to you under the fair use arrangements of UK copyright legislation. To comply with this legislation you must:
  1. Delete the attached file from your computer as soon as you have either made a satisfactorily printed copy, read it on screen, or forwarded the email to the end-user of the document.
  2. If you are forwarding the document in computer-readable form for the end-user to print out, you must explicitly pass on to him or her the obligation to comply in full with (1) above, and not to retain or pass on multiple copies of the document without the explicit permission of the copyright owner.
The BMA will not be liable in any way for the failure of any library or individual to comply with these requirements.

What does a scanner workstation look like?

Photo of a BMA Library book scanner

















Picture: One of the BMA Library book scanners.

We use a Minolta PS 7000 scanner and ProScan Book software. For more details on the set-up of the system see our article in Vine, 2003 volume 33 number 2, pages 72-77.

Any other queries?
Please call us on 020 7383 6625 or email: edoc@bma.org.uk

16 March 2006
Originally published 03 October 2003

© British Medical Association 2008

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