| 1. |
Preface |
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The Library defines its purpose as follows:
The Department of the Library is responsible for the provision
of research, analysis and information services for the House of
Commons and for the management of the Members' Library and the
Derby Gate reading rooms. It provides its services in a timely,
accurate and non-partisan manner. All work for individual Members
is done on a confidential basis and in relation to their Parliamentary
duties.
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The Library's main services are as follows:
- Information services. A wide range of material including newspapers,
Hansard, Parliamentary papers, official publications and general
reference works is available for consultation and Library staff
provide information from these and from a variety of on-line
and external sources.
- Research services. Subject specialists provide a briefing
service in response to enquiries from Members across the range
of their Parliamentary duties. They also prepare research papers
on new legislation and on other topics of current interest.
The research service is grouped into subject-related sections
each of which holds specialised collections of material.
- Networked information services. Access to a range of information
is available electronically over the Parliamentary Intranet
and links provided to Internet sites.
- Book loans. The Library has a substantial loan collection
of books and pamphlets and also borrows material from other
libraries when necessary.
- Services for the public. The House of Commons Information
Office provides information about the work, history and membership
of the House of Commons for the general public. The Parliamentary
Education Unit provides an education service for schools for
both Houses of Parliament.
- Documentation, processing and archiving. The information
and research services are supported by documentation and information
technology services and by library services such as selection,
acquisition and processing of material. The Library is the House's
repository for the definitive set of Parliamentary papers, Hansard
and other categories of official material.
The Library anticipates that its core functions will remain broadly
unchanged during the coming years, but the information revolution
will continue to bring about changes in the range and methods
of delivery of services which will facilitate more widespread
direct access by users to services provided by the Library.
The following table sets out a selection of quantitative measures
of Library outputs:
Trends in demand and output - years ended 31st March
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1996-97 |
1997-98 |
1998-99 |
1999-00 |
| Reading room enquiries: Members' |
| Library |
24,340 |
15,403 |
22,4581 |
34,759 |
| Reading room enquiries: Derby Gate |
37,249 |
30,8002 |
31,479 |
31,009 |
| Information Office Enquiries |
107,0003 |
118,046 |
112,489 |
113,982 |
| Logged research enquiries4 |
15,690 |
12,901 |
15,032 |
14,970 |
| Unlogged research enquiries5 |
16,800 |
13,200 |
16,500 |
18,330 |
| Number of research papers |
114 |
137 |
117 |
116 |
| Standard notes on the Intranet |
0 |
14 |
31 |
224 |
| Items added to POLIS |
107,709 |
96,382 |
108,335 |
106,848 |
| Book and video service issues |
5,210 |
4,117 |
4,731 |
4,703 |
| Items catalogued |
5,038 |
6,016 |
4,794 |
5,867 |
| IT training course attendees |
806 |
1,057 |
8016 |
955 |
| Help desk calls |
3,837 |
4,775 |
4,563 |
3,884 |
1Figures not comparable
over time. Before January 1999 manually collected telephone data
underestimated the true number of enquiries. Since January 1999
automatically collected data are more reliable, but include some
non-enquiry calls.
2Includes
estimate for one month because of failure of automatic call recording
system.
3Estimate as the figures as originally
recorded included those for the Education Unit.
4Logged enquiries are the more substantial
enquiries received. There is a continuing high demand for immediate
oral advice. Such enquiries are not logged, but in the most recent
'snapshot' survey they constituted more than half the total number
of enquiries.
5Estimates based on twice-yearly
"snapshot" surveys.
6Number reduced by late decision
to postpone move to new email system and consequent cancellation
of training.
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| 2. |
Main plans and goals |
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2.1 |
General
The Library's overriding priority is to maintain, and where possible
enhance, the standards of service for Members and other users
and to do so efficiently within the resources available. This
implies two overarching goals to which many of the specific actions
in the department's business plan contribute.
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2.2 |
Over-arching goal 1: quality of service
The Library's first over-arching goal is to maintain its position
as the leading provider of high quality and impartial information,
research and analysis services to Members of Parliament, and of
information about the House of Commons for the public and schools.
Outcome: The results of the 1999 user survey and other sources
of information, such as user feedback (including occasional complaints)
and interviews with individual Members about their needs and use
of the Library were analysed. The Information Committee also reviewed
the Library's performance information and offered feedback. Few
complaints were received and there were many commendations. 96
per cent of 'logged' research enquiries were answered within the
deadline originally given; 85 per cent of un-deadlined research
enquiries were answered within two weeks; Research Papers were
prepared in time for the second reading debates on all major legislation
reaching the House of Commons during 1999-2000.
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2.3 |
Over-arching goal 2: improved cost effectiveness
The Library's second over-arching goal is to improve the efficiency
and effectiveness with which its services are delivered. In this
way, it is hoped to meet both increased and more sophisticated
demand and to minimise the need for additional staff and other
resources. Many of the subsidiary goals described below contribute
to this goal.
In July 1999 the Information Committee agreed a House of Commons
Library -statement of service standards. This is intended
to help the Library to plan its priorities and manage demand for
its services more effectively in the future. It is also intended
to help users by telling them about the services they may expect
from the department.
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2.4 |
Support for self help by users
The Library intends to continue to enable users to exploit Library-provided
sources for themselves where they wish and are able to do so.
This allows Library staff time to be concentrated on functions
where the knowledge, skills, resource base, networks or institutional
memory of those staff can best be exploited. This is being achieved
principally but not exclusively by the provision of more resources
on the Parliamentary Intranet and by ensuring that users have
the support they need to make proper use of such resources.
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Outcomes and achievements:
- The Library continued to move towards browser-based Intranet
services for its databases in the interests of encouraging ease
of access and in conformity with the Parliamentary IS and IT
strategies.
- The provision of training for Members and their staff in
the use of electronic information services has been increased
and new courses introduced.
- 324 Members' personal staff undertook introductory tours
of the Derby Gate reading rooms. A new guide on finding Acts
was produced, others were revised and two guides to services
for Members' staff were made available for the first time on
the Parliamentary Intranet. Various IT training guides giving
advice on using the Library's networked services have also been
made available on the Intranet.
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2.5 |
Improved co-ordination and co-operation
The main goals are:
- Better sharing of knowledge and co-ordination of both inputs
and outputs within the Library, and with others outside the
Library, to minimise duplication of effort.
- Better focusing of hard copy collections to ensure they meet
the current needs of users.
- Better integration between the management of electronic and
hard copy sources.
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Outcomes and achievements:
- In order better to co-ordinate the Library's work on the subject
of Parliament itself, a Parliament and Constitution Centre was
established during 1999, bringing together work currently being
done on topics related to Parliament and its activities in different
parts of the Library. This will reduce duplication and produce
new outputs for many users of the Library, including a Parliamentary
current awareness service that was launched on the Intranet
in January 2000.
- A shared press cuttings system has been introduced in the
research service and the effectiveness of the new procedures
was reviewed. Steps are being taken to ensure that this system
complements the new on-line Press Database.
- A project group is drawing up a long-term strategy for Library
Intranet services.
- The Library's basic parliamentary training programme, already
open to staff from other departments in both Houses, was made
available to Members' staff for the first time.
- A procurement is under way for a replacement for the Enquiries
database to manage the Library's research correspondence. The
requirement is for a new system that will enable better sharing
of resources and management of documents intended for publication
on the Library's Intranet site, and the automation of various
routines currently carried out manually. Implementation is due
in 2000-2001, with possible later extensions to other Library
documentation.
- There has been extensive liaison with those working on document
management applications elsewhere in Parliament. The Library
is represented on a bicameral group working on the establishment
of standards for document management, including standards for
interoperability to facilitate the exchange of information.
- The Library has made more regular and systematic use of its
contacts with other parliaments in Europe through the European
Centre for Parliamentary Research and Documentation (ECPRD)
to obtain detailed and up to date comparative information.
- Library staff attended a variety of meetings organised by
the ECPRD to share knowledge about developments in information
management and other issues of mutual concern.
- The first steps were taken towards organising an ECPRD seminar
on 'The Electronic Library for Parliament' which will take place
at Westminster in November 2000.
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2.6 |
Enhancement of staff skills
The goal is to develop the skills and knowledge of Library staff
in ways that maximise their contribution to the organisation,
allow them to develop their potential and break down unnecessary
barriers between groups of staff.
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Outcomes and achievements:
- Definitions of the standards and best practice to which staff
are working in all parts of the Library are being produced.
Eleven such standards had been adopted by the end of 1999-2000
and more are due to be completed during 2000-01.
- The Library worked steadily towards the Investors in People
standard during 1999-2000 and aims to secure accreditation by
the end of 2000.
- As part of the IiP process, a training plan was finalised
at the end of May 1999.
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2.7 |
Development of networked services
The Library seeks to develop the services it networks over the
PDVN to Members and their staff and to maximise the return on
the investment made. It does so in collaboration with other departments,
especially in respect of the POLIS database which includes components
managed by the Library on behalf of other departments and the
House of Lords Library.
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Outcomes and achievements:
- The POLIS Current service with its browser interface has been
available to users since March 1999. Developments to the service
have been concentrated on providing links from POLIS records
to the full text of parliamentary publications, and links to
the text of written answers have been available since the beginning
of April.
- The European Scrutiny Database (on proposals for EU legislation
- ESD) has been created with Library participation. The project
suffered delays in implementation due to software and platform
incompatibilities. The database became operational for the European
Scrutiny Committee in the autumn of 1999 with most of its functionality,
and the Library has since been working on testing procedures
for copying data from ESD to POLIS. In addition, staff in the
International Affairs and Defence Section of the Library have
been using the browser interface on a trial basis since March,
and are finding it very useful. It is hoped that the browser
interface will be released to other Intranet users by the summer
recess.
- The Press Database of selected on-line articles from the
daily press became operational on the Intranet in the summer
of 1999. The full text of press notices issued via the Central
Office of Information can be accessed on the day of issue -
usually within 10 minutes - and the full text of selected articles
is available within 3 to 5 days of issue.
- Common standards were introduced for the Library's Intranet
pages with the aim of improving ease of access and in accordance
with the more general goal of helping users to help themselves.
- A new POLIS Facilities Management contract was let in the
summer of 1999 and implemented that autumn.
- A new contract for the Library's STOCK system was let in
December 1999 for implementation in summer 2000.
- Research material on the Parliamentary Intranet has been
expanded to include a significant number of Standard Notes on
frequently raised issues.
- Mechanisms to alert Members and their staff to the existence
of new Research Papers and Standard notes on the Intranet were
in place by July 1999.
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2.8 |
Replacement of equipment
The aim is the orderly upgrading or replacement of hardware,
software and office equipment in a way that meets the needs of
staff and minimises the impact on them and which, where relevant,
conforms with the Parliamentary IT convergence strategy and with
the House's procurement rules.
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Outcomes and achievements:
- Most Library PCs and other equipment are replaced on a three
year rolling programme.
- PCs were converted from Windows 95 to Windows NT Workstation
in the summer of 1999.
- A new email system was introduced in July 1999.
- The Library's file and print servers are in the process of
being converted to Windows NT.
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2.9 |
Maintenance and enhancement of collections
The goal is to continue to develop and maintain the Library's
stock of Parliamentary Papers, official publications, books and
other material, with a view to ensuring that it meets users' needs
as fully as possible and in a cost-effective manner, while making
effective use of new technology.
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Outcomes and achievements:
- The Periodicals Project Board reported in May 1999. Its recommendations
should lead to a more cost-effective periodicals collection,
improved access to electronic periodicals and better integration
of electronic and hard copy sources.
- Proposals were drawn up for classifying the Members' Library
stock and arranging it for maximum usability.
- A project board for drawing up proposals for digitising older
volumes of Hansard reported at the end of 1999: action is necessary
because of the physical deterioration of the acidic paper.
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2.10 |
Contributing to an informed public
The Library aims to continue to develop its services to the general
public and to schools as far as resources allow. It will bear
in mind increased demand, changes to the curriculum especially
those relating to citizenship and the need to exploit the opportunities
offered by new technology, particularly the Internet.
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Outcomes and achievements:
- A new video-based resource pack for primary and younger secondary
pupils was completed.
- The Library continued to develop information resources, some
with other departments of both Houses, to serve a wide audience,
including visitors to the House.
- The educational website Explore Parliament went live
in April 1999 with a range of features for young people and
teachers, designed to increase their understanding of Parliament.
It was well-received and extensively used, with more than 175,000
user sessions recorded.
- New educational wallcharts were produced and more than 4,000
were sent to schools.
- The Library is playing a leading role in the development
of a public information strategy for the House.
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2.11 |
Collaboration with the devolved parliamentary bodies
The Library aims to co-operate effectively with the devolved
parliamentary bodies in the development of their library and information
services. The smooth exchange of information now that the bodies
are in operation is essential to keep Members informed about their
proceedings. It is also desirable to avoid duplication of effort
and to share expertise and experience.
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Outcomes and achievements
- Close links were maintained with staff of the devolved parliamentary
bodies in order to achieve common standards and systems and
to improve services both in the assemblies and at Westminster.
- It was agreed that a shared POLIS service would be the most
effective means of ensuring a full exchange of information on
parliamentary documentation. To that end, and in collaboration
with PCD, the Library arranged for the library services of the
devolved bodies to have access via a Virtual Private Network
to the POLIS databases. Arrangements are in place for the papers
and proceedings of the Scottish Parliament and the National
Assembly of Wales to be included in the POLIS system, and discussions
are continuing with the Northern Ireland Assembly on how their
material should be handled.
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Priscilla Baines
Librarian |
