Kinds of documents that can be photocopied

Journal articles, parts of documents and theses related to the health sciences can be photocopied and requested through SCAD, provided copies are for scholarly or research purposes and that copyright law be strictly observed. According to Brazilian Copyright Law reproduction and dissemination of articles and other documents obtained through a document delivery service like SCAD is forbidden.

Users should submit their own requests to the SCAD system, or use the automatic registration of requests option, which is available from the bibliographical search module. Due to the great number of requests submitted daily, submission of requests is NOT accepted by e-mail, letter or fax. All requests must be made through Internet/Web.

Each journal article, chapter or part of a document should correspond to a request in the SCAD system. The same request should not contain more than one article or chapter. In the case that a request includes more than one document, only the first one will be considered.

According to copyright law, the reproduction of documents and journals as a whole is not allowed. Only journal articles, chapters or parts of documents can be reproduced exclusively for scholarly or research purposes, with the exception of those works where authors have granted their permission.

In the case of a request to photocopy an issue or a document as a whole is only a copy of the respective table of contents will be delivered. The request will be unfilled, and the copy of the table of contents will not be charged for. The table of contents offers users all the needed data concerning the articles or chapters included in the journal or document, enabling them to choose and request photocopies of each article individually.

Delivery method of documents

Users are asked to select the way that copies of documents should be delivered, using the request form. Available options are: MAIL, FAX, E-MAIL or ARIEL.

When selecting a suitable method for receiving photocopies, users should observe the following rules and procedures.

Mail delivery

- Photocopies will be delivered to the user's address as registered in the SCAD system. Therefore, the postal address should be kept updated. Any changes of address should be immediately notified through the e-mail address scad@bireme.br.

- Generally, mail delivery service takes 4 days for delivering photocopies. Complaints that a photocopy has NOT been received by mail should be made up to 10 days after the date that SCAD has responded with a fulfilled, independent of the unit which has fulfilled the request (local system libraries and other external systems).

Fax delivery

- Requests where the delivery option is by FAX are considered URGENT, and for this reason some limitations are necessary: only 5 requests will be fulfilled per day per user; each requested article should not exceed 20 pages; all requests that exceed such a limit will be delivered by mail.

- The user's telephone / fax machine should be set for the receiving position, with sufficient paper to print the requested photocopies. It is not possible for the service to determine an exact time for transmitting photocopies.

- Requests marked to be delivered by FAX, where the search result is negative in the first selected library (the document can not be retrieved by that library), will NOT be forwarded to other libraries of the National System.

- Fax delivery service is conditional of the existence of a fax machine in the library responsible for fulfilling the request. In the case of difficulties that hinder the transmission of photocopies by fax because of problems with the user's or library's fax machine, photocopies will be delivered by mail.

- Requests for retransmission of missing pages, or of an article as a whole, should be made within a maximum of 48 hours. After that period, photocopies may or may not be retransmitted, since some libraries exclude photocopies of the articles which have already been transmitted, or they send photocopies by mail, with no additional costs for users.

E-mail delivery

- E-mail delivery service is conditional on the availability of the Ariel software in the library responsible for fulfilling the request. If the library does not have the Ariel software, photocopies will be delivered to users by mail. Users do not need the Ariel software to receive copies by e-mail. Please, see the list of libraries which offer this service.

- Each article should be limited to 25 pages. Articles with more than 25 pages can not be delivered by e-mail. All requests that exceed such a limit will be delivered by mail.

- Articles are delivered in the TIFF image format. Users are responsible for opening the file received by e-mail. To open the file, users need a TIFF viewer. Some versions of image editor software do not open all the pages of a document. Examples of Tiff viewers::

DocView - is a good free software, easy and efficient management. It was developed by National Library of Medicine. The address from where the program can be copied is: http://archive.nlm.nih.gov/proj/docview/project.htm.

Imaging - is a excellent free software for windows, which included MS-Office versions.The address from where the program can be copied is: http://www.eastmansoftware.com/products/ImagingPro/instal95.htm

TIFF Surfer - is a good shareware software that allows you to see files in format TIFF using Explorer or Netscape. The address from where the program can be copied is:
http://www.visionshape.com/plugdown.html

- A 10 page article when e-mailed as a file can reach a size of 2 MB. Users should verify the available space that their Internet servers provide to their e-mail box. When there is insufficient space to receive such a file, the e-mail returns to the sender. In such a case, photocopies will be delivered by mail, and the request will be registered in the SCAD system as fulfilled by mail.

- The majority of the problems relating to the reading of an e-mailed file can only be solved by the users: employing an adequate TIFF viewer, reserving sufficient space in their e-mail box etc.

- Problems in opening a received file do not cancel or reject a request in SCAD. The library responsible for fulfilling the request will decide on sending or not the same article by mail without additional costs for the user. However, the SCAD system registration will remain as "filled" and delivered by e-mail.

- A new delivery of the same article will only be made in the case of missing pages or parts of the text, of because of poor quality of the image. Complaints should be made up to 48 hours after the file has been sent.

Ariel delivery

- Ariel is a software package that allows the delivery of images of documents straight to the IP address of the user's or library's computer through the Internet.

- Ariel delivery of an article is conditional of the availability of the Ariel software in the library responsible for filfilling the request. If the library does not have the software, photocopies will be delivered to users by mail. Please, see the list of libraries which offer this service.

- In the case of occurring problems with the the user's IP address, for example the sending computer does not complete the transmission, or it does not connect, etc., photocopies will be delivered by mail. In those cases, registration of the request in the SCAD system will be "fulfilled" and delivered by mail.

- A new delivery of the same article will only be made in the case of missing pages or parts of the text, or because of poor quality of the received image. Complaints should be made up to 48 hours after the file has been received.

 

Requests delivery process

SCAD does not guarantee that all requests will be fulfilled, even those concerning documents retrieved through MEDLINE or LILACS. Nevertheless, the average of fulfilled requests reached 80% in the last years.

The complete requests delivery process can and should be checked by the user through the accompaniment module of the SCAD.

Request status in the SCAD

The status of a request represents the result of the requests delivery process, or the current situation of a request in the SCAD system. It can be: AWAIT, IN PROCESS, FILLED,  UNFILLED or CANCELLED.

The first position of a request is "await", which means that the request is registered in the system waiting for the process to begin. From the moment a library starts fulfilling the request, its position proceeds to "in process".

The delivery process can result positive, when the library fulfills the request and sends the respective photocopies to the user. At this point, the request proceeds to the "fulfilled" position. In the case a library does not fulfill the request for any reason, for example, the library does not have the requested article in its collection, data of the request are incomplete, etc., the position of the request moves to "unfilled".

Situations that result in a unfilled request include:

The library does not have the requested journal in its collection.
The library does not have the requested volume or issue in its collection.
Incomplete request: insufficient data hinder the identification of the requested article / chapter.
Data do not match: incorrect data in the request hinder the identification of the requested article / chapter.

A request which has been unfilled by a library can be forwarded to other library. SCAD allows up to 3 transfers within the Local System (BIREME and national libraries). If a request results unfilled in the Local System, it can be forwarded once again to libraries of other systems (external). To transfer the request to other systems, users should authorize this in the request form.

Requests are preferably fulfilled by libraries of the Local System. A request will only be forwarded to libraries of other systems, if it results "unfilled" by libraries of the Local System.

The SCAD service is priced in accordance with the place a request is fulfilled. Please see list price.

A request can be "cancelled" by the users or on their demand. Only "await" requests can be cancelled.

All position alterations concerning a request are updated in SCAD. The complete requests delivery process can and should be checked by the user through the accompaniment module of the SCAD.

Before making any complaint regarding the requests delivery process, please examine the accompaniment module of the SCAD.

Delivery time limit

method of delivery (mail, fax, e-mail or Ariel), and
the library responsible for fulfilling the request (local system libraries or other systems libraries).

- Mail delivery depends on the limit of time within which a request is processed. Time for postal services is excluded. The process time does not include Saturdays, Sundays and holidays.

- It is not possible to set up a fixed time limit for fulfilling a request. The stated time limit should be understood as an average.

The time limit starts from the day after a request is registered in the system.

see delivery time limit

Delivery prices

All changes of prices will be previously communicated through correspondence or in the news page of SCAD.

Only fulfilled requests will be invoiced. The price is set up considering each article. Each article corresponds to a request. Each request in the SCAD system receives an unique registration identity, making it impossible that the same request be charged twice.

An invoice dated in a certain month refers to requests fulfilled on the preceding month. For example: an invoice dated February 2000 lists requests fulfilled in January 2000, independent of their registration date in the system.

To check your invoice, please see the accompaniment module of the SCAD.

see list price