Library News

Copyright law gives content creators the right to determine how their work can (and cannot) be used by other people. Content creators can communicate this by assigning terms of use.

When you visit a website, the copyright terms of use are often hidden in the fine print. Check the footer, header or side bar for language such as:

• Terms of Use
• Terms of Service
• Terms and Conditions
• Legal

Terms of use outline:

• How you can use the site’s content
• What permissions you need
• Any restrictions that apply

It's crucial to read these terms carefully to avoid any legal issues and respect the rights of content creators. Even if you don’t see terms of use, you should always assume that the content is protected by copyright.

Watch our newest Copyright Minute video to learn more about copyright terms of use and how to navigate them effectively!

Questions? Contact us at Copyright@nshealth.ca.

Lana MacEachern

Library Technician
Pictou/Colchester-East Hants/Cumberland Region

Roxanne MacMillan

Librarian Educator
Halifax Infirmary, Central Zone

What do Wicked, Sherlock and West Side Story have in common? They’re all possible because the works they are based on are in the public domain. That means copyright on the original works has expired, so they can be freely adapted. L. Frank Baum’s novel, The Wizard of Oz, Arthur Conan Doyle’s Sherlock Holmes stories and Shakespeare’s play, Romeo and Juliet, essentially belong to the public*.

We get a lot of questions about the term ‘public domain.’ It is commonly believed that anything that is publicly available (such as content on the Internet) is in the public domain. In fact, most online content is protected by copyright.

Just because you can read or download a resource, that doesn’t mean you can adapt it, reproduce it, or share copies with others. Before doing so, you must always read the terms of use provided by the copyright owner or determine if a copyright exception (such as Fair Dealing) applies to your intended use.

Watch our short video to learn more:

If you have questions about copyright:

• visit our Copyright subject guide
• learn more about copyright in a custom training session for your team
• book an appointment with a Library Services' team member, or
• reach out to us at Copyright@nshealth.ca.

*Note: Only the original works are in the public domain. Newer adaptations or translations are likely to be copyright protected.

Lana MacEachern

Library Technician
Pictou/Colchester-East Hants/Cumberland Region

Roxanne MacMillan

Librarian Educator
Halifax Infirmary, Central Zone

Anatomy images are a valuable tool for sharing information in health care. They can help explain a procedure to a patient or teach a provider a new skill.

Finding a cost-free, copyright-compliant anatomy image that serves your needs can be challenging. Library Services recommends starting your search with the following resources, accessible through Library Services' Databases A-Z list and the Copyright subject guide:

• AnatomyTOOL
• Anatomy.tv

AnatomyTOOL

AnatomyTOOL (Topic Oriented Open Learning) is a platform that provides open-access materials for teaching and learning anatomy. It includes a collection of anatomy images that may be downloaded. Most are in the public domain or have Creative Commons licenses.

How to Find and Use Images in AnatomyTOOL:

For assistance using AnatomyTOOL, book a consultation with a Librarian Educator.

Anatomy.tv

Anatomy.tv is a multimedia resource featuring a robust collection of interactive 3D models of human anatomy. It is a subscription-based resource published and maintained by Teton Data Systems (TDS Health). Library Services provides access to Anatomy.tv for Nova Scotia Health staff and physicians.

You can customize Anatomy.tv images by:

• Rotating them
• Adding or removing anatomical layers
• Highlighting anatomical structures
• Adding labels

Nova Scotia Health staff and physicians may download Anatomy.tv images and use them for educational purposes, including:

• printed or digital course packs and other educational materials
• LMS courses
• presentations
• patient education materials (including patient pamphlets)

When using Anatomy.tv images, you must acknowledge the source and retain the copyright information (Primal Pictures logo) embedded on the downloaded image file.

How to Find and Use Images in Anatomy.tv:

For assistance using Anatomy.tv:

• Visit the Anatomy.tv help page.
• Book a consultation with a Librarian Educator.
• Check our Learning Opportunities calendar for regularly offered Anatomy.tv education sessions.

You can find links to these and other trusted image sources on the Copyright subject guide’s Using Images page. If you have questions about using images in your content, please contact us at Copyright@nshealth.ca.

Lana MacEachern

Library Technician
Pictou/Colchester-East Hants/Cumberland Region

Q: I am adapting a Nova Scotia Health form and want to include an image that is used in the existing version of the form. The image is not cited, and I don’t know where it came from. Can I use it, since no one has ever complained?

A: Just because an image was used previously, it doesn’t mean it was used with permission. Even if you think the chance of someone complaining is slim, you must comply with copyright law.

Here’s what you should do:

1. Try a reverse image search in Google Images to look for the source/copyright owner of the image. Watch the tutorial video below for tips on reverse image searching.
2. If you find the image, review the terms of use to determine if your use is permitted.
3. If written permission or payment is required, you must comply with those terms before using the image.
   1. Please submit proof of permission to our permissions repository.
   2. If the fee is too high or permission is not granted, look for a free-to-use alternative.
4. Always cite the source of an image, even when it is not required. This will prevent having to repeat these steps the next time the form is revised.

If you are unable to find the image or need help with this process, reach out to Library Services: Copyright@nshealth.ca.

Q: I am developing a document for a clinical subject guide for staff. I found an image in a journal article that is perfect for my needs, but I must pay to use it. Since I don’t have a budget for this, can I create my own image that looks basically the same?

A: You can create something similar, but it cannot be identical or have only minor differences. Your image must be different enough to be considered an original work. You cannot trace or use photo-editing tools to manipulate the original image.

Consider:

• searching for a free-to-use or open-licensed alternative. Many of these images can be edited, but remember to check the terms of use. Visit the Using Images page of the Copyright subject guide for ideas.
• linking to the original image instead of copying it.

For more information, email Copyright@nshealth.ca or visit our Copyright subject guide.

Reverse Image Search Tutorial

Nova Scotia Health, 2024.

Lana MacEachern

Library Technician
Pictou/Colchester-East Hants/Cumberland Region

Roxanne MacMillan

Librarian Educator
Halifax Infirmary, Central Zone

The Patient Education Pamphlets team has a small collection of anatomical diagrams and icons available to include in patient education pamphlets. If you need a diagram of a particular body part or system, the team may be able to help you find something suitable. If you would like to add a specific visual element to your pamphlet:

2. It must be representative and respectful of Canada’s diverse populations.
3. It must follow applicable Canadian copyright law. Find more information about this by visiting the Using Images and Permissions pages of the Copyright subject guide.

Did you know? Nova Scotia Health team members must pay to use stock images from websites like Getty Images, iStock, and Shutterstock. Be cautious when assuming something is “free” to use. An image may be labeled “royalty free”, but still require payment for use. For more information, visit the Copyright subject guide.

4. All images submitted for inclusion in a patient education pamphlet must be high resolution. This means they should be greater than 300 pixels per inch or a .jpg file with a file size of around 1 to 1.5 MB.
   TIP To avoid your image being compressed when sending, do not add it to a Word document; send it as an email attachment or use MOVEIt (https://sfts1.gov.ns.ca/) to share the file(s) with a Patient Education Pamphlets team member (Important: the email account Pamphlets@nshealth.ca cannot receive MOVEit files).

Many Canadians struggle to read and understand health information. Adding visual elements to patient education pamphlets is one way to help improve communication between health care providers and patients, and help the material be more inclusive of those with low health literacy.

The Patient Education Pamphlets Team is happy to help make sure your patient education materials are easy to read and understand, including helping you choose the right icons, diagrams, or photographs. Reach out to us at Pamphlets@nshealth.ca or visit the Content Creator Toolkit to get started.

References

1. Park, J., & Zuniga, J. (2016). Effectiveness of using picture-based health education for people with low health literacy: An integrative review. Cogent Medicine, 3(1). https://doi.org/10.1080/2331205X.2016.1264679

2. Schubbe, D., Scalia, P., Yen, R. W., Saunders, C. H., Cohen, S., Elwyn, G., van den Muijsenbergh, M., & Durand, M.-A. (2020). Using pictures to convey health information: A systematic review and meta-analysis of the effects on patient and consumer health behaviors and outcomes. Patient Education and Counseling, 103(10), 1935–1960. https://doi.org/10.1016/j.pec.2020.04.010

3. Tiwari, R. R., Pandey, B., & Chaudhari, K. S. (2023). Image-Based Communication for Strengthening Patient Health Education in Rural and Underserved Settings. Cureus, 15(7), e41279. https://doi.org/10.7759/cureus.41279

Kallen Rutledge

Librarian Educator, Patient Education Pamphlets Lead
Nova Scotia Hospital, Central Zone

We're often asked whether it is OK to share copyright-protected resources with colleagues. The answer is, “it depends.”

Canadian copyright law gives copyright owners the right to determine how their works may be copied or distributed. The law does not distinguish between internal and external distribution. Internal distribution can include:

• Attaching a PDF of an article to an email
• Saving an image to a SharePoint site
• Storing an ebook on a shared drive

In each of these instances, you are essentially making a copy of the work for every person who has access to those shared workspaces.

Before hitting ‘Send’ or ‘Save’:

1. Read the terms of use. Journals, websites, and electronic databases often state explicitly how their content can be used. For example, they may permit distribution for educational purposes, or downloading for personal use only. You must use the content as directed and get permission to share if necessary. Look for terms of use in the fine print of websites. If you have questions about terms of use for journals or electronic databases, email Copyright@nshealth.ca.
2. Determine if your use is Fair Dealing. Canadian copyright law allows limited use of short excerpts of copyrighted works without getting permission. You may be allowed to share a work if your use is for research, private study, education, parody or satire, criticism, review, or news reporting and it meets conditions determined by Canadian courts. Examples might include sharing an article with a Nova Scotia Health colleague for collaborative research, or with students in an in-person lecture. Learn more about Fair Dealing.
3. Share a link to the resource if possible! It is generally considered copyright compliant to share a link to an electronic resource. Linking to the original document also ensures that if a document is updated or revised, readers are directed to the most recent version.

To learn more about best practices for sharing articles with colleagues, check out our new ‘Copyright Minute’ video, below. You can also contact us any time at Copyright@nshealth.ca.

Copyright - A Copyright Minute: Sharing Articles with Colleagues

Nova Scotia Health, 2023.

Lana MacEachern

Library Technician
Pictou/Colchester-East Hants/Cumberland Region

Roxanne MacMillan

Librarian Educator
Halifax Infirmary, Central Zone

Citing Indigenous knowledge

Q: "I interviewed several Mi’kmaq elders for a report on Indigenous medical traditions. The interviews were not recorded. How should I cite this correspondence in APA style?"

A: You can do this in one of two ways:

1. APA 7th ed. – Personal Communications

If the interviews are not available to readers in some recorded format (e.g., video, audio, written transcript), the American Psychological Association (2020, p. 260) recommends that traditional knowledge of Indigenous peoples be treated as a form of personal communication. No reference list entry is required, but you should provide an in-text citation with the following components:

• the person’s full name
• the nation or specific Indigenous group to which they belong
• their location
• other details about them that you think are relevant
• the words “personal communication”
• the exact date of correspondence

Example of in-text citation:
(George Bernard, Membertou First Nation, Mi’kma’ki, lives in Membertou, Unama'ki, personal communication, October 4, 2023)

2. Citation templates specifically designed for Indigenous Elders and Knowledge Keepers

Indigenous scholar, Lorisia MacLeod (2021), in partnership with staff of the NorQuest Indigenous Student Centre, created citation templates for both APA and MLA style to better respect and acknowledge Indigenous oral traditions. She reasons that “to use the [APA or MLA] template for personal communication is to place an Indigenous oral teaching on the same footing as a quick phone call, giving it only a short in-text citation (as is the standard with personal communication citations) while even tweets are given a reference citation” (MacLeod, 2022, p. 2). Numerous institutions across Canada and the United States have adopted these templates.

MacLeod suggests including an entry in the reference list, in addition to the in-text citation recommended by APA (see above), using this format:

Last name, First initial. Nation/Community. Treaty Territory if applicable. Where they live if applicable. Topic/subject of communication if applicable. personal communication. Month Date, Year.

Example of reference list entry:
Bernard, G. Membertou First Nation. Mi’kma’ki. Lives in Membertou, Unama’ki. Mi’kmaq medicines. personal communication. October 4, 2023.

Note: It is always important to ask how an individual wishes to identify themselves and their community.

We'll share more copyright Q&A in future blog posts. In the meantime, reach out to Copyright@nshealth.ca with your copyright question or book a one-on-one consultation.

To learn more, visit our Copyright subject guide, register for Copyright 101 on the LMS or request a custom copyright education session for your team. We’re here to help!

References

1. American Psychological Association. (2020). Publication manual of the American Psychological Association (7th ed.). https://doi.org/10.1037/0000165-000

2. MacLeod, L. (2021). More than personal communication: Templates for citing Indigenous elders and knowledge keepers. KULA: Knowledge Creation, Dissemination, and Preservation Studies 5(1). https://doi.org/10.18357/kula.135. CC BY 4.0.

Lana MacEachern

Library Technician
Pictou/Colchester-East Hants/Cumberland Region

Roxanne MacMillan

Librarian Educator
Halifax Infirmary, Central Zone

Are you interested in learning how to access information using Library Services resources or developing patient education pamphlets? Our education sessions teach practical information skills that meet the evolving needs of:

• Clinicians, staff and researchers who need to efficiently access health sciences literature for research and to inform patient care
• Clinicians who need to learn how to access new/under-utilized point-of-care tools and other relevant resources

Online education sessions, offered on Microsoft Teams, cover topics such as:

• Library Services orientation
• Literature search tips to assist with research
• Searching specific databases (such as PubMed®, CINAHL, etc.)
• Developing patient pamphlets
• Copyright advice

We keep in mind health care workers' busy schedules so new classes are added every three months with a variety of dates and times. There is sure to be a session suitable for you.

View online education and training opportunities

1. Be sure to check our Learning Opportunities calendar often. You can access the calendar from Library Services’ website by selecting Services at the top of the Library’s home page. From the dropdown menu, select Education and Training Sessions.
2. Watch for learning opportunities in the Library Services section of Nova Scotia Health News.
3. Print and post our fall education flyer - coming in September! From the Library Services home page, select Documents & Forms from the left-hand menu. Select Promotion, then the Library Learning Opportunities document for the current season.
4. Keep an eye out for promotional emails from Library Services.

Online session registration is quick and easy:

1. From the Learning Opportunities calendar, select the session you are interested in.
2. Select the Begin Registration button and complete the form.
3. Before you select Register, it is helpful to have your device set up properly to join the meeting.
   1. Support for joining the meeting is provided on the registration page and in the confirmation email you will receive.
   2. If you have any difficulty, please email Library Services prior to the session date.
4. Once you have registered, you will receive a confirmation email with the link to join the session.
5. You will also receive a reminder email before the session date.
6. After the session, you will receive a Training Evaluation Form. Your feedback is important!

Custom Group Training

Looking for a customized group training session? We have you covered! Our instructors deliver customized education sessions on several topics that support your info needs, at a time that works best for your team. Depending on the type of request, customized group training can be delivered virtually, via Microsoft Teams, or in-person. Let us know what you are looking for by filling out our Custom Group Training form. A Library Services team member will be in touch to arrange your session.

Consultations

Library Services’ team members also provide consultations. Meet one-on-one with a library and information professional for help with your project, publication, research or other info need. Book a consultation online today!

We look forward to meeting you in one or more of these sessions, or in a consultation with a Library team member. As always, please reach out to AskLibrary@nshealth.ca with questions or for further info about Library Services’ Education and Training opportunities.

Amanda Andrews

Librarian Educator, Education & Training Lead
Eastern Zone - Cape Breton, Guysborough, Antigonish

Welcome to summer—the season of pedicures, fancy up-do hairstyles and vibrant outfits. It seems everyone is getting dressed up and made over for a prom, wedding, trip or reunion.

Library Services’ Copyright Team didn’t want to be left out of the fun, so we’ve jazzed up our favourite LMS course: Copyright 101.

Copyright 101 delivers the core information you need to confidently reuse, create and share content legally and ethically at Nova Scotia Health. After taking this self-guided eLearning course, you will be able to:

• Understand the following concepts and their application in the workplace:
  • Intellectual property
  • Canadian copyright law
  • Content
  • Copying
  • Public Domain
  • Fair Dealing
• Know when and how to request permission to reproduce content
• Interpret terms of use and Creative Commons licenses
• Adapt content for reuse in Nova Scotia Health projects
• Share content ethically

The best part about Copyright 101 is you can take it at your convenience. If our regularly scheduled live copyright education sessions don’t fit your schedule, Copyright 101 is the solution.

To access the course, sign in to LMS and search for Copyright 101 by title or by the course code 0829.

We recognize that eLearning isn’t the best format for everyone. If you prefer in-person learning, you can:

• sign up for a live copyright education session (resuming in the fall)
• book a copyright consultation
• reach out to the Copyright Team at Copyright@nshealth.ca

Lana MacEachern

Library Technician
Pictou/Colchester-East Hants/Cumberland Region

Generative Artificial Intelligence (AI) tools have been a hot topic of both news and conversation since OpenAI launched ChatGPT in March 2023. In addition to the possibilities these tools present, there has been much discussion about their limitations and risks. Let’s take a look at some things you should be aware of from a copyright and citation perspective.

Copyright

The big question is who owns the copyright for AI-generated materials?

As yet, there are no clear answers.

OpenAI, for example, claims to own the copyright for content produced by ChatGPT and its image generator, Dall-E. OpenAI assigns its users the right to use the content for any purpose, including commercial use (OpenAI, 2023a), but do they really have the authority to do so?

ChatGPT and other generative AI tools are ‘trained’ on huge amounts of data “scraped from the internet” (CBA National, 2022). Although this content is freely accessible, much of it is likely copyright protected, and that’s where things get murky. According to the Canadian Bar Association, clarity will likely have to be provided by court decisions—in Canada and worldwide—to address questions such as:

• Do AI tools use enough of an original work to infringe on copyright?
• Does the use fall under Fair Dealing?
• Is AI output a purely “mechanical exercise” (CCH Canadian Ltd. v. Law Society of Upper Canada, 2004) and not copyright protected at all?

(CBA National, 2022)

There are already several high profile court cases involving generative AI. For example, Getty Images is suing Stability AI for allegedly using its content without permission to ‘train’ the image generator, Stable Diffusion (Brittain, 2023).

Citations

OpenAI (2023b) acknowledges that ChatGPT “sometimes writes plausible-sounding but incorrect or nonsensical answers.” This is sometimes referred to as hallucination and fake citations are one example.

University of Waterloo Library and Memorial Sloan Kettering Cancer Center Library, among others, have tested the reliability of citations produced by ChatGPT. I thought I’d try it myself.

I asked ChatGPT to write a paragraph on the use of carbamazepine in benzodiazepine withdrawal and to include a reference list.

This was the response:

Carbamazepine is a medication commonly used in the management of benzodiazepine withdrawal, particularly in cases of long-term benzodiazepine dependence. It belongs to the class of anticonvulsant drugs and acts by stabilizing neuronal membranes and reducing excessive neuronal firing. Carbamazepine helps alleviate withdrawal symptoms such as anxiety, insomnia, restlessness, and irritability, making it a valuable adjunct in the detoxification process. The drug's mechanism of action involves modulating the gamma-aminobutyric acid (GABA) neurotransmission system, which is disrupted during benzodiazepine withdrawal. While carbamazepine has demonstrated efficacy in managing benzodiazepine withdrawal symptoms, it should be used under close medical supervision due to its potential for side effects and interactions with other medications. Further research is needed to optimize dosing and duration of carbamazepine therapy in benzodiazepine withdrawal.

Reference List:

1. Sood A, Armon C. Carbamazepine for benzodiazepine withdrawal. Cochrane Database Syst Rev. 2005;(3):CD001905. doi: 10.1002/14651858.CD001905.pub2
2. Nardi AE, Lopes FL, Valença AM, Freire RC, Veras AB, de-Melo-Neto VL. Withdrawal from long-term benzodiazepine use: randomised trial in family practice. Br J Gen Pract. 2006;56(533):958-963. doi: 10.3399/096016406775101759
3. LoVecchio F, Pizon A, Riley B, et al. Use of phenobarbital and carbamazepine in patients with alcohol withdrawal. Am J Emerg Med. 2007;25(3):299-302. doi: 10.1016/j.ajem.2006.08.004
4. Koster ES, Maes J, Janssen HE, et al. Use of benzodiazepines and benzodiazepine-related drugs in older adults with intellectual disability: A register-based study. J Appl Res Intellect Disabil. 2020;33(2):312-321. doi: 10.1111/jar.12658

I am not a subject matter expert, so I won’t speak to the accuracy of the paragraph (though I would welcome input from readers). As for the citations, at first glance they looked promising—formatted correctly, reputable journal titles—but looks, as the saying goes, can be deceiving.

Of the four citations, only one is even partially correct. The others are complete fabrication!

A search of PubMed® and Google Scholar indicates that references 1, 3, and 4 do not exist. The DOIs provided by ChatGPT are for different and unrelated articles. Reference 2 IS a real article from the British Journal of General Practice, but the authors and the DOI are incorrect.

What does this mean for you?

If you use generative AI tools for any purpose:

• Always confirm that the content is accurate. Check everything (including citations) against reputable sources, such as those provided by Nova Scotia Health Library Services. Consider using a plagiarism detector or Google’s reverse image search to determine if text or images have been copied from a copyrighted resource.
• Pay attention to developing legislation and policy. The federal government has proposed an Artificial Intelligence and Data Act and the Office of the Privacy Commissioner of Canada recently announced an investigation into ChatGPT for possible misuse of personal information.
• Exercise caution. Open AI CEO, Sam Altman, described ChatGPT as “incredibly limited” and warned that it should not be relied on for anything important (O’Brien, 2023). Generative AI tools are rapidly improving, but it will always be up to the user to ensure that the content they produce is accurate and copyright compliant.

If you have questions about copyright:

• visit our Copyright subject guide
• book an appointment with a library staff member, or
• reach out to us at Copyright@nshealth.ca.

Further Reading:

Alkaissi H, McFarlane S I (February 19, 2023) Artificial Hallucinations in ChatGPT: Implications in Scientific Writing. Cureus 15(2): e35179. doi:10.7759/cureus.35179

Flanagin, S., Bibbins-Domingo, K, Berkwits, M. & Christiansen, M.A.. (2023, Jan. 31). Nonhuman “authors” and implications for the integrity of scientific publication and medical knowledge. JAMA 329(8), 637-639. doi:10.1001/jama.2023.1344

References (not AI generated)

1. Brittain, B. (2023, Feb. 6). Getty Images lawsuit says Stability AI misused phots to train AI. Reuters. https://www.reuters.com/legal/getty-images-lawsuit-says-stability-ai-misused-photos-train-ai-2023-02-06/

2. CBA National/ABC National. (2022, Dec 7). The legal status of generative AI. The Canadian Bar Association. https://nationalmagazine.ca/en-ca/articles/law/hot-topics-in-law/2022/the-legal-status-of-generative-ai

3. CCH Canadian Ltd. v. Law Society of Upper Canada. [2004] 1 S.C.R. 339, 2004 SCC 13. https://scc-csc.lexum.com/scc-csc/scc-csc/en/item/2125/index.do

4. O’Brien, M. (2023, Jan. 6). What is ChatGPT and why are schools blocking it? The Globe and Mail. https://www.theglobeandmail.com/world/article-explainer-what-is-chatgpt-and-why-are-schools-blocking-it-2/

5. OpenAI. (2023a). Terms of use. https://openai.com/policies/terms-of-use

6. OpenAI. (2023b). IntroducingChatGPT. https://openai.com/blog/chatgpt

Roxanne MacMillan

Librarian Educator
Central Zone

Getty Images

Q: "Can I use pictures from Getty Images in my video presentations? I found some in a Google Images search and it looks like I can easily download them."

A: To legally use Getty Images content, you must pay for it. Getty Images content (or content from other stock image sites such as iStock and Shutterstock) is available under a royalty-free license, but this doesn’t mean that it is free to use. It means that you must pay a one-time fee to use an image multiple times without paying further royalties.

Since images owned by Getty are all over the Internet, we’re often asked “How will they even know if I use the images?” This story is from a Nova Scotia Health team member:

“I am the webmaster for my child’s sports team. Our team received an email from Getty Images letting us know that some of our coaches had illegally used some Getty images in electronic newsletters. They also sent an invoice for $1800 US! We had no idea that using pictures readily available from a Google search could have such expensive consequences.”

Nova Scotia Health team members must pay to use Getty Images content and other royalty-free content. You can also look for free-to-use alternatives. Visit the Using Images & Understanding Permissions page of our Copyright subject guide for suggestions.

Creative Commons

Q: “I found a clinical tool that I would like to adapt and rebrand for use at Nova Scotia Health. It is available under a Creative Commons license, so does that mean I am free to use it however I want? The license is CC BY-NC-ND.”

A: A resource that is licensed through Creative Commons is not free to use in any way you like. You must understand and comply with the terms of the license.

Let’s look at what the CC BY-NC-ND license means:

• BY means that attribution is required. You must give credit to the creator of the material AND link to the appropriate license. You can find more information about how to appropriately cite Creative Commons resources on the Creative Commons page of our Copyright subject guide.
• NC means non-commercial. You cannot use this material for commercial purposes.
• ND means no derivatives. This means that you are not permitted to “remix, transform or build upon the material” (Creative Commons, n.d.), so you cannot freely adapt and rebrand this clinical tool. Your options are:
  • Use the material as is, without adaptations.
  • Look for an alternative.
  • Contact the copyright owner for permission to adapt the resource, with the understanding that the answer may be ‘No’. Library Services can help you ask for permission.

We’ll share more copyright Q&A in future blog posts. In the meantime, reach out to copyright@nshealth.ca with your copyright questions or book a one-on-one consultation.

To learn more, sign up for one of our regular education sessions or request a custom copyright education session for your team. We’re always here to help!

References

1. Creative Commons. (n.d.). Attribution-NonCommercial-NoDerivs 2.0 Generic (CC BY-NC-ND 2.0). https://creativecommons.org/licenses/by-nc-nd/2.0/

Lana MacEachern

Library Technician
Aberdeen Hospital, Northern Zone

Roxanne MacMillan

Librarian Educator
Central Zone

In Copyright Corner, we talk frequently about the importance of asking for permission to reuse someone else’s content. We also understand that it can be confusing to know when and how to ask for permission.

Library Services has tools that can help!

Copyright Decision Tree

The first step is determining whether you need permission. Our Copyright Decision Tree walks you through questions such as:

• Is the work protected by copyright? Is it in the public domain?
• Is the work licensed for your intended use? Has the copyright owner applied a Creative Commons license? Does your department have an Access Copyright license or a stock image license, which permits use without asking for permission?
• Do the terms of use specifically disallow your intended use?
• Can you apply a Copyright Act exception, such as Fair Dealing?

 

Sometimes, the answers are clear, but if you’re not sure, reach out to Library Services. You can email us at copyright@nshealth.ca or book a consultation with a librarian. We'll help you determine if you can use a work freely.

If permission is required, we can help with that too.

Copyright Permissions form

This simple form can be used to:

• Ask Library Services to request copyright permission on your behalf.

If you don't have time or aren't sure how to ask a copyright holder for permission to reuse their work, Library Services is ready to assist. We'll ask you to provide information about the resource and we'll do our best to locate and contact the copyright holder.

• Submit proof of permissions that you have requested and received yourself.

You can also reach out to a copyright holder yourself. Sometimes a simple email outlining how you intend to use a resource (print or electronic, password protected, etc.) is sufficient, but keeping track of your permissions is essential.

If you are ever questioned by a copyright holder as to whether you have reused their work legally, we can quickly and efficiently consult the repository, eliminating the need to search through your personal emails and files. And, if you leave your position, your permissions records will stay with the organization.

You can find the Copyright Permissions Form on the Library Services website, as follows:

From the Services menu (1) on the top bar or left side of the page, select Copyright and Citation Management (2). Click on Request or Report Copyright Permissions (3) to open the form.

You can find more information about copyright permissions, including a printable version of the Copyright Decision tree, on our Copyright subject guide. Check our Learning Opportunities calendar for sessions on copyright. As always, reach out to copyright@nshealth.ca with your permissions and other copyright questions.

Roxanne MacMillan

Librarian Educator
Central Zone

In our previous Copyright Corner post, we discussed the importance of citation and promised to address copyright attribution. This post might have left you wondering....

Aren't citation and attribution the same thing?

Citation and attribution are closely related terms, often used interchangeably. In fact, academic citation is a form of attribution, used to acknowledge the author(s) of a work from which you have quoted or paraphrased a small amount of content.

But you may have to provide attribution to an author or copyright owner in a different (or additional) way if:

• it is legally required by the terms of an open license,
• the terms of use (website or other) specify how attribution should be given, or
• you are asked to do so when you receive permission to use or adapt a copyright-protected resource.

Open licenses

Copyright owners can apply open licenses to their work to give permission to use or adapt as the license specifies. Open licenses may be used for any type of resource, including:

• Artistic works, such as photographs
• Clinical tools and informational materials
• Open educational resources, such as online courses and textbooks
• Databases/datasets

The best-known open licensing system is Creative Commons, which we have discussed in a previous blog post. The minimum requirement of each of the six types of licenses is attribution.

Attribution statements for open-licensed resources should include the title of the work, the name of the author/creator, and the license type, with hyperlinks to each where applicable (Aesoph, n.d.).

Note that although there is no legal requirement to give attribution to the author(s) of a Public Domain or CC0-dedicated resource, it is good practice to do so. Not only does this acknowledge someone else's work, it also tells your readers where to find the original (Kat, 2015).

You can find examples of Creative Commons attribution styles on their Best practices for attribution page. Also useful is Open Washington’s Open Attribution Builder, which allows you to enter information about a resource to generate an attribution statement.

Terms of use

Sometimes, the creators of a website or other resource will explicitly tell you how to attribute their content. Look for language such as:

• Terms of use
• Terms and conditions, or
• Copyright

in the fine print at the bottom/footer of webpages.

These terms should be interpreted as a legal agreement between you and the copyright owner (ContractsCounsel, nd.). Failure to comply could lead to a take-down request or even legal action against you or your employer.

For example, the Australian Urban Research Infrastructure Network (AURIN) (n.d.) specifies:

Permission

When you request permission to use a copyright-protected resource, the copyright owner may say yes on the condition that you provide attribution in a specific way. Sometimes, they will just ask you to provide a citation, but quite often they will require you to use attribution terminology such as:

• Adapted with permission from ...., or
• Used with permission from ....

We will discuss the permissions process in depth in the next Copyright Corner post. For now, when you request permission, it is always a good idea to ask the copyright owner if they have any conditions for how the work can be used, including how it should be attributed.

A few things to note

The differences between citation and attribution are subtle. Here are some things to keep in mind:

• Attribution is generally a condition of permission to use all or part of a resource (Aesoph, n.d.)
• Attribution statements, particularly for images and figures, are usually placed on the same page as the resource, rather than in a reference list (Aesoph, n.d.)
• If you are quoting from or paraphrasing part of a resource and want to direct your readers to your reference list with in-text citations, you may choose to provide both an attribution statement AND a reference.

You can read more about this and other copyright topics in our Copyright subject guide. If you have questions, you can book a consultation with a library team member or email us at copyright@nshealth.ca.

Attribution

Some information is adapted from Self-Publishing Guide by L.M. Aesoph, published by BCcampus Open Education and used under the conditions of a CC BY 4.0 International License.

References

1. Aesoph, L.M. (n.d.). Self-Publishing Guide. BCcampus Open Education. https://opentextbc.ca/selfpublishguide/

2. Australian Urban Research Infrastructure Network (AURIN). (2022, July 1). Copyright and attribution. https://aurin.org.au/legal/copyright-and-attribution/

3. ContractsCounsel (n.d.). Website terms and conditions. https://www.contractscounsel.com/t/us/website-terms-and-conditions

4. Kat (2015, February 25). Why Creative Commons uses CC0 [blog post]. Creative Commons https://creativecommons.org/2015/02/25/why-creative-commons-uses-cc0/

Roxanne MacMillan

Librarian Educator
Central Zone

In this edition of our Copyright Corner series, we’ll look at citation. The importance of giving credit where credit is due might seem obvious. Most of us learned the basics of citing sources in high school and understand that it is required in academic writing and publication, but did you know that citation is equally important in our professional roles?

As health care workers, we demonstrate integrity and professionalism by giving credit to the creators of information that we quote, reuse, or adapt in our own publications. This includes, but is not limited to:

• Training materials, such as PowerPoint presentations or LMS courses
• Patient education materials
• Subject guides or other online content
• Curriculum resources
• Promotional materials
• Clinical resources, such as pathways or guidelines

Remember: Citing your sources may not be sufficient!

Citation may protect you against plagiarism, but it doesn’t necessarily protect you against copyright infringement. You may need permission to use or adapt resources. Always investigate the copyright terms of use before assuming that a resource is free to use. If you are uncertain, contact Library Services at copyright@nshealth.ca. We are here to help!

Let’s look at how you can tell your readers where the information came from if you do have permission to reuse a work, or if you are quoting or paraphrasing a short excerpt.

Citation styles

There are many citation styles, including:

• APA (American Psychological Association)
• MLA (Modern Language Association)
• AMA (American Medical Association)
• NLM/Vancouver (also referred to as the Vancouver system or the author-number system (MacOdrum Library, n.d.)).

For published works (scholarly or otherwise), you should always ask your publisher if a particular citation style is required. For example, if you are publishing a subject guide with Library Services, we will ask you to use APA style. A medical journal publisher may require that you format your article in AMA or NLM/Vancouver style.

Whatever citation style you use, the basic principles are the same. If you quote or paraphrase from a source, the borrowed text is indicated by an in-text citation, which corresponds to an entry in your reference list. You can think of in-text citations as breadcrumbs, leading you to the full reference. That reference will usually include the author’s name(s), publication date, title, publication information, and (for journal articles) the DOI (digital object identifier).

Citation managers and generators

Citation management tools, such as Zotero and Mendeley, can help you keep track of your citations and create in-text citations and reference lists. You can learn more about these tools on Library Services’ Citation Management subject guide.

Databases often include citation generators, making it easy for you to create a citation in your style of choice. In PubMed, for example, you can click on the ❛❛    Cite button (1). The citation will appear as a pop-up (2). You can then choose your preferred citation style and copy the citation.

Library Services’ new Discover search also includes generated citations. When viewing a record, under “Export to your favorite citation manager” on the right-hand side, you can choose your preferred citation style (3) and copy the citation (4).

Learn more

The next article in the Copyright Corner series will address:

• copyright attribution and how to acknowledge materials that you have reproduced or adapted with permission.
• attribution requirements and recommendations for Creative Commons licensed resources.
• why it is good practice to provide attribution even when it is not required, such as for resources in the public domain.

In the meantime, you can find more information about citing sources on our Copyright subject guide. For one-on-one assistance, book a consultation with a library team member or email us at copyright@nshealth.ca.

Additional Resources

Purdue OWL: Research and Citation Resources

References

MacOdrum Library. (n.d.). NLM/Vancouver citation style. Carleton University. https://library.carleton.ca/guides/help/vancouver-citation-style.

Roxanne MacMillan

Librarian Educator
Central Zone

In the 2022 federal budget, the Government of Canada (2022, Annex 3) announced that the length of copyright protection—currently life of the author plus 50 years—will be extended to life plus 70 years.

This extension was a condition of the 2018 Canada-United States-Mexico trade agreement. It will bring Canada’s copyright term in line with that of many of its major trading partners, including the United States, the United Kingdom, and the European Union.

This means that, for the next 20 years, no new works will enter the public domain in Canada because their copyright has expired.

What is public domain?

Works that are in the public domain are not protected by copyright and can be reused, shared, copied, or adapted without permission. They belong to the public.

Public domain is determined by the laws of the country where the resource is used, not where it was published. A work may be in the public domain in one country but not in another. For example, A. A. Milne’s 1926 Winnie the Pooh stories entered the public domain in the United States in January 2022. These stories have been in the public domain in Canada since 2007 (Vermes, 2022).

It is important to understand that new editions or adaptations of works in the public domain may be protected by copyright if they have been changed enough to be considered a separate work (University of British Columbia, n.d.).

In Canada, works can enter the public domain if:

• Copyright has expired. The rule of 50 (soon to be 70) calendar years after the death of the last surviving author applies to most works, but there are some differences depending on the format of a work, who created it, and the date of publication. You can read more on the University of British Columbia’s guide to Public Domain.
• The author has waived their copyright. Authors can choose to place their work in the public domain, allowing the work to be used freely and without permission. One way they can do this is to assign a CC0 dedication through Creative Commons.

Some materials do not qualify for copyright protection. These include materials lacking in originality or creativity such as data or facts. Ideas are not covered by copyright until they are expressed in a tangible format. For example, an idea for a research project is not covered by copyright, but a written research proposal is.

Public domain does not mean:

• Publicly accessible. Just because you are able to copy and paste an image found on the Internet or photocopy a large portion of a textbook you borrowed from a library doesn’t mean that you are permitted to do so. Always assume that works are copyright protected! Look for terms of use for materials found online and be prepared to ask for permission.
• Royalty-free. This type of copyright license means that a user makes a one-time payment to use a resource, such as a stock photo, multiple times, without paying royalties each time the resource is used. It doesn't mean that materials are free to use.

Why is public domain important?

In a response to the proposed copyright term extension, the Canadian Federation of Library Associations and the Canadian Association of Research Libraries (2021) stated that “[a] broad and deep public domain enriches Canadians’ social, political, intellectual, cultural, and artistic lives” (p.3).

Public domain can support:

• Education, opening up opportunities for digitization of older works and making them freely available online for classroom (and other) use (Center for the Study of the Public Domain, 2021).
• Creativity, allowing public domain works to be remixed, reimagined, or performed (Center for the Study of the Public Domain, 2021).
• Preservation, allowing Canadian libraries and archives to digitize and provide access to orphan works (where the copyright owner can’t be located) or works that are no longer commercially viable but are of significance to Canadian heritage and culture (Canadian Federation of Library Association & Canadian Association of Research Libraries, 2021).

Where can I find public domain resources?

For more suggestions, see Wikipedia’s list of public domain resources, including some specific to medicine. Visit our Copyright subject guide for information on finding copyright-free images.

If you have questions about public domain or other copyright topics, get in touch at copyright@nshealth.ca or book a one-on-one consultation. Select Copyright from the list of options.

References

1. Canadian Federation of Library Associations & Canadian Association of Research Libraries. (2021). Joint response to consultation on copyright term extension. https://www.carl-abrc.ca/wp-content/uploads/2021/03/CFLA-CARL_Joint_Response_to_Consultation_on_Copyright_Term_Extension.pdf.

2. Center for the Study of the Public Domain. (2021). Why the public domain matters. Duke University. https://web.law.duke.edu/cspd/publicdomainday/2021/why/.

3. Copyrightlaws.com. (2021) Duration of copyright in Canada. https://www.copyrightlaws.com/duration-of-copyright-in-canada/.

4. Government of Canada. (2022). Budget 2022. https://budget.gc.ca/2022/report-rapport/toc-tdm-en.html.

5. Vermes, J. (2022, January 10). How Winnie-the-Pooh highlights flaws in U.S. copyright law – and what that could mean for Canada. CBC Radio. https://www.cbc.ca/radio/day6/trump-supporters-prep-for-2024-bye-bye-blackberry-don-t-look-up-why-we-procrastinate-joygerm-day-and-more-1.6307339/how-winnie-the-pooh-highlights-flaws-in-u-s-copyright-law-and-what-that-could-mean-for-canada-1.6309960

Roxanne MacMillan

Librarian Educator
Library Services, Central Zone

“[Creative Commons’] founders recognized the mismatch between what technology enables and what copyright restricts, and they provided an alternative approach for creators who want to share their work. Today that approach is used by millions of creators around the globe.” (Creative Commons, n.d., Unit 1)

Understanding how to reuse someone else’s work legally is complicated. Using works made available under Creative Commons licenses is a (fairly) straightforward way to navigate terms of use, permissions, and the details of Canadian copyright law. Let’s take a closer look!

What is Creative Commons?

Founded in 2002, Creative Commons (CC) is a nonprofit organization committed to open licensing. They provide creators, worldwide, with “a free, simple, and standardized way to grant copyright permissions for creative and academic works; ensure proper attribution; and allow others to copy, distribute, and make use of those works.” (Creative Commons, n.d.2).

It is important to understand that, although CC-licensed resources are free to use, there are some restrictions and attribution is always required. You must carefully read and understand the terms of the CC license and use the resource as specified.

Understanding Creative Commons Licenses

There are six Creative Commons licenses. From least restrictive to most restrictive, they are:

	Attribution CC BY	You can distribute, remix, adapt, and build upon a work, even commercially, as long as attribution is given to the original creator of the work.
	Attribution- Sharealike CC BY-SA	You can distribute, remix, adapt, and build upon a work, even commercially. Attribution must be given to the original creator and modified works must also be licensed CC BY-SA.
	Attribution- NoDerivatives CC BY-ND	You can reuse a work for any purpose, even commercially, but no modifications or adaptations are allowed. Attribution must be given to the original creator of the work.
	Attribution- NonCommercial CC BY-NC	You can remix, adapt, and build upon a work, but the use must be non-commercial. Attribution must be given to the original creator of the work.
	Attribution- NonCommercial- Sharealike CC BY-NC-SA	You can remix, adapt, and build upon a work, but the use must be non-commercial. Attribution must be given to the original creator and modified works must also be licensed CC BY-NC-SA.
	Attribution- NonCommercial- NoDerivatives CC BY-NC-ND	You can download and share a work, but it cannot be modified or adapted or used commercially. Attribution must be given to the original creator of the work.

License icons by Creative Commons / CC BY 4.0

Creative Commons also provides public domain tools that help creators make their work available without copyright restrictions.

Places to Find Creative Commons Licensed Content

Openverse

This search engine, linked on the CC website under “Search the Commons” and maintained by WordPress, allows you to search for CC-licensed content across the web. You can filter by the type of license or by intended use (commercial, modify/adapt).

Flickr

Flickr is a photo management and sharing site, with billions of photographs. You can limit your Flickr search results to CC-licensed images.

Wikimedia Commons

Many of the 80 million+ media files uploaded to Wikimedia Commons are CC-licensed. Be sure to check the license/terms of use for each resource and provide attribution as required.

Google Images

Google Images allows you to limit your search to CC-licensed images.

Once you have entered your search terms, in this example "human heart", click on Tools (1) to open a menu. Click on Usage Rights (2) and select Creative Commons licenses (3).

It is important to note that not all images retrieved this way are actually CC-licensed. Always check the source of the image to make sure you can use it without payment or permission.

Bing Images/Microsoft Office

To limit your Bing Images search to Creative Commons or Public Domain, click on Filter (1). Then click on License (2) and select the type of license from the dropdown menu (3). Bing’s filter allows you to be more specific than Google.

Microsoft Office allows you to insert online pictures through an integrated Bing Images Creative Commons search.

As with Google Images, the Bing Images/Microsoft Office Creative Commons search is NOT 100% reliable. Always check the source of the image to ensure if and how you are permitted to use it.

What does it mean to give a creator attribution?

Attribution is a requirement of all CC licenses. Creative Commons (n.d.3) states that an ideal attribution includes the:

• Title of the resource (with a link to the source)
• Author/creator (with a link to their profile page)
• CC License (with a link to the license details)

See the Creative Commons Best Practices for Attribution wiki for more details. 

When you insert a CC-licensed image in a Microsoft Office project, a generic attribution will be included. 

To obtain the correct title, author and license details , you will need to click the text This Photo (1) to view the original image. Replace the generic text with the actual title (linked to the source) and the author’s name (2) (linked to their profile, if available). Check to make sure that the CC license (3) is correct. The correct attribution (4) for this example is:

Doctor greeting patient by Vic is licensed under CC BY.

For more information about Creative Commons licenses and other copyright topics:

• visit our Copyright subject guide.
• reach out to us with your copyright questions using our new copyright email – copyright@nshealth.ca
• book a one-on-one consultation with a Library Services team member.
• check our Learning Opportunities and Events calendar for upcoming copyright education sessions.

References

1. Creative Commons. (n.d.1). Creative Commons Certificate for Educators, Academic Librarians and GLAM. https://certificates.creativecommons.org/cccertedu/

2. Creative Commons. (n.d.2). What we do. https://creativecommons.org/about/

3. Creative Commons. (n.d.3). Use & remix. https://creativecommons.org/about/

Roxanne MacMillan

Librarian Educator, Copyright
Dickson Building, Central Zone

In today’s digital world, finding and using images for presentations, education, and publication is easy…

Or is it?

People often assume that online images are free to use, perhaps because they are so easily available: Right click and save, then copy and paste into your work.

In reality, using online images is complicated because some images:

• are free to use
• can be used with permission, or under specific terms or licences
• must be purchased
• cannot be reproduced under any condition

You should always assume that an image is protected by copyright, and it is always your responsibility to find out if and how you are permitted to reproduce it legally and ethically.

We’ve created an infographic to help you with reusing and/or adapting images in your work.

Key considerations

• Fair dealing

What uses are considered ‘fair’ under Canadian copyright law? Can you use any image in any educational presentation if you cite the source?

• Creative Commons licences

A Creative Commons licence does not mean that content can be used without restrictions. There are six different licences, each with their own terms of use.

• Public domain

What does it mean when something is in the ‘public domain’?

• Getting permission

The permissions process can seem overwhelming, but it must be followed. What are the best practices for requesting permission? What do you do if you can’t find a copyright owner? What do you do if the owner says “no”?

Look for future blog posts, where we will explore each section of the infographic in more detail.

Visit our Copyright subject guide for more information about finding and legally using images, or book a consultation with a library team member (choose “Copyright” from the list of options). If you find you still have questions about using images, email us at AskLibrary@nshealth.ca.

Roxanne MacMillan

Librarian Educator
Library Services, Central Zone

UPDATED: June 7, 2024

It can be challenging to find medical images that are technical and specific to a certain discipline. You may be looking for a medical image to add to a patient education pamphlet, LMS module, or staff training presentation. While some resources are great for finding general images and icons, ClinicalKey® is a valuable tool for finding medical images that are derived from full-text information sources such as journal articles and ebooks. Read on to learn how to find images in ClinicalKey® and use them in accordance with copyright.

What is ClinicalKey®?

ClinicalKey® is a biomedical database that contains a wealth of content in a variety of formats. In addition to medical images, ClinicalKey® also contains journal articles, ebooks, clinical overviews, drug information, and procedural videos. Library Services subscribes to ClinicalKey®—you can access it from our Databases A-Z list.

Note: When accessing ClinicalKey® offsite or on a computer not connected to the Nova Scotia Health network, you may be prompted to enter your Nova Scotia Health username and password.

Searching for images in ClinicalKey®

On the ClinicalKey® homepage, type a keyword (e.g. suturing) into the search bar (1), select “Multimedia” from the drop-down menu (2), and click on the icon (3).

Note: In ClinicalKey®, “Multimedia” refers to both images and videos, so your search may return results in both formats. To limit your search results to images only, deselect the “Videos” filter from the menu on the left (4) by unchecking the box.

You can change the view between “Grid” and “List” using the View drop-down menu (5), and sort your results by “Relevance” or “Date Published” using the Sort by drop-down menu (6). You can also further refine your search results using the Specialties or Date filters (7) from the menu on the left-hand side.

Another way to search for images in ClinicalKey® is to browse by broader specialty. On the homepage, under Deepen your specialty and medical knowledge, select “Multimedia”. On the results page, you can then select a specialty (such as anatomy) from the menu on the left (8), or click on “More Specialties” (9) to expand the list, if needed.

Don’t forget about copyright!

When searching for a medical image, it’s important to think about how you intend to use the image. Images in ClinicalKey® can be used in presentations for non-commercial purposes, but the presentation slides cannot be posted anywhere. To use an image for a purpose other than a presentation (e.g. in a patient education pamphlet or an LMS module), you must find out the specific terms of use, which will reflect the terms for the larger body of work in which the image is found (e.g. a journal article). Find out what an image’s terms of use are by clicking on “View in source” (10), scrolling to the top of the page, and clicking on “Get rights and content” (11). The Copyright Clearance Center's RightsLink® page will open and list any applicable copyright restrictions, allowing you to request permission to use an image, if needed.

Add to Presentation feature

When searching ClinicalKey® for images to include in a presentation, the Add to Presentation feature may be helpful. It lets you add images to a presentation folder, then export the folder as a PowerPoint file. Simply click on the   “Add to Presentation” icon (12) for any image. You can then create a new presentation folder or add the image to an existing folder.

To view and export your presentations, open the menu    in the top-right corner of the screen and click on “Presentations”. On the Presentation Maker page, click on “Export”. Your PowerPoint presentation should now be in your downloads folder. Image details such as citations, captions, and copyright statements are automatically added to the PowerPoint slides and cannot be edited.

Note: To use the Add to Presentation feature, you must be logged in to a personal ClinicalKey® account. You can create an account by clicking on “Register” in the top-right corner of the page. If you already have a personal account in another Elsevier product (e.g. Mendeley), you can use the same username and password to log into ClinicalKey® without creating a new account.

Remember: Images from ClinicalKey® can be used in presentations for non-commercial purposes. You do not need to request permission to use images in this way, but you cannot post the presentation slides anywhere. For any other use, you must adhere to the image’s terms of use, and request permission to use the image, if necessary. 

For more support with finding and using images, visit our Copyright subject guide or reach out to us at Copyright@nshealth.ca.

Kristy Hancock

Librarian Educator

When you want to share a journal article or book chapter with a colleague, it may be tempting to simply email them the PDF, or even print the article or chapter and give them a hard copy. Maybe you are part of a journal club, committee, or research team, and you want to circulate an article to everyone in the group. Copyright law dictates how the full text of published content such as journal articles and book chapters can be shared.

Navigating and understanding copyright can be challenging. Each journal or publisher may have different rules around what users are and are not allowed to do with published content. There are, however, some simple best practices for safely sharing journal articles and book chapters with others.

What to avoid

Copyright permissions can differ from publisher to publisher, but it is typically against copyright law to distribute copies of journal articles or book chapters. This includes:

 Emailing a PDF to other people

 Printing and sharing a hard copy with other people

 Posting a PDF to a website

Sharing published research safely

Instead of distributing the full text of a journal article or book chapter, share the link! This is the safest way to share published research with colleagues. The way that you share the link will depend on where you find the content.

If you are searching the open web (e.g. Google), or a journal or publisher’s website:

 Copy and paste the browser URL into an email.

If you are searching in a database (e.g. PubMed, ClinicalKey®, CINAHL®, etc.):

 Copy and paste the article permalink (“permanent” link), if available, into an email.

 Use the database email function, if available, to send an email from within the database.

Another safe bet is to simply give your colleague the article citation (e.g. title, author, publication date, journal source, etc.) so that they can search for the full text of the item themselves or enlist the help of a librarian.

Best practices for sharing research apply to published content, whether it is available online for free (e.g. open access) or accessible only with a Nova Scotia Health username and password. Best practices also apply whether you are sharing the research with a Nova Scotia Health colleague or with a colleague from an external institution, like Dalhousie University. Keep in mind that if you are working with colleagues from outside of Nova Scotia Health, they may not have access to the same library resources and full text content that you do, and vice versa.

Using the email function and permalinks in PubMed and ClinicalKey®

Email function (A) and permalink button (B) in PubMed:

Email function (C) in ClinicalKey®:

It is worth the extra steps

You may be thinking, “The best practices seem like a hassle… are they really necessary?” The answer is, Yes! While it might take an extra moment or two to look for a permalink, find the database email function, or copy the citation, by following these best practices for sharing journal articles and book chapters, you show professionalism and are doing your due diligence to comply with copyright regulations.

For more guidance with navigating copyright and sharing published content safely with colleagues, reach out to Library Services at AskLibrary@nshealth.ca.

Kristy Hancock

Librarian Educator

Updated: June 12, 2024

The right image can brighten up your content or reinforce a message you are trying to convey. It’s not always realistic to create or commission the perfect image when developing content for education, research, and the workplace, so people often reuse or adapt existing images to meet their needs. It’s easy to run a Google image search, but there are better places to search for images that will deliver higher quality files and clear guidance about reuse, adaptation, and attribution.

Images are Protected by Copyright

Images are a form of intellectual property. Keep in mind that copyright protection of intellectual property is automatic under Canadian copyright legislation. Material doesn’t have to include the copyright symbol (©) for it to be protected. Only copyright owners have the immediate right to reuse and adapt their work (NSHA Copyright & Intellectual Property Policy, 2022).

It’s important to check the image source for information about the creator or copyright owner’s terms. This information may be clearly displayed alongside the image information or you may have to search the source’s website for a section called Terms of Use, Terms & Conditions, Copyright Statement, etc.

If you find an image with a clear watermark on it, it’s not OK to reuse or adapt the image without permission from the copyright owner. If you can’t find a copyright statement, or you locate a statement that doesn’t cover how you want to reuse or adapt the image, connect directly with the copyright owner, get permission and document it. Simply send an email to the source’s general inbox and clearly state what you want to reuse and how you want to reuse it.

Creative Commons & Noun Project

There are several online resources to help you reuse and adapt images ethically. Creative Commons image search helps you look for images that are in the public domain or under a Creative Commons license. Use the search results filter to check a Modify or adapt box if you intend to alter the image. Check the Use commercially box if you will profit from reuse of the image.

"Wheelchairs for visitors at the entrance - NÄL hospital" by aka CJ is licensed under CC0 1.0

Let’s say you want to find images of wheelchairs that you can modify and add a cat to – try searching wheelchairs here. On the results page, select only the Modify or adapt box. Choose an image from the filtered results and investigate the permissions. Below an image, are the details about how you can use the image. This wheelchair image  is shared under a CC0 1.0 license. This means we can copy, modify (add a cat), or distribute the image (even for commercial purposes) without asking permission. Although attributing the source of the image is not required in this case, doing so shows professionalism and respect for the content creator. Select Credit the creator below an image to get a citation you can copy and paste into your work.

Noun Project is a great place for finding icons. While you need a subscription to reuse some icons without attribution and to change icon colours, you can create a free account to access black and white icons and attribute them as outlined for each image. 

"wheelchair" by Smalllike is licensed under CC BY 3.0

Let’s search for wheelchairs. This image looks good. To reuse it, we need to consult the CC Attribution License information (visible when logged in with your free account). When downloading the image, including an embedded citation, we're instructed to give attribution to the creator and can copy the citation provided.

Voilà!  

Images from Subscription Databases

Library Services subscribes to a number of resources for staff and physicians that contain images. Anatomy.tv and ClinicalKey® are two subscription resources that have great images you can reuse, as long as you follow each resource’s terms. Images from Anatomy.tv can be used for educational purposes, provided you include the copyright information (©Pharma Intelligence UK Limited (Citeline)(2024)) and a link to the site's Terms & Conditions page. In ClinicalKey®, you can use the Presentation tool to export images to a PowerPoint presentation; the attribution is automatically included for you.

Next time you’re looking for images to add to your content, whether it’s a patient education pamphlet, policy, LMS module or original research, skip the Google image search and start with image resources recommended by Library Services in our Copyright subject guide. Remember to investigate permissions for any images you want to use, follow terms set by the copyright owner, and ask for specific permissions when necessary.

Katie McLean

Librarian Educator, Education & Outreach
Dickson Building, Central Zone