Web Content & Editorial - Royal United Hospital Bath NHS Trust

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5.0 Copyright and Royalty FreeDefinitionsCopyright is defined as: the exclusive legal right to reproduce, publish, sell,or distribute the matter and form of something (as a literary, musical, or artisticwork)Royalty-free, or RF, refers to the right to use copyrighted material orintellectual property without the need to pay royalties for each use or pervolume sold, or some time period of use or sales.Note: Do not assume that you have permission to use information justbecause it is royalty-free. Royalties refer to payment, not permission.ContentEven if it is not specifically stated that content is copyright protected, it doesnot mean anyone can use information found on the web or anywhere else.If the work is not your own, the permission of the author should bespecifically obtained, either by letter or email. The permission should be kepton file.ImagesA common misconception is that images found by Google do not havecopyright protection and are royalty-free. This is not true; unless you havespecific permission, you may not assume that you can use any image foundon the World Wide Web, regardless of how you found it.If you find an image that you want to use on your department’s web page, it isup to you to contact the owner of the image and to get permission to use theimage; and, if a royalty payment is expected, to pay it. The Webteam will notobtain permission, nor can we pay for royalty fees.Images that are free to useThe Communications Department and the Web Team have an extensivecollection of images that belong to the RUH. These images were taken forand belong to the RUH.Permission to use images of people has been obtained from people whoappear in the photographs, and are kept on file by the CommunicationsDepartment.Note:If an image is found on the internet that is to the client’s liking, the Web Teammight be able to provide a similar image from the RUH’s image collection.Document name: Web Content and Editorial Policy Ref: 321Issue date: October 2012Status: ApprovedAuthors: Louette Eagles and Pete Suters Page 12 of 27
Other sources of free to use images are:1. NHS Photos Library (http://www.photolibrary.nhs.uk/)2. Microsoft’s clipart and sample art, (www.office.microsoft.com/images)The use of Clipart and Sample art is covered in the End-User Licence(www.microsoft.com/permission).6.0 Converting Documents to PDFDocuments must be sent to the Webteam in the original form, e.g. Word,Excel or PowerPoint. The Webteam will convert the documents to accessiblePortable Document Format (PDF) using Acrobat Professional.Unless staff have access to and use Acrobat Professional they must notconvert documents to PDF.The reason for this request is that a number of problems are encounteredwhen documents are converted to PDF using the built in “Print to PDF” inMicrosoft Office (MS). Problems associated with this type of conversion are:• Failing DDA (Disability Discrimination Act 2005) complianceMost screen readers (typically used by blind and dyslexic people)cannot read these PDF documents.• Large file sizesIf the document contains any graphics or spread sheets it can result ina very large PDF file, which are slow to download. It is not unusual tosee a 2 – 6 Megabyte document that was converted by MS Word’sPDF printer.• Links no longer workWith the exception of links to websites, all other links in a document arelost. These include email addresses and content links.PDF to Word conversionsWhere no copy of a document is available (normally when the author has leftthe Trust or in cases of misfiled or lost information), the Webteam can convertPDF documents back to Microsoft Word. However, the format of the layoutmay be compromised during the conversion and it is up to the (new) author tocheck and correct any changes.Document name: Web Content and Editorial Policy Ref: 321Issue date: October 2012Status: ApprovedAuthors: Louette Eagles and Pete Suters Page 13 of 27
Page 1 and 2: Web PolicyContent and Editorial - R
Page 3 and 4: Summary and ObjectivesThis policy i
Page 5 and 6: Additional ServicesThe Web Team als
Page 7 and 8: Working with our Clients:1.0 Adding
Page 9 and 10: 2.4 PDF to Word conversionsWhere no
Page 11: 4.6. Do not use any font size small
Page 15 and 16: 8.0 MicrositesDepartments that are
Page 17 and 18: Policy ReviewThis policy will be re
Page 19 and 20: Document Control InformationRatific
Page 21 and 22: Equality Impact: (A) AssessmentTo b
Page 23 and 24: 2. Consideration of available data,
Page 25 and 26: 3. Assessment of impact: ‘Equalit
Page 27: 4. Royal United Hospital,Bath Equal

Web Content & Editorial - Royal United Hospital Bath NHS Trust

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