Frequently asked questions : Digitized Contents Transmission Service for Libraries

Here we answer frequently asked questions from librarians to the National Diet Library.

User Registration
Library loan
Copy, Reproduction
Digitized Contents Transmission Service for Libraries
Bibliographic data

Frequently asked questions

About the Digitized Contents Transmission Service for Libraries

Q: What kind of service is it?
A: The Digitized Contents Transmission Service for Libraries (the Service) provides access to many digitized materials that are not otherwise available on the Internet to public libraries, university libraries, and other similar institutions. Libraries that wish to use the Service must apply for and receive approval from the National Diet Library (NDL).The Service has two categories of applications: "Viewing only" and "Viewing and Printing".

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Q: What kinds of materials are available?
A: The Service provides access to digitized materials that are not otherwise available on the Internet and are hardly available through normal trade channels due to being out of print or other similar reasons.

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Q: Who is able to use the Service at a partner library?
A: Partner libraries can make the Service available only to registered users. Each partner library is entitled to determine for itself the conditions for becoming a registered user, including the scope of personal information that applicants must provide, such as home address, work address, or affiliation. For example, if a university library allows members of the general public to become registered users, it may provide access to the Service to all its registered users, not just students, faculty, or other university employees.

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Q: Do partner libraries have to pay the NDL for using the Service?
A: The Service itself is free of charge. Each partner library, however, must bear the cost for receiving and utilizing the Service including the terminal equipment, communication equipment etc.

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Application procedure

Q

How long does it take to receive approval from the NDL?

A

It generally takes about one or two months for approval.
The approval procedure is mainly two steps:

Confirmation of the application form and attached documents (by the NDL)
Communication test (confirmation of the equipment and network environment used for the Service) (by applying libraries)

After finishing these steps, approval documents will be issued.

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Q: Is it possible to have the application documents reviewed in advance?
A: It is possible. Please send a draft of application documents as attachments to the e-mail address given in the contact information. We recommend sending a draft to facilitate the approval process after the application documents have been submitted.

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Q: Is it possible to change to "Approved for Viewing and Printing" after receiving approval for "Approved for Viewing only"?
A: It is possible. If you wish to change the category, you need to apply for approval for "Viewing and Printing" using the application form. Please prepare a set of application documents and submit them to the address given in the contact information.

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Q

What kind of libraries are subject to this service?

A

Libraries need to satisfy all of the following requirements:

Established and maintained by a government, a local government, or a nonprofit organization (including unincorporated associations or foundations having representatives or administrators);
Engage in making available to the public (including a large number of specific persons) books, records, and other materials;
Located in member countries of the International Union established by the Berne Convention for the Protection of Literary and Artistic Works;
Have one or more employees equivalent to certified librarians;
Able to lawfully use the Service in their own country.

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Q

Of the requirements, what does "employees equivalent to certified librarians" mean?

A

It means that they have a qualification equivalent to librarians. In this case, the corresponding qualifications are as follows:

National qualification
Qualifications related to Library and Information Science or other libraries, which are certified by public institutions or professional associations
Library and Information Science degree

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Terminals and network environment

Q: Must viewing and operating terminals be dedicated to the Service?
A: As long as the terminals meet the technical specifications, they do not have to be dedicated to the Service. Partner libraries are required to have at least one computer terminal available, at which registered users can browse and library employees can operate the Service. When applying for viewing only, a single terminal may be used as both a viewing terminal and an operating terminal. When applying for viewing and printing, partner libraries need to prepare at least two separate terminals, one terminal for viewing by registered users and one terminal for operating and printing by library employees.

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Q: Is the Service compatible with tablet computers?
A: Partner libraries that allow registered users to access the Service on a tablet are required to monitor usage to prevent misuse.

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Q: Is the Service compatible with older versions of browser applications?
A: There are some older versions of browser applications that are unable to display the digitized images properly or which cannot be used to access the Service due to a lack of up-to-date security features. Both viewing and operating terminals must have a browser application that meets all technical specifications.

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Q: What is a fixed global IP address?
A: A fixed IP address is one that has been assigned permanently to a specific device on the Internet. The Service uses fixed IP addresses to identify terminals at partner libraries and verify authorization every time the device connects to the Service. Thus, the IP addresses must be static or within a specific range. The Service cannot be provided to partner libraries if there is a possibility that there are other computers using the same IP address at an unrelated organization.

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Q: Can partner libraries that use multiple global IP addresses or a specific range of IP addresses apply for the Service?
A: Yes. The partner library should fill in the checklist with multiple IP addresses or a specific range of IP addresses.

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Q: Can a university or a municipal library that has several annexes with a common global IP address apply for the Service?
A: Yes, they can, but each library or annex must be approved individually and receive its own ID and password. Regardless of whether the global IP address is common or not, each facility is required to apply individually.

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Using the Service

Q: The NDL stipulates that digitized materials are available only to registered users of partner libraries. What are the qualifications for registered users?
A: The term "registered user" refers to library patrons who have applied for and received approval to use a specific set of services at partner libraries. For example, if a library is a partner in the NDL interlibrary loan system, that library's patrons must become registered users of the partner library in order to request and use materials borrowed from the NDL. Patrons must apply for and receive approval from a partner library—it is not enough merely to be a registered user of the NDL.

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Q: Can a single digital material be accessed from several partner libraries at the same time?
A: There is no limit on the number of partner libraries that can view a digital material simultaneously, so multiple users can access the same material at the same time.

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Q: What is the quality of the printout?
A: The print quality is the same as when printing materials that are "Available without login" in Access Restrictions. Both materials for "Available without login" and materials for "Available with Digitized Contents Transmission Service" are compressed when creating a PDF file for printing from an image of the text, so the image may lack definition compared to what is seen in the image. In addition, while we provide a function to adjust shading when printing, the range of possible adjustment depends on the condition of the original document when the image was created.

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Q: Can the registered user perform printing?
A: Registered users are not allowed to print. When providing printed materials, please make sure that library staff prints them from an administrative terminal.

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Q: Can registered users receive printed materials sent to them without coming to the partner library?
A: Partner libraries cannot provide printed materials to registered users who do not come to the library. If a registered user wishes to make a request without coming to the library and receive printed materials by mail, etc., please use our remote photoduplication service.

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Q: Is it possible to print out all pages for the purpose of being used for the library's collection?
A: Printing materials for the purpose of being used for the partner library's collection is not permitted.

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Q: Is it possible to provide registered users with printed materials whose scope of publication is "インターネット公開" (Available without login) in the Use status?
A: Materials available on the Internet are divided into three categories: (1) those for which the NDL has confirmed the copyright expired, (2) those used with permission of the copyright holder, and (3) those licensed by the Commission of the Agency for Cultural Affairs. Of these, only (1) can be provided in print at partner libraries. (2) and (3) cannot be provided in print because the second sentence of Article 31(7) of the Japanese Copyright Law, which limits the use to "works including out-of-print or similar materials", cannot be applied, and the conditions of use under the authorization or ruling do not include printing at partner libraries. However, it is possible to apply to the NDL for remote photoduplication service within the provisions of the Japanese Copyright Law.

Use status in the Share Area of the individual image		Viewing	Printing
Available without login	インターネット公開（保護期間満了） (Copyright expired)	✓	✓
	インターネット公開（許諾） (used with permission of the copyright holder)	✓	×
	インターネット公開（裁定） (licensed by the Commission of the Agency for Cultural Affairs)	✓	×

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Q: Is it possible to charge actual costs for printing?
A: Printing fees are not set. We leave this to the discretion of each partner library. No money is exchanged between the NDL and partner libraries.

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Q: How does a partner library change its password?
A: Partner library passwords can be changed via the NDL Search top page. Enter your user ID and password, click on the button named "My Account" and then follow the instruction.

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Q: What should a partner library do if it loses its ID or password?
A: The partner library should immediately suspend provision of the Service to patrons and contact the NDL. The NDL will reissue the ID and password in writing. For security reasons, the NDL cannot respond to inquiries about IDs or passwords by phone, email or fax.

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Others

Q: We have a patron who would like to view some library materials that are only available on the premises at the NDL. Is it possible to make a request to view such materials via the Service?
A: The materials that are available via the Service are limited to those that are difficult for libraries to obtain themselves, because they are not readily available commercially either in printed or electronic versions. Once a year, the NDL researches the availability of materials and selects which ones to make available via the Service. Thus, it does not make specific materials available to partner libraries by individual requests. Also, if a reprint of a digitized material becomes available commercially, that material could be excluded from the transmitted materials and no longer be available at partner libraries via the Service.

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Q: Who should a partner library contact if it finds that bibliographic information or images are incorrect?
A: Please refer to Frequently asked questions regarding the use of the National Diet Library Digital Collections and contact the NDL via the Inquiry Form. Be sure to provide the relevant information such as the title, URL, and frame number of the material. Select the “About the system of NDL Digital Collections or defective images/metadata of digital materials in NDL Digital Collections” radio button.

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Q: Who should a partner library contact if no images are displayed?
A: If images are not displayed or other problems are found, please check the method described in the operation manual for partner library employees and contact the NDL using the Contact Information.

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Frequently asked questions : Digitized Contents Transmission Service for Libraries