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Interlibrary Loan and Document Delivery: ILL/DD from NDL

Guides to locating and requesting Japanese books and articles held elsewhere, including libraries in Japan.

UPDATES

[New 1/8/18] NDL Online has begun as of January 5, 2018. Registered libraries for photocopy and ILL services (separate registration is required for photocopy and ILL services) can directly submit copy requests in NDL Online. For passwords set in 2017 or earlier, use UPPERCASE only--for more information about passwords, please read the News page.    

About This Page

This page aims at summarizing the international ILL/DD services provided by the National Diet Libarry (NDL) of Japan to oversea libraries.

For more detailed information, see the following pages available on the NDL site:

 

 

 

 

For Individual Overseas Users

NDL also accepts photocopy requests from those individuals who have already registered as a library use.  For more detail, please see the following pages.

Contact Info

This page is created by NCC's ILL/DD Committee, but all inquiries (except the registration related inquiries to ILCL) should be addressed to the NDL's ILL Section at Kansai-kan:

ILL-Section
Kansai-kan of the National Diet Library
8-1-3 Seikadai, Seika-cho, Soraku-gun
Kyoto Prefecture
619-0287 Japan
fax: +81-774-94-9112
e-mail: ill-sec[ATMARK]ndl.go.jp

===============
NCC Helpline for ILL specialists: ill@nccjapan.net

GIF Project Registration: gif@nccjapan.net

ILL/DD Co-Chair:
Toshie Marra tmarra[ATMARK]library.berkeley.edu  

Requesting Materials (Books)

All materials stored at the NDL are "national cultural properties" to be used within the NDL building, however the library accepts loan requests from university or community libraries overseas. Please be aware there are several conditions required for using borrowed materials. 

<REGISTRATION REQUIRED>

The libraries which wish to borrow materials from the NDL must submit the following documents to obtain NDL's approval. Please be aware that this registration process may need 1-2 month to complete.

1. The Application for the User Registration System for Interlibrary Loan Services to accept the following conditions:

  • The borrowed material will be used by the requester in the library building only under the supervision of a library staff;
  • The borrowed materials will not be copied or duplicated;
  • If borrowed materials are lost or damaged, full compensation or replacement will be made.

2. A leaflet or brochure describing of the applicant library: this is required to certify the applicant library's general description and activities.

3. Picture of the reading room of the applicant library: this is also required to certify that the applicant library is equipped with reading desks and chairs that provide users of the borrowed materials to work in an adequate environment. If the above mentioned leaflet or brochure contains the pictures of reading rooms, a separate picture won't be necessary.

The required materials should be mailed back to:

ILL-Section, Kansai-kan of the National Diet Library
8-1-3 Seikadai, Seika-cho, Soraku-gun, Kyoto Prefecture
619-0287 Japan

NOTE: if the borrowing library has registered between 2000 and 2008 and wish to borrow materials from the International Library of Children's Literature (ILCL), the  library needs to apply to the ILCL system. Please contact:

Resources and Information Division,
International Library of Children’s Literature
12-49 Ueno Koen, Taito-ku, Tokyo
110-0007 Japan
fax:+81-3-3827-2043

<SENDING REQUESTS>

Via Internet: Access to the NDL Online (either Japanese or English interface) with the library's user ID number and password to process a loan request. 

By fax or mail: Fill in the request form and send it to:

ILL-Section
Kansai-kan of the National Diet Library
8-1-3 Seikadai, Seika-cho, Soraku-gun
Kyoto Prefecture
619-0287 Japan
fax: +81-774-94-9112

<RECEIVING MATERIALS>

The required materials will be sent by EMS from the holding library of the NDL. In the package, The material should be accompanied by a loan slip and a form called "To Borrowers," which includes "Receipt Letter of the Loan Material." Upon receipt of the requested material, check the condition of the material and fill in the "Receipt Letter" and send it back to the NDL by fax or e-mail within three days. To see the sample images of these forms, please go to the bottom of this box.

NOTE: Requests received via NDL Online should be processed in approx. 4 days. Requests received via mail or FAX may take up to 7 days to process.

<RETURNING MATERIALS>

Materials should be returned to the library from which they were sent by registered air mail. The borrowing library should bear the return postage fees.

<SERVICE CHARGE>

There is no service charges for borrowing materials, different from photo duplication service. However, If the borrowed materials are lost or damaged, full compensation or replacement must be made by the borrowing library.

Requesting Photocopies

<REGISTRATION REQUIRED>

A registered library can send photocopy request via the NDL Online with its user ID number and password. (NOTE: Passwords set in 2017 and earlier must be used in UPPERCASE only--for more information about passwords, please check the News page. More information for NDL Online's services and functionality is available at Help page.)

Registration is free of charge. The application form with a standard-sized envelope with return address (no stamp necessary) should be mailed to:

ILL-Section,
Kansai-kan of the National Diet Library
8-1-3 Seikadai, Seika-cho, Soraku-gun,
Kyoto Prefecture
619-0287 Japan

(On the envelope, write "User registration application" in red)

Fore more information, please see "User Registration for Institutions"

<SENDING REQUESTS>

  • The NDL provides photo duplication services within the limits of the Japanese copyright law and "The NDL Rules Concerning the Use of Library Materials." For more detailed information on this restriction, please read "Information about Copyright."
  • When sending a photo duplication request by fax or mail, please use the request form provided by the NDL and send it to:

ILL-Section
Kansai-kan of the National Diet Library
8-1-3 Seikadai, Seika-cho, Soraku-gun
Kyoto Prefecture
619-0287 Japan
fax: +81-774-94-9112

<PAYMENT INFORMATION>

  • Fees for copying, postage and packaging will be charged. For copying fees, see "Photocopy fee Chart."
  • Payment can be done by:

Credit Card
International Postal Money Order
Bank Transfer (in Japanese  yen) - Bank fransfer requires additional transaction charges.

  • Payment by IFLA vouchers or International Reply Coupons are NOT accepted.

<OTHER NOTES>

  • Requests received via NDL Online should be processed in approx. 7 days. Requests received via mail or FAX may take longer than 7 days to process.
  • Due to the legal restriction in Japan, the NDL does not electronically send the requested copies. Therefore, duplicated materials will be sent by mail only.
  • NDL will supply the requested material via the least expensive method which will be either EMS (2-4 days, trackable) or air mail (3-6 days, not trackable).  If EMS is preferred, please make a note when sending the request.
  • Inquiries on photocopy services can be sent by e-mail to: ill-sec[ATMARK]ndl.go.jp

North American Coordinating Council on Japanese Library Resources
北米日本研究資料調整協議会
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