Resource Sharing Committee: News

June 9, 2025

NDL Services for Accessing Digitized Library Materials: Important Updates

Also published on the NCC News Page.

The North American Coordinating Council on Japanese Library Resources (NCC)'s Resource Sharing Committee and the Council on East Asian Libraries (CEAL)’s Committee on Japanese Materials (CJM) collaborated to host an open meeting featuring representatives from Japan’s National Diet Library (NDL) on March 13, 2025, at the Association for Asian Studies Conference in Columbus, Ohio. NDL librarians offered an in-depth overview of their evolving digital collection services and demonstrated a welcome flexibility in providing multiple streams of access for international users.

Contents:

Summary of the Meeting
1. Digitized Contents Transmission Service for Libraries (DCTL)
2. Digitized Contents Transmission Service for Individuals (DCTI)
3. Remote Photoduplication Service (PDF file download)
4. Becoming a Registered User - requirement for NDL services for individuals
Key Highlights from the Q&A
1. Digitized Contents Transmission Service for Libraries (DCTL)
2. Digitized Contents Transmission Service for Individuals (DCTI)
3. Remote Photoduplication Service (PDF file download)
Acknowledgement
Further Information

Summary of the Meeting

Ms. ISHIZAWA Aya and Mr. HIRASAWA Daisuke of the National Diet Library gave the main presentation. Key highlights from the Q&A portion of the session are also included in this summary. The meeting took place on March 13, 2025, from 8:00 PM to 10:00 PM in Columbus, Ohio, and was attended by 51 individuals representing 32 institutions from North America, 7 from Japan, and 2 from other regions.

National Diet Library Services for Providing Access to Digitized Library Materials

Ishizawa Aya and Hirasawa Daisuke

The National Diet Library (NDL) provides three types of remote access to their library materials. One of these services is new, and another service that is available for registered libraries has undergone revision in March 2025 that may lower the barriers for application approval within North America.  The three services and information are outlined below, and to the extent possible, address some of the questions that were asked during the discussion period of this well-attended meeting.

1. Digitized Contents Transmission Service for Libraries (DCTL)

This is a service that allows patrons to use a designated terminal within their own institutional library to access more than 2 million digitized materials that are normally only viewable onsite at the NDL or through Digitized Contents Transmission Service for Individuals (those that are not already freely available on the internet).  These materials are out-of-print or otherwise difficult-to-obtain.  Together with materials that are already available online, the addition of this service provides access to approximately 60% of the NDL’s digitized materials - without visiting an NDL facility - and the service is provided free of charge. 

Understandably, this service is only available to registered libraries, and while interest is very high amongst Japan researchers and librarians across North America, at present only 4 institutions have been able to participate and meet the required terms of agreement (with a 5th library joining soon).  Barriers to subscribing to this service tend to fall in 3 categories: (1) requirements around high-level legality checks, (2) requirements around logistics and strict supervision of patrons, and (3) requirements around jurisdiction of disputes and legal language, which give exclusive authority to Japanese courts.

In an effort to reduce these barriers and make it easier for more institutions to participate, the NDL has made a number of revisions, which may allow Japan/Asian Studies librarians to advance their applications:

• Legality Check:  While the submitted documentation requires verification and signature from competent government agency or attorney, a signature from the library director with adequate legal assistance is acceptable. The signature is to confirm under local law that the library is able to receive and use digitized content transmitted via the DCTL.
• Supervision of Patron: Access to the computer terminal that transmits DCTL content is mediated through library staff.  A member of the library logs into the National Diet Library Digital Collection using an ID and password.  Patrons are not allowed to print materials, nor can they photograph materials.  In the earlier application, libraries were required to “be on alert” for violations of this policy and required a high level of supervision from librarians; however, the language has been revised to recognize logistical difficulties around strict supervision in North American libraries, and now states that “reasonable preventative measures” shall be taken to comply with the terms of agreement.
• Jurisdiction and Law:  Perhaps the biggest impediment to advancement of the DCTL service has been connected to legal language of the agreement, and a reference to principles of conflict of law.  In particular, an article stating “the Tokyo District Court shall have the exclusive jurisdiction over any dispute arising from this Agreement” has prevented advancement of many applications.  However, two revisions have been made to the documentation.  A section has been added that “in the event of a dispute, the parties to the contract shall consult with each other in good faith.”  Also, the jurisdiction, which had previously been the Tokyo District Court, has been changed so that the court with jurisdiction is now the location of the defendant’s principal address. 

Additionally, until March 2024, the DCTL service was restricted to browsing/viewing digital materials only.  However, beginning in April 2024, partner libraries with the NDL can receive approval for two categories of service: (1) Viewing only, and (2) Viewing and Printing.  Contracts that were made prior to the change in agreement will retain their former service level and a new application is required for a library to switch to both “View and Printing.” 

More information about the application process is available on the NDL website: https://www.ndl.go.jp/en/library/dcts/index.html#anchor04

It is recommended that draft copies of the application be sent to the ILL-Section of Kansai-kan of the National Diet Library to facilitate the approval process, and final approval is generally granted in one or two months.

2. Digitized Contents Transmission Service for Individuals (DCTI)

This service is only open to individuals residing in Japan, and enables direct access to digitized materials.  In other words, it provides access to the same materials as the above DCTL, but rather than using a designated monitor at an overseas partner library or NDL facility, the digitized library materials are accessible via personal devices. 

While this service is available only to residents of Japan who are “Official registered users” of the NDL, this service is not restricted by visa status and allows researchers and graduate students to apply while living in Japan.  Steps for becoming an Official Registered User are included in section #4.

More information on the terms of service is provided on the NDL website:  https://www.ndl.go.jp/en/use/digital_transmission/individuals_index.html

3. Remote Photoduplication Service (PDF file download)

The most recent service provided by the NDL (February 2025) is the ability to transmit copies of library materials through a server.  This service responds to user requests for digital copies, as opposed to receiving printed materials via postal mail. 

Similar to the DCTI, this service is available to individuals and requests take place outside of the library.  Unlike the DCTI, however, this service is available to registered users of the NDL who reside outside of Japan (overseas patrons).  While Remote Photoduplication Service is ostensibly available for the majority of materials at the NDL, it excludes music scores, maps, photo books, and materials which copyright holders have asked to be excluded.  In general, less than half of any work may be photocopied, and copies are provided at 200-300 dpi. 

Unlike the DCTL and DCTI, this service is not free and users pay a copying fee plus an amount equivalent to compensation for copyright holders.  Information about these fees is available on the NDL website, and it was noted in the discussion that cost may quickly reach a sum that is equal to or greater than the purchase price of the material.  In that sense, an overseas user may wish to consult with their librarian about the availability of these materials via ILL or purchase before moving forward with this service.  It is, however, an extremely useful option when materials are urgently needed and not easily accessible:  https://www.ndl.go.jp/en/copy/fee/fee1.html

Because libraries are not allowed to use this service, the patron makes a request online via the NDL Search (item page).  Up to 5 concurrent requests for PDF file downloads and up to 30 concurrent requests for all remote photoduplication, including copies delivered by postal mail are permitted. This service, as with the DCTI, requires individual user registration, which is outlined below.

For payment, an invoice will be emailed to the individual requester once the PDF file is uploaded to the server for download. Payments are required to be completed within 20 days. Overseas users are required to make payments by credit cards. Users who went through official user registration with a Japanese address are required to make payments by bank transfer, unless they update their user registration with an oversea address.

4. Becoming a Registered User - requirement for NDL services for individuals

NDL user registration for individuals is required for above services, and it is important to note that two types of registration exist: (1) Simple user registration, and (2) Official user registration.

Use of DCTI and Remote Photoduplication Service (PDF Download) require “Official user registration,” which involves submission of an identification document for approval. 

Anyone who is at least 18 years of age is eligible to apply for official user registration, and the patron must present an identification document that verifies name, address, and date of birth either through the NDL reception desk or they can upload an image file of these documents to NDL Search (online).

Unfortunately, due to the high volume of requests for Official user registration, this process may take some time for new registrations, and applications are reviewed in the order they are received.  It may take a month or longer for final confirmation, and individuals who wish to apply for the NDL services should keep this in mind and plan accordingly. 

More information about user registration can be found on the NDL website:  https://www.ndl.go.jp/en/registration/index.html

Key Highlights from the Q&A

1. Digitized Contents Transmission Service for Libraries (DCTL)

• Acknowledging CULCON’s contributions: A Japanese representative from CULCON stated that the CULCON Secretariat had conducted several meetings with NDL representatives over the past one year to discuss ways to make DCTL more accessible to overseas libraries.  They explained that they had initiated the discussion with NDL based on the comments and proposals expressed by NCC representatives.  During these discussions, following three obstacles have been identified for overseas libraries to apply for DCTL: 1) legality check, 2) supervising methods in libraries, and 3) jurisdiction and abiding of the law. They asked NDL to explain what had been modified with the DCTL agreement. NDL representatives responded that the revised agreement has been already posted on the NDL website. The new regulations will not apply automatically; the existing participating libraries should reapply to have their service under the new agreement.    
• Lack of initial consultations for DCTL: A Japanese scholar noted that the number of overseas libraries participating in DCTL is very limited (four institutions in North America) so far and that might be because overseas libraries that should be among the stakeholders of this service have not been consulted while developing the service. That was an unfortunate fact.  
• Copying fee for DCTL: A librarian asked if a participating library in DCTL could charge a copying fee to their library users, and NDL librarians responded that each participating library could decide on its own, whether or not and how they charge the copying fee. 

2. Digitized Contents Transmission Service for Individuals (DCTI)

• Japanese residency requirement and international collaboration concerns: A scholar from Japan asked why DCTI is limited only to the residents of Japan. They stated that the fact that DCTI is not offered to overseas scholars has become a barrier for some Japanese scholars to conduct collaborative research involving scholars outside of Japan. They added that the Library of Congress, for example, offers any library services to any visitors without asking their country of residence. 

NDL staff responded that DCTI is restricted by the Japanese Copyright Law, Article 31.8, which is specific to users residing in Japan. When materials are transmitted overseas, the copyright laws of the country (of the receiver) may come into effect. There is a perceived high risk.

Another scholar countered that the Japanese Copyright Law does not limit the destination of DCTI to within Japan. The materials offered through DCTI are out of print with no market value in Japan, and NDL is publicly transmitting them domestically free of charge; so, there is little risk of significant damage to the right holders if they are transmitted overseas. Such uncertain risks are outweighed by the benefits of increasing the number of foreign researchers who have a deep knowledge of Japan, which will contribute to the further development of academia, including the Japanese publishing industry.

3. Remote Photoduplication Service (PDF file download)

• Expected costs for Remote Photoduplication Service (PDF file download): The cost, which includes copyright compensation fees, can sometimes equal or exceed the material’s purchase price. While a librarian expressed concern about the affordability for graduate students—especially since North American ILL services typically cover these fees—a professor noted that faculty might still find the service cost-effective compared to international travel.

Acknowledgement

We are grateful for the invaluable support of the United States-Japan Conference on Cultural and Educational Interchange (CULCON). The successful revision of the NDL digital collection service agreements—outlined in the updates above—was made possible in large part through the active involvement and shared vision of the CULCON Information Access and Sharing Working Group (IASWG).

This event was the result of the sustained dedication and collaborative efforts of the NCC Resource Sharing Committee and the CEAL Committee on Japanese Materials, whose partnership and contributions were instrumental in making this impactful session possible. We especially acknowledge Committee Advisors, Keiko Yokota-Carter (University of Michigan Librarian), Dr. Shōji Yamada (International Research Center for Japanese Studies), and Tsuyoshi Harada (University of Iowa Librarian), as well as Fabiano Rocha (NCC Acting Chair; University of Toronto Librarian) and Toshie Marra (CEAL CJM Chair; University of California, Berkeley Librarian), whose leadership and commitment were the driving force behind both the realization of this meeting and the long-standing, fruitful relationship with NDL.

Further Information

Presentation slides and handouts are available for download in the CEAL Annual Meeting website (please see the CJM Program section).

We welcome your questions, comments, and feedback. Please feel free to reach out to the Committee Chair (Tomoko Kitayama Yen at tomoko.kitayama@ubc.ca) with any thoughts or suggestions related to the meeting or the topics discussed. Your input is valuable in guiding our ongoing efforts.