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Top > Our Services > User Registration

User Registration

The National Diet Library, as the only national library in Japan, is required to eternally preserve publications and materials as the nation's cultural assets that are collected mainly depending on the legal deposit system and to make them available for the people (Article 25 and 21 of the National Diet Library Law). Many collected materials are only possessed by our library in Japan, therefore it is our duty to save them from being torn, soiled or lost and to pass them down to the future generations. For this purpose, we ask our visitor to register as user and use the materials in the closed stacks responsibly. We are also trying to improve users' convenience by the user registration.

In addition, users can also enjoy the materials and services of the National Diet Library without visiting. User registration supports you in making full use of our library in these cases, too.

User registration is free of charge. There are two registration systems: one for individuals and the other for institutions. The following are guidelines for registration for individuals.

The National Diet Library establishes standards about the protection of personal data and endeavors to handle the data appropriately. Please see NDL Privacy Policy for more information.

**Notice for registration in the Tokyo Main Library**

User registration should be completed before you enter the library. In the Tokyo Main Library, you might have to wait a long time when it is crowded. We recommend you to visit us a little early or, if you have time before visiting, apply for registration by postal mail.

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Services Available for Registered Users (as Individuals)

1. Services for visitors

(1) Easy Entry and Exit

When visiting the Tokyo Main Library and the Kansai-kan, you can enter the library just by holding the registered-user card (IC card) issued by the library close to the card reader of the gate. No other procedure will be needed. When leaving the library, please hold the card close to the reader again. The registered-user card should not be returned, and should be kept for your next visit.

You can enter the ILCL without any entry procedures. Please see the ILCL website to check how to use the Researchers' Reading Rooms 1 and 2.

(2) Using Materials

By putting the registered-user card to the computer and entering your own password, you can search and request materials and see the electronic materials on display.

  • Password is not printed on the registered-user card. Please remember your password in visiting us.

The following services will be available only for registered users.

<Request for the materials in the closed stacks>

Most of the materials in our library are stored in the closed stacks. After searching for the materials by NDL Search or NDL-OPAC at a computer in the library, request via the NDL-OPAC is necessary for using them. Arriving of the requested materials is also displayed on the user computer screen, and you should receive them at the appointed counter. Materials can be used only in the library. (Application can be made only from Japanese screen of the NDL-OPAC.)

In the ILCL, you can use the materials in its closed stacks without registration.

<Later date photoduplication (sent by mail)>

The copies applied for during your visit will be mailed to the address you register or the one you specify. In the ILCL, the service is available without registration.

<Inter-Site Request>

At the Tokyo Main Library you can order materials held in the Kansai-kan to be sent to Tokyo for you to read in the Tokyo Main Library, or at the Kansai-kan you can order materials held in the Tokyo Main Library or the International Library of Children's Literature to be sent for you to read in the Kansai-kan. (We regret that at the ILCL you cannot request materials held in the Tokyo Main Library or the Kansai-kan.)

Please visit the library where you wish to read materials and apply for this service.
Note: The materials are normally delivered in a minimum of three working days after the receipt of a request, but there could be a delay at peak times and for other reasons. The materials available for inter-site request are the following. Please note that some materials cannot be requested for reservation.

From the Kansai-kan to the Tokyo Main Library: Western periodicals; materials in Asian languages; science and technology materials; reports under the Grants-in-Aid for Scientific Research by the Ministry of Education, Culture, Sports, Science and Technology; and Japanese doctoral dissertations.

From the Tokyo Main Library to the Kansai-kan: Japanese books, Western books, Western periodicals (part), special materials (part), and materials held in the International Library of Children's Literature (part).

(3) Reservation of Library Materials for Reading On-Site (only available at the Kansai-kan for the materials held in the Kansai-kan)

At the Kansai-kan, you can reserve in advance materials held in the library and claim them on the day of your visit without request procedures.

Reservation can be made via the NDL-OPAC, both via Internet or at the library. At the library, you can reserve materials you wish to read on your next visit via the NDL-OPAC. (Application can be made only from Japanese screen of the NDL-OPAC.)

2. Remote Services

<Photocopy Request via the Internet>

You can apply for photocopies via the Internet without visiting the library, only when you specify the part to be copied.

  • Select the photoduplication service from the search result of the NDL-OPAC and designate the issue number and the part you want to be copied. (Application can be made only from Japanese screen of the NDL-OPAC.)
  • You cannot apply for the service for materials which are not searchable through NDL-OPAC.
  • You can receive the copies only by postal mail.

If you are in a foreign country, please see Overseas Request for copying.

3. Other service

<NDL-OPAC>

Log in to the NDL-OPAC with your user ID, save the "My List" and "Previous Searches", and make your own lists of materials. When you find a material and save it in "My List" before visiting us, it is convenient for you to search for the material to request.

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Application procedure and other information

1. Registration Qualification

Anybody eighteen years of age or older is eligible to apply for user registration.
On application, you must present an identification document that verifies your name, address, and date of birth.

You cannot register an address other than your present home address (office address is not accepted). However, when applying for copying service by mail, you can use another address than the one you registered as the delivery address for the copies.

2. Application Procedure

You can apply for user registration either (1) by postal mail or (2) by visiting the NDL.

(1) Application by Postal Mail

Please print out an "Application Form for User Registration (PDF: 38KB)" and fill in the required information.

To verify your name, address, and date of birth, you must send a copy of one of the documents listed in Identification Documents. The copy will be sent back when the register is completed.

Please send the application form, a copy of the identification document, and a self-addressed envelope of a standard-size (no postage is necessary) by ordinary mail to the following address:

ILL Section,
Kansai-kan of the National Diet Library
8-1-3 Seikadai, Seika-cho, Soraku-gun,
Kyoto 619-0287, Japan
(On the envelope, please write "User registration application" in red.)

  • When the application is accepted, you will receive by mail a "certificate of user registration" bearing your user ID number and password. "Registered-user card" will not be delivered by mail. You will receive the card at the entrance counter at the Tokyo Main Library or the Kansai-kan, when you visit and show us the "certificate of user registration" and identification documents.
  • You will need to wait about one week for the above documents, excluding time for postal delivery.
(2) Application by visiting the NDL

Please print out an "Application Form for User Registration (PDF: 38KB)" and fill in the necessary information. (The application form is also available at the NDL.)

To verify your name, address, and date of birth, please bring and present one of the identification documents listed in Identification Documents.

Applications for user registration should be submitted at the following places:

Tokyo Main Library: User Registration Counter (Annex, Entrance) 9:00-18:30 (-16:30 on Saturday)
Kansai-kan: Entrance Counter 9:30-18:00

  • We regret that the ILCL cannot accept applications from visitors.
  • If the application is accepted, you will receive a "certificate of user registration" bearing your user ID and password and a "registered-user card" on the spot.

3. To those registered before January 2012

If you registered before January 2012 you need to renew your card and get a new one.

  • You should bring the old card and an identification document certifying your name, address, and date of birth.
  • You can apply for photocopies via the Internet with your ID and password.
  • You should apply for the new registration if the card passed its expiration date before January 2012.

*If you don't renew your card, the validity period of your registration expires on December 31, 2014.

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Update of the Registered Information

When your registered information changes, you should update the information by one of the following means:

(See Online Update of Registered Information via the NDL-OPAC for update of password and the delivery address for the copies.)

1. Update of the Registered Information by Postal Mail

Please print out "Application Form for Update of Registered Information (PDF: 163KB, Japanese only)" and fill in the required information.

To verify your name, address, and date of birth, you must send a copy of one of the documents listed in Identification Documents. When your name and address have changed, a copy of a document which carries your new name and address is required. The copy will be sent back when the update is completed.

Please send the application form, a copy of the identification document, and a standard-size envelope with your return address (no postage is necessary) by ordinary mail to the following address:

ILL Section,
Kansai-kan of the National Diet Library
8-1-3 Seikadai, Seika-cho, Soraku-gun,
Kyoto 619-0287, Japan
(On the envelope, please write "User registration update" in red letter.)

  • When the application is accepted, you will receive by postal mail a "certificate of user registration" bearing your user ID number and password.
  • You will need to wait about one week for the above documents, excluding time for postal delivery.

2. Update of the Registered Information by Visiting the Library

Please print out an "Application Form for Update of Registered Information (PDF: 163KB, Japanese only)" and fill in the necessary information. (The application form is also available at the NDL.)

To verify your name, address, and date of birth, please bring and present one of the identification documents listed in Identification Documents upon application.

Applications for update should be submitted at the following counters of the NDL:

Tokyo Main Library: User Registration Counter (Annex, Entrance) 9:00-18:30 (-16:30 on Saturday)
Kansai-kan: Entrance Counter 9:30-18:00

  • We regret that the ILCL cannot accept an update form from visitors.
  • If the application is accepted, you will receive a "certificate of user registration" bearing your user ID and password on the spot.

3. Online Update of Registered Information via the NDL-OPAC

You can update password and the delivery address for the copies via the NDL-OPAC top page. Enter your user ID and password, click on the button named "Update of User Information" and then follow the instruction.

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Deregistration

1. Deregistration by Postal Mail

Please print out "Application Form for Update of Registered Information (PDF: 163KB, Japanese only)" and fill in the required information.

To verify your name, address, and date of birth, you must send a copy of one of the documents listed in Identification Documents. The copy will be sent back when the deregistration is completed.

Please send the application form, a copy of the identification document, and a standard-size envelope with your return address (no postage is necessary) by ordinary mail to the following address:

ILL Section,
Kansai-kan of the National Diet Library
8-1-3 Seikadai, Seika-cho, Soraku-gun,
Kyoto 619-0287, Japan
(On the envelope, please write "User registration update" in red.)

  • You will need to wait about one week, excluding time for postal delivery.

2. Deregistration at the NDL

Please print out an "Application Form for Update of Registered Information (PDF: 163KB, Japanese only)" and fill in the necessary information. (The application form is also available at the NDL.)

To verify your name, address, and date of birth, please bring and present one of the identification documents listed in Identification Documents.

Applications for deregistration should be submitted at the following places in the NDL:

Tokyo Main Library: User Registration Counter (Annex, Entrance) 9:00-18:30 (-16:30 on Saturday)
Kansai-kan: Entrance Counter 9:30-18:00

  • We regret that the ILCL cannot accept a deregistration.
  • When there is no trouble in the documents and no services in use, the procedure will be done on the spot.

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Identification Documents

The following identification documents are accepted in registration, update and deregistration:

Driver's license (bearing your home address);
Health insurance card (bearing your home address);
Passport (bearing your home address);
Resident card (bearing your home address);
Special permanent resident certificate (bearing your home address);
Student identification card (bearing your home address and date of birth);
Copy of your resident registration card (issued within the past three months);
Identification issued by a public authority or equivalent (bearing your home address and date of birth).

  • All the documents listed above must be within the term of validity.

Please note that the following documents are not accepted:
Student identification card (not bearing your home address or date of birth); staff identification card; commuter pass; business card; senior pass, etc.

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Extension of the expiry date

Invalidation

The validity of your registration will expire when three years have passed from the registration or the last update.
(The update includes adding the most recent registered address or name and issuing the new registered-user card. Updating mailing address and changing password on NDL-OPAC are not included.) To continue to enjoy our services for registered users even after expiration, you must apply for user registration again.

Expiry date

The expiry date can be confirmed via the NDL-OPAC front page. Enter your user ID and password and click on the button named "Your Account & Activity".

Extension of the expiry date

You can extend the expiry date during the period of 3 months before expiration date.
During this period, a message that notifies the expiration date and has to extend it appears on the NDL-OPAC.
The expiry date can be extended by three years via the NDL-OPAC front page. Enter your user ID and password, click on the button named "Your Account & Activity" and then follow the instruction.

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For More Information on User Registration

1. Contact by Fax or E-mail

Please contact us by following fax number or e-mail address:

  • To ask on general questions on the registration
  • When you have lost your certificate of the user registration or registered-user card
  • When you forget your User ID or Password
  • When you want to check the invalidation date

ILL Section, Kansai-kan of the National Diet Library
Fax: +81-774-94-9112
E-mail: ill-secat n d l dot g o dot j p
Please note that we do not accept applications for registration by fax or e-mail (nor as an attached file)

2. Contact in the Library

We can support you at the following counters:

Tokyo Main Library: User Registration Counter (Annex, Enrtance) 9:00-18:30 (-16:30 on Saturday)
Kansai-kan: Entrance Counter 9:30-18:00
ILCL: Circulation Counter (Researchers' Reading Room, Arch Building 2F) 9:30-17:00

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*For using the library without user registration

If you do not register as our user, you should obtain a one-day user card by entering your name and date of birth into the card issuing machine at the entrance of the Tokyo Main Library and the Kansai-kan. A one-day user card will be issued and you can enter the library with it. The following services are provided for a one-day user.

  • You can use the searching system and the electronic resources through the computers in our library. You cannot request materials in the closed stacks, and other services only for registered–users cannot be provided.
  • You can see and copy some materials which are open on the shelf.

*Your one-day user card should be returned when you leave.

In the ILCL, a one-day user card will be provided at the counter of the Researchers' Reading Rooms 1 and 2 when you fill in "Application form for the Researchers' Reading Rooms" with your name and address. You can also use materials in the closed stacks in the ILCL.

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NDL Privacy Policy

To protect the privacy of users, the National Diet Library (NDL) uses and manages the personal information according to the following policy:

1. Definition of Personal Information

The personal information that the NDL possesses includes the following:

  1. Information on users: Personally identifiable information such as their names, addresses, dates of birth, and ages, as well as their user ID numbers and passwords that would give access to the information above.
  2. Information on their use of library services: Entrance and exit of users; date and time of request for materials or copying services; titles of materials requested; portions of materials copied; requests for the reference service.

2. Collection of Personal Information

The NDL collects the minimum necessary information on users and their use of its services, according to the Rules Concerning the Use of the National Diet Library's Materials (National Diet Library Rule No. 5, 2004) and the Rules Concerning the Use of the International Library of Children's Literature of the National Diet Library's Materials (National Diet Library Rule No. 4, 2000) on the following occasions:

  • When users enter the NDL to use its materials,
  • When users request library services in the NDL,
  • When users request library services via the Internet or by mail,
  • When users apply for user registration.

3. Use of Personal Information

The personal information the NDL obtains is used exclusively for the following purposes. The NDL or third parties will not use it for any other purposes.

  • Providing library services: When users request library services at the NDL or from outside, the NDL uses their personal information until the completion of the services.
  • Maintaining information on registered users: Information on registered users is maintained only for the term of validity of their registration (Three years from the registration or the last update). In this case, only information on users (described in 1-(1)) is kept.
  • Collecting statistics: For the purpose of keeping track of the NDL's service operations and improving the service quality, the NDL keeps statistics when necessary. The NDL does not, however, collect statistics that would identify individual users.

4. Management of Personal Information

  • Information on users and their use of library services is only accessible to authorized persons of the NDL staff and the inhouse contractor. They are prohibited from browsing or modifying information unless it is required for the library services.
  • The NDL's computer servers holding the information on users and their use of library services are protected against unauthorized access from outside.
  • To prevent mixing up users' personal information, the NDL takes adequate measures in confirming the applicants' identity on application and controlling online access by requesting passwords.
  • The NDL will modify or delete the users' registered information when so requested by the user.
  • The NDL may need to disclose personal information to law enforcement agencies when presented with a search-and-seizure warrant issued by court or when urgent and unavoidable circumstances compel it to secure the life and body of a person.

Once the need for it has ended, all personal information is destroyed promptly and without fail.

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