No. 111, October 1999

International services of the NDL
(4) Rules and application forms

Rules concerning International Use of Library Materials in the National Diet Library (Librarian's Decision no. 1, Feburuary 23, 1987. Amended by Librarian's Decision no. 4, August 10, 1995)

I	General rules
II	Loans to libraries
III	Photoduplication
IV	Reference
V	Miscellaneous rules
	Annex (Application forms)

I.General rules

(general remarks)

1. Books and other library materials (hereafter referred to as "materials") held by the National Diet Library (hereafter referred to as "NDL") may be used by libraries and research organizations abroad (including foreign diplomatic agencies in Japan, international organizations and the like; hereafter referred to as "libraries"), and also by the general public residing abroad (hereafter referred to as "the general public"), in accordance with these Rules.

(means of use)
2. The use of materials under the Rules may be through loan to libraries, and through photoduplication and reference services to libraries and the general public.

(Persons qualified to use)

3. Any one of the general public who may use the materials shall be 20 or more of age. However, one who is less than 20 may use the materials with the permission of the Librarian.

(Charge)

4. Use of the materials is free of charge unless otherwise provided for in other regulations of the NDL.

II.Loans to libraries

(Purpose)

5. The purpose of the loans is to promote international use of materials as advocated by the International Federation of Library Associations and Institutions (IFLA).

(Libraries qualified to borrow)
6. Libraries that lend materials in accordance with the principles and guidelines formulated by IFLA or are ready to give full reciprocity to the NDL in the spirit of those principles may borrow materials.

(Materials not loanable)
7. The materials which fall into the following categories are not loanable, except in the case where the Librarian specially considers it proper to lend:

1) Rare and precious materials, deposited documents, reference books, pamphlets, serial publications, audio/visual records, and microforms
2) Materials difficult to transfer, and materials liable to loss or damage
3) Materials which the Librarian considers it improper to lend

(Number of volumes to be lent)
8. The number of volumes to be lent shall be ten or less including unreturned volumes. However, the number may be increased or reduced if the Librarian considers it necessary to do so.

(Period of loan)
9. The period of loan shall be a maximum of one month exclusive of the time required for transportation. However, the period may be extended or curtailed if the Librarian considers it necessary to do so.

(Procedure for loan, etc.)
10. Libraries that wish to borrow materials from the NDL should make the request with NDL Request Form for Loan/Photoduplication (annex: Form 1), IFLA International Loan/Photocopy Request Form, or any other form similar in content to the above.

11. Materials to be lent will be sent by registered mail at the expense of the NDL.

(Procedure for return, etc.)

12. Borrowed materials should be returned by registered mail at the expense of the borrowing library.

13. In returning the materials, the borrowing library should follow the directions set forth by the NDL with regard to packaging, etc.

(Care and use of borrowed materials)
14. The borrowing library should retain the borrowed materials with the care of a good custodian, put them to use in accordance with its proper regulations, and not have them copied for use.

(Loss of damage incurred on borrowed materials)
15. When the borrowing library received a material in damaged condition or causes loss or damage on it while in retention, or discovers loss or damage on its return to the NDL, the library should immediately notify the NDL.

16. When a borrowed materials is lost or damaged between the time of receipt and return, the borrowing library should provide the NDL with an appropriate replacement copy or make compensation for the loss or damage in accordance with the policy of the NDL.

(Loan of materials for an exhibit)

17. The loan of materials for an exhibit shall be provided for in a separate policy of the NDL.

III.Photoduplication

(Photoduplication)

18. Photoduplication will be done by the NDL using its own materials.

(Scope of materials to be copied)
19. Copyright shall be made of only part of a published work for the user's study or research. However, an individual work appearing in a serial publication whose issue is not the latest, or a work whose copying has been approved by its copyright holder, or a non-copyrighted work may be copied in its entirely.

20. In addition to the foregoing article, in response to requests from libraries coming under the provisions of Article 1-1-4 and 1-1-5 of the Enforcement Order of the Copyright Law, copying may be made of materials difficult to acquire because of being out-of-print or not available in the normal book trade.

(materials not to be copied)
21. The following materials shall not be copied

1) Deposited documents, whose copying is prohibited as a condition of the deposit agreement
2) Materials, whose copying requires the approval of the authorities concerned under the provisions of the Surveying Law and the Law for Hydrographic Activities
3) Materials which the Librarian considers it improper to have copied.

22. Those who request copying should use one of the request forms stipulated in Article 10.

(Submission of Letter of Consent)
23. Those who request copying from rare and precious materials, materials requiring special treatment, and works stipulated as "exceptions" in Article 19 (other than individual works appearing in a serial publication whose issue is not the latest) and such libraries that come under the provisions of Article 20, should submit to the NDL Conditions for /Letter of Consent (annex: form 2), in addition to one of the request forms referred to in the foregoing article.

(Submission of a copyright holder's approval)
24. One who requests copying from a work that requires approval of the copyright holder should submit the written permission of the copyright holder to the NDL.

(In cases when reproduction is questionable)
25. When the librarian considers it inappropriate to have a particular item reproduced in a way an applicant requests because of its physical condition, etc., the Librarian may have a copy reproduced in another way or decline the request for copying.

(Form and numbers of copies)
26. A requested item will be copied in one of the following forms, and supplied in a single copy only:

1) Negative microfilm copy (35mm) from original text
2) Microfilm copy from 35mm microfilm
3) Enlarged print from microfilm
4) Enlarged print from microfilm
5) Photocopy

(Copyright charges, etc.)
27. Copying charges, etc. shall be based on the provisions concerning copying charges (National Diet Library Notification, 1986 No. 1).

(Responsibility for use of a reproduced copy)
28. Responsibility for a trouble that may arise in connection with the copyright from the use of a reproduced copy shall be assumed by the recipient.

IV.Reference

(Reference services)
29. Reference services will be provided by using the materials as main tools.

(Scope of reference services)
30. The scope of reference service to be provided shall be as follows:

1) How to utilize NDL's facilities and resources
2) Search for specific literature in and outside the NDL
3) Bibliographic information on specific literature
4) Consultation on access to specific literature
5) Search for literature on a given subject
6) Advice on other institutions and organizations which may supply appropriate information

(Inquiries not acceptable)
31. Reference inquiries seeking appraisal of old archival documents, objects of the fine arts, ets., legal and medical consultations, reading of written records, translation, assistance in school assignment, and information on matters that are considered inappropriate for the NDL to give, shall not be accepted.

32. The Librarian is authorized to decline such inquires as require so much expense or time as to affect the normal performance of other reference service.

(How to make inquires)
33. Those who wish to make inquires to the NDL should do so in writing or similar ways.

V.Miscellaneous rules

(Permission for reprinting, etc.)
34. One who wishes to reprint an item, or to reproduce a copied item for publication or public display, should submit to the Librarian Application Permission (Annex: Form 3), or Application for Reproduction Permission (Annex: Form 4), or Application for Public Display Permission (Annex: Form 5).

35. One who wishes to obtain permission as provided for in the foregoing article with regard to a copyrighted item should also submit the written approval of its copyright holder.

36. Permission as provided for in Article 34 may also have other requirements.

(Abolition)
37. Procedures for International Interlibrary Loan, National Diet Library (Effective November 18, 1960) shall be abolished.

Supplementary provision (Librarian's Decision no. 4, August 10, 1995)
This Rule shall come into force as from August 10, 1995.

Annex

Form 1 (PDF) NDL Request Form for Loan/Photoduplication: Copy A-D Form 2 (PDF) Conditions for Photoduplication Form 3 (PDF) Application for Reprinting Permission Form 4 (PDF) Application for Reproduction Permission Form 5 (PDF) Application for Public Display Permission

# The application forms are available in the Adobe Acrobat PDF format. You must have the Adobe Acrobat Reader 3.0 or after installed on your computer to view and print the forms.
Adobe Acrobat Reader is available for free from Adobe Systems Incorporated.
# Form 3, 4, 5 must be written in block letters.

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