National Diet Library Newsletter
No. 163, October. 2008
Public services in the last decade
Reader Service Planning Division, Public Services Department
This is based on an article of the same title in the series <"1998-2008"
Topics during the last decade and future prospects>in
NDL Monthly Bulletin No. 568 (July 2008).
Contents
1. Improvement in 2002: expansion of remote user services and others
- 1-1 Expansion of remote user services
- 1-2 Service with liaison between the Kansai-kan and the Tokyo Main Library
- 1-3 User registration system
Introduction
The National Diet Library (NDL) is intended to assist the Members of the National Diet in the performance of their duties. At the same time, it is a library open to the public.
Article 21 of the National Diet Library Law stipulates that “the library services of the National Diet Library shall be available to the people of Japan either directly or through prefectural or other libraries to the fullest extent...” In order to fulfill this mission, the NDL provides a variety of services based on its large collections of materials acquired through the legal deposit system and by other means in cooperation with domestic and overseas libraries.
The library´s services have been considerably enhanced in the last ten years, by the opening of the Kansai-kan and the International Library of Children´s Literature (ILCL), remodeling of the Tokyo Main Library, the launching of the NDL-OPAC (National Diet Library Online Public Access Catalog), and other changes. This article introduces the improvement of user services especially in the Tokyo Main Library.
1. Improvement in 2002: expansion of remote user services and others
With the opening of the Kansai-kan in October 2002 and the full opening of the ILCL in May of the same year, the NDL started to provide services in the three facilities including the Tokyo Main Library, making the most of the characteristics of each facility while offering the services in an integrated manner.
We can name especially the expansion of remote user services via the NDL website, the start of the service with liaison between the Kansai-kan and the Tokyo Main Library, and the introduction of the user registration system.
1-1. Expansion of remote user services
NDL-OPAC
Remote user services are services available without visiting the library, while the “on-site user services” are intended for visitors to the library. Under the basic policy of making rapid and appropriate services available at any time, to anyone, from anywhere, the NDL launched the NDL-OPAC, enrichment of the contents on its website and provision of subject information.
The NDL-OPAC made it possible to search the bibliographic information of the NDL collection and the Japanese Periodicals Index via the Internet. In addition, it allowed registered users to request photocopies and registered libraries to request interlibrary loans on the web.
The digital library services were also extended with the release of the “Digital Library from the Meiji Era,” an image database of books published in the Meiji era from the NDL collection (it now also includes books published in the Taisho era) and “WARP,” which collects and accumulates Internet resources. These new contents were added to the previously-existing contents including “Minutes of the Diet,” “Rare Books Image Database,” and “Online Gallery.”
We also enriched several types of subject information such as "Guide for Search by Theme” which introduces tools for searching materials on a specific theme or on each unique group of materials held by the library, and provides information on related institutions.
1-2. Service with liaison between the Kansai-kan and the Tokyo Main Library
With the opening of the Kansai-kan, the NDL collection was divided between Tokyo and the Kansai region. Inter-site request service between the two facilities for some groups of materials and remote photocopy service for visitors were launched to secure the availability of materials stored in both sites.
1-3. User registration system
To improve the user services, the user registration system was introduced in October 2002. Registered users have an ID card (registered user card) delivered after making an application. For registered users, the procedure to enter the library becomes simpler and the inter-site request service is available. In addition, request for photocopy service can be made through the Internet and copied items are delivered by postal mail.
2. Remodeling of the Tokyo Main Library
In October 2004, the Tokyo Main Library remodeling work was completed. In the remodeling, a new information system which forms the basis of the present services was introduced, procedures for using the NDL were significantly improved, and services were greatly expanded.
Catalog Hall with NDL-OPAC terminals
2-1 Computerization
The principal improvement produced by the remodeling of the Tokyo Main Library is the computerization of service procedures.
Most of the services for users had not been computerized before the remodeling, so users had to fill out an application form in handwriting to enter the library, request materials, and have copying done (for details, see the column). After the remodeling, the services were largely computerized, and convenience for users was improved.
The core of services since the remodeling is the NDL-OPAC. By searching on the NDL-OPAC, users can check for most materials whether the NDL holds them or not, which facilities hold them, and whether they are available or not at the moment. Users no longer have to go through card catalogs or pages of book catalogs. In addition, users are able not only to retrieve data but also to request services on the NDL-OPAC. From the search results, users can request materials through NDL-OPAC terminals in the library, and request copies from outside the library via the Internet. Compared with the services before the remodeling which needed requests in writing, they became much easier and quicker. At present there are about 200 NDL-OPAC terminals in the Tokyo Main Library.
Information on requests through the NDL-OPAC are processed by networked computers to be used for delivering or copying materials. As this made work operations efficient, provision of materials and copies became speedy.
Users’ entry and exit are also controlled by the computer system to make it smooth. In this regard, the NDL is paying close attention to the protection of personal information.
How did it work before computerization?
To search for a material you needed, you had to visit the NDL or other libraries as the NDL-OPAC was not yet available. It was possible to call the NDL to make inquiries, but sometimes you could not get the answer quickly because search of several catalogs was needed. In addition, it was necessary to check in the stacks to know if a material was available or not.
To enter the library, you had to fill out a paper application form with information including your name and address.
To find a material, you were supposed to search through card catalogs, book catalogs, or CD-ROMs with bibliographic information of the NDL holdings (J-BISC). After finding the material you needed, you filled out a material request form (below) with the call number, title, volume, etc., and handed it in at the counter.
Staff at the counter sent the request forms to the stacks, after sorting them by floor in the stacks where the requested material was stored. Receiving the request form, staff in the stacks found the material on the shelf, put it in a tray on the conveyer to send it to the counter. If the material was not on the shelf, being in the process of binding or read by another user, the request ended in failure. The system now shows in what status a material is and if a material is not on the shelf it is not possible to make a request.
To have a material copied, a request form for photocopy had to be filled in by hand. You submitted it after filling in the title, call number, pages to be photocopied, your name and address. Staff at the counter received it, checking out the written information and the materials to be photocopied.
2-2 Extension of opening days and hours
Before the remodeling, the NDL used to be open until 5:00 p.m., and was closed on the second, fourth and fifth Saturdays. After the remodeling, the NDL extended library hours until 7:00 p.m. on weekdays, and also opened every Saturday. By the extension, annual opening hours increased by about 43%, and average opening days per year expanded from 238 to 280.
Extension of opening hours had been a longstanding issue of the NDL, and it was requested by numerous users. The extension enabled users to do research for a longer time, and to make a choice from a wider range of times.
2-3 Reorganization of special materials rooms
Special materials rooms were reorganized in FY2002, and then relocated one after the other to be finished during the remodeling.
Reorganization of special materials rooms was carried out based on the following policies:
(1) to make their specialized fields clearer to satisfy users’ diversified and sophisticated needs,
(2) to provide distinctive collections in an easy-to-understand way for users,
(3) to improve the digital environment, and provide information services using external resources.
The Modern Japanese Political History Materials Room, Rare Books and Old Materials Room, Map Room, Electronic Resources Room, Audio-Visual Materials Room, and the Newspaper Reading Room, and newly established rooms such as the Parliamentary Documents and Official Publications Room, Humanities Room, Business, Science and Technology Room, meet a greater variety of users’ needs.
Humanities Room
2-4 Barrier-free
The Tokyo Main Library was improved to be a barrier-free structure timed with the remodeling so that the physically-challenged would easily access it. The NDL offers an easy-to-use environment: wheelchair-accessible restrooms are installed in various places, and induction loop systems (devices which transmit the voice directly to a hearing aid) are provided at each service point.
3. Recent trend of services
As described above, the NDL made progress with its services both qualitatively and quantitatively through the expansion of remote services and the remodeling of the Tokyo Main Library. After the remodeling, the NDL has been continuously making efforts to provide better quality services to users. The following are services which were improved after the remodeling.
3-1 Improvement in copying service
In FY 2005 the NDL conducted a review of all copying services including on-site and remote services. As a consequence, copying became more convenient for users: service types are increased, limit in amount of copying per item is relaxed, copying fees on some service types are reduced, printout service for digital resources started, waiting time shortened, etc.
3-2 Digital Information Services
Since FY 2006, the NDL has been providing digital information services which enable visitors to use digital resources comprehensively in the library. Access to digital contents made by the NDL, electronic journals, online databases of other institutions, information on the Internet, etc. is available. The NDL is also trying to expand digital information services in order to provide users with a wider variety of contents.
4. Future Prospects
The NDL has reached its 60th anniversary in 2008. It has set “Vision for the NDL’s 60th anniversary” (“Nagao Vision”) comprising seven goals. The NDL strives to improve the quality of user services based on two goals in the vision: “provide prompt and precise access or links to information needed by users” and “seek to provide equally good service to all users regardless of where they are.”
There are wide-ranging issues such as provision of materials which have been published in new forms, handling of digital resources increasing year after year, various requests from users, creating a more comfortable reading environment, and so on.
In addition, ensuring compatibility between the NDL’s responsibility to hand down materials to posterity and requests for use which are increasing every year is an important and urgent issue.
The NDL is tackling daily problems, and at the same time, it strives to improve user services to realize the “Nagao Vision.”