Service Planning Division
Reader Services and Collections Department

This article is based on the article in Japanese titled “On-site user services
will be renewed” in NDL Monthly Bulletin No. 606 (September 2011).

The National Diet Library (NDL) stores most of its collections in the closed stacks, and to use materials, a user retrieves catalogs and requests reader service. We started on-site user service using computer systems in 2002 in the Kansai-kan and in 2004 in the Tokyo Main Library, and until 2011, a user first needed to obtain a one-day user card from an issuing machine at the entrance and then retrieve collection catalogs with the card.

With the recent rapid digitization of information, there are a wide range of digital contents available in the NDL facilities such as digitized collections, electronic journals and various databases.

In January 2012, procedures for using on-site services of the Tokyo Main Library, the Kansai-kan and the International Library of Children’s Literature changed with the introduction of new systems. This article shows the advantages and cautions in the new procedures.

A registered user receives a registered user card (IC card) from January 2012. The user can enter the library with the card and can bring the card back to home after exiting. From January 2012, the registered user card is required to use materials stored in the stacks. The card is also necessary for checking the arrival information of requested books and other materials, receiving copies, etc.

To enter the library without registration, an unregistered user card is issued by a simpler process than before. A user cannot use materials stored in the stacks with the unregistered user card, but can use most other services.

Until 2011, a user needed to access different computer terminals according to need: searching materials, requesting for reading, viewing digital information and ordering copying. From January 2012, a user can apply for these services basically from any terminal in the library.

3.1 Increasing digital contents

The main reason for integrating user terminal functions was the increase of digital contents provided inside the library. Integrating the functions of terminals, we installed more terminals with viewing function in January 2012.

The NDL has been actively digitizing its collections to avoid deterioration of originals caused by use. Though a great deal of digitization has been completed as shown in the table below as of August 2011, many digitized materials are available only inside the library facilities to protect copyright. In principle, the originals of digitized books and periodicals are not available.

In addition to digitized collections, electronic journals, external databases, historical recordings (digitized records (78-rpm records, etc.) produced in Japan in the first half of the 20th century) and Internet resources (past websites collected and preserved by the NDL) are provided inside the library. These materials are now accessible through one terminal. Internet access is also available within the range necessary for research.

3.2 More convenient computer terminals

With the expansion of services using computer terminals, more terminals were required. We have introduced displays in appropriate size for viewing digitized collections. In July 2011, 40 additional terminals were set up with displays one size larger than before. All the previous terminals were replaced with new ones in January 2012, and the number exceeded 500 in total.

Changing the catalog hall of the Main Building
There used to be card catalog shelves before (left) and OPAC terminals introduced in October 2004 (right). New terminals were introduced here in January 2012.

A user needs to search catalogs to use most of the NDL collection. From January 2012, in-house terminals allow searching broader information containing catalogs and digital contents provided by external institutions alongside the NDL.

4.1 New search tool “NDL Search”

The “NDL Search” aims to enable integrated search of database catalogs and digital contents of libraries including the NDL, archives, museums and academic research institutions.ⁱ This “NDL Search” functions as a search portal in the new on-site services started in January 2012. It has interfaces to navigate users accurately through a variety of on-site services, such as general information search function, and searching and reading services for materials stored in the stacks, digitized materials and electronic journals available inside the library facilities.

4.2 Reorganized user guide

It might be difficult to find out the proper way to use the “NDL Search,” which covers enormous amount of information beyond the NDL and carries diverse functions. Accordingly, we designed the new in-house terminal to provide a smooth guide with user-friendly navigation and interfaces on the screen, and reorganized information offered at the General Information Desk, and tours or instruction sessions on how to use the library.ⁱⁱ
For another improvement, large information panel boards, besides the new in-house terminals, were placed around the library to display user information with selectable menu items explaining our services.

Screen from the in-house terminal

On top of the improvements mentioned above, the following were introduced for better user environment in January 2012.

5.1 Expanding printout counter

As more digitized collections come to be used, more copying requests for them are expected. In the Tokyo Main Library, a new printout counter was built in the Main Building in addition to the one in the Annex.

5.2 Introducing Wi-Fi network

Wi-Fi network will be gradually installed to let users use the Internet with their own personal computers.

5.3 For comfortable user environment

Using more in-house terminals or carried-in laptops increases keyboard noise. To ensure a quiet environment, the computer areas and non-computer areas kept separate as far as possible.

The transition to these new services is just a stepping stone at a time when library services are changing rapidly. Looking forward to the future, the NDL revamped its organization in October 2011, by unifying and rationalizing user services divisions and expanding digital information divisions. Under this new system, the NDL’s on-site services will continue to develop in future.