ADMINISTRATIVE NOTES Newsletter of the Federal Depository Library Program ------------------------------------------------------------------------ January 15, 1999 GP 3.16/3-2:20/02 (Vol. 20, no. 02) ------------------------------------------------------------------------ SUPERINTENDENT OF DOCUMENTS REPORTS ON JAPAN SYMPOSIUM Francis J. Buckley, Jr., Superintendent of Documents, U.S. Government Printing Office, was a featured speaker at a symposium held November 27, 1998, by the National Diet Library (NDL) in Tokyo, Japan. The symposium was held in honor of the 50th anniversary of the NDL Branch Libraries System. It was focused on the digitization of government information. Buckley's presentation was on the Dissemination of U.S. Government Information in tangible and electronic formats. The other speakers were Mr. Hideru Momozaki, Director-General, Institute of Administrative Information Systems and Dr. Kotaro Nawa, Professor, Kansai University. They addressed the implications of utilizing electronic systems for e-mail, data collection, information storage, and dissemination in an environment in which government information is considered national property, primarily administrative in nature, and in which the private sector is heavily involved in printing and publishing. ------------------------------------------------------- REPORT FROM TOKYO FRANCIS J. BUCKLEY, JR. Superintendent of Documents I was invited to Tokyo by the National Diet Library (NDL) to deliver a presentation on the Dissemination of U.S. Government Information at a Symposium in honor of the 50th anniversary of the Branch Libraries System on November 27, 1998. The Branch Libraries are equivalent to Federal agency libraries in the executive branch and the Supreme Court. It was a fascinating trip because of the similarities and differences in the organizational structures, policies, and problems for government information in our two countries. The National Diet Library is the national library of Japan, providing services to the Diet (legislative branch), the executive and judicial branches of the government, and for the people of Japan. It was modeled on the Library of Congress. It is under the supervision of the Standing Committees on Rules and Administration of the House of Representatives and the House of Councilors (similar to the legislative oversight of LC and GPO). It includes a large main library with extensive research collections in two buildings, the Detached Library in the Diet building, the Ueno Library, the Tokyo Bunho (Oriental Library) and 35 Branch Libraries. Each Branch Library functions as the library for its parent agency and collects government documents from the parent agency for itself, the NDL, exchange programs and for distribution to academic and public libraries. The Branch Libraries are under the dual administration of the NDL and the agency in which they are located. The NDL utilizes U.S. Government publications for research in the Official Publications Room, the Parliamentary Publications Room, the Research and Legislative Reference Bureau (similar to the Congressional Research Service), as well as in the Branch Libraries. The NDL obtains U.S. publications through the International Exchange Program and purchase. Bibliographic records for U.S. monographic publications are loaded in their online catalog in a GPO MARC format. Serials are entered in a book catalog. The focus of the symposium was on planning for the digitization of information by Japanese government agencies and how to provide access to this information. In a speech that was like a choral reading, I reviewed the U.S. system for printing and distributing tangible publications as well as the systems for access to Federal electronic information with the help of two interpreters. I used a PowerPoint presentation and my remarks after each slide or short commentary were punctuated by translations. The two Japanese speakers in the Symposium addressed various issues of access pertinent to the Japanese situation in this transitional planning period. In the print environment, the Ministry of Finance handles the printing of government publications intended for public dissemination. Many Japanese government publications are produced by private sector organizations and only available commercially. Also many Japanese government publications are considered administrative and not widely distributed. Mr. Hideru Momozaki, Director General, Institute of Administrative Information Systems, spoke about the current status and challenges of dissemination of electronic information in administration. He discussed a range of electronic system applications from e-mail to administrative government functions including record keeping, filing for permits and reports, as well as publishing information. Planning is underway to revise their Information Disclosure Law. In addition, the structure of federal agencies is to be reviewed over the next few years. Mr. Momozaki focused on the concept of using this opportunity and new technology to provide one stop shopping as a service to citizens and enable them to file applications or reports for various agencies as well as to obtain government information from one computer location. He foresaw having everyone using the electronic network registered for identification and security, as well as a set of standards for software programs for compatibility interoperability and data transfer. Dr. Kotaro Nawa, Professor, Kansai University, discussed digitization and networking of administrative information, disclosure and commercialization. Among the issues he analyzed were the implications of present Japanese government copyright of its information as national property and the use and distribution of the information by the private sector. Other issues facing the NDL and Japanese libraries include obtaining the resources needed to procure the hardware and systems for expanding their electronic resources, as well as the ever present problem of compliance with the publication deposit requirements of the NDL Law by Japanese government agencies. In Japan the fugitive documents problem is exacerbated by the decentralized nature of government printing. The Symposium was attended by about 200 people from the NDL, the Branch libraries, government agencies, as well as faculty and students from nearby universities. There were many questions from the audience about U.S. programs and plans for electronic information; the involvement of GPO, LC and NARA; copyright; and free vs. fee access. I was pleased to meet the NDL Librarian, Mr. Musao Tobari, and many of the administrative staff and to tour the NDL in detail. In addition, I was given in-depth tours of the Diet, the Detached Branch Library in the Diet, the Supreme Court and the Branch Library in the Supreme Court. When I toured the Diet we were given special access to the chambers of the House of Councilors which were being prepared for the opening of the session the next day and a visit by the Emperor, so I was able to see the Emperor's throne which is normally shielded from view by elaborate drapes. On Saturday following the Symposium the NDL made arrangements for me to be given a private tour of the Imperial Palace grounds by a staff member from the Imperial Household Agency Library. Thus I was taken to see a number of non-public buildings including the temple used by the Emperor for religious ceremonies, the state hall building, the greenhouses and bonsai collection, the stables and ceremonial coaches, and the archery range where the Imperial archers were practicing classical archery techniques. The public and nonpublic gardens were incredibly well-manicured with beautiful specimen trees and bushes, set off by the castle moats and huge stone walls built without any mortar. I was also able to make brief visits to the Toshogu Shrine, the Tokyo National Museum and the Museum of Western Art in Ueno Park. I was particularly impressed with the courtesy, and friendliness, and helpfulness of all the people I met. They made my brief visit very interesting and enjoyable.