Reservations

• Currently, use of the Viewing Room is restricted to only one person at a time. (Under normal circumstances, up to four people can use the room at the same time. )
• When making a reservation, specify the archive group ID for the item required, along with the filename and title of item etc. given in the database. In the case of books or magazines, specify the archive group ID and publication information (title, volume no.). Refer to the Archival Research Room database and to OPAC.
• Only items reserved in advance are available for viewing. Additional items cannot be requested at the room.
• When it is not clear whether the item sought is in the collection, or it is difficult to specify the item clearly, inquire in advance by email or phone. Assistance for specifying reference information is not available at the Archival Research Room.
  With the exception of rare books (precious books), viewing of ordinary books (magazines) may be refused in cases when the objective is unrelated to that of the archives (provenance, original holder, etc.) .
• Some archives may be unavailable to due to their content, state, or circumstances related to processing. When actual documents are deteriorated, photographic copies may be provided for viewing instead.
• Audio recordings and videos are normally made available as reproductions. If an appropriate copy is not available for access, applications for access can stil be made. In such circumstances, the cost of conversion (digitalization, file production) will be charged.
• If the museum needs to close temporarily as a result of the museum closing on the day due to natural disasters or other unavoidable circumstances, access to the room will be unavailable on the day. You will be contacted with notification of an alternative day on the day before the reservation if the museum closing is decided is advance. If closing of the museum is decided on the day of the reservation, you will be contacted when the museum reopens.

Use of the Viewing Room

• To use the reserved viewing room, all personal items other than a PC, tablet, smartphone, notebooks, and writing implements must be placed in the locker provided (including jackets, bags, etc.).
• Eating is not permitted in the room. Only drinks can be brought in, and only if in a container with a lid.
• In cases where the required viewing materials are located in multiple boxes (Box1–), the boxes must be used one at a time, returning materials to the box and checking the content before moving on to the next box.
• Before viewing original items, wash hands and ensure compliance with all other basic rules.
Basic rules
Do not use writing instruments other than pencils.
Do not write directly onto the item being viewed, or delete anything written on it.
Do not bend or cut the item being viewed.
Do not remove the item being viewed from the room,
Do not handle photographs without wearing gloves.
If an item sustains damage due to handling when being viewed, report the damage immediately.

Copies of materials

• There is no copy machine in the reserved viewing room. Photography using digital cameras, or cameras incoporated into smartphones, tablets, etc. If required, make sure to bring your device.
• When photographing items to make a copy, use the dedicated backing sheet with spaces for writing the date and the name of the item.
• Ensure that flash functions are turned off before taking photgraphs.
• Use of photographs taken is permitted within the scope of personal usage. Photographs taken cannot be used in publications. A separate application is required for copying or usage for publication or broadcasting, etc.

Materials for viewing

Copyright

With the exception of archives for which the Nakanoshima Museum of Art, Osaka holds the copyright, copyright is managed separately for each archive. When using materiels that are the copyright of a third party, it is the responsibility of the user to ensure that the rights are handled properly in compliance with Japan’s Copyright Act.

Invasion of privacy/information enabling individuals to be identified

Some of the archives include confidential information with the potential to cause harm to third parties (living individuals or corporate entitites) unrelated to donors or former owners (or their estates). The exceptions to the restrictions on provision of such information to third parties do not apply to the museum, so the information is only made available for viewing after the passage of sufficient time.