Council on East Asian Libraries
Conference, Toronto 2012
Committee on Japanese Materials Meeting
Date: Thursday, March 15, 2012
Time: 9:10 am
Place: Dominion Ballroom South, Sheraton Centre Toronto
Hotel
1) Opening remarks and Committee Report
Setsuko Noguchi (Committee on
Institutional Cooperation), CJM Chair, welcomed the audience and introduced the new members of
the CJM Committee: Tomoko Bialock (University of Southern
California), Eiichi Ito (Library of Congress) (in absentia), Toshie Marra
(University of California, Los Angeles), Chiaki Sakai (University of Iowa),
Keiko Suzuki (Yale University) and Hamish Todd (British Library).
Noguchi thanked the
following retirees for their dedication and contribution to the field over the
years.
á
Kenji Niki (University of Michigan)
á
Kenneth Tanaka (University of Maryland)
á
Phillip A Melzer (Library of Congress)
She also paid tribute
to the late Ms Miwa Kai (Colombia University) who died in December 2011. An obituary of Ms Miwa Kai appears in
the February 2012 issue of JEAL.
2) Subcommittee and Task Force Group reports
a) Japanese Rare
Books Subcommittee
Noguchi reported on behalf of Ms Toshie Marra that
the final version of the Descriptive Cataloging Guidelines
for Pre-Meiji Japanese Books had been issued.
Ms Marra would be giving a
presentation on the SubcommitteeÕs
activities at the NCC Open Meeting on March 15.
Members of the Subcommittee: Toshie
Marra (University of California, Los Angeles), Hideyuki Morimoto (Columbia
University), Hisako Rogerson (Library of Congress), Reiko
Yoshimura (Freer Gallery of Art/Arthur M. Sackler Gallery, Smithsonian
Institution)
b)
CTP/CJM Joint Task Force
on the LC Proposal Regarding Japanese Romanization
Noguchi reported on behalf of Ms. Keiko Suzuki
that the Joint Task Force had been established by the
Committee on Technical Processing and the Committee on Japanese
Materials to coordinate a response to the ÒClarification of LC practice
concerning the use of diacritical marks in Japanese RomanizationÓ posted by Library
of Congress. A survey was conducted
on eastlib and based on the results the Task Force sent to LC its recommendation for the use of apostrophe rather
than alif. A report will be
published in the February 2012 issue of JEAL. The Task Force will continue communicating
with LC and conduct further research on Japanese Romanization for additional
improvements
Members of the Joint Task Force: Rob Britt
(University of Washington), Yoko Kudo (University of California Riverside), Mieko
Mazza(Yale University), Hikaru Nakano(University of
Florida), Keiko Suzuki (Yale University, Chair), Shi Deng(University of
California San Diego, ex officio, CTP Chair), Setsuko Noguchi (CIC, ex
officio,CJM Chair)
3) Presentations & Panel Discussion
Lessons
and Messages from The Great
Tohoku Earthquake: Awareness of
Preparedness for Libraries, Museums, and Archives
Moderator: Mari
Nakahara (Reference Librarian, Library of Congress)
Presentation 1
Tohoku University after 3.11: Focusing on the Library and Archives
Satoshi Sonehara
(Professor, Tohoku University Archives)
Sonehara began by
outlining the extent of damage caused by the earthquake and tsunami at Tohoku
University.
á
Three students killed
off-campus but no injuries within the Library and University grounds
á
Building damage:
-
Extensive damage to walls/ceilings.
-
Distortion of window frames.
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Damage to air-conditioning system
-
Damage to roof tiles led to damp/growth of mold &
fungi
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Damage to elevators made access difficult
á
Bookshelves: many bent or broken
á
Books: 100,000s of volumes fell from shelves (some
badly damaged including rare/valuable items)
á
Library information system and PCs: no significant
damage
á
Share file server: RAID disks broken
á
Staff and 800 student volunteers worked to get over
560,000 volumes back on shelves by early May.
Sonehara explained
that experience during the Hanshin earthquake of 1995 had taught the importance
of gathering, keeping and presenting records of the disaster. However by comparison, the 2011 event
was much broader in scale and georgraphical extent, comprised a greater variety
of subject matter relating to the earthquake, tsunami and nuclear disaster and involved
a much larger volume of digital data.
Tohoku University is therefore actively involved with other institutions
in collaborative projects such as Michinoku Shinrokuden Digital Archive (http://www.dcrc.tohoku.ac.jp/archive/)
and shiryo.net to collect and record as much relevant information as possible.
Presentation
2 Know-how
for damaged materials and Business Continuity Program
Makoto Okamoto
(Academic Resource Guide. Inc/ saveMLAK)
Okamoto began by
thanking participants for their support in the wake of the earthquake and
tsunami and then outlined the role of the SaveMLAK Project (http://savemlak.jp)
in helping museums, libraries, archives and kōminkan (community centers)
collect information relating to the affects of the disaster on these
institutions and publishing requests for assistance.
Okamoto stressed the
importance of institutions having a Business Continuity Program (BCP) which should
include all parts of the organization and prioritize their services and
activities to aid rapid decision-making in the event of a major disaster. In 2011 only 8% of Japanese
organisations had a BCP, none of them public libraries.
The tsunami destroyed
digital as well as analog material and during salvage operations much was lost
or overlooked. Efforts are being
made to collect digital data from cameras, personal computers etc at www.data-salvage.co.jp. Okamoto explained that digital
preservation and recovery is a new field and Japan could benefit from
cooperation with experts overseas.
Presentation
3 Long
Term Recovery of Cultural resources: USA seven years later, Japan one year
later
Andrew Robb (Section Head,
Special Formats Coordinator, Preservation Emergency Response Team, Conservation
Division, Library of Congress)
Robb compared the catastrophes
of hurricanes Karina and Rita and the failure of levees in the US in 2005 and the
earthquake, tsunami and nuclear disaster of 2011.
He highlighted two
phases of recovery from major disasters:
á
short-term (days/weeks) or stabilization: focus on life
safety, building safety and collection safety,
á
long-term (months/years) or rehabilitation: focus on
repair of services, buildings and collection.
á
ÒThe larger the incident the longer the recovery and
the longer the recovery the more uneven the recoveryÓ.
Robb pointed out
differences in the approach to cultural resources in Japan and the US. In Japan
where there is a very hierarchical view with national treasures, historical
material and personal property sharply distinguished and nationally designated
cultural properties receiving most attention. In the US all three categories are
included in disaster planning but this has not yet happened in Japan. Robb sees the acknowledgment of loss of
national treasures as part of the process of recovery.
Three key lessons
learned from Katrina/Rita are:
á
Disasters do happen
á
The bigger the incident the less control anyone has over
it
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Be as prepared as you can be
á
Do what you can, when you can, with what you have
Turning to what could
be done in to improve preparedness, Robb posed the following questions based on
his experience during a visit to Japan in the aftermath of the disaster:
á
Capacity of recovery resources (e.g. freeze dryers) is
limited. Why ?
á
Great emphasis is laid on emergency awareness for
personal safety. Can this degree of preparation be applied to cultural
resources ?
He concluded by
saying that those outside Japan could help by continuing their positive support
and by continuing to ask how people and collections are doing. This will be vital as the recovery of
collections will continue for many, many years. International collaboration will help
Japan to build its capacity in terms of recovery resources and personnel
training while the US could benefit in terms of better organization especially
for small disasters
Presentation
4 Strategies for disaster preparedness and recovery
Kazuko Hioki (Conservation Librarian, University of
Kentucky)
Hioki described her
experience in Japan following the tsunami when she spent three weeks in Osaka
and Tokyo from March 14 and three months from November meeting with
conservators, librarians and others to discuss recovery efforts and and also
carrying out practical conservation work in Tohoku.
She found striking
differences between the US and Japan in terms of disaster preparedness and
response. She emphasised that a quick
response was crucial to ensure that material could be recovered and freeze-dried
within three days to prevent mold developing. In Japan the scale of the event was too
great for the standard forms of disaster response. Also the hierarchical and bureaucratic
nature of many Japanese institutions made rapid decision-making difficult.
Hioki felt that although
there was a large number of trained conservators in Japan and a great many willing
volunteers the lack of a network made it difficult to coordinate their
activities while librarians and curators do not have the experience or
authority to take immediate action.
She proposed that emphasis be put on:
á
Preventative measures
á
Develop preservation awareness using librarians and
curators where conservators are not available
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Planning on the scale of attainable goals
á
Keep talking !
Panel
discussion
S. Suzuki: Do the BCPs of big corporations include
branches outside Japan and give guidance on how to save materials in a disaster
?
M. Okamoto: A BCP
(Business Continuity Plan) deals with the companyÕs business priorities not
salvage of materials. For example, for an internet provider the top priority
might be keeping the main page running.
A. Robb: A BCP focuses
on an organizationÕs priorities for its activities and services. For example, at LC priorities would be
readers and services to Congress. A
disaster plan, on the other hand, details what to do when a particular event
happens. The BCP should be coordinated with the various disaster plans which the
organization has for different scenarios.
There needs to be a cohesive, scalable set of plans that are seen as
part of a continuum.
K. Yamada-McVey: Harvard has a freeze-dryer. How common are such facilities in the US
and Japan ?
A. Robb: The
Freeze-dryer is a very effective system and well developed for paper-based
material but not many universties and libraries in the US and Europe have them. Instead they use commercial
freeze-drying companies. LC and NDL
are both planning to purchase freeze-dryers. In Japan salvage companies focus on
providing their services to commercial enterprises rather than cultural
institutions.
M. Nakahara: Many
affected materials were taken to Nara University which has a large
freeze-dryer.
S. Sonehara: New legislation in Japan to be enacted
in April 2012 will make it easier for academic/cultural institutions to develop
facilities of this type. Tohoku
University intends to take the opportunity to acquire a freeze-dryer.
T Bazell: University of Hawaii had a serious flood in
2004. Staff training and strong
leadership in the Conservation Department meant that within 48 hours teams could
be designated with specific tasks.
Who is training this sort of person in Japan ?
K. Hioki: There are workshops for librarians and
local residents on treating materials but not on planning or decision-making.
A. Robb: In the University of Hawaii case the
Head of the Conservation Department had been in post a long time and was
well-respected. In Japanese
institutions staff change role every few years which makes it difficult for
them to build experience and confidence.
However, the time is ripe for encouraging such training in the future.
M.Nakahara: Strong
leadership is necessary and national organizations have to take a lead but
individuals have to take responsibility too. We need to continue these discussions
with our counterparts in Japan.
Meeting
closed at 10.40