Date of tip: 10 June 2005

Source: Tomoki Kuniyoshi, T.Kuniyoshi@lse.ac.uk

Location: 5-3, 1-chome, Azabudai, Minatoku, Tokyo, 106-0041 Japan

Contact Details: (+81) (0) 3 3585 4511

How to get there: The easiest way is to use the underground stations, either Roppongi-1 chome Station (Nanboku Line) or Kamiyacho Station (Hibiya Line). It is a 10 minute walk from Roppongi-1 chome Station, while it takes about twenty minutes from Kamiyacho. 

See map http://www.mofa.go.jp/about/hq/record/service.html 

Possible Accommodation: Like other big cities, there are a number of choices for your accommodation. Appropriate accommodation near the archives is difficult to find. My recommendation is that you stay at a “business hotel” (any modest hotel with minimum facilities is called a business hotel). You can find such hotels around Akihabara and Ueno Stations, from where you can travel to Kamiyacho Station directly by the Hibiya Line. Indeed, Ueno and Akihabara are both worth visiting for sightseeing purposes. For a list of possible hotels see, for example:

http://tokyo.hotelbase.com/, or

http://gojapan.about.com/library/hotel/bltokyo_lowindex_nihonbashiarea.htm

Link to archive: http://www.mofa.go.jp/about/hq/record/ This is the official page of the Diplomatic Record Office, which is part of the homepage of the Ministry of Foreign Affairs. Note: it is in English!!

Language: Japanese. The staff are all Japanese, but it is most likely that they will speak some English. 

Getting started: For the post-WWII documents, the basic list of the disclosed documents is given on the website according to the number of the chronological disclosure. On the English web-site, you can see the list from the 13^th disclosure series to the 18^th while the Japanese website contains the 9^th to the 19^th  Each disclosure series contains headings relating to the bilateral relations between Japan and other countries, and the main topics for each disclosure, such as the Peace Treaty. 

Website on list of disclosure of diplomatic records in English:

http://www.mofa.go.jp/about/hq/record/disclose.html

Ibid in Japanese: 

http://www.mofa.go.jp/mofaj/annai/honsho/shiryo/shozo/gshir/index.html

In addition, for 1^st to 5^th, 7^th and 8^th disclosures, you can now search and see the documents on the internet. You can search by category, microfilm reel number and keyword. Please note that this search can be done only in Japanese: 

http://gaikokiroku.mofa.go.jp/index.html 

To consult the documents at this archive, you do not have to book in advance. When you arrive at the office, you will have a quick interview with an archivist and will be asked to fill in a research application. In this procedure, you need to show your photo ID. A reference letter is not needed. 

In the archives, you will find a catalogue including the complete list of the 19 disclosure series for post-war documents. There are three types of catalogue according to the ways of searching documents; by disclosure dates, topics and documents’ declassified numbers. There is also one catalogue volume in which you can find the disclosed documents as a result of the recent requests based on the Freedom of Information Act. This catalogue has an index according to topics. Please note that there is no English catalogue – all catalogues are written in Japanese. 

Opening Hours: 10:00 a.m. — 5:00 p.m., Monday to Friday. Closed on Saturdays, Sundays, public holidays and from 28 December to 4 January inclusive. For public holidays as in 2005, see: http://www3.sympatico.ca/ccsr/j2005.html

General working conditions: The reading room is small. There are only 25—30 desks, but usually it is not busy. There are four microfilm readers with which you have to read all post-war documents. There are lockers near the entrance reception where you can store personal belongings. You can bring your own computer. You cannot use any pens, only pencils. Pencils can be borrowed from the reception desk of the reading room. Paper-protecting thimbles are also available at the reception desk. Drinking and smoking are allowed only in the lobby of the building. 

Consultation: Following the orientation interview, and after referring to the catalogue, you need to fill in the request slip for research material. You can order 3 microfilms, 1 CD-R and five sets of files at one time. For microfilms and CD-R, material is immediately available upon request. File documents will be pulled every 30 minutes beginning at 10:05 am; 10:05, 10:35, 11:00, 11:35, 12:05, 1:30, 2:00, 2:30, 3:00, 3:30, 4:00 and 4:30. No material is retrieved between 12:05 to 13:30. You can hold material for two weeks. You need to fill in the request form in order to hold the material. 

Most of the post-war period documents available are on microfilm, and you cannot have access to the real documents except those disclosed through requests based on the Freedom of Information Act. 

As there are only four microfilm readers, sometimes you have to queue. Documents from the 18^th disclosure onwards are available on CD-R. You can read the CD-Rs on your own computer, and lap-top computers for reading CD-R can be borrowed from the reception desk. 

Policy on technology: Researchers are allowed to use their own computers. You must report to the reception desk if you use your computer. Lap top computers can also be borrowed at the reception desk for reading CD-R. 

Photocopy policy:  You can order a photocopy of certain parts. You will have to fill in the photocopy request slip in which the page number should be written. It costs ￥100, about 50p per page. Expensive ! You can also buy the microfilm at ￥6,500-10,500 (￡35-50 ) or CD-R costs ￥3,150-5000 (￡15-25). Each microfilm contains over 1000 pages of documents. Therefore, it is more economical to buy a microfilm so that you can read it in the university library.

I usually buy all relevant microfilm to read later in the library rather than read it at the record office. You can order microfilm at the reception to be delivered to your home. Order for photocopies, and purchases of microfilms and CD-Rs should be made by 4:45pm at the reception desk. 

The material which you order can be delivered by post. For payment for photocopies and microfilms, a pay slip to be paid at the bank or post office is enclosed when delivered. Payments, from abroad, must be via payment into the microfilm company’s bank account. Items will be sent off after confirmation of the payments. 

Particularities: There is no cafeteria in the archives, however, a vending machine for coffee can be found in the lobby beside a set of sofas. Opposite the building, you can find an Indian restaurant where you can also pop in for a cup of tea or coffee. To the left of the Indian restaurant is a Sushi restaurant which sells a variety of Bentos (lunch boxes) at cheap prices. Not far from the Indian restaurant, there is a convenience store, named am/pm, for snacks and sandwiches. There is also a family restaurant, named Dennys, some buildings to the left of the Indian restaurant. On the way to or from Roppongi Station, you will find a number of cafes, restaurants and Izakayas (Japanese-style pubs). 

How to apply for classified files: Citizens of any nationality and any age can apply for classified files by sending or handing in a request form to the designated section of the ministry. It costs ￥300 for each request. The section of the ministry will then examine your request and report to you as to whether you can actually have access to these files and how you can consult them. You will receive the result of permissibility within 30 days. 

For the detailed procedure of the application for classified files see:

http://johokokai.mofa.go.jp/  

For the search engine for the files which the ministry possesses, see: http://johokokai.mofa.go.jp/docsrch/servlet/gm00.SearchConditionSvlt 

You can find a request form on:

http://johokokai.mofa.go.jp/shoshiki/index.html 

You can also apply for classified files electronically. For electronic application, you need to obtain a certificate of your ID along with your password. Then you apply with your password and the completed request forms. If permitted, you can download the files by logging onto the website. 

For the detailed procedures of electronic application, see:

http://www.mofa.jp/usage/time.html

Contact name in case of questions regarding classified files: There is no one specific archivist to contact for inquiries. I was told that you can inquire by sending a FAX (+81) ( 0 ) 3 3585 4514. If sending a FAX, you are advised to write in Japanese. The telephone number given is for general inquires only. 

General Assessment: You will probably be surprised to find from the catalogue how few documents have been disclosed. It is widely recognised that Japan is much less advanced in the disclosure of governmental documents than, for instance, the UK. Nevertheless, from the 10^th disclosure onwards, some useful document series, in particular on Japan’s foreign policy towards the Asian countries, have been made available. Among those, Japan’s policy for the Bandung Conference, Japan’s response at the time of the Middle East Crises in 1950s, and Japan’s entry into the GATT will be of use to Cold War historians. In fact, I have consulted the documents on Japan’s response to the American intervention in Lebanon in 1958, and found them very useful. A recent disclosure as a result of the requests based on the Freedom of Information Act includes some documents on Japan-Soviet normalisation talks 1955-1956. Further disclosure may be hoped for, in particular on the major post-war international negotiations, such as the bilateral negotiations leading up to the 1960 treaty revision and the bilateral negotiations on the reversion of Okinawa in 1972.