Digitization of Library Materials & PDF Document Delivery [a trial service starting in October 2025]
We digitize a part of our printed material and provides you with the PDF file of the scanned pages. Note the service is for academic and research purposes only.
*This is a paid service. Note that you owe the entire amount. The cost is not covered by the financial aid system for the InterLibrary Loan service.
Overview of the Service
- Persons Eligible for the Service: Graduate/Undergraduate Students, Faculty/Staff Members at Keio
- Library Items Subject to Digitization: A part of a printed material such as a book or journal issue
- *You may ask for the PDF file of the item in which the 'PDF Request' button is displayed on its KOSMOS detail screen when signed in.
- *Some materials are capable of being fully digitized.
- *We may decline your request depending on the condition of the original item.
- Maximum Number of Requests Per Week: 5 for faculty/staff members and graduate students; 3 for undergraduate students
- Payment: We accept bank transfer only. The amount includes the compensation (550 JPY or more per request; tax included) and handling fee (330 JPY per request; tax included).
*For the authored works under copyright protection, you are required to pay compensation based on the regulation established by the Society for Administration of Remuneration for Public Transmission by Libraries or Similar Facilities, or SARLIB for short.
The below table shows you the rough estimation of the cost:
| Material Type | Calculation of Compensation Rate *Consumption tax will be added to the fee. | Examples of Calculation *Compensation (including tax)+handling fee (330 JPY) |
|---|---|---|
| Journals & Newspapers Published in Japan |
500 JPY for the very first page, 100 JPY for each additional page | The case you request a journal article consisting of 10 pages: (500+100×9)×1.1+330=1,870 JPY |
| Books Published in Japan Whose Base Prices Are Specified |
Base Price of the Book÷Number of the total pages×Number of the digitized pages×10 In case the value figured out by the above formula is less than 500, the compensation is set as 500 JPY. |
The case you request 10 out of 250 pages of a book whose base price is 2,500 JPY: (2,500÷250×10×10)×1.1+330=1,430 JPY |
| -Books Published in Japan Whose Base Prices Are Unknown -Any Publication published outside Japan |
100 JPY per page In case the value figured out by the above formula is less than 500, the compensation is set as 500 JPY. |
The case you request 4 pages from a book whose base price is unknown: 100×4＝400 (*less than 500) The compensation becomes 500 JPY. Add tax and handling fee to figure out the final amount: 500×1.1＋330＝880 JPY |
*The base price and the total number of pages are defined according to the database provided by SARLIB. *For a double page spread, you need to pay for 2 pages. *If the requested literature includes one or more color pages, it will be scanned entirely in color mode and charged the same price as black & white. *For newspapers, you may place a request on a reduced edition which is a printed bound volume.
Procedures
1. Placing a Request
Note the availability of the service depends on the material. Sign into KOSMOS then search the material you need to digitize. If the 'Request PDF' button is displayed on the detail screen, the material is subject to the service.
Click the button, then the request form is going to be displayed. Read Terms and Conditions carefully, then place a check mark in the box to agree with the terms. Fill out the form to complete your request.
- *We basically do not accept cancellation. Please review your request carefully before submitting.
- *We cannot accept urgent requests where the deadlines are set.
- *The receipt is addressed to your name registered in our library system. If you prefer other address such as your faculty or department, please let us know in the comment field. Note that the address must be of an organization in Keio University's.
- *Do NOT use the online form for the InterLibrary Loan Service.
We send you a confirmation email at the email registered in the library system. We are going to let you know the amount beforehand only if it exceeds your maximum affordable cost. Note that you will not be notified of the amount if it falls within the limit.
In below cases, we have to cancel your request:
- -A wrong library is designated as the holding library,
- -The request is in violation of copyright compliance,
- -The item is not subject to digitization,
- -The form is incomplete.
2. Notification and Downloading
As soon as the PDF file becomes ready, we will send you a notification email. Make sure to download the PDF file in 14 days after receiving the email. For downloading, sign in to your My Library of KOSMOS and click the Requests tab. Note that your request will no longer appear on the Request tab after 14 days of email notification. You may download the file up to 3 times.
3. Payment
Along with the PDF file, you will download the instructions for payment of fees, or the invoice which is required for payment by the university expense. Be aware of the payment deadline which is 14 days after the notification email is sent.
For those who have requested the receipt, we will send you the receipt. In case you make payment by university expense, you are required to proceed with your transaction using the downloaded invoice.
Notices
- As stated in the Copyright Act, you are allowed to have just one PDF file. You are prohibited to reproduce it, or provide it to a third party. Please note the acts are considered as violation of copyright.
- To prevent illegal distribution of the PDF file, we insert a header and footer that include the file creation date, your library ID and our institutional name '慶應義塾大学メディアセンター (Keio University Media Center).' [Sample PDF file]
- Basically, we digitize the library material at 200 dpi in resolution. In case that the scanned images turn out unclear for some reasons, such as bad condition of the original item, we may raise the resolution to 300 dpi. To prevent the file to be used for purposes other than academic activities, a highly transparent plus sign (+) will be inserted on the pages. Note that OCR processing is not performed on the PDF file. [Sample PDF file]
- We will send a PDF file, which is identical to the one you receive, to the Society for Administration of Remuneration for Public Transmission by Libraries or Similar Facilities (SARLIB). The Society uses the file for the distribution of compensation to the copyright holder.
- Media Center provides your request information to the outsourcing contractor that performs fee collection duties. Please note that the information includes your name, affiliation, User ID and email address.
- We may restrict you from using the service if copyright violation or any other inappropriate behavior is confirmed.
Sample PDF file (200dpi)
Sample PDF file (300dpi)
