Brief Description: Regarding preservation of state publications by the state library services.

Sponsors: By House Committee on State Government Operations & Accountability (originally sponsored by Representatives Lantz and Shabro; by request of Secretary of State).

House Committee on State Government Operations & Accountability
House Committee on Appropriations
Senate Committee on Government Operations & Elections
Senate Committee on Ways & Means

Background:

The state Publications Distribution Center (Center) was established in 1963 as part of the State Library to serve as the official repository of state publications. Every state agency must promptly deposit copies of its publications with the Center. The Secretary of State may regulate how many copies of each publication are submitted.

The publications include reports, periodicals, magazines, books, pamphlets, and leaflets issued by the state, the Legislature, constitutional officers, or other state agencies supported by state funds, not including typewritten correspondence and interoffice memoranda. The Center may enter into contracts with libraries to serve as depositories of state publications to improve public access.

In addition to state publications being sent to the distribution center of the State Library, copies of state publications must also be sent to the Governor and the Legislature as required by law. Laws pertaining to state publications do not contain any provisions for electronic records.

Summary:

The State Library must ensure permanent public access to state government publications, regardless of the format. "Electronic repository" is defined as a collection of publicly accessible electronic publications stored in a secure digital environment with redundant backup to preserve the collection, and "format" is any media used in the publication of state information including electronic, print, audio, visual, and microfilm. The definition of "state publication" is revised to include information published by state agencies, regardless of format, intended for distribution to state government or the public.

State agencies must submit copies of published information that qualifies as state publications to the State Library. If the publication is in print format only, the agency must provide a minimum of two copies of the publication to the State Library. The agency may provide more copies for the State Library to distribute to additional depository libraries. If the publication is in electronic format only, the agency must provide a copy of the publication to the State Library. If the publication is available in both print and electronic format, the agency must provide an electronic copy and two print copies. Each state agency will provide the State Library with an annual list of all the publications the agency made available to the public and to state government during the preceding year. The list includes publications provided in print or electronic formats. State agencies may elect to have copies of state publications printed by the public printer delivered directly to the State Library.

Votes on Final Passage:

House   98   0
Senate   46   0   (Senate amended)
House   98   0   (House concurred)

Effective: June 7, 2006