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

Sponsors: Representatives Lantz and Shabro; by request of Secretary of State.

Hearing Date: 3/1/05

Staff: Hannah Lidman (786-7291).

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, leaflets, as well as typewritten correspondence and interoffice memoranda issued by the state, the Legislature, constitutional officers, or other state agencies supported by state funds. 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 of Bill:

For the purpose of publications sent to the Publications Distribution Center (Center) and to the Governor and Legislature, the definition of a state publication is changed to mean information published by state agencies intended for distribution to state government or the public. This includes both electronic and paper formats.

State agencies must electronically submit publications to the Center. If the publication is not available electronically, then the agency must deliver a copy of the publication to the Center. State agencies must provide the State Library an annual list of all publications made available to state government and the public during the preceding year. Agencies must assign a contact for the state librarian regarding agency publications.

The Secretary of State, through the state librarian, is required to preserve and make accessible electronic publications submitted to the state library through an electronic repository.

Appropriation: None.

Fiscal Note: Requested on February 22, 2005.

Effective Date: The bill takes effect 90 days after adjournment of session in which bill is passed.