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TO: All State Agency Directors
All State Agency Division
Administrators
All Commission and Board
Directors
FROM: State Government
Information Coordinator
Subject: Statutory deposit of agency publications
The purpose of this memo is to ask (or remind!) you to ensure that the
appropriate staff person(s) include the State Library on the distribution list
for all your agency publications. I am making this request to implement
the mandate of W.S. 9-2-1026.6(c), which directs state entities to provide the
State Library with five copies of all publications.
When the State Library obtains your publications, we catalog them and make them
available in our state-wide WyldCat system. Through this program, the
State Library guarantees that citizens have long term access to the information
you produce.
Examples of items that you SHOULD deposit include: newsletters, magazines,
annual reports and plans (including publicly distributed draft versions –
but NOT internal working versions), commercially printed or contracted
reports/books, manuals/handbooks, maps, rules/regulations, videotapes, CD-ROMs
and any other item you distribute outside the agency in multiple copies.
Examples of items you SHOULD NOT deposit include: letters, memos, minutes,
advertising, forms, news releases (unless they contain substantive information
you are not making available in other printed formats) and other items that are
for internal purposes only. Consult with the Records Division of the
State Parks and Cultural Affairs Department to develop a retention program for
these non-deposit items.
Your agency may be publishing items on your website instead of producing
printed copies. The deposit statute provides no guidance on such
publications. However, all librarians and archivists are concerned about
the future accessibility of web-based publications, given the rapid
obsolescence of computer technologies. Current research indicates that within a
few years, web-only publications may no longer be available to the public
unless you take special archival measures.
We ask you to please advise us when you put a new web-only publication on your
website. In this way, we can monitor web publications and determine the
best way to ensure their continued availability to the public.
If you are unsure whether you have already sent the required copies of any
agency publication, or if you have any other questions about the depository
program, please contact me at 777-5913 or by email at : tpallu@wyo.gov.
Send the 5 deposit copies of your publications to:
Wyoming State Library
Trish Palluck, State Government Information Coordinator
2800 Central Avenue
Cheyenne, WY 82002
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