1 CCR 301-28.2490-R-200.00 - State Agencies' Deposit of Publications

200.01 Who Shall Deposit

200.01 (1) State agencies supported wholly or in part by state funds are required by Section 24-90-204, C.R.S. 1973, to deposit immediately upon publication the digital copy or, if printed, at least four copies and preferably twenty (20) copies of their state publications with the State Publications Depository and Distribution Center, Colorado State Library (Depository Center), within ten (10) days of publication.

200.01 (2) "State Publication" means any information for public distribution, regardless of format, method of reproduction, source, or copyright that is produced, purchased for distribution, or authorized, with the imprint of, or at the total or partial expense of the agency, with the exception of correspondence, interoffice memoranda, or those items detailed by section 24-72-204. "State Publication" includes, without limitation, information available electronically by means of computer diskettes, compact discs, computer tapes, other electronic storage media, or a public telecommunications network.

200.02 Publications Required to be Deposited

200.02 (1) Publications required to be deposited are those informational materials defined in Section 24-90-202(4), C.R.S. 1973, published by the authority of a state agency and released for distribution to the public which are not compiled and produced solely to meet the internal operating needs of the agency, or its divisions. Materials may be in any physical format, reproduced by any method, and may deal with any subject matter.

200.02 (2) Informational materials specifically required by Federal or State law to be disseminated to the public fall under this definition and are required to be deposited with the Center. Materials offered to the public for sale or by paid subscription are published for public distribution and are required to be deposited.

200.02 (3) Most items published by state agencies are obvious candidates for deposit with the Center. Such items as annual reports, budgets, maps, magazines, directories, special reports, studies, handbooks, manuals and guides are important items for deposit.

200.02 (4) An agency may produce some items which are not appropriate for deposit. Agencies should consult with the Depository Center staff for assistance in interpretation. An appeals procedure is available to resolve differences. Agencies wishing to have a comprehensive, documented agreement for excluding certain items have the option of requesting a memorandum of understanding with the Depository Center.

200.03 Materials Not Required to be Deposited

200.03 (1) The following materials are not required to be deposited:

200.03 (1) (a) Materials which are not "state publications" as defined above.

200.03 (1) (b) Correspondence and inter-office memoranda compiled and reproduced solely to meet the internal operating needs of the agency and its divisions.

200.03 (1) (c) Materials which are not released for public distribution.

200.03 (1) (d) Materials specifically excluded by negotiation between the Depository Center and the agency. These decisions may be formalized in a memorandum of understanding.

200.04 Guidelines for Determination of Deposit Titles

200.04 (1) To assist agencies in complying with the requirements to deposit state publications, the Depository Center will offer guidance with general problems and requirements for depositing specific items.

200.05 Number of Copies to be Deposited

200.05 (1) Every state agency shall, within ten (10) days of publication, deposit at least four, and preferably twenty (20), copies of each of its state publications (with the exception of audiovisual materials) with the Center. One copy of each such audiovisual material shall be deposited with the Center. The State Librarian or designee may require additional copies of certain state publications to be deposited when deemed more than four or twenty (20) copies are required to fulfill the purposes of this part 2, (Section 24-90-204, C.R.S. 1973).

200.05 (2) Whenever any report is required or allowed to be made to the General Assembly, the filing of such report in each House of the General Assembly plus copies to those legislators requesting such, shall be deemed to be sufficient compliance with the direction or authority to make such report.

200.06 Publications Liaison Officer

200.06 (1) Every state agency shall designate one of its staff members or employees as the publications liaison officer for the agency, shall notify the Depository Center of the identity of such officer, and shall immediately notify the Center should a change occur.

200.06 (2) The publications liaison officer of each state agency shall have the duty to provide the Depository Center with copies of all state publications of the agency, to compile and forward to the Center required lists of the agency's publications, and to provide other related information as may be requested by the Center.

200.07 Determination Whether Rules Apply

200.07 (1) If a state agency is in doubt whether a specific publication is required to be deposited as set forth in the above rules, or if the number of copies to be deposited is questioned, the publications liaison officer of the agency shall consult with the division head of the Depository Center for assistance in interpreting the rules. If the state agency is not satisfied with the determination of the head of the Center, a written request should be submitted to the State Librarian or designee who will make the final ruling.

200.08 Agency List of Publications

200.08 (1) Upon written request from the State Librarian or designee, every state agency, including all institutions of higher education, shall provide to the Depository Center a complete list of its state publications, regardless of format.

200.09 Standard Format for State Publications

200.09 (1) To assure that the identity of a publication can be ascertained in terms of the issuing authority, author, and subject matter, the following information should be included on the title page or other suitable place near the beginning of each state publication which is required to be deposited with the Depository Center:

200.09 (1) (a) Full name of the issuing agency, including the division or subdivision responsible for publication, and the parent body.

200.09 (1) (b) Name of any personal author to whom credit is intended to be given.

200.09 (1) (c) Title of the publication.

200.09 (1) (d) Date, month and year and Place of publication.

200.09 (1) (e) Frequency and number of issue if a periodical, that is, weekly, monthly, etc.

200.09 (1) (f) Volume and number of issue, if appropriate.

Notes

1 CCR 301-28.2490-R-200.00