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TITLE 13CULTURAL RESOURCES
PART 1TEXAS STATE LIBRARY AND ARCHIVES COMMISSION
CHAPTER 3STATE PUBLICATIONS DEPOSITORY PROGRAM
RULE §3.3Standard Deposit and Reporting Requirements for State Publications in Physical Formats

(a) The standard number of copies of state publications in physical formats to be deposited is based on the number of copies produced, the type of publication or the medium in which it is made available.

  (1) For most state publications in physical formats:

    (A) If 300 or more copies are produced, 55 copies must be deposited with the State Publications Depository Program.

    (B) If fewer than 300 copies are produced, 4 copies must be deposited with the State Publications Depository Program.

  (2) Some state publications in physical formats must be deposited in the following minimum quantities regardless of the number of copies or different media originally intended to be produced by the agency. Agencies are expected to incorporate these deposit requirements into their printing or reproduction orders:

    (A) Fifty-five (55) copies of the following state publications must be deposited with the State Publications Depository Program:

      (i) Annual or biennial reports (narrative description and statistics of programs, services, activities);

      (ii) Statistical compilations (annual or multi-year);

      (iii) Codes (published as compendia);

      (iv) Regulations (published as compendia); and

      (v) Directories (of facilities, services, providers).

    (B) Three (3) copies of the following state publications must be deposited with the State Publications Depository Program:

      (i) Annual financial reports;

      (ii) Annual operating budgets; and

      (iii) State or strategic plans (for agency services, programs within its jurisdiction).

    (C) Two (2) copies of the following state publications must be deposited with the State Publications Depository Program:

      (i) Requests for legislative appropriations; and

      (ii) Quarterly and annual reports of measures.

(b) For state publications available in electronic format but not by an Internet connection:

  (1) State agencies must deposit electronic state publications on electronic external storage devices only when they are not accessible to the public by Internet connection.

  (2) State agencies must meet the following requirements when submitting state publications on electronic external storage devices:

    (A) Computer Diskette. One (1) copy of all applicable state publications must be submitted on three and one-half inch, 1.44 megabyte high density disks, configured to an MS-DOS platform and formatted in ASCII (American Standard Code for Information Interchange) or other software approved by the Texas State Library and Archives Commission.

    (B) Compact Disks--Read-Only Memory. One (1) copy of all applicable state publications must be submitted on disks that adhere to standards of ISO (International Organization of Standards) 9660. Files shall be formatted in ASCII, or other software that is provided and is in the public domain or has been purchased with a license agreement to distribute it with each copy of the disk. If the file is compressed, software and instructions must be included on the disk to decompress all data directly to a hard drive from commands found in a file on the root directory.

    (C) State Publications on Other Electronic External Storage Devices. For new or improved media that may become commonly available, one (1) copy of all applicable state publications may be submitted. All such devices or media for submitting state publications must be approved by the Director and Librarian and must adhere to standards set by the Texas State Library and Archives Commission.

(c) For state publications available both in physical format and by Internet connection, the publishing agency shall prominently display the publication's specific and exact Internet address (the uniform resource locator on the agency's website) on the cover or title page of the publication.

(d) Reporting

  (1) Each state agency must submit a publication reporting form that lists and describes state publications in physical formats as they become available.

  (2) At the time that a state publication is submitted in physical format, the publication reporting form must be enclosed with the shipment.

  (3) For each state publication that is available both in physical format and by Internet connection, the publication reporting form must include the publication's specific and exact Internet address (the uniform resource locator on the agency's website).


Source Note: The provisions of this §3.3 adopted to be effective June 20, 2005, 30 TexReg 3577; amended to be effective July 2, 2009, 34 TexReg 4306

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