N.Y. New York State Printing and Public Documents Law § 12: Responsibilities of state agencies

§ 12. Responsibilities of state agencies. 1. Every state agency shall:

(a) designate a public information officer with knowledge of the

agency's organizational structure who will serve as the liaison between

the agency and both the gifts and exchange division of the state library

and the legislative library regarding the distribution of public

documents. It shall be the responsibility of such officer:

(i) to forward thirty copies, upon completion, of each public document

issued to the gifts and exchange division of the state library; and

(ii) with regard to the production of those public documents included

in the state library's list of core documents, to forward a total of one

hundred fifty copies, once issued, to the gifts and exchange division of

the state library; and

(iii) to forward three copies, upon completion, of the agency's annual

report, and any other public document which the agency is required by

law to submit to the legislature or to any particular legislative

officers or chairpersons, to the legislative library; and

(iv) to forward the requisite number of copies of public documents to

the gifts and exchange division of the state library, and to the

legislative library, free of charge, even if copies of these documents

must be purchased by the general public; and

(v) to forward a copy of each public document recorded in an

electronic, online or machine readable format to the gifts and exchange

division of the state library in such electronic, online or machine

readable format.

(b) submit written notification to the gifts and exchange division of

the state library and to the legislative library of the identity of the

designated public information officer.

2. (a) Each state agency shall incorporate within its annual report a

listing of all public documents and any journal, booklet, brochure,

consumer guide, newsletter, official statement made in connection with

the issuance of a debt obligation, code, regulation, pamphlet, book,

leaflet, map, directory, periodical, serial, magazine, training manual,

yearbook, compendium, film, video cassette or other electronic

information program that the agency has issued in multiple copies and

distributed to the public during the preceding year. For each document

the title, author and terms of distribution shall be included in the

listing. A state agency may omit from such listing any documents or

portions thereof that are compiled for law enforcement purposes and

which, if disclosed, would interfere with law enforcement investigations

or judicial proceedings, deprive a person of a right to a fair trial or

impartial adjudication, identify a confidential source or disclose

confidential information relating to a criminal investigation or reveal

criminal investigative techniques or procedures, except routine

techniques and procedures.

(b) Upon written request, the state library shall be entitled to

thirty copies of any document listed within an agency's annual report

pursuant to the provisions of paragraph (a) of this subdivision.

(c) Upon written request, the legislative library shall be entitled to

three copies of any document listed within an agency's annual report

pursuant to the provisions of paragraph (a) of this subdivision.

3. (a) Each state agency shall incorporate within or include with all

of its public documents a notice requesting the document recipient to

notify the agency if the recipient wishes to be deleted from its mailing

list or if the address of the recipient has changed.

(b) Each state agency shall include within or include with all public

documents submitted to the state library and the legislative library a

notice of the availability, if any, of each document in electronic,

online or machine readable format, large print, braille or voice tape.

4. (a) Whenever state law requires a state agency to make, issue,

submit, deliver, distribute or forward a report to the "legislature" or

to "members of the legislature" or to "both houses of the legislature,"

or to any particular legislative officers or chairpersons of legislative

committees, subcommittees or commissions, the agency shall satisfy such

requirement by:

(i) making, issuing, submitting, delivering, distributing or

forwarding a printed copy of the report to each member of the

legislature, or to the specified legislative officers or chairpersons,

as the case may be; if such report contains confidential information or

is provided with the understanding that further disclosure of certain

information in such reports is prohibited, provided that, such report

shall be posted to the agency's website with all such confidential

information redacted; or

(ii) making such document available on its website and sending a

printed letter or notice to each member of the legislature, or to the

specified legislative officers or chairpersons, as the case may be,

indicating the availability of such report on the agency's website.

(b) Such letter or notice shall include the name of the specific

report, the specific web address at which the report can be accessed or

instructions on how to access the report from the agency's homepage, and

the name of the person at the state agency to whom the legislator may

direct a request to obtain a printed copy of the report, free of charge,

if so desired.