26 September 2023

New DPC Circular sets out old record rules

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The Department of Premier and Cabinet (DPC) has issued a circular outlining Agencies’ obligations for depositing publications with the State Library of New South Wales, the Parliamentary Library of New South Wales and Western Sydney University.

In Circular 2022-02 Deposit of New South Wales Government Publications, Secretary of DPC, Michael Coutts-Trotter says Agencies are required to deposit both print and digital publications.

“New South Wales Government publications are any materials containing words, sounds or images that are made available to the public by Government Agencies,” Mr Coutts-Trotter said.

“They include print and/or digital versions of books, journals, reports, newsletters, posters, and maps; sound and moving image; and digital-only formats such as websites and social media,” he said.

Mr Coutts-Trotter said digital publications must be deposited to the National edeposit service at ned.gov.au within one month of publication and included, but were not limited to, all major Government publications.

He said digital publications were to be deposited regardless of whether there was a print publication and the Parliamentary Library may direct Agencies to deposit digital publications to [email protected].

“Deposit all print publications to the deposit libraries,” he said.

“This includes all print publications of all formats – books, reports, posters, newsletters, magazines, journals and maps.

“Publications are to be deposited within one month of publication.

“Print publications are to be deposited regardless of whether there is a digital version.”

Mr Coutts-Trotter said websites and social media would be collected by the State Library of New South Wales through regular harvesting and snapshots.

“For digital publications that are online, but are not freely available, the State Library of New South Wales may direct New South Wales Government Agencies to make them available so that they can be collected or request that they be deposited,” he said.

DPC’s Circular 2022-02 can be accessed at this PS News link.

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