What should be submitted? There are no concrete guidelines.
The law states that a state publication is “any information originating in or
produced by the authority of a state agency or at the total or partial expense
of a state agency that the agency intends for general distribution to the
public, regardless of format or medium, source or copyright, license, or
trademark.” It is our understanding that course work such as presentation
slides, spreadsheets, exams, homework, syllabi, etc. would not be included in
this mandate; these items are not intended for general distribution to the
public. Reports and documents published elsewhere need not be submitted. E-mails and most of the plethora of memos,
notes, etc. that we all produce on a daily basis would not also be included in
the mandate. While items created by an individual not using state funds need
not be submitted, however, we do welcome the submission of items such as
photographs videos, PowerPoints, documents, etc., that record the activities of
SDSM&T students and employees.
If there are items that cannot be made public due to
copyright or other restrictions, they can still archived, but not made publicly
available. There are many unique situations and would be happy to discuss
your specific concerns individually.
We realize that in some cases, materials have not been
submitted for some time; so clean off your shelves and empty your files, dig
through your hard-drive, and get the material to the library before it is lost
forever!
If you have hard copies of documents, the library welcomes
those, too. And remember, Devereaux delivers and picks-up, too!
Need more information? http://www.sdsmt.edu/Academics/Library/History/Submit-Archival-Documents/
or contact the library. The South Dakota
state statutes addressing the gathering of materials may be found in Chapter 14-1A.
The Administrative Rules defining the number of copies state agencies should
submit may be found at: legis.state.sd.us
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