NY State Print & Pub Docs L § 12 (2021)
2021 New York Laws PPD - New York State Printing and Public Documents Article 3 - State Publications Distribution 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.