2023 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.