Directives

OFM DIRECTIVE 00D-01

TO: Agency Directors
Executives of Boards and Commissions
FROM: Marty Brown, Director
SUBJECT: DISTRIBUTION OF AGENCY PUBLICATIONS TO THE LEGISLATURE AND STATE DEPOSITORY LIBRARIES

I am reissuing an earlier OFM directive in conjunction with a release of the updated Agency Publication Guidelines to reemphasize the importance of the procedures for distributing publications produced by state agencies to the Legislature and to the Washington State Library. This directive supersedes Directive 96-10 and takes effect immediately.

Definition of State Publications

Chapters 40.06 and 40.07 RCW define state publications as annual and biennial reports, special reports required by law, state agency newsletters, periodicals and magazines and other printed informational material intended for general dissemination to the public or the Legislature. Publications do not include business forms, preliminary draft reports, working papers, typewritten correspondence, interoffice memoranda, staff memoranda, or news releases sent exclusively to the media.

Distribution to the Legislature

State agencies are prohibited from distributing publications directly to members of the Legislature, unless a legislator, legislative committee, or legislative staff specifically requests a copy. This policy, which has been in effect since 1989, is designed to provide legislators with publications they have requested.

Exceptions to this policy are limited to those publications that are:

  1. Essential for agency operations;
  2. Necessary to convey the governor's policy positions; or
  3. Specifically requested by the Legislature.

A copy of any publication distributed directly to the legislature shall also be submitted to the Director of the Office of Financial Management (OFM) with an explanation of why direct distribution was necessary.

Reports to Individual Legislators or Committees

Reports requested by individual legislators, members of committees, or legislative staff may be transmitted directly to recipients.

Distribution via the Legislative Alert List

Except in the cases noted above, the Washington State Library coordinates the distribution of all agency publications to the Legislature. To inform legislators about available agency publications, the State Library publishes the Legislative Alert List, a monthly listing of all publications titles arranged by broad issue categories. The Legislative Alert List contains the following information: title of publication, date, agency name, number of pages, and the name and telephone number of an agency contact. The list is sent monthly to all legislators, legislative committee analysts, and agency publication personnel.

State agencies may submit any publication, report, or written document to the State Library for inclusion in the Legislative Alert List. In submitting publications for inclusion in the list, agencies should indicate that the publications is for the Legislative Alert List and include: agency name, division, mail stop, and the name and telephone number of an agency contact for distribution of copies. The State Library asks that agencies submit three copies of any publication to be listed.

The three copies and associated information should be sent to:

Washington State Library
State Distribution Center
P.O. Box 42460
Olympia, WA 98504-2460

Questions regarding distribution or the Legislative Alert List may be directed to the State Library at (360) 753-4394.

Statewide Distribution Requirements (Chapter 40.06 RCW)

In addition to coordinating distribution of agency publications to the legislature, the State Library also serves as a central source of information about state government for the general public. To assure the public has access to information and that historic records of state activities are maintained Chapter 40.06 RCW requires agencies to use the State Distribution Center at the State Library to make information available through libraries statewide.

State agencies shall provide three copies of any publication intended for general distribution to the State Distribution Center at the Washington State Library at the address noted above. Upon reviewing a publication, the State Library may request that state agencies provide up to 50 copies for circulation at full and partial depository libraries. If a publication is produced for limited distribution, the State Library may request fifteen copies for the full depository libraries only.