Understanding Records Management: State Agency Publications

A state publication or report is any published material, regardless of format, issued for general distribution, which documents agency-related functions or activities. As such, a state publication may be considered a "published record." State government agencies publish hundreds of reports, newsletters, and studies each year. At times, a state publication may provide the only documentation of any agency or program's activity. State publications complement the information contained in agency files to present a full accounting of agency activity over time. It is therefore of primary importance that state agency publications be retained permanently for future generations.

Kentucky laws (KRS 171.500 & 725 KAR 1:040 Section 1 (modified March 2005) provides that state agencies forward two (2) paper copies of all publications and produced for general public distribution to the Kentucky Department for Libraries and Archives, Public Records Division. According to the new Administrative Regulation, agencies are also required to send to the Division "one (1) copy of each state publication held in electronic format or issued for general public distribution on the agency's web site." The electronic copy should be sent via e-mail (KDLA state pubs@ky.gov) or CD in Adobe PDF format.

Within the Department, the Public Records Division coordinates the collection and State Library Services coordinates the bibliographic control of these publications.

The Department maintains a searchable database of its state publications holdings 1795-forward.