State Library Act

According to the Campus Administrative Manual, four copies of all campus publications reproduced in quantities of 100 or more for general distribution must be submitted to the State Library and University Archives.

All campus departments, whether having publications duplicated or printed, must comply with the Act as amended in 1972. This Act requires that three (3) copies of all publications be sent to the Illinois State Library within two weeks of their distribution.

A fourth copy is needed for the University Archives. Responsibility for transmitting Urbana-Champaign Campus publications to the State Library is assigned to the Associate Chancellor of Public Affairs.

Definition of 'Publications'

The Act defines "publications" as "any document, report, directory, bibliography, rule, regulation, newsletter, pamphlet, brochure, periodical, or other printed material paid for in whole or in part by funds appropriated by the General Assembly or issued at the request of a state agency, excepting however, correspondence, inter-office memoranda, and confidential publications." Since this is a very broad definition, a more specific definition of "publication" for the University of Illinois at Urbana-Champaign has been developed. For this campus, "publication" is defined as one that is reproduced by any means in one hundred or more copies and is for general distribution (to others outside of the individual department). This does not include any internal working documents or restricted research documents, regardless of the quantity printed. A publication falls under the law, whether priced or non-priced, and whether paid for in whole or in part from state appropriated funds.

Submission Procedures

The procedures for submission of all publications subject to the State Library Act are:

• Any publication that is printed at the Urbana-Champaign campus by Document Services' will be sent automatically to the State Library. No action on the part of the originating department is required.
• Four (4) copies of all other publications, as defined above, which are prepared or sponsored by any academic or administrative unit must be submitted to: Associate Chancellor for Public Affairs, 601 East John Street, Suite 304, MC-304.

Publications must be sent immediately upon their release. Do not wait to send a number of publications at one time, since the State Library should receive its three copies within two weeks after distribution. The fourth will be submitted to the University Archives.

Campus publications will be transmitted to the Documents Unit of the Illinois State Library.

Questions

Questions concerning this policy should be directed to Public Affairs, 333-5010.