Idaho’s Digital Repository

Review the instructions below, then choose your agency.

Instructions

  1. Select your agency or parent agency from the list below. If you don’t find your agency listed, choose “Other – not listed” at the end of the list.
  2. On the next page, choose a publication to submit. PDF is the preferred format.
  3. Enter the publication’s title in the “Description” area.
  4. Enter the URL in the “Message” area.
  5. Add your e-mail address and upload.

Select Your Agency

For submissions that consist of more than ten (10) separate files, we will be glad to accept them on a USB Drive. This may be sent to: Idaho Commission for Libraries, State Publications, 325 W. State St., Boise, ID 83702 or through Statehouse mail. You may also email documents to karen.lamotte@libraries.idaho.gov in the event of any errors you encounter.

Currently, agencies are required to supply two (2) printed (but only if the material exists in print anyway) and one (1) digital copy.  Information on the print
material is placed on a master list; one is forwarded to the Idaho Historical Archives, and one to Special Collections at the University of Idaho library in Moscow.

Stacks FAQs

There are numerous free resources that will convert a document to a PDF file for you including http://www.freepdfconvert.com, www.zamzar.com, and cleverpdf.com/. If you are unable to convert the files yourself, please send them as-is through our dropbox so that we can make any necessary changes and add them to the depository.

Yes. Remember that the size of the document must be taken into consideration and most agencies don’t allow emailing documents larger than 10M.

karen.lamotte@libraries.idaho.gov

Choose “Other” or “Independent Board and Commissions.” Or ask us!

The file will need to be uploaded to a portable drive and sent to us at the following address or through Statehouse Mail:
Idaho Commission for Libraries
325 W. State Street
Boise, Idaho 83702

If you need assistance, please call Karen LaMotte at (208) 334-2150.

According to the Idaho Code, “state agency” includes every constitutional and statutory office, officer, department, division, bureau, board, commission and agency of the state and, where applicable, all subdivisions of each.”

Examples of a publication include but are not limited to: annual reports, audits, plans, program reviews, directories, maps, statistical compilations, surveys, research reports, newsletters, manuals, handbooks, guides, meeting minutes, technical reports, and conference proceedings.

Criteria for Deposit
To decide whether a publication should be deposited, ask yourself three key questions:

  • Is it published by a state agency or at state government expense?
  • Is it intended for public distribution?
  • Is it distributed outside the agency?

If the answer is “yes” on all counts, the item is a likely candidate for deposit. Funding source and scope of distribution are the two main criteria for determining whether a publication should be deposited with us. Let’s take a closer look at each of these criteria.

Funding source. In general, if the publication is funded by taxes or constituent fees, it is eligible for deposit. This includes items published by state agencies, for state agencies, under contract with state agencies, or in cooperation with state agencies. Today, governmental functions are increasingly carried out through partnerships with private-sector firms and other levels of government. It is especially important to capture the research and policy information found in publications resulting from such partnerships.

Distribution. A key phrase in the law is “for public distribution.” Internal memos, procedure manuals, staff newsletters, and in-house reports do not qualify for deposit. On the other hand, any publication distributed beyond the confines of the agency should be deposited, even if it targets a relatively narrow audience such as program participants or client groups. In our experience, such publications provide insight into the workings of the agency and can be of interest to many users beyond the intended audience.

Categories of Publications

Another way to think about depository requirements is to look at broad categories of publications. Most state publications pertain to the state’s financial and legal framework, agency operations, or client services.

Financial and legal framework. In this category are budget documents and audit reports; legislative journals, reports, bills, laws, and codes; judicial decisions; administrative rules and codes; Executive Orders; and Attorney General’s Opinions. Distribution of many of these is formalized under separate statutes, but the remainder are subject to the depository law.

Agency operations. This category includes annual reports, plans, program reviews, and audit reports. It also covers informational by-products of agency operations, such as directories, bibliographies, maps, statistical compilations, surveys, minutes, and research reports.

Client services. This category may include such items as newsletters, manuals, hand-books, guides, safety bulletins, consumer pamphlets, program brochures, or information sheets targeting a specific client group.

 

Criteria and categories can help in determining depository status, but gray areas remain. Some of the more common ones are:

Draft reports. Unless they are adopted as the final version, draft versions of reports are generally exempt from deposit.

Conference and workshop materials. Any formal conference proceedings should be deposited, but manuals designed to accompany oral presentations and workshops should be deposited only if they are complete in themselves.

Press releases and speeches. We do not collect most speeches and press releases. They are primarily of current value and are distributed through other channels.

Email Karen LaMotte (karen.lamotte@libraries.idaho.gov) or call (208) 334-2150.

VIEW STATE PUBLICATIONS

SUBMIT STATE PUBLICATIONS

– Criteria for Submission
– Examples