Introduction

New South Wales Government publications are any materials containing words, sounds or images that are made available to the public by Government agencies. They include print and/or digital versions of books, journals, reports, newsletters, posters, and maps; sound and moving image; and digital only formats such as websites and social media.

Deposit Requirements

New South Wales Government agencies are directed to deposit print and digital publications in accordance with the following requirements:

1. Deposit digital publications to the National edeposit service – www.ned.gov.au. Publications are to be deposited within one month of publication and include, but are not limited to, all major Government publications such as:

• Annual reports

• Newsletters, magazines, journals and bulletins

• Research reports and studies

• Commission and inquiry reports

• Budget papers

• Environmental impact statements

• Community consultation reports

• Discussion and issue papers

• Historical and heritage studies

• Maps

Digital publications are to be deposited regardless of whether there is a print publication.

The Parliamentary Library may direct agencies to deposit digital publications to:

[email protected]

2. Deposit all print publications to the deposit libraries. This includes all print publications of all formats – books, reports, posters, newsletters, magazines, journals, and maps. Publications are to be deposited within one month of publication.

Print publications are to be deposited regardless of whether there is a digital version.

Deposit print publications to the:

a. State Library of New South Wales

Deposit one print copy if a digital version has been deposited; deposit two print copies if a print version only exists.

Deliver to:
Government Publications
Level 2
State Library of New South Wales
1 Shakespeare Place
Sydney NSW 2000

b. Parliamentary Library of New South Wales

Deposit one print copy regardless of whether a digital version has been deposited.

Deliver to:
NSW Parliamentary Library
Department of Parliamentary Services,
NSW Parliament House
Macquarie Street
Sydney NSW 2000

c. Western Sydney University

Deposit one print copy only if there is no digital version available.

Deliver to:
Western Sydney University
Library
Locked Bag 1797
Penrith NSW 2751

3. Deposit all publications made available to the public on other media (eg DVD, CD, USB).

Deposit publications to the:

a. State Library of New South Wales

Deposit one copy to:
Government Publications
Level 2
State Library of New South Wales
1 Shakespeare Place
Sydney NSW 2000

b. Parliamentary Library of New South Wales

Deposit one copy to:
NSW Parliamentary Library
Department of Parliamentary Services,
NSW Parliament House
Macquarie Street
Sydney NSW 2000

c. Western Sydney University

Deposit one copy only if it is accompanied with book or
if there is no digital version available:
Western Sydney University
Library
Locked Bag 1797
Penrith NSW 2751

4. Websites and social media will be collected by the State Library of New South Wales through regular harvesting and snapshots.

For digital publications that are online, but are not freely available, the State Library of New South Wales may direct New South Wales Government agencies to make them available so that they can be collected or request that they be deposited.

Deposit libraries may request that government agencies deposit their publications using other methods. For publications that may not be covered by the above categories please contact the State Library of New South Wales at [email protected] or 9273 1490.

Related Requirements

The Premier’s Memorandum M2013-09 Production Costs of Annual Reports – relating to library deposit of Annual Reports requires electronic copies of Annual Reports to be sent to:

• State Library of New South Wales

• Parliamentary Library of New South Wales

• Western Sydney University Library

• National Library of Australia

• NSW State Archives and Records

To satisfy the libraries’ requirements, copies are to be deposited to the National edeposit service - www.ned.gov.au. To satisfy NSW State Archives and Records’ requirements, copies are to be uploaded to OpenGov NSW - https://www.opengov.nsw.gov.au .

The National Library of Australia, under the national Copyright Act 1968, also requires the deposit of New South Wales Government publications. Their deposit requirements are:

• Deposit digital publications to the National edeposit service – www.ned.gov.au. Publications are to be deposited within one month of publication.

• This requirement will be satisfied by depositing digital publications as per 1. above.

• Deposit print only publications – deposit two copies if a print version only exists, within one month of publication.

Deliver to:
Legal Deposit
National Library of Australia
Canberra ACT 2600

Under the State Records Act 1998 all agencies subject to this circular are to retain records relating to the production and review of publications according to relevant retention and disposal authorities applying to their organisation. This includes records documenting the drafting process as well as final versions. Current retention and disposal authorities may be downloaded from www.records.nsw.gov.au/recordkeeping/rules/retention-disposal-authorities.

Scope

New South Wales Government materials containing words, sounds or images that are not available to the public and are for internal agency use only, for example, business records or intranets, are not subject to this circular. Materials released on application under Government Information (Public Access) Act 2009 (GIPAA) provisions are also outside the scope of this circular.

This circular applies to:

• Advisory Entities (including Boards and Committees)

• Councils under the Local Government Act

• Departments

• Executive agencies related to Departments

• Separate agencies

• State Owned Corporations

• Statutory Authorities/Bodies

• Subsidiaries of the NSW Government established under the Corporations Act

Michael Coutts-Trotter

Secretary