Rules committee backs reducing required paper deposits to three copies after library request

The Legislative Rules Committee voted to cut the number of hard-paper copies state agencies must deposit with the State Library from eight to three, after hearing that digitization does not yet replace a separate archival copy. The move follows testimony from State Librarian Mary Susi that the library currently circulates one paper copy, sends one to State Archives and would prefer a three-copy minimum so the State Library can circulate materials while the Archives keeps an archival set.

Emily of Legislative Council introduced bill draft LC 27,450,001, explaining the proposal to reduce statutory deposit requirements and noting sharp increases in printing and binding costs: “in 2023 it was about $760 for each set of a journal; the cost per journal set for 2025 is $2,652,” she said, adding that reducing copies for one recurring publication would save “almost a $6,000” in printing costs. Emily also described LC’s active digitization program and said staff could explore scanning and secure file-transfer (FTP) arrangements with depository libraries.

State Librarian Mary Susi urged caution about relying on a single digital repository for long-term preservation and recommended the committee require three physical copies so that one can be retained in archival conditions. “Respectfully, we think the minimum would be 3,” she told the committee, and she noted that depository libraries such as the University of North Dakota and the University of Jamestown still use printed materials in courses.

During debate, members weighed the tradeoffs between savings and archival access. Senator Roars moved the statutory reduction and Senator Hogan seconded; the committee took a roll call and the chair declared the motion carried. The transcript records multiple affirmative votes and the chair’s declaration that the motion carried. The committee also approved a related amendment to House and Senate rule 204 that adjusts the number of bound journal copies distributed and defers to any final statutory copy count once the bill is finalized.

Legislative Council staff will prepare the background memo and rule language to implement the changes and to address related logistics — including how many printed rule books to produce and whether to shift to an on-request print policy. The State Library and Legislative Council agreed to explore technical solutions for delivering scanned copies to depository libraries, but cost estimates for scanning and FTP infrastructure were not specified in the hearing.

Next procedural steps: the committee moved the bill language and related rule edits forward for Legislative Management consideration; Legislative Council will draft the technical statutory and rule language for subsequent review.