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Committee approves reducing printed state publication copies to three after library recommendation
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Summary
A legislative committee approved trimming required hard copies of state publications to three — two for the State Library and one for State Archives — after the State Librarian warned two copies are insufficient and staff cited large printing cost increases.
The Legislative Rules Committee on a recorded vote approved reducing the number of required hard copies of state publications deposited with the State Library from eight to three, following testimony from the State Librarian and cost data presented by Legislative Council staff.
Legislative Council staff introduced bill draft LC# 27,450,001 proposing a reduction from eight to two paper copies because of rising paper and binding costs; staff said a journal set that cost about $760 in 2023 is estimated at $2,652 in 2025. Legislative Council calculated that keeping two copies would lower the per-set cost from more than $21,000 for eight copies to a little over $5,000 for two copies, and that reducing copies could save nearly $6,000 on a single publication set.
State Librarian Mary Susi told the committee the library currently receives two copies, circulates one for public checkout and transfers one to State Archives for archival storage. She asked the committee to require a minimum of three hard copies — two for the State Library and one for State Archives — and said depository libraries such as UND and the University of Jamestown value physical collections for teaching. Susi also raised technical questions about digitization logistics, including scanning capacity, the need for an FTP server, and coordination with NDIT and the Library of Congress for backup digital copies.
After discussion, Senator Roars moved to change the draft to require three deposited copies rather than two; Senator Hogan seconded. The committee recorded ayes and the motion carried. Committee staff said they will reflect the committee’s change in the bill language and prepare the revised draft for legislative management review.
The committee did not adopt a permanent technological solution at the hearing; the State Librarian said exploring digital transfer options with NDIT and the Library of Congress would be necessary before replacing physical copies with digital-only delivery. The committee’s next procedural step is for Legislative Council to prepare the updated bill draft and related memo for consideration by legislative management.
