The mission of the State Library of Massachusetts is to provide long-term access to a comprehensive repository of state publications. In order to help us achieve this, please regularly submit your state agency’s print and electronic publications to us.

Why should my state agency submit publications to the State Library of Massachusetts?

  • Publications are preserved for long-term access and use in our digital repository.
  • It enables the creation of a complete and centralized historical record of Massachusetts.
  • The Library provides reference services, which saves your agency staff time and resources.
  • All of this is done at no charge to your agency.
  • It’s the law! M.G.L. ch.6 §39B requires that each state agency send eight copies of their publications to the Library for long-term storage and distribution to regional libraries and the Library of Congress.


What kinds of publications should my agency submit?

We aim to preserve valuable, informative publications intended for public use, including reports, guides, Executive Orders, and meeting minutes. Please note that we prefer PDF files. Some examples of other documents we’d like you to send us include:

AdvisoriesBulletins
Reports (including Preliminary, Interim, and Annual)Executive summaries
BrochuresGuidelines
Inaugural addressesState published serials
Handbooks, guides, and manualsMeeting minutes and other meeting materials
Reference guidesProclamations
Summaries of reports, meetings, and projectsTask Force findings and recommendations
Project reviewsPublications relating to significant events in MA history (e.g., the Boston Marathon Bombing, the Big Dig)

 

Publications that you do not need to send us include ephemeral items, documents for internal agency use, RFPs, or state regulations. Some examples of other documents we do not need include:

AgendasApplications
Meeting or event announcementsLegal documentation
RegulationsForms
RFPsPublic notices
PostersTranscripts of hearings
Sample documentsPublications intended for internal agency use only

 

Feel free to contact the State Library staff for a consultation if you’re unsure about whether or not to submit a publication. Our contact information is below.

Where should we send our electronic publications?

Please email your publications to us at: electronic.documents@state.ma.us

Where should we send our print publications?

Please send them to us or drop them off with us at:

State Library of Massachusetts

24 Beacon Street
State House, Room 341
Boston, MA 02133

How many copies should we send?

Please send eight copies of your print publications.

Do we still need to send print copies of electronic documents?

If your agency published both a print and digital copy of a publication, please send us both versions. If the document is only available in print, please send us the print copy. If the document is only available digitally, please send us the digital copy, with no need to also include a printed version. 

How can I send large files to the Library?

The Commonwealth offers a secure service for transferring data between agencies called Interchange. Interchange offers several methods of sending content, including Person-to-Person (P2P), which does not require any additional software. The link to the web-based interface for Interchange can be found through the link above. Users can self-register for an account through the site. Please send your content to us at electronic.documents@state.ma.us. There is a Chargeback of $0.0013 billed for the number of kilobytes transferred per month. For more information on Chargeback Services, please visit MassIT’s Chargeback Services webpage.  

What will the Library do with these copies?

  • Print copies will be distributed to depository libraries around the state and the Library of Congress, and will be saved in our stacks for public use.
  • Electronic copies will be uploaded to our digital repository.

Check out our YouTube Video!  The video is a short visual guide for state agencies about the documents the Library should receive.

Click HERE to watch the video on the Library's Massachusetts State Documents Depository Program.

Who can we contact with questions or for more information?
Feel free to get in touch with us at:
electronic.documents@state.ma.us
State House, Room 341
Monday-Friday, 9:00 am – 5:00 pm
617-727-2590


This information is provided by The State Library of Massachusetts.