FAQs
How Do I Set up an Account?
Go to the homepage and select the link in the blue box that says “Don’t have an account? Sign up” or go directly to this form. Fill out all fields completely. If you do not know your agency code, view the list of Agency Names and Codes. When you open the PDF, the agencies are listed in alphabetical order. If you cannot find your agency, press CRTL F and enter a keyword from your agency name to search for the word.
Once you submit the request to set up an account, you will receive an email notifying you when your registration is approved.
How Do I Submit a Document?
Login on the homepage with the Username and Password that you set up when you registered. Click the green “Submit Document” button. This will take you to the Form where you will enter all information about the document you are submitting. They are not all required fields but answer all that you can. Prior to uploading, name your files in this format: File Name + Publication Date. Example: File Name yyyymmdd (Annual Review 20230629). If you do not know the exact date, your best guess will work. Ultimately, the purpose is to give the document a unique identifier that helps with processing and storing the file. Then select “Choose File” and upload the document you would like to submit for digital archiving. Please submit only text searchable PDFs, no Word or Excel files. Please no scanned images. PDFs that are password protected are not acceptable. Then click submit. Once your submission is approved, it will appear in your account under “Upload History.” The publication you just submitted will be processed and will appear in the digital repository (Documents.ok.gov) in approximately 15 days or less.
How Do I Check
My Previous Document/
Publication Submissions?
Log into your account with your Username or Email Address and Password. Select “My Account” in the top right corner. Then click on “Upload History.” This will give you a history of your form/document submissions. It shows Publication Date, Document Title, Contact Email, Publication Number, the Division and Frequency of the publication. Note: Your submission information will not show up here immediately. It has to be approved first. You cannot view your file here.
If you would like to view your agency’s publications/documents in the online repository, go to Documents.ok.gov Browse. Scroll down to “Okla State Agency” or click “Refine” if you are on a mobile device. Okla State Agency will be the second topic down below Collections. Click “Show More” until you see your agency name. Select your agency and the results will be listed. You can sort the agency’s publication by “Date Created Descending” if you want to see the latest additions.
Note that any publication/document submitted can take up to 15 days to appear on the Documents.ok.gov website.
What Items Should Be Submitted?
The following items should be submitted:
- Annual reports; Research reports/studies; Survey results; Task Force reports
- Executive summaries of reports
- Newsletters, magazines, journals
- Planning documents (other than drafts)
- Affirmative action plans
- Strategic plans
- Guides, handbooks, manuals; Curriculum guides
- Brochures, pamphlets, fact sheets (other than for dated events)
- Directories (file only once a year, do not file each change during the year)
- Histories
- Statistics (but do not file Excel spreadsheets)
- Laws/Rules with cover or title page if compiled by your agency from various sections of the laws/rules for convenience of your clients
- Posters (other than for dated events)
- Rules Interpretations; Rules Guidelines; AG Opinions
- Memorandum of Understanding/Agreement reports (see SB 316 from 2019)
Learn more under Guide.
