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Deposit with Iowa Publications Online

Iowa Publications Online (IPO) is a web-based repository of documents produced by State of Iowa agencies intended for use by the general public. State agencies are encouraged to partner with IPO for a permanent, secure location to archive publications including reports, newsletters, and other publications meant for Iowa citizens. Archiving with IPO meets the statutory requirement set for state agencies in Iowa law.

IPO currently accepts reports, newsletters and other publications meant for Iowa citizens. File formats accepted are Adobe PDF, HTML, and Microsoft Word. Adobe PDF is the preferred format because of its universal acceptance. If the document you would like to deposit is an interactive website, database, and/or is not one of the accepted formats, it may not be possible to deposit it at the present time. The IPO team is working to make it possible to deposit and archive other formats of documents in the future.

Examples of documents that should be included in IPO are:

  • Annual Reports
  • Reports mandated by Iowa Code
  • Statistical Reports
  • Newsletters
  • Other publications meant for Iowa citizens

Become a Depositor

The State Library IPO team assists state agencies to set up accounts and train staff on the process to deposit publications into IPO. Agencies can request depositor status by completing the form below and clicking "Submit."

IPO Depositor Help

Registering as a Depositor

Registering as a Depositor
Select “Create Depositor Account” from gray bar on top right side of page. Fill out the registration form. Click on register button to submit your request for registration. You will be able to submit documents starting on the next working day.

User Profile
User profile holds your contact information. Some of this information will be associated with documents you upload; some of it is purely for internal archival use. Information about your operating system is purely to help the archive administrators assist you with any technical problems.

  1. When entering the profile page select “Modify Profile” to complete, update, or change any relevant information.
  2. Click on the "Save" button at the bottom or top of the form to save your information.

Depositing New Items

Note: In order to deposit or edit a document you must login in first. The login link in the upper left of the IPO homepage. After logging in you are taken to the Manage Deposits workspace area. This is your private workspace. 

On every page you may deposit documents using the “Deposit Item” buttons located at the top and bottom of the page.

Click the “New Item” button. (At any point in the depositing process you may click on the “Save for Later” button, to stop work and return to it later in your workspace.)

Type
Select Item Type, your choices are Departmental Report, Newsletter, Book, Video, Audio, or Other. Click on “next”.

Upload

  1. Use the Browse button to find the document file you will upload.
  2. Select file, double click on file and it will appear in your new document box. Click on upload.
  3. An icon and document file name should appear at the bottom of the page.
  4. Make sure that the document file type and the format drop down menu match.
  5. If your file type is not listed, use the description box to state the file type. 
  6. Be sure the Visible to, drop down menu says anyone.
  7. Click next.

Metadata
In this section you will enter information about your document, its title, the date of the publication, an abstract – where you tell about the content of the document, department, and keywords – search terms related to this document, comment and suggestions.

  1. Title: the official title of the document as stated on the title page.
  2. Date: the official publication date, use year, month, and day as applicable.
  3. Abstract: A brief synopsis of the documents contents.
  4. Department: Select the department that produced the document from the drop down menu.
  5. Keywords: Enter words associated with the document that do not appear in the abstract.
  6. Comments and Suggestions: This is a non search field to send the editorial staff notes.
  7. Click on Next.

Subjects
Add subjects that are appropriate to your document. These are the terms people will search for when trying to find documents. You may use the “search for subject” box or click on the subject or plus sign drop down menu. Click on the “add” button to select a subject for your document. We recommend that you select three to five subjects for each document. Click on next.

Deposit
To send the document to the editorial staff, click on the “Deposit Item Now” button. The editorial staff will check metadata for any errors or omissions, and will deposit it to the live archive or return it to your workspace for revision.

Managing Documents

Documents that you are working on but have not deposited will remain in your workspace (Manage Deposits). A list of all non-deposited documents will appear in your workspace. 

After the title there are icons that allow you to view, remove, edit, or deposit the item. When you select "edit item" it takes you directly to the creation/edit screens for that item. When you select a "view item" from the list you have several options to choose from.

  • Preview - A brief description of the document.
  • Details - This shows the current status of the document.
  • Actions
  1. Deposit Item – Sends the document for editor approval.
  2. New Version – Makes a copy of document and metadata, in order to create a version of the document that is linked to each other. (i.e. version 1, version 2, version 3)
  3. Use as a template - Create a new item using this item as a template. There will be no connection between the two items.  (i.e. good to use for newsletter and periodic deposits)
  4. Edit Item - Edit the metadata and upload or delete the document.
  5. Remove Item – Removes the complete document.
  • Edit – This allows editing of the document and metadata at any point of the depositing process; Type, Upload, Metadata, Subjects, Deposit
  • History - This shows every change that has occurred to this document.
  • Issues - (this selection is not currently used in the IPO system)

IPO Support

Email IPO at the address below, or call 1-800-248-4483 during business hours.

IPO@iowa.gov

Staff Contacts: