Colorado Secretary of State eFILING COLORADO ADMINISTRATIVE RULES

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES CCR Links http: //www. sos. state. co. us/CCR/Welcome. do

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES History Button

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES The History Window – Versioning ØVersion numbers link to previous (and future) versions of rules. ØTracking Number links to filing Details Page. ØYellow banner indicates version being viewed, while checkbox indicates currently effective version.

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Select Register

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Email Notification Link

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Colorado Register ØRegister auto-magically published each month. New link appears on date of publication. ØRegister template is populated as agencies e. File. ØEach issue contains links to: Proposed and Adopted Rules, Notices of Rulemaking, Attorney General Rules Opinions and other related documents.

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Select e. Docket

Colorado Secretary of State e. Docket – Log of rule filings ØSearch by Tracking Number ØSearch by Date Range and agency e-FILING COLORADO ADMINISTRATIVE RULES

Colorado Secretary of State Select / Click Tracking Number e-FILING COLORADO ADMINISTRATIVE RULES

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES e. Docket Details Page ØEach rulemaking is assigned a tracking number. ØAll data entered and all documents submitted relative to a rulemaking can be found on the Tracking Number Details Page.

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES The Online Rulemaking Process – For Permanent Rules 1. File A Notice Of Rulemaking 2. File An Attorney General Opinion Request 3. File Attorney General Opinion 4. File Administrative Rule 5. Download And Review of Rule by OLLS 6. Insert Rule Into Code

Colorado Secretary of State Login here e-FILING COLORADO ADMINISTRATIVE RULES

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES e. Filing Login Page – System Users ØAgency Rule Filers ØAttorney General’s Office ØOffice of Legislative Legal Services ØSecretary of State’s Administrative Rules Staff

Colorado Secretary of State Step 1 e-FILING COLORADO ADMINISTRATIVE RULES

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Permanent Rules – File a Notice of Rulemaking Hearing ØSystem populates the Department and Agency based on login. ØHearing Date field populates with the earliest possible date allowed by statute. ØStatutory requirements are required fields.

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Permanent Rules File a Notice of Rulemaking Hearing -- Confirmation Page Ø System creates a unique tracking number for each rulemaking. Ø Confirmation page provides a receipt for agency rule filer and contains a copy of all the information entered to this point.

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES The Online Rulemaking Process 1. File A Notice Of Rulemaking 2. File An Attorney General Opinion Request 3. File Attorney General Opinion 4. File Administrative Rule 5. Download And Review of Rule by OLLS 6. Insert Rule Into Code

Colorado Secretary of State Step 2 e-FILING COLORADO ADMINISTRATIVE RULES

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Permanent Rules – Request an Attorney General Rules Opinion ØAfter entering the Tracking Number, the system automatically populates previously entered data. ØConstraints enforce statutory requirements on required fields.

Colorado Secretary of State Permanent Rules: Request an Attorney General Opinion -- Confirmation Page Ø Provides a receipt for the agency. Ø The Attorney General’s Office receives notification of this filing immediately after it is submitted. Ø This form can be re-filed if changes or corrections need to be made. e-FILING COLORADO ADMINISTRATIVE RULES

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES The Online Rulemaking Process 1. File A Notice Of Rulemaking 2. File An Attorney General Opinion Request 3. File Attorney General Opinion 4. File Administrative Rule 5. Download And Review of Rule by OLLS 6. Insert Rule Into Code AGENCY RULE-FILER FILE AN AG OPINION REQUEST e-Docket updated Email notification to Attorney General

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Attorney General Rules Opinion ØSystem stores template with all required seals, names and signatures. ØSystem auto-populates seven fields with filingspecific information: -Tracking Number -Rulemaking Agency -Date of Adoption -Rule Title -Rule Number -Date of Submission -Date Opinion is Issued

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES The Online Rulemaking Process 1. File A Notice Of Rulemaking 2. File An Attorney General Opinion Request 3. File Attorney General Opinion 4. File Administrative Rule 5. Download And Review of Rule by OLLS 6. Insert Rule Into Code

Colorado Secretary of State Step 3 e-FILING COLORADO ADMINISTRATIVE RULES

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Permanent Rules File a Permanent Rule ØSystem automatically populates all data previously entered under this tracking number. ØThe effective date is the only required input on this form.

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Permanent Rules: File a Permanent Rule – Confirmation Page Ø Rulemaking is complete when confirmation page is received. Ø By submitting this form, the agency has filed with both the Secretary of State and the Office of Legislative Legal Services

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES The Online Rulemaking Process 1. File A Notice Of Rulemaking 2. File An Attorney General Opinion Request 3. File Attorney General Opinion 4. File Administrative Rule 5. Download And Review of Rule by OLLS 6. Insert Rule Into Code

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Office of Legislative Legal Services Review ØCustomized “Details” page created to meet the needs of the legislative rule reviewers ØDocuments marked as “received” are deleted from the queue of filings ØAnnual Rule Review bill submitted electronically after it is signed into law each May.

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES The Online Rulemaking Process 1. File A Notice Of Rulemaking 2. File An Attorney General Opinion Request 3. File Attorney General Opinion 4. File Administrative Rule 5. Download And Review of Rule by OLLS 6. Insert Rule Into Code

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES The Online Rulemaking Process 1. File A Notice Of Rulemaking 2. File An Attorney General Opinion Request 3. File Attorney General Opinion 4. File Administrative Rule 5. Download And Review of Rule by OLLS 6. Insert Rule Into Code

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Other Rulemaking Options: Additional Permanent Rule Filing Emergency Rule Filing Correction Filing

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Benefits of the Administrative Rules e. Filing System Ø e. Docket – log of rule filings, all documents pertaining to a rulemaking in one location Ø History/Versioning – users able to access prior versions of a rule and the e. Docket from the History window Ø e. Filing along with tracking numbers creates a single source for rulemaking documents allowing users to access the exact same documents with no discrepancies between copies of documents Ø e. Filing makes rule filing a much simpler process – filing done from desktop, stored data populates on subsequent forms, constraints on forms enforce APA requirements Ø Colorado Register auto-magically published – register template populated with data and documents as filings occur

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Negative Aspects – Challenges / Solutions The Challenge The Solution Rule text stored by paragraph – creates overly long processing times, database too complex and as a result sometimes blocks of text shift to the wrong location in the document Store rules in database as documents, update at the document level, access and view rules at the document level Conversion process inefficient (Word to HTML) – lengthy processing time as each paragraph processed separately, strips all MSWord Codes therefore document loses all original formatting Hide MS codes when displaying in HTML rather than strip them from document Update process linked awkwardly to filings Separate e. Filing from CCR update process. Links and Navigation not intuitive – links are not obvious, History is hidden in headings above rules Underline links or create “buttons”, move History to allow users to view the History of a rule before they reach the text of the rule Rule displays in HTML only, making download or printout of rule difficult Offer more viewing/download options including Word document format. PDF as a future goal.

Colorado Secretary of State Rule (Database) Update Process Phase 1 – Current System ØAll changes to rules require an e. Filing be executed, whether it is an agency or admin change ØEvery instance of change to a rule results in a new version in the rule History ØDatabase is updated by identifying every paragraph to Insert, Append, Delete or Replace e-FILING COLORADO ADMINISTRATIVE RULES

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Rule (Database) Update Process Phase 2 – in development Ø e. Filing process separate from process used to update the code Ø Complete document is replaced with each update, reducing processing time Ø Administrative rules staff chooses whether to change existing version or create new version – eliminating “clutter” in History listings

Colorado Secretary of State History / Versioning Phase 1 – Current System ØA viewer is required to browse to rule text before having the option to open the history window and select a different version ØCurrent system initially only displays a portion of a rule, until “display entire rule” is selected e-FILING COLORADO ADMINISTRATIVE RULES

Colorado Secretary of State History / Versioning Phase 2 – in development Ø User selects version and format of rule Ø Enables printing and downloading of rules Ø Provides relevant information for each version -Notations regarding amendments -e. Docket Link via Tracking Numbers -Register issue of publication e-FILING COLORADO ADMINISTRATIVE RULES

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES e. Filing Colorado Administrative Rules It’s better than paper …