CODE OF COLORADO REGULATIONS ONLINE PORTAL FOR e-FILING AND RULE ACCESS

1. CODE OF COLORADO REGULATIONSONLINE PORTAL FOR e-FILING AND RULE ACCESS Colorado Secretary of State

2. CCR Links http://www.sos.state.co.us/CCR/Welcome.do

3. History Button

4. The History Window – Versioning • Version numbers link to previous (and future) versions of rules. • Tracking Number links to filing Details Page. • Yellow banner indicates version being viewed, while checkbox indicates currently effective version.

5. Select Register

6. Email Notification Link

7. Colorado Register • Register auto-magically published each month. New link appears on date of publication. • Register template is populated as agencies eFile. • Each issue contains links to: Proposed and Adopted Rules, Notices of Rulemaking, Attorney General Rules Opinions and other related documents.

8. Select eDocket

9. eDocket • – Log of rule filings • Search by Tracking Number • Search by Date Range and agency

10. Select / Click Tracking Number

11. eDocket • Details Page • Each rulemaking is assigned a tracking number. • All data entered and all documents submitted relative to a rulemaking can be found on the Tracking Number Details Page.

12. The Online Rulemaking Process • – For Permanent Rules • File A Notice Of Rulemaking • File An Attorney General Opinion Request • File Attorney General Opinion • File Administrative Rule • Download And Review of Rule by OLLS • Insert Rule Into Code

13. Login here

14. eFiling Login Page • – System Users • Agency Rule Filers • Attorney General’s Office • Office of Legislative Legal Services • Secretary of State’s Administrative Rules Staff

15. Step 1

16. Permanent Rules • – File a Notice ofRulemaking Hearing • System populates the Department and Agency based on login. • Hearing Date field populates with the earliest possible date allowed by statute. • Statutory requirements are required fields.

17. Permanent Rules • File a Notice of Rulemaking Hearing • -- Confirmation Page • System creates a unique tracking number for each rulemaking. • Confirmation page provides a receipt for agency rule filer and contains a copy of all the information entered to this point.

18. The Online Rulemaking Process • File A Notice Of Rulemaking • File An Attorney General Opinion Request • File Attorney General Opinion • File Administrative Rule • Download And Review of Rule by OLLS • Insert Rule Into Code

19. Step 2

20. Permanent Rules • –Request an Attorney General Rules Opinion • After entering the Tracking Number, the system automatically populates previously entered data. • Constraints enforce statutory requirements on required fields.

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

22. FILE e - Docket AGENCY AN AG OPINION updated RULE - FILER REQUEST Email notification to Attorney General • The Online Rulemaking Process • File A Notice Of Rulemaking • File An Attorney General Opinion Request • File Attorney General Opinion • File Administrative Rule • Download And Review of Rule by OLLS • Insert Rule Into Code

24. Attorney GeneralRules Opinion • System stores template with all required seals, names and signatures. • System auto-populates seven fields with filing-specific information: -Tracking Number-Rulemaking Agency-Date of Adoption-Rule Title-Rule Number-Date of Submission-Date Opinion is Issued

25. The Online Rulemaking Process • File A Notice Of Rulemaking • File An Attorney General Opinion Request • File Attorney General Opinion • File Administrative Rule • Download And Review of Rule by OLLS • Insert Rule Into Code

26. Step 3

27. Permanent Rules • File a Permanent Rule • System automatically populates all data previously entered under this tracking number. • The effective date is the only required input on this form.

28. Permanent Rules: • File a Permanent Rule – Confirmation Page • Rulemaking is complete when confirmation page is received. • By submitting this form, the agency has filed with both the Secretary of State and the Office of Legislative Legal Services

29. The Online Rulemaking Process • File A Notice Of Rulemaking • File An Attorney General Opinion Request • File Attorney General Opinion • File Administrative Rule • Download And Review of Rule by OLLS • Insert Rule Into Code

31. Office of Legislative Legal Services Review • Customized “Details” page created to meet the needs of the legislative rule reviewers • Documents marked as “received” are deleted from the queue of filings • Annual Rule Review bill submitted electronically after it is signed into law each May.

32. The Online Rulemaking Process • File A Notice Of Rulemaking • File An Attorney General Opinion Request • File Attorney General Opinion • File Administrative Rule • Download And Review of Rule by OLLS • Insert Rule Into Code

33. The Online Rulemaking Process • File A Notice Of Rulemaking • File An Attorney General Opinion Request • File Attorney General Opinion • File Administrative Rule • Download And Review of Rule by OLLS • Insert Rule Into Code

34. Other Rulemaking Options: Additional Permanent Rule Filing Emergency Rule Filing Correction Filing

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

36. Negative Aspects – Challenges / Solutions

37. Rule (Database)Update Process Phase 1 –Current System • All changes to rules require an eFiling be executed, whether it is an agency or admin change • Every instance of change to a rule results in a new version in the rule History • Database is updated by identifying every paragraph to Insert, Append, Delete or Replace

38. Rule (Database)Update Process Phase 2 –in development • eFiling process separate from process used to update the code • Complete document is replaced with each update, reducing processing time • Administrative rules staff chooses whether to change existing version or create new version – eliminating “clutter” in History listings

39. History / Versioning • Phase 1 –Current System • A viewer is required to browse to rule text before having the option to open the history window and select a different version • Current system initially only displays a portion of a rule, until “display entire rule” is selected

40. History / Versioning • Phase 2 – in development • User selects version and format of rule • Enables printing and downloading of rules • Provides relevant information for each version -Notations regarding amendments -eDocket Link via Tracking Numbers -Register issue of publication

41. eFiling Colorado Administrative Rules It’s better than paper …