code of colorado regulations online portal for e-filing and rule access

ColoradoSecretary of State e-FILING COLORADO ADMINISTRATIVE RULES


CCR LinksCCR Links

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


History ButtonHistory Button


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.


Select RegisterSelect Register


Email Notification LinkEmail Notification Link


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.


Select eDocketSelect eDocket


eDocket– Log of rule

filings

Search by Tracking Number

Search by Date Range and agency


Select / ClickTracking Number

Select / ClickTracking Number


eDocketDetails 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.


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 CodeCCR

ONLINECCR

ONLINE

Government agencies

Public citizens, researchers

Single point of access for rule-makers and public

CCR Portal e-Filing Process Initiator of Action Automated Output

Register published, e-Docket populated

FILEA NOTICE OFRULEMAKING

HEARING

AGENCYRULE-FILER

Email notification to interested parties

e-Docketupdated

FILEAN AG OPINION

REQUEST

AGENCYRULE-FILER

Email notification toAttorney General

e-Docketupdated

FILEATTORNEYGENERALOPINION

ATTORNEY GENERAL

Email notification toAgency

Register published,e-Docket updated

FILEADMINISTRATIVE

RULE

AGENCYRULE-FILER

Email notification to Legal Services and interested parties

Rule-making completed

DOWNLOADAND REVIEW

RULE

LEGISLATIVE LEGAL SERVICES

e-Docket updated, Code versioned

INSERTRULE INTO

CODE

SECRETARYOF STATE

CCRONLINECCR

ONLINE


Login hereLogin here


eFiling Login Page

– System Users

Agency Rule Filers

Attorney General’s Office

Office of Legislative Legal Services

Secretary of State’s Administrative Rules Staff


Step 1Step 1


Permanent Rules– File a Notice of

Rulemaking 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.


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.








6. Insert Rule Into Code



HEARING

AGENCYRULE-FILER




HEARING

AGENCYRULE-FILER



Step 2Step 2


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.


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.









e-Docketupdated

FILEAN AG OPINION

REQUEST

AGENCYRULE-FILER


e-Docketupdated

FILEAN AG OPINION

REQUEST

AGENCYRULE-FILER


e-Docketupdated

FILEAN AG OPINION

REQUEST

AGENCYRULE-FILER



Attorney General

Rules OpinionSystem 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









e-Docketupdated


ATTORNEY GENERAL


e-Docketupdated


ATTORNEY GENERAL


e-Docketupdated


ATTORNEY GENERAL


e-Docketupdated


ATTORNEY GENERAL



Step 3Step 3


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.


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










FILEADMINISTRATIVE

RULE

AGENCYRULE-FILER



FILEADMINISTRATIVE

RULE

AGENCYRULE-FILER



FILEADMINISTRATIVE

RULE

AGENCYRULE-FILER



FILEADMINISTRATIVE

RULE

AGENCYRULE-FILER



Office of Legislative Legal Services

ReviewCustomized “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.










DOWNLOADAND REVIEW

RULE



DOWNLOADAND REVIEW

RULE



DOWNLOADAND REVIEW

RULE



DOWNLOADAND REVIEW

RULE









6. Insert Rule Into Code CCRONLINECCR

ONLINE


INSERTRULE INTO

CODE

SECRETARYOF STATE


INSERTRULE INTO

CODE

SECRETARYOF STATE


INSERTRULE INTO

CODE

SECRETARYOF STATE


INSERTRULE INTO

CODE

SECRETARYOF STATE


Other Rulemaking Options:

Additional Permanent Rule FilingEmergency Rule FilingCorrection Filing


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 source for 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


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 eFiling 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.


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


*Attach Updated Document

Must be .xml file type with no periods or spaces in file name

*What type of update is this? Select one

Update Existing Version (Effective Date)

Create New Version – Enter Effective Date

*Select Specific CCR Number

*Select Register for New Version

*Rule History: rule changes and Emergency or Permanent filing Type

Department 700 Department of Regulatory Agencies

Agency Board of Veterinary Medicine

CCR Title Veterinarians

Update the CCR

or

CODE OF COLORADO REGULATIONS

| Logout | CCR Admin Home |

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


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


History / Versioning

Phase 2 – in developm

ent 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

View in Word

View in HTML

Original Version transferred to online Code

2006-00170

2006-01120

2006-01412 , 2007-00139

2007-00987

2007-00987

2007-00987 , 2007-00012 , 2007-00139 , 2007-00012 , 2007-00139

2007-00987

2007-00987

2007-00987

2007-00987

2007-00987

2007-00987

2007-00987

2007-00987

Related eFiling Tracking Numbers –Click to View on eDocket

Apr 2006

Dec 2006

Jan 2007

Feb 2007

Mar 2007

Apr 2007

Apr 2007

May 2007

Jun 2007

Jul 2007

Sep 2007

Oct 2007

Dec 2007

Jan 2008

Register

Permanent Rule: Rule 25; Rule 26; Rule 30; Rule 38; Rule 4501/30/2008







Emergency Rule: Rules 13.2, 16, 1907/30/2007







Rule History – Type and Location of ChangesEffective

DateView in Word

View in HTML

Original Version transferred to online Code

2006-00170

2006-01120

2006-01412 , 2007-00139

2007-00987

2007-00987

2007-00987 , 2007-00012 , 2007-00139 , 2007-00012 , 2007-00139

2007-00987

2007-00987

2007-00987

2007-00987

2007-00987

2007-00987

2007-00987

2007-00987

Related eFiling Tracking Numbers –Click to View on eDocket

Apr 2006

Dec 2006

Jan 2007

Feb 2007

Mar 2007

Apr 2007

Apr 2007

May 2007

Jun 2007

Jul 2007

Sep 2007

Oct 2007

Dec 2007

Jan 2008

Register








Emergency Rule: Rules 13.2, 16, 1907/30/2007







Rule History – Type and Location of ChangesEffective

Date

AVAILABLE VERSIONS and HISTORY 8 CCR 1505-1 ELECTIONS

Click here to view History notes prior to April 2007Click here to view History notes prior to April 2007

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CODE OF COLORADO REGULATIONS

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eFiling Colorado Administrative Rules

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