Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES CODE OF COLORADO REGULATIONS ONLINE PORTAL FOR e-FILING AND RULE ACCESS Colorado Secretary of State

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES CCR Links

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

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES 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.

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

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

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES 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.

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

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

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

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES 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.

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Filer Info

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 e-FILING COLORADO ADMINISTRATIVE RULES Login here

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES eFiling Login Page – System Users Agency Rule Filers Attorney Generals Office Office of Legislative Legal Services Secretary of States Administrative Rules Staff

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

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES 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.

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES 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.

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 Step 2

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES 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.

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Permanent Rules: Request an Attorney General Opinion -- Confirmation Page Provides a receipt for the agency. The Attorney Generals 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.

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 e-Docket updated FILE AN AG OPINION REQUEST AGENCY RULE-FILER 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 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

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 Step 3

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES 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.

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES 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

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 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.

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 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

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES Negative Aspects – Challenges / Solutions The ChallengeThe 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 filingsSeparate 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.

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES 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

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES 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

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES 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

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES 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

Colorado Secretary of State e-FILING COLORADO ADMINISTRATIVE RULES eFiling Colorado Administrative Rules Its better than paper …