E-Filing is the preferred method for filing legislation and other documents with the Office of the Secretary and most of you are now pretty well versed. Electronic filing provides greater transparency and accountability for both the filers as well as the OSEC. There have been tweaks based on your feedback and we continue to work with our developers to ensure that the system works well.
Here are a few tips when e-Filing that will ensure a smooth and accurate process.
1. Check your dashboard for status updates
The e-Filing Module enables you to track the progress and status of your filing at any time. The dashboard is updated instantaneously upon OSEC action and OSEC staff will communicate with you via the system should there be any issues with your filing. The statuses explain in parenthesis where your filing stands.
When a filing is in DRAFT form, you still have the ability to edit and/or delete. A draft filing is still in your possession. Once you submit your filing, it is now in OSEC's possession and you cannot make changes unless requested by OSEC. A change requested by OSEC releases the document back to you and permits edits. Once a filing is APPROVED by OSEC you will see an assigned legislation # and it is accessible in LIMS to the public.
2. Check your email regarding the status of your filing
In addition to status updates via the Dashboard, you will receive emails to your inbox advising of the status of your filing. Please pay attention to these as they may contain requests for changes or other information from OSEC to complete your filing.
3. Complete the data fields accurately
The data in every required field in the e-Filing module is transferred directly to LIMS for public consumption. OSEC staff cannot make changes so it's incumbent on you to make sure the information is correct and complete. When filing legislation you must complete the legislation category accurately; here's a list to help you:
Bill -> Choose
Congressional Review Bill
Resolution -> Choose
Congressional Review Emergency Declaration Resolution
Emergency Approval Resolution
Emergency Declaration Resolution
Also, make sure the title is accurate - For example, if you enter as the title "CM Bill #1" then that's the title that will show in LIMS.
4. Make sure your file upload is system compatible
The system does not recognize special characters in the title of file uploads. So please make sure that your file name doesn't contain "#, $, &"....etc.
5. Linking your filing is key
Committee reports, hearing notices and hearing records related to a bill or PR need to be linked to the legislation number for the data to port over to LIMS correctly. Filings for oversight activity do not need nor offer this feature.
Based on our business need and your feedback, our developers are working on a few enhancements, including linking to multiple pieces of legislation; enabling Word document uploads; enabling multiple committees to be linked to a hearing notice.