E-Filing: Submitting Completed PDF Forms to Data Capture System

Overview

Once an agency has completed and validated a form, the form is ready for uploading to Thomson West’s Data Capture System. Each agency has been assigned its own unique username and password to access the Data Capture System. These usernames and passwords have been sent to your agency's General Counsel and will not change unless there is a specific request to do so.

Note: Requests to change passwords must be submitted in writing from your general counsel to our general counsel.

Each agency will be able to submit up to 10 forms per upload.  Agencies will also be able to submit up to 10 zipped files per upload. 

The uploaded files (forms) will be transmitted to the Division of Administrative Rules (DAR) where the staff will process the form(s) as they do today for publishing in the weekly Register.  The transmission workflow will check to make sure that each uploaded form has been validated.  E-mail notifications will be sent to the submitting agency and the DAR.

Accessing Thomson West’s Data Capture System

From your desktop, open Internet Explorer and insert the following url: http://westdcs.west.thomson.com/.

Note: For those agencies that do a lot of rule making, add the url to your "favorites" list.

The Data Capture Log In screen is displayed.

screenshot of west data capture

  1. In the Login Name: and Password: fields, enter your agency’s assigned login name (username) and password.   Both the Login Name and Password are case sensitive.

  2. Click Log In

  3. The West Data Capture File Upload dialog box displays.

fileuploadimage

Populating the file field(s)

  1. Navigate to the File #1 (Required) field

  2. Click on the Browse button. Navigate to the location in which the completed and validated forms are stored on your desktop or local network.  Select the desired file and click on the Open button in the Choose file dialog box.

webshotopenfilescreen

Notes: Clicking on the Open button will not open the selected file; rather it will insert the path name and file into the File field in the Data Capture System.
Any attachments added to the forms are embedded in the form and do not need to be added separately to the Data Capture System.

  1. To add another file, navigate to the File #2 (Optional) field and select the next file to be uploaded. 

  2. When all the desired files have been added, click the Upload All option. 

Note: It is important that only verified forms are submitted to the Data Capture System. When multiple filings or zipped files are submitted to the Data Capture system, if one filing fails the submission, all the filings in that submission will fail even if they were verified.

upload succeeded window

  1. Upon a successful data capture upload, the Data Capture user interface provides a West Data Capture File Upload: Upload Succeeded message along with a Receipt Number: nyregtest-090507-104964 which represents the LoginAccountName-MMDDYY-HHMMSS.

Note: This receipt number is needed only for tracking purposes should the Data Capture File Upload fail.

Note: The rule making is not filed with DAR until a successful submission e-mail is received in the submitting agency's shared mailbox.

E-mail notifications

When the Data Capture Upload is successful, two e-mail notifications will be generated: One to the submitting agency and one to DAR.

  1. The Data Capture system will generate a confirmation e-mail that is sent to the submitting agency’s shared mailbox.

  2. The subject line of the e-mail will contain the date of the upload, a Receipt number, the name of the submitting agency and a Submission  status.  Any communication with the Division of Administrative Rules staff regarding a particular form submission should reference the Receipt number.

From: West Group Data Capture System [mailto:west.clandestine@thomson.com]
 
Subject: [2007/10/17, Receipt #25032303, Submitting Agency : APA] : Submission successful
  1. The body of the e-mail will contain information about the submitted form or forms:

Your submitted files were: DOS.emerg.1103.pdf

- Verified

1) Notice-of-Emergency-Adoption-and-Revised-Rule-Making.pdf (size=1054882 bytes, Format = Adobe PDF, Product = NY Reg Test)

2) Notice-of-Proposed-Rule-Making-(rate-making).pdf (size=792392 bytes, Format = Adobe PDF, Product = NY Reg Test)

3) Notice-of-Withdrawal.pdf (size=822997 bytes, Format = Adobe PDF, Product = NY Reg Test)

   ** Total byte count for 4 File(s): 5340542

If the submission is successful, an e-mail notification will be sent to the submitter and to the Division of Administrative Rules.  The subject line of the e-mail will contain the following information:

  • Submitting agency abbreviation
  • Submission status of “success”
  • Date of the submission
  • A unique submission identification number

The body of the e-mail will contain a list of the names of the submitted files.  If a zip file was submitted, the e-mail will list the names of the files contained within the zip file.

If the submission failed, an e-mail notification will be sent only to the submitter.  The subject line of the e-mail will contain the following information:

  • Submitting agency abbreviation
  • Submission status of “failed”
  • Date of the submission
  • A unique submission identification number

The body of the e-mail will contain the names of the submitted files, the name of any zip file, the names of the files contained within the zip file and the name(s) of the failed file(s).  The notification will also identify the reason for the failed submission.

Note:  If multiple files are submitted in a single upload and only one file fails, the entire submission will fail and all the files contained in that submission will need to be resubmitted.