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.
Populating the file field(s)
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.
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.
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.
When the Data Capture Upload is successful, two e-mail notifications will be generated: One to the submitting agency and one to DAR.
From: West Group Data Capture System [mailto:firstname.lastname@example.org]
Subject: [2007/10/17, Receipt #25032303, Submitting Agency : APA] : Submission successful
Your submitted files were: DOS.emerg.1103.pdf
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:
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:
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.