Post on 23-Mar-2016
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transcript
Mike Hardin
Business and Licensing Division Director
May 20, 2014
How Colorado Embraces Change
THEN AND NOW
TIMELINE
2004First External Online System Offered
1980sCombined UCC andBusiness Division
2010Combined Business and Licensing Division
2001First Online Certificate of Good StandingFirst Periodic Report Online
2002Legislation mandating SOS enable online filing of business entity documents. 2002
UCC First offered Online
2010All Business Filings Online
2011Post Card NotificationEliminated
2012UCC Mandatory Online
2009Mandatory Statement of Change/Corrections for Business Entities
2007Trademarks
2004SOS Authorized to mandate any filing online
2006Trade Names
EVOLUTION
Paper Filing
Before After
Online Filing
Call Center Service Center
Mail and Fax Phone, Web, and Email
Checks and Cash Credit Cards and Prepaid Accounts
Instant Processing1 Week to 4 Months Processing
Monday Thru Friday 8am – 5pm 24/7
Data Entry of Forms Customer Populates Forms
EVOLUTION CONTINUED
Microfiche
Before After
Web-based Imaging with Scanning
Mail Additional Documents File Attachments
Expedited Fees No Expedited Fees
Manual Searches Instant Searches
Online CertificationManual Certifications
Manual IRS Filing Manual IRS Filing
Volume Drives Resources Volume Doesn’t Impact Resources
COMMUNICATION
Letters 1970s
Postcards 2001
Email 2013
• Website Messaging• FAQs• GovDelivery• Embedded Video – Vimeo• Email Notifications• Service Center Phones• Service Center Emails• E-learning Modules• Outreach Activities• Social Media
LEGISLATION TIPS
• Aggressively Track Legislation That Affects Your Office• Use Stakeholder Groups for Support and Ideas• Use of Office Liaison• Host Focused Taskforce Sessions• Testify at Committee Hearings• Policy Group (Draft Leg, White Paper)• Post Legislation Rule Making• Include Rulemaking Authority• Fiscal Notes• Delay Effective Dates
STAFFING
1997
1999
2001
2003
2005
2007
2009
2011
2013
0
10
20
30
40
50
60
70
80
Business Division Staffing
TempsFTE
Num
ber o
f Per
sonn
el
• Multiple Reorganizations• Normal Attrition• Cross-training• Hiring New Skillsets
199719981999200020012002200320042005200620072008200920102011201220130
100,000 200,000 300,000 400,000 500,000 600,000 700,000 800,000 900,000
Business Filing VolumesBusiness Documents UCC Filings
• Hiring Practices• Career Progression• Employee Engagement• Training and Education
FUNDING AND RESOURCES
• Colorado Secretary of State is fully cash funded.• Ability to run the office like a business matching revenue and expenses.• IT Division – Late 1980s, leveraged charitable gaming legislation.• Authority to maintain a 16.5% cash balance.• Still required to request appropriations to support office activity.• Advantages:
• Flexibility • In-house IT solutions• Not as Vulnerable to Economic Swings• More Control
ADOPTION TIPS
• Computers Available at Office• Fee Incentives• Fee Holidays• Build Stakeholder Coalitions• Use Taskforces• CLE Presentations• Stakeholder Testing• Service Center Assistance• Roadshow• FAQs• Filing Tips• Publicize• Secure Site• Track Progress• Use of Hybrid Systems• Usability Testing
Feb-11
Mar-11
Apr-11
May-11
Jun-11
Jul-11
Aug-11
Sep-11
Oct-11
Nov-11
Dec-11
Jan-12
Feb-12
Mar-12
Apr-12
May-12
Jun-12
Jul-12
Aug-12
Sep-12
Oct-12
20
30
40
50
60
70
80
90
100
4449
62 64 66 67 67 66
73
6670 72 69 71 71 70
89 86 88 88 88
UCC E-filing Adoption Rate
Thank you!