How Colorado Embraces Change Mike Hardin Business and
How Colorado Embraces Change Mike Hardin Business and Licensing Division Director May 20, 2014 THEN AND NOW TIMELINE 2011 Post Card Notification Eliminated 2007 Trademarks 2010 Combined Business and Licensing Division 2004 First External Online System Offered 2002 Legislation mandating SOS enable online filing of business entity documents. 1980s Combined UCC and Business Division 2010 All Business Filings Online
2009 Mandatory Statement of Change/ Corrections for Business Entities 2006 Trade Names 2004 SOS Authorized to mandate any filing online 2002 UCC First offered Online 2001 First Online Certificate of Good Standing First Periodic Report Online 2012 UCC Mandatory Online EVOLUTION Before After Paper Filing Online Filing Call Center Service Center Mail and Fax
Phone, Web, and Email Checks and Cash Credit Cards and Prepaid Accounts 1 Week to 4 Months Processing Instant Processing Monday Thru Friday 8am 5pm 24/7 Data Entry of Forms Customer Populates Forms EVOLUTION CONTINUED Before After Microfiche Web-based Imaging with Scanning Mail Additional Documents File Attachments Expedited Fees
No Expedited Fees Manual Searches Instant Searches Manual Certifications Online Certification Volume Drives Resources Manual IRS Filing Volume Doesnt Impact Resources Manual IRS Filing COMMUNICATION Website Messaging FAQs GovDelivery Embedded Video Vimeo Email Notifications Service Center Phones
Service Center Emails E-learning Modules Outreach Activities Social Media Email 2013 Postcards 2001 Letters 1970s 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 Multiple Reorganizations Normal Attrition Cross-training Hiring New Skillsets Hiring Practices Career Progression Employee Engagement Training and Education Business Division Staffing Business Filing Volumes UCC Filings 1,000,000 800,000 600,000 400,000 200,000 0
19971998199920002001200220032004200520062007200820092010201120122013 Number of Personnel Business Documents 80 70 60 50 40 30 20 10 0 97 19 Temps FTE 99 19 01 20 03 20 05 20
07 20 09 20 11 20 13 20 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 UCC E-filing Adoption Rate
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