Filing Register Notices Electronically

• Headers and Footers
• Naming Requirements
• File Name in Administrative Orders
• Filing Your Notices
• Email Notification
• Retrieving Corrected Files
• Formatting Register Pages

To file your Register material electronically, COPY your completed files to your agency's folder in the SOS_Electronic_ARM directory on the Ndsservice1 server.  The folder and filing requirements are further explained below.

Headers and Footers

Before you file your notices, confirm that you have inserted a header containing the page number and footer(s) containing either the MAR Notice No. for proposal notices or Montana Administrative Register followed by the MAR Notice No. for adoption notices (e.g., Montana Administrative Register 44-2-199).

From the main tool bar under File Choose Page Setup... Under the Margins tab: Set tabs: Top:              .5" Bottom:        .5" Left:              1.5" Right:           .75" Then click on the Layout tab. Choose Continuous under Section start. Then for Headers and Footers select: Different odd and even. Header:  .3" Footer:   .7" Use default settings for Vertical alignment:  Top Use default setting for Apply to: Whole document

From the main tool bar under Insert

Position: Top of page (Header)

Alignment: Center

Choose Page Numbers...

Leave the default for

Show number on first page

checked.

Click on OK.

This inserts the page number into a Header in your file. (1 is the default so you don't have to type in a number.)

From the main tool bar under View

Choose Header and Footer

Select the number in the Odd Page Header box (this highlights the box the number is in).  Add a hyphen to both sides of the number and check that the hyphens and number are formatted in Arial 12-point font.  Set the right tab all the way to the margin at the 6.25" right tab.

To separate the page number from the text, add 2 hard returns to the header box.

If your document is more than one page, click on the Show Next button and repeat the process for the Even Page Header.

Your page numbers must look like this:  -1-    -2-

Switch to FOOTER:

In the Odd Page Footer box, type in (using Arial 12-point font) your MAR Notice No. for proposals or Montana Administrative Register followed by the MAR Notice No. for adoption notices.  Set the right tab all the way to the margin at 6.25".  Add a hard return above your text line.  Then Close.

If your document is more than one page, click on the Show Next button and repeat the process for the Even Page Footer.

This allows ARM staff to put in Register page numbers and footers without having your pagination change.  Your text will start on line 1 of the document.

Naming Requirements

When your document files are complete, save and close your files.  Before you copy your files to your folder, you must confirm that your files are named correctly. If they are not named properly, the ARM bureau application will not recognize your files and they will not be "picked up" for inclusion in the Register.

Use the appropriate MAR Notice Number and one of the following extensions:

Do not add spaces or hyphens or periods after the notice number.

*Files cannot be submitted with an arm.doc extension in the file name.

(Note: If you are filing an adoption notice, there must be an administrative order to accompany it.)

File Name in Administrative Orders

At the bottom of your Administrative Order document, type in the file name.  This will allow ARM staff to accurately match the order to the adoption notice.

Filing Your Notices

To simplify filing your notices in your agency's folder, map a path to your folder (or have your IT staff do it).  Here is where to find your agency's folder.

My Network Places

  MT

    ndsservice 1

      GUEST

        SOS

          your agency folder

            RP

To gain initial access, e-mail your full context (see your IT staff) to the ARM bureau and they'll get you set up.

If your agency is submitting multiple notices, they may be submitted at separate times as you complete them.

Notices must be submitted by noon on the filing day or they will not be published in that issue of the Register.

Email Notification

When you file notices, you must send an e-mail listing your submitted files to all members of the ARM Bureau by noon on the filing day.  If ARM does not receive an e-mail listing the files, there could be confusion as to which notices from your agency are to be published in that issue of the Register.

Retrieving Corrected Files

When the ARM staff makes corrections and/or enters the permanent page numbers to your files, the ARM staff saves the files with the same file name, but with -arm.doc as the extension.  After the ARM staff is done with your files, the files are copied back to your folder on Wednesday afternoon or Thursday morning after you file.

To retrieve these files, go to your folder in the same manner as you would file your documents.  Then MOVE (rather than copy) the files out.

To prepare your adoption notice and/or your replacement pages, copy and paste from the arm file ARM staff returns to you, rather than retyping the changed text.

Formatting Register Notices

Please refer to ARM Title 1, chapter 2, recent issues of the Register, and the ARM Bureau (444-2055) for further formatting requirements.