Fact sheet
Filing Electronic Documents
These instructions apply to the filing of electronic documents by the public
and interested parties in relation to broadcasting and telecommunication
proceedings.
The Commission uses epass as a means for you to
securely submit your electronic applications and documents. Learn more
about epass.
Filing broadcasting documents
Filing telecommunications documents
Note:
If your browser does not support forms, please contact us.
Applications
File your broadcasting application
electronically by using
epass. The Cover Page must be used to submit any applications,
attachments and follow-up documents related to an application. In the Cover
Page, you can identify whether your documents are confidential. All confidential information must clearly be marked as confidential.
If you are submitting follow-up documents
related to an application, select Broadcasting from within the Cover Page
and select "other" from the list of available types. Once you submit the
documents, you will receive a confirmation indicating the date and time they
were received.
To complete the Cover Page, electronic
application form and all related documents, follow the
instructions for
submitting broadcasting applications.
Interventions/Comments
Submit your
broadcasting intervention/comments relating to a public proceeding
electronically by completing the
Intervention/comments form.
Other
For all other
broadcasting electronic filings, unless otherwise specified, submit to the
Commission using our electronic form.
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Applications
File your
telecommunications application
using epass. The Cover
Page must be used to submit any applications, attachments and follow-up
documents related to an application. In the Cover Page you can identify
whether the documents are confidential and/or ex-parte. All confidential
information must clearly be marked as confidential.
If you are submitting
follow-up documents pertaining to an application, select Telecom from within
the Cover Page and select "other" from the list of available types. Once you
submit the documents, you will receive a confirmation indicating the date
and time they were received.
To complete the Cover Page, electronic
application form and all related documents, follow the
instructions for
submitting telecom applications.
Comments
Submit your
telecommunications comments relating to a public proceeding electronically
by completing the
Participation
in a Telecommunications Public Process form.
To register as an Interested Party or a
Reseller
Register
electronically as an interested party in telecommunications proceedings by
completing the
Registration form.
Register electronically as a reseller by
completing the Reseller
form.
Other
For all
other telecommunications electronic filings, unless otherwise specified,
submit to the Commission using our electronic form.
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What's it all about?
This service is provided as a convenience to all members of the public and
interested parties when filing applications or participating in a public
proceeding. Applications and all related documents are made available for
viewing on our website; the parties who file are responsible for their accuracy.
Documents originating from a non-federal government source will be posted on
our website in the originator's language. Commission documents will be posted in
bilingual format.
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Your personal information on our website
Note that all information you provide as part of a public process, except
information under a claim for confidentiality, (whether sent by postal mail,
facsimile, e-mail or through the CRTC’s website), including your personal
information, such as your full name, e-mail address, postal / street
address, telephone and facsimile number(s), and any other personal
information you provide, becomes part of a publicly accessible file and will
be posted on the CRTC’s website. Documents received electronically or
otherwise will be put on the CRTC’s website in their entirety exactly as
received, including any personal information contained therein, and in the
official language and format in which they are sent.
The personal information you provide will be used and disclosed for the
purpose for which the information was obtained or compiled by the CRTC or
for a use consistent with that purpose. However, as the information provided,
including personal information, will be on the public record and posted on
the CRTC’s website, the CRTC is not liable for the use or disclosure of this
information by any other person for any other purpose.
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What can you file electronically?
- Application, including confidential documents
- Ex-parte application*
- Exchange in correspondence between parties involved in proceedings such as
responses to interrogatories, requests for public disclosure, etc.
- Comments
- Interventions, with proof that a copy has been sent to the applicant
- Notices of intention to participate in proceedings
- Registration as a reseller and/or sharing group
- Changes of responsibility or addresses
* New Procedure - Ex-parte application – When the CRTC releases
an interim order on an Ex-parte application submitted by a company, the
company has to provide an abridged version of the application for the public
file. We would like you to include with the application a covering letter with
the following information: date sent, tariff number and interim order number.
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What about confidential material?
With the introduction of epass, confidential documents can be filed
electronically. The material should be clearly identified as CONFIDENTIAL. These
documents will not be posted on our website but will be used internally by our staff
What software program can you use?
Although we do not endorse any particular program, we do try to maintain a
standard. Hypertext Markup Language (HTML) is still the most convenient and
accessible tool for conducting business on the Internet. Documents can be filed
with the Commission in a variety of software programs, such as Microsoft Word,
Corel, WordPerfect, Adobe Acrobat, etc. Many of the parties who have offered
views to the Commission on the question of what software to employ have expressed
a preference for these programs. Electronic copies of graphs and diagrams should
be provided in the default format of the software used to create them. If you
would like more information about which software package to use when sending
electronic documents to the Commission, please contact
us by using our electronic form or call
1-866-893-0932 or TDD (toll free) at 1-877-909-2782.
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Information required?
The procedure is very simple and user friendly. In order that we may provide
the same level of service to all, we ask only that the information be submitted
under cover of an email message that contains certain specific information.
Otherwise, we will be unable to post your documents.
The following must be included within your email:
- The date of your submission
- Who you are
- Short description of your submission’s contents
- The names of all files that you have attached to the email
- The software program or programs used in their preparation
- Size of each file in kilo-bytes (KB)
- The document(s) attached
For your convenience, when attaching more than five documents to your email,
we suggest that you create a WINZIP file and attach only this file along with the
cover letter to the email. All of the above information should be presented
clearly in the body of your email.
Following are two examples of summary information required:
Any document sent (whether broadcasting or telecom-related):
Date (yyyy/mm/dd) - Company name
Description: Short description of what your submission is about. No more than
three lines please.
Documents: Software program(s) used
Name.extension - Size in KB
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Telecommunications Tariff Application:
Date (yyyy/mm/dd) - Company name
Requested effective date: yyyy/mm/dd
Tariff title: title of tariff being filed
Tariff type: (general, special assembly, etc.)
Tariff items: (item number of tariff being filed)
Description: (A short description of the tariff being filed - no more than
three lines please)
Documents: Software program(s) used
Name.extension - Size in KB
Please note that no file name should be more than eight characters in length,
excluding the normal three-character extension. We also ask you to ensure that
each file name is used only once. This will avoid any filing errors should you
wish to replace or amend any of the material in your original submission.
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To register as an interested party?
People and companies frequently want to register with the Commission as
interested parties in telecommunications proceedings. This is to ensure that they
receive notification of filings by applicants, pertaining to specific
applications or public processes. Also, parties may be interested in
documentation concerning one or more aspects of the ongoing activities of common
carriers having to do with such regulated matters as tariff filings, quality of
service standards, and so on. All you need to do is mail or email us the
following information:
Please fill out and submit the Registration
form for
Interested Party.
Please ensure that all of the above information is kept up to date here at the
Commission by advising us promptly of any changes.
Also, in order to keep the process as simple and efficient as possible both
for the Commission and for interested parties, we strongly recommend that you
supply us with, and make use of, one single, central email address or mailbox. It
is important that the Commission’s email messages not sit unopened in somebody’s
personal account if your company is to receive all essential information in a
timely manner, therefore we recommend that your mailbox be accessible by more
than one person at your end.
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To revise documents previously sent?
The same rule applies as if you were sending an original document; this is
done to avoid any confusion. Please ensure that in your description, you indicate
that it is a revision or replacement for the original file.
If you send your documents to the Commission via email, you must ensure that
you send a copy of your revision to all participants who have registered their
email address for a particular proceeding.
How can I make my documents more user-friendly and accessible on the
Internet?
Paragraph numbering does help a great deal. When a reference is made to a
sentence or paragraph appearing in a document posted on the Internet, it can be
difficult to explain to others just where the cited text appears within the
document. Because the settings used for printers, fonts and computer monitors
vary widely, documents viewed on or printed from a website at one work station
can differ greatly in appearance from the same document viewed or printed at
another work station. If you use paragraph numbering, you can quote a paragraph
number and be confident that all parties will be able to locate the exact same
paragraph without any confusion.
In addition to paragraph numbering, it can also help in determining that a
document has not been damaged during electronic transmission, if the last
paragraph of the document is followed immediately by the following line:
***End of Document***
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What about viruses?
The Commission has a program that detects viruses, and we check our site on a
daily basis. We are often able to tell you of any virus concerns before you can
tell us. This does not mean that you should solely rely on us. We count on your
vigilance as well. We enjoy a close and very positive working relationship with
all of our participants. It is only common sense that we advise each other of
potential problems, as soon as possible. If we all do our part to scan our files
frequently and routinely, we can avoid any viruses ourselves, and prevent them
from affecting others. Please scan your files before sending them to the
Commission.
How long will it take for my document to appear on your website?
The Commission updates its website twice each weekday. One update occurs at
11:00 a.m.(E.S.T.) and the other at midnight. Normally, we can have an email
submission relating to a proceeding posted on our website within two updates of
its receipt in the Commission. This means that if we receive your email before
10:00 a.m. on Monday, you can expect to see it on our website following our
update at 11:00 a.m. on Tuesday. This applies to the non-confidential portion of
telecommunications applications, comments or interventions (pertaining to both
broadcasting and telecommunications matters), and any replies thereto.
Broadcasting applications, however, are posted on our website only when their
receipt has been officially announced in a public notice. These and other
Commission publications, such as decisions and orders, are posted on the Internet
on the same date and time as the scheduled release for the hard copy document.
Need to know more?
If you would like to learn more about epass or to use our forms, view the
guidelines, or review our e-filing addresses, please go to our website under
File, Register and Epass.
Who can I contact for further information?
If you have any further questions, we would like to hear from you. Please go
on our website under Contact Us regarding any
particular question or issue.
You need help – Call us at 1-866-893-0932 or TDD (toll free) at
1-877-909-2782.
This document is available in alternative format upon
request.
Date Modified: 2006-07-04 |
