EDGAR FAQs

When preparing to file your first document via the EDGAR system you will probably have many questions. We have assembled a list of Frequently Asked Questions based on a culmination of questions asked by our clients over the years.

Should you have additional questions, please contact us and we will ensure that you receive answers as quickly as possible.

General

Q: How do I contact Newsfile Corp. ?
Q: What is EDGAR?
Q: How do I become an EDGAR filer?
Q: How do I start EDGAR filing with Newsfile Corp. ?
Q: Why should I file with Newsfile Corp. ?
Q: Can I file on my own?
Q: What if we cannot locate our filing codes?
Q: What if we need to change our filing codes?
Q: What if we can't find our passphrase?
Q: How long does it take to receive our filing codes after submitting a Form ID?
Q: How do I update company information in the EDGAR system?
Q: What happens if I submit a filing by mistake?
Q: How quickly can I determine whether my filing was accepted?
Q: How large can an EDGAR submission be?
Q: How many documents can an EDGAR submission contain?
Q: Where can I find information on SEC forms?
Q: How long does it take to EDGARize a document?
Q: When are SEC holidays?
Q: What EDGAR filing deadlines am I subject to?

Formatting

Q: Do I need to specify whether I want my documents to be created in HTML or ASCII?
Q: How should I decide whether or not to file my documents in HTML or ASCII?
Q: What is HTML?
Q: How is HTML different from ASCII?
Q: Why can't I just use the "save as .html" option in Microsoft Word and file that on the EDGAR system?
Q: Why does my document filed in HTML not look the same as my document printed from its original format?
Q: How long will ASCII filings be allowed?
Q: What is PDF and in what situations is filing in PDF permitted?
Q: What is SEC XBRL and how will it affect our filing process?
Q: Can an EDGAR filing submitted in HTML format be posted to my Web site?
Q: When I download and view an EDGAR document filed in ASCII I cannot view it properly in Word, Why?
Q: Can I use more than one format in a submission?
Q: What format should my documents be in before sending them to Newsfile for conversion and transmission to the SEC?
Q: Will it be necessary to review the EDGAR filing in the format I have chosen (ASCII, HTML, PDF) and give my authorization to transmit to the SEC?
Q: How can I format documents to aid in the EDGARization process?
Q: Are there any restrictions regarding the inclusion of graphics in my filing?

Submitting Amendments

Q: What is an amendment?
Q: What needs to be done to submit an amendment?
Q: What is redlining?
Q: How does redlining work?
Q: How can I see the redlined areas of the document?
Q: How does redlining affect how the document is displayed on the SEC web site?

Paying Filing Fees

Q: What SEC fees are required?
Q: How do I pay fees associated with an EDGAR filing?
Q: How do I know I have sufficient funds in my account?
Q: Can you wire the funds on my behalf and invoice me later?
Q: How can I retrieve unused funds?

 


General

How do I contact Newsfile Corp. ?

Please view the contact page.

What is EDGAR?

Please visit the EDGAR overview page.

How do I become an EDGAR filer?

Before you can file with the EDGAR system you must register as an EDGAR filer and create the required filing codes. This is accomplished by submitting a Form ID to the SEC. Form IDs are submitted electronically; visit our page on Form IDs to learn more. Once you have successfully registered and have created your filing codes, we will require your CIK and CCC codes in order to submit a filing for you.

How do I start EDGAR filing with Newsfile?

Please view our EDGAR filing process.

Why should I file with Newsfile Corp. ?

Please visit the EDGAR overview page and read our value proposition.

Can I file on my own?

Yes. You can obtain a copy of the latest EDGAR Filing Manual from the SEC web site. Be forewarned however that the EDGAR Filing Manual is contained in three volumes and conversion of documents into an EDGAR acceptable format and filing is not as straight forward as it first appears.

What if we cannot locate our filing codes?

Please view our section on EDGAR filing codes.

What if we need to change our filing codes?

Please view our section on EDGAR filing codes.

What if we can't find our passphrase?

Please view our section on EDGAR filing codes.

How long does it take to receive our filing codes after submitting a Form ID?

Please view our section on EDGAR filing codes.

How do I update company information in the EDGAR system?

Mailing and contact information can be updated online via the EDGAR filing web site. This includes:

  • company/individual's name;
  • IRS number;
  • State of incorporation;
  • fiscal year end;
  • address;
  • internet and e-mail address; and
  • accountant name and address.

Note that the SEC needs to approve name changes and that it will not show up online until your next filing. If filing codes need to be updated, the client should use the Filer Management web site.

* To update the SIC code associated with a company you will need to speak to a representative from the SEC's legal division. Call the EDGAR support line at 202-942-8900 for more information.

What happens if I submit a filing by mistake?

This could be a very serious problem if the filing does not contain errors that would cause EDGAR to suspend the filing. Once a public filing is accepted by EDGAR, it is immediately disseminated. In order for a filing to be removed from the website the filing company must write a letter on their company letterhead to the SEC requesting and giving reasons for the removal.

How quickly can I determine whether my filing was accepted?

The quickest way for you to find out if your filing was accepted or suspended is to use the SEC Filing website. We will also forward a copy of the email confirmation from the SEC to you.

How large can an EDGAR submission be?

An EDGAR submission can be no larger than 100 MBs (megabytes) in size. Most filings will never come close to exceeding this limit.

How many documents can an EDGAR submission contain?

According to the EDGAR filer manual a submission may include a maximum of 612 documents in the following combination:

  • One (1) main submission document
  • One hundred (100) correspondence
  • Ten (10) covers
  • Five hundred (500) exhibits
  • One (1) EU-1 (NASAA document)

Where can I find information on SEC forms?

Please visit our section titled forms and templates.

How long does it take to EDGARize a document?

The process of EDGARization into either ASCII or HTML format is very labour intensive. The time needed to convert a document depends on the skills used by the creator of the original document. As an approximation of the time required, estimate a conversion rate of 10 pages per hour. For example, a Form 10QSB consisting of approximately 25 pages will take anywhere from 2-4 hours to put into an acceptable format. If a PDF file is to accompany the official EDGAR filing, allow more time for that production and also be prepared to proof not only the ASCII or HTML file, but the PDF file as well as paper documents. A filing accepted by the SEC after 17:30 EST (14:30 PST) will receive the next business day’s date.

When are SEC holidays?

Visit the SEC site to find out.

What EDGAR filing deadlines am I subject to?

Please visit our section titled SEC EDGAR Hours of Operation, Deadlines, and Holidays.


Formatting

Do I need to specify whether I want my documents to be created in HTML or ASCII?

Yes. It will be necessary to request the format you prefer for the main document and all exhibits. For efficiency and cost containment, the format should be decided before the start of conversion. View our EDGAR filing process to learn more.

How should I decide whether or not to file my documents in HTML or ASCII?

Please see our section titled HTML vs. ASCII.

What is HTML?

Please see our section titled HTML vs. ASCII.

How is HTML different from ASCII?

Please see our section titled HTML vs. ASCII.

Why can’t I just use the “save as .html” option in Microsoft Word and file that on the EDGAR system?

Please see our section titled HTML vs. ASCII.

Why does my document filed in HTML not look the same as my document printed from its original format?

Please see our section titled HTML vs. ASCII.

How long will ASCII filings be allowed?

For an indeterminate amount of time. In a recent release, SEC officials stated that they "expect to require HTML for most filings as soon as practicable, so we encourage filers to use it and gain experience with this format..."

What is PDF and is filing in PDF permitted?

PDF stands for Portable Document Format. Documents in PDF must be viewed using the Adobe Acrobat Reader. It is a proprietary standard, set forth by the Adobe Corporation, for conveying graphic/multi-media-intensive document information across multiple platforms. EDGAR accepts documents in PDF format as unofficial copies of documents contained in the submission. The unofficial PDF document must be filed with its official counterpart (HTML or ASCII). If you wish to file a PDF version later, it must accompany an amendment of the official filing. The only exception to this is when filing a non-public correspondence document for an SEC examiner. The redlined PDF alone may be sent in the “CORRESP” document or submission.

What is SEC XBRL and how will it affect our filing process?

Please see our page on SEC XBRL.

Can an EDGAR filing submitted in HTML format be posted to my Web site?

Yes. The HTML EDGAR version is Web-ready; however, due to the limitations imposed by the SEC for the EDGAR system, the document is not formatted as richly as it might be if it were produced without the restrictions of EDGAR/HTML coding.

When I download and view an EDGAR document filed in ASCII I cannot view it properly in Word, Why?

Please click here for instructions on opening and viewing an EDGAR filed .txt file.

Can I use more than one format in a submission?

Yes you can. Each complete document must be in one format only, but a submission may contain a combination of HTML, ASCII and PDF documents.

What format should my documents be in before sending them to Newsfile for conversion and transmission to the SEC?

Newsfile can process many different document formats, including paper, word-processing, spreadsheet and desktop publishing. We can also process documents already in EDGAR ASCII, HTML, or PDF format, but due to the SEC's file format restrictions, they may not be SEC compliant requiring lengthier processing and higher cost.

Will it be necessary to review the EDGAR filing in the format I have chosen (ASCII, HTML, PDF) and give my authorization to transmit to the SEC?

If you request to review the documents before filing we will send them to you prior to submission. Reviewing ensures that the documents meet your expectations and that the filing timeline is met. Authorization to transmit must be given once the filing is reviewed.

How can I format documents to aid in the EDGARization process?

Please visit our section titled HTML vs. ASCII.

Are there any restrictions regarding the inclusion of graphics in my filing?

Yes. Section 232.304 of Regulation S-T states the restrictions of submitting graphics with EDGAR filings. Key points include:

  • If a graphic is omitted from a filing the electronically filed version of that document must include a fair and accurate narrative description, tabular representation or transcript of the omitted material.
  • Information such as text or tables that users must be able to search and/or download into spreadsheet form (e.g. financial statements) may not be presented in a graphic or image file; such material must be presented as text in an ASCII document or as text or an HTML table in an HTML document.
  • Animated graphics (i.e. animated GIFs) are not permitted.
  • Graphics may only be submitted in GIF or JPEG format. Newsfile Corp. can help you scan your images to create a web graphic and/or convert your images from other formats to either a JPEG or GIF.

As stated in a recent press release, the SEC has noticed that a number of filers have converted their financial tables, tables reporting executive compensation, stock options, insider reports, proxies and in some case entire text pages into JPGs which form part or all of the required SEC filing. This is totally off-side. All of these items are required to be in searchable text or table format in HTML or ASCII. They may not appear solely as a JPG. The Securities and Exchange Commission takes the view that the filing is not officially filed until an ASCII or HTML version of all required items have been filed.


Submitting Amendments

What is an amendment?

An amendment is an alteration to a previously submitted EDGAR filing. Amendments are usually made in response to a request by the SEC reviewer.

How do I submit an amended document?

There are two options available. As your filing agent we can a) EDGARize and file the amended document, or b) simply make the amendments to the previously filed document and then re-file it. EDGARizing the amended document (option a) will take more time and ultimately be more costly. If you like, we can also highlight the amended sections of the document using the SEC redlining feature (discussed below).

What is redlining?

The EDGAR system makes use of a special redlining feature. Sections of your submission text that have been redlined will be highlighted for the SEC reviewer in bold magenta color in order to differentiate that section of text from other non-redlined sections. This is particularly useful if wish to alert the SEC reviewer of the amended areas of your document.

How does redlining work?

The redlining feature can be activated by surrounding the submission text in question with the ASCII or SGML <R> tags. Although this tag is not supported by common browsers and HTML 3.2, the SEC reviewers utilize special software that highlights the sections of your submission text marked with the redline tags in bold magenta color in order to differentiate that section of text from other non-redlined sections.

How can I see the redlined areas of the document?

If you wish to review a redlined document prior to filing we will make the <R> </R> tags visible in the browser. Although we can't simulate what the SEC reviewer will see, you will be able to determine what areas of the document will be highlighted in bold magenta color.

How does redlining affect how the document is displayed on the SEC web site?

The redline tags within the HTML document are not disseminated to the public; only the SEC reviewer will see them. Each redline tag character will be replaced by a blank character (' ') before the submission is disseminated. The blanks will not be visible from the browser but will be visible in the HTML source code.


Paying Filing Fees

What SEC fees are required?

Please visit our section titled EDGAR filing fees.

How do I pay fees associated with an EDGAR filing?

Please visit our section titled EDGAR filing fees.

How do I know I have sufficient funds in my account?

Please visit our section titled EDGAR filing fees.

Can you wire the funds on my behalf and invoice me later?

Please visit our section titled EDGAR filing fees.

How can I retrieve unused funds?

Please visit our section titled EDGAR filing fees.

Regulatory Filing Experience
Notice Our team has submitted over 30,000 EDGAR filings since 1999 and more than 50,000 SEDAR filings since the system's inception in 1997. Contact us to learn more about how we can assist you.
Helpful Tools
Wrench We provide a variety of tools including a web based Section 16 application for building, proofing, and submitting forms 3, 4, and 5, a fee calculator, and form generators.
We Know XBRL
Notice Our North American team of XBRL specialists has prepared and filed hundreds of XBRL filings with SEC EDGAR. We use proprietary software to assist our clients meet the detailed note tagging requirements.
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