New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle V - State Board of Elections › Part 6212 - Procedures For Digitizing Voters' Signatures › Section 6212.5 - System management

Current through Register Vol. 46, No. 28, July 10, 2024
(a) The
				county board shall have primary responsibility for all aspects of the creation,
				maintenance and use of the file. Although support, guidance and assistance may
				be obtained from the State Board, a vendor or vendors or other outside sources,
				the county board of elections is responsible for ensuring compliance with the
				Election Law and for carrying out these regulations and any relevant directives
				of the State Board.
(b) The county
				board shall prepare a work plan for conversion of the existing registration
				poll records to a computer registration file with signature images and use of
				that file to produce registration poll lists for the polling places each
				election day. The work plan shall include a schedule for conversion of the
				existing records with estimates of resources required and data on which those
				estimates are based and a calendar for completion of the work with interim
				milestones indicated. The work plan shall be amended as necessary during the
				course of conversion.
(c) The board
				shall write and adopt procedures for all tasks in the process of conversion to,
				or maintenance of, the file and shall modify and amend those procedures as
				experience dictates. The procedures should provide for quality control,
				particularly at points in the process known to be error prone. Personnel
				employed in conversion or maintenance shall be trained in the procedures and
				required to follow them.
(d) The
				processes of conversion to and maintenance of the computer registration file
				shall be fully documented. Logs shall be maintained indicating what was done,
				when and by whom. Such documentation is subject to review by the State
				Board.
(e) Access to computer file
				in which signature images are stored shall be limited to those persons
				authorized for access by the county board and a written plan for accomplishing
				that purpose shall be adopted by the board. Each access to the file other than
				inquiry shall be recorded. Such records shall include date and time of such
				access and the name of the person accessing. The board shall designate a person
				or persons to be responsible for controlling, recording and monitoring access
				to the file. That person or persons shall immediately report any unauthorized
				access to the board.
(f) The board
				of elections must maintain, as public records at the appropriate office of the
				board, a complete and current hard copy alphabetized list of all registered
				voters which includes the address, town or city, assembly district or ward,
				where appropriate, election district, registration serial number, party
				enrollment, date of registration, sex and date of birth of each such voter and
				a complete and current hard copy list of all registered voters which is
				arranged by election district and which contains all the information required
				to be included for each voter on the registration poll list prepared for use at
				an election, together with the facsimile signature of each such voter. The
				county board shall ensure that voter registration lists on any medium, which
				are sold or distributed, other than for use by the board or to comply with the
				order of a court of competent jurisdiction, do not include facsimile voter
				signatures or the capability to generate facsimile voter signatures, but do
				include all other data contained in those records.
(g) A complete list is printed not less than
				once per year following completion of the purge and is updated weekly by a
				reprinting of the complete list or by the printing of supplements showing
				additions or deletions to the master file occurring during the preceding
				week.
(h) As soon as feasible
				following the first use of registration poll lists in an election, the county
				board shall convene and conduct an evaluation of the project, including all
				aspects of contract administration, creation and maintenance of the computer
				registration file, training of personnel including poll workers, utility of the
				reigstration poll lists, public understanding and acceptance of the system,
				etc. The State Board shall participate in the evaluation. A report of the
				evaluation shall be written and filed with the State Board.