Oklahoma Administrative Code › Title 230 - State Election Board › Chapter 10 - The County Election Board › Subchapter 7 - General Administration of the County Election Board Office › Part 5 - MAINTAINING THE OFFICE › Section 230:10-7-43 - Retention of forms and materials documenting voter registration transactions

Current through Vol. 41, No. 20, July 1, 2024
(a)
Original registration records removed from Central File.
Original
				  voter registration records that have been removed from the Central File due to
				  cancellation of registration or due to change in registration shall be retained
				  for 24 months following removal. These original registration records shall be
				  filed together by month in alphabetical order. See also
				  230:10-7-40.
(b)
Materials documenting cancellation
				  of registration.
Materials used to document the cancellation of a
				  voter's registration shall be retained for 24 months following the
				  cancellation. These materials include Request to Cancel Registration of
				  Deceased Voter; Potential Deletion Reports; Potential Duplicate Reports;
				  Judgment of Incapacitation Reports, cancellation requests from voters;
				  certified copies of death certificates; notices of felony conviction; Deleted
				  Voters by Reason reports, address confirmation return cards indicating
				  addresses outside the county; True Duplicates Deleted Reports, and any document
				  used by the Oklahoma National Guard to notify the County Election Board of the
				  death in the line of duty of a member of the Oklahoma National Guard.
(c)
Rejected voter registration
				  applications.
Rejected voter registration applications shall be retained
				  for 24 months following rejection. Rejected applications shall be filed by
				  month in alphabetical order.
(d)
Rejection notices returned by post office.
Rejection notices that
				  have been returned by the United States Postal Service marked "undeliverable as
				  addressed" shall be retained for 24 months following return. Returned
				  undelivered rejection notices shall be filed by month in alphabetical
				  order.
(e)
Voter
				  identification cards returned by post office.
Voter identification cards
				  that have been returned by the United States Postal Service marked
				  "undeliverable as addressed" shall be retained for 24 months following return.
				  Returned undelivered voter identification cards shall be filed by month in
				  alphabetical order.
(f)
Insufficient Information Rejection Notices returned by applicant.
An Insufficient Information Rejection Notice returned to the County Election
				  Board by the applicant with the information required to complete the
				  application shall be filed in the Additional Information Correspondence file or
				  in the Central File inside a file sleeve containing the voter's original voter
				  registration application. Material in this file shall be retained as long as
				  the voter remains registered. An Insufficient Information Rejection Notice that
				  is returned by a voter but still does not contain enough information to
				  complete the application shall be filed by month in alphabetical order and
				  retained for 24 months.
(g)
Address confirmation return cards and undelivered address confirmation
				  notices.
All address confirmation return cards received by the County
				  Election Board shall be retained for 24 months, except return cards used to
				  change a voter's address in the county. Address confirmation return cards used
				  to change the voter's address in the county shall be filed in the Additional
				  Information Correspondence file and shall be retained as long as the voter
				  remains registered. Undelivered address confirmation notices shall be retained
				  for 24 months.
(h)
Registration update documents printed from MESA.
When certain
				  voter registration transactions - such as address changes submitted
				  electronically by the Department of Public Safety, address changes and
				  political affiliation changes submitted online, and address changes that result
				  from returned address confirmation notices - are processed in MESA, a form is
				  created automatically to document the registration change. These registration
				  update documents, also called "Central File form" shall be retained in the
				  Central File. It is the recommendation of the State Election Board that such
				  Central File forms be placed inside a file sleeve with the voter's original
				  voter registration application.
Amended at 9 Ok Reg 1227, eff 3-1-92 (emergency) ;
						Amended at 9 Ok Reg 2373, eff 7-1-92 ; Amended at 12 Ok Reg 2185, eff 7-1-95 ;
						Amended at 13 Ok Reg 2469, eff 7-1-96 ; Amended at 15 Ok Reg 2543, eff 7-1-98 ;
						Amended at 23 Ok Reg 1274, eff 7-1-06 ; Amended at 30 Ok Reg 1617, eff
						7-15-13