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Comprehensive Voter List Maintenance Guide

This guide outlines daily, monthly, biannual, and biennial tasks for maintaining voter lists. It covers tasks such as updates, checks, reports, and mailing list processes to ensure accurate voter records. The guide emphasizes the importance of staying organized and compliant with laws.

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Comprehensive Voter List Maintenance Guide

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  1. List Maintenance We mean it when we “Clean” it!!

  2. List Maintenance • Daily Tasks • Monthly Tasks • Biannual Tasks • Biennial Tasks

  3. Daily List Maintenance • Voter Adds, Updates and Changes • Duplicate Checks • County • State-wide • Cancellations • SEIMS “Moved Within State” (ID Match) • Voter Provided Cancellations • County / State Notices

  4. Monthly List Maintenance • DHHS Reports • Death Notices • Felony Reports • NC Department of Corrections

  5. Biannual List Maintenance • NCOA (National Change of Address) • US Postal Service Updates by NC Voters • 1st and 3rd Quarter of Year • NCOA List Processing in SEIMS • Exclusions • Registration Status is NOT Active (A) • New Registrations > 95 Days • Residential Address Updates > 95 Days • Mailing Address Updates > 95 Days • Valid FPCA Request • After SEIMS 1st Quarter Release 2/2011 • SBOE will Notify / Provide NCOA List file

  6. Annual List Maintenance • Remove Inactive Voters Task • 2 Federal Elections • Cut off Date in SEIMS • Remove Temporary Voters Task • 1/01 to 12/31 of previous year • Use 1/01/2009 to 12/31/2010 if not sure of Task was run last year…

  7. Biennial List Maintenance • No Contact Mailing Tasks • Start Process no later than 1/10/2011 due to NCOA Mailing in late February • No Activity/Contact by Voter since Cutoff date • Voter History • Voter Changes • Petitions • Absentee Ballot requests • Poll Worker ** FINALIZE Voter History MUST be done before starting process

  8. Biennial List Maintenance • No Contact Mailing Tasks • Generate No Contact List Admin Task • Include Voters with NO GEOCODE • 0 PCT with “Contact CBE” Reference is ACTIVE • Create No Contact Mailing Admin Task • Create / Mail Verification Cards • Select Option “List Maintenance Only” • Verify Created Cards vs. No Contact List • Check Wait 15 days after initial Mailing • Check Wait 30 days after Address Confirmation Mailing

  9. List Maintenance • Required by Law • Ensures accurate and up-to-date voter records, voter counts and lists • Cooperative efforts of many…. • Counties • States • Government Agencies • USPS

  10. List Maintenance We REALLY mean it when we “Clean” it !!

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