SECTION 230:10-7-43. Retention of forms and materials documenting voter registration transactions

(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.

[Source: 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; Amended at 36 Ok Reg 1537, eff 9-16-19]