LIST MAINTENANCE OVERVIEW

N.C. State Board of Elections

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List Maintenance Tasks

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Daily Tasks

Monthly Tasks

Semi-Annual Tasks

Biennial Tasks

List Maintenance

• Required by Law!

• Happens Every day!

• Ensures accurate and up-to-date voter records, voter counts and lists.

• Cooperative efforts of many…. • Counties• States• Government Agencies• USPS

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SEIMS Numbered Memos

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NCOA (USPS):2009-0006 - NATIONAL CHANGE OF ADDRESS REPORT

FELONY (DOC):2008-0004 - DOC FELON REPORTS

DECEASED (DHHS):2008-0005 - DHHS DECEASED REPORTS

DUPLICATES (SEIMS Statewide):2008-0006 - DUPLICATE REGISTRATION REPORTS

DAILY TASKS

Voter Changes• Updating a voter’s name or address

upon receipt of a change request sent in by a voter

Duplicate Checks• Checks are made at the time of

processing voter registration applications, both within the county and outside the countyCancellations

• Removing voters who have moved out of the county or out of the state based on cancellation notices

• Removing voters due to death based on a notice received from a family member

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DAILY TASKS

Voter Moves

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MONTHLY TASKS

Death reports• The SBOE receives data from the

NC Department of Health and Human Services.

Felony reports• The SBOE receives data from the

NC Department of Corrections

Duplicate checks• The SBOE actively searches for

possible duplicate matches in the statewide voter registration database

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MONTHLY TASKS

Felony Checks

• The SBE receives data from the NC Department of Corrections Services every month. DOC is used instead of AOC since people in the AOC system have not typically been convicted yet.

• The SBE matches the voter registration data against the DOC data.

• Every Month two reports are created and electronically sent to every county board of election office.

• Reports are a potential match report and just the specific felon list for that county.

• Enhancement is being worked on to incorporate this process into SEIMS.

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MONTHLY TASKS

Felony Checks

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MONTHLY TASKS

Deceased Checks

• The SBE receives data from the NC Department of Health and Human Services every month.

• The SBE matches the voter registration data against the DHHS data.

• Every Month two reports are created and electronically sent to every county board of election office.

• Reports are a potential match report and just the specific death list for that county.

• Enhancement is being worked on to incorporate this process into SEIMS.

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MONTHLY TASKS

Deceased Checks

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MONTHLY TASKS

Duplicate Checks

• The SBE actively searches for possible duplicate matches in the statewide voter registration database.

• Every Month two reports are created and electronically sent to every county board of election office.

• Reports are an exact match and a potential match report.

• Enhancement is being worked on to incorporate this process into SEIMS.

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MONTHLY TASKS

Duplicate Checks

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SEMI-ANNUAL TASKS

The NCOA Program

• Incorporated into Statewide voter registration system.

• Statewide voter database is sent off to third party vendor to match all active registered voters against the NCOA database.

• Twice a year – in January and July.

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SEMI-ANNUAL TASKS

The NCOA Program

• Exclusions• Registration Status is NOT

Active (A)• New Registrations > 95

Days• Residential Address

Updates > 95 Days• Mailing Address Updates >

95 Days• Valid FPCA Request

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BENEFITS CHALLENGES

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Ability to update addresses

Ability to remove ineligible voters

Ability to remove deceased voters

Less Provisionals or Transfers

Ability to provide cleaner lists to political parties, campaigns, organizations and the public

Ensures optimal postal discounts

Increases up front administrative tasks

Does not get everyone in the household

Increases CBE postage expenses

NCOA PROGRAM

BIENNIALTASKS

NO CONTACT MAILINGS

• All odd-numbered years• Must be completed by April 15th

• Non-forwardable NO CONTACT mailings are sent to all active voters whom the CBE has not had contact for a period of two federal election periods

• If a NO CONTACT mailing is returned as undeliverable, then a forwardable confirmation mailing is mailed to the voter

• The voter must respond to the address confirmation mailing. If the voter does not respond or return the mailing, then the voter must be made Inactive in the voter registration database.

• Inactive voters who do not confirm their address with the county board of elections for a period of two federal election cycles from the date they are made inactive, will be removed

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BIENNIALTASKS

NO CONTACT MAILINGS

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QUESTIONS?

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