Search Results
GS-01: Voter Registration and Elections
| Series Number | Series Title | Description | Retention | Disposition | Citation | Approval Date |
|---|---|---|---|---|---|---|
| 006055 | Candidate Qualification: Campaign Finance – Final Report Filed | This series documents filings required by the Virginia Campaign Finance Disclosure Act for individuals who have filed a final report. The records of the current election cycle are retained through the successive general election, plus one year. This series may include, but is not limited to: Statements of Organization, expenditure reports, exemption requests, and related correspondence. | Retain 1 year(s) after election | Confidential Destruction | COV 24.2-946.2(B) | 9/14/2023 |
| 200779 | Candidate Qualification: Campaign Finance – Final Report Not Filed | This series documents filings required by the Virginia Campaign Finance Disclosure Act for individuals who have not filed a final report, and seek election to the same office in a successive election. The records of the current election cycle are retained through the successive general election. This series may include, but is not limited to: expenditure reports, exemption requests, and related correspondence. | Retain until after election | Confidential Destruction | COV 24.2-946.2(B) | 9/14/2023 |
| 200780 | Candidate Qualification: Campaign Finance – Final Report Not Filed – Dormant | This series documents filings required by the Virginia Campaign Finance Disclosure Act for individuals who have not filed a final report and whose campaign committee file has been found dormant. This series may include, but is not limited to: Statements of Organization, exemption requests, expenditure reports, and related correspondence. | Retain 100 year(s) after last action | Confidential Destruction | 9/14/2023 | |
| 000509 | Candidate Qualification: Non-Campaign Finance | This series documents candidate qualifications and compliance with eligibility requirements (excluding campaign finance disclosures). This series may include, but is not limited to: Petitions of Qualified Voters, Declarations of Candidacy, Certificates of Candidate Qualification, and Statements of Economic Interest filed or verification thereof. | Retain 2 year(s) after receipt | Confidential Destruction | COV 24.2-502 | 9/14/2023 |
| 200781 | Elections: Absentee Ballots – Applicant List | This series documents the individuals who applied for an absentee ballot for federal and non-federal elections. This series may include, but is not limited to: the absentee voter applicant list and supplementary lists containing the names of individuals voting absentee in person. | Retain 2 year(s) after election | Confidential Destruction | COV 24.2-710 | 9/14/2023 |
| 200782 | Elections: Absentee Ballots – Contracts for Printing and Mailing | This series documents contracts with third parties for the printing, assembly, and/or mailing of ballots. This series may include, but is not limited to: contracts. | Retain 2 year(s) after expiration | Confidential Destruction | 1VAC20-70-90 (B)(5) | 9/14/2023 |
| 200783 | Elections: Absentee Ballots – Drop Box Surveillance | This series documents the surveillance of absentee ballot drop box locations. This series may include, but is not limited to: audiovisual recordings. | Retain 30 day(s) after closed | Confidential Destruction | 9/14/2023 | |
| 006048 | Elections: Abstracts | This series documents the certification of official election results by local electoral boards. The abstracts are used to tabulate official election results and include the total number of voters, total votes for each candidate/issue, and write-in certification. This series may include, but is not limited to: abstracts. | Permanent, In Agency | COV 24.2-675 | 9/14/2023 | |
| 006052 | Elections: Ballots – Federal | This series documents ballots used in all federal elections. This series may include, but is not limited to: counted and uncounted ballots and ballot images. | Retain 2 year(s) after election | Confidential Destruction | COV 24.2-669, 52 USC 20701 | 9/14/2023 |
| 006053 | Elections: Ballots – Non-Federal | This series documents ballots used in non-federal elections. This series may include, but is not limited to: counted and uncounted ballots. | Retain 1 year(s) after election | Confidential Destruction | COV 24.2-669 | 9/14/2023 |
| 006054 | Elections: Ballots – Unused | This series documents the ballots that are unused in all elections, but which must be retained until the time has expired for initiating a recount, contest, or other proceeding. This series includes: unused ballots. | Retain until after expiration | Confidential Destruction | COV 24.2-669 | 9/14/2023 |
| 000510 | Elections: Election Materials | This series documents single elections. This series may include, but is not limited to: cancelled and single-election absentee voting materials, including copies of absentee ballot applications for single elections, change forms, assistance forms, statements, identity confirmation forms, eligibility forms, and Certificates of Mailing (COM); single-election precinct updates, including emergency polling place relocation forms; ballot management records, including oaths related to ballots, receipts, and drop-box ballot collection forms; and election day materials, including officer of election Election Day oaths, Statements of Results, poll books, poll book count sheets, tally sheets, election day logs, incident reports, voting equipment testing, chain of custody documentation, recount records, audit records, certifications, and reports. | Retain 2 year(s) after election | Confidential Destruction | COV 24.2-611, COV 24.2-669, COV 24.2-711(B) | 9/14/2023 |
| 000513 | Elections: Officers of Election Appointments | This series documents the appointment of officers of election by the electoral board. This series may include, but is not limited to: public lists. | Retain until after superseded, obsolete, or rescinded | Non-confidential Destruction | COV 24.2-115 | 9/14/2023 |
| 006077 | Precincts: Oversight and Updates | This series documents permanent updates to precincts and polling places including, but not limited to, the decennial redistricting process and communication with United States Department of Justice and the Virginia Office of the Attorney General regarding the provisions of the National Voting Rights Act and the Virginia Voting Rights Act, respectively. This series may include, but is not limited to: correspondence; preclearance reviews and bailouts; and redistricting materials, including census data, changes to election districts, new voter information, voting precinct maps, and geographical representations of districts. | Permanent, In Agency | 9/14/2023 | ||
| 200784 | Precincts: Voting Equipment Security | This series documents the non-election-specific security protocols for voting equipment. This series may include, but is not limited to: security plans. | Retain until after superseded, obsolete, or rescinded | Confidential Destruction | 9/14/2023 | |
| 006095 | Voter Registration: Applications – Approved, Cancelled, and Transferred Out | This series documents the approvals, cancellations, and transfers of voter registration applications. This series may include, but is not limited to: active and inactive voter registration applications; related correspondence, including registration and cancellation notices; and records related to voter eligibility. | Retain 4 year(s) after expiration | Confidential Destruction | COV 24.2-404(A)(5), COV 24.2-114(8) | 9/14/2023 |
| 006065 | Voter Registration: Applications – Damaged | This series documents voter registration applications that are returned by the U.S. Postal Service as damaged and cannot be associated with any individual. This series includes: damaged applications. | Retain 4 year(s) after receipt | Confidential Destruction | 9/14/2023 | |
| 000516 | Voter Registration: Applications – Denied | This series documents the denial of incomplete or ineligible voter registration applications. This series may include, but is not limited to: denied voter registration applications, notices of denial, and records related to applicant eligibility. | Retain 4 year(s) after last action | Confidential Destruction | COV 24.2-114(8) | 9/14/2023 |
| 006069 |
Voter Registration: Pre-1970 (Defunct, Permanent)
Series Status: Defunct, Permanent
|
This series documents voter registration before 1970 and provides evidence of changes to the voter registration process following the Voting Rights Act of 1965. This series may include, but is not limited to: lists of voters, voter registration cards, and voter registration transfer documentation. | Permanent, Archives | 9/14/2023 | ||
| 006061 | Voter Registration: Updates | This series documents the assurance of the accuracy of registration records. This series may include, but is not limited to: lists of the names and addresses of all persons to whom notices are sent; information concerning whether each person has responded to the notice; and voter correspondence regarding registration updates. | Retain 2 year(s) after closed | Confidential Destruction | COV 24.2-444(B)(C), 42 USC 1973gg-6(i) | 9/14/2023 |
| 000515 | Voter Registration: Voter/Election Mail - Returned | This series documents mail that is returned as undeliverable. This series may include, but is not limited to: voter cards and confirmation notices (National Change of Address). This series does not include absentee ballots returned as undeliverable, which are covered by series 000510. | Retain 2 year(s) after receipt | Confidential Destruction | COV 24.2-444(B) | 9/14/2023 |