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Election

Election
Title Major Revision Previous Schedules Schedule Item
Agency assisted voter registration records


CO2 862; MI1 641 374

a: Signed declination form, containing person's declination to register to vote:
RETENTION: 22 months

b: Participating agency's copies of transmittal forms, used to accompany copies of completed voter registration applications or change of address forms, submitted to county board of elections:
RETENTION: 1 year
NOTES: This item only covers records maintained by participating agencies, not by county boards of elections.
Voter registration records


2020 (♦)
 MU1 175; ED1 69; MI1 139 362

a: Register of voters and pollbook:
RETENTION: 5 years
NOTES: Appraise these records for historical significance prior to disposition, especially when not duplicated at a county board of elections. Records with historical value should be retained permanently. Even though certain voter registration records are retained permanently by county boards of elections, municipalities and districts may wish to retain these records longer, if not permanently, for convenience of reference and for research purposes, if they contain information not found at county boards. See also item no. 373. Contact the State Archives for additional advice in this area.

b: Registration challenge records:
RETENTION: 2 years after receipt or until final decision, whichever is later
Vote recording and tabulating records


2020 (♦)
 MU1 176; ED1 70; MI1 140 363

a: Sample ballot:
RETENTION: PERMANENT

b: Voted ballot:
RETENTION: 1 year after election

c: Application for absentee ballot:
RETENTION: 30 days after election

d: Final election results, including election inspectors' return and statement of canvass (where information is not duplicated in report of final election results) and election result reports from town, city, village, or district clerk, or county board of elections:
RETENTION: PERMANENT

e: Intermediate records used to compile final election results, including tally sheets, voting machine tabulation, detailed breakdown of results by wards or election districts and election inspectors' returns and statements of canvass (where information is duplicated in report of final election results):
RETENTION: 1 year after election

f: Unused ballots:
RETENTION: 6 months after election and, if school election, after board of education resolution

g: Spoiled, voided, or rejected ballots:
RETENTION: 1 year after election
Election readiness records,

including certification of testing of voting machines or systems, record of ballot delivery, or similar records:
RETENTION: 1 year after election

 MU1 177; ED1 71; MI1 141 364
Election officials' appointment records,

including notice of appointment, oath of office, and record of service:
RETENTION: 1 year after election

 MU1 178; ED1 72; MI1 142 365
Notification and publication of notice of forthcoming election


MU1 179; ED1 73; MI1 143 366

a: Official copy of election notice:
RETENTION: PERMANENT

b: Proof of publication or posting, certification and listing of notice posting, copy of newspaper notice and certification of offices to be voted for at forthcoming election, and copy of any information sent to prospective voters regarding forthcoming election:
RETENTION: 1 year after election
Referendum records,

covering any question, recall or special election, including but not limited to actual petitions, records of signature verification and correspondence
NOTES: Certain records documenting establishment, incorporation, annexation, consolidation, dissolution or charter revision must be retained permanently; see item nos. 876 and 43.

 MU1 180; ED1 74; MI1 144 367

a: Summary records documenting request or need for referendum, such as records of public hearing, narrative justification accompanying petition, reports and correspondence dealing with pros and cons of issue at question:
RETENTION: PERMANENT

b: Other referendum records, including actual petitions, records of signature verification and routine correspondence:
RETENTION: 1 year after election
Election officials' training and qualifications records:


RETENTION: 3 years

 MU1 181; ED1 75; MI1 145 368
Candidate designation or nomination records,

including petitions, certificate, declination of nomination, objection to nomination, and related records:
RETENTION: 1 year after election

 MU1 182; ED1 76; MI1 146 369
Certificate of acceptance of office:


RETENTION: 1 year after person leaves office

 MU1 183; ED1 77; MI1 147 370
Election challenge or investigation records:


RETENTION: 6 years after last entry
NOTES: Appraise these records for historical significance prior to disposition. Records which document significant investigations and challenges to election results may possess historical value and should be retained permanently. Contact the State Archives for additional advice.

 MU1 184; ED1 78; MI1 148 371
Informational records received from county board of elections,

including lists of election officials, enrollment or registration lists, district maps and instructional materials:
RETENTION: 0 after superseded or obsolete

 MU1 186; ED1 79; MI1 150 373
Records of election financing and/or campaign receipts, contributions and campaign expenses, including attached copies of political advertisements and literature,

including but not limited to report of campaign receipts and expenditures, waiver of report, party committee's designation of treasurer and depository and statement of authorization or non-authorization by candidate:
RETENTION: 5 years
NOTES: Campaign financing is a major public policy issue. Therefore, the State Archives preserves state-level campaign finance records and the New York City Board of Elections preserves City campaign finance records. Preservation of these archival records will maintain vital evidence for future research about campaign financing. County boards of elections have the option to preserve these financing statements longer than 5 years if they find the need to do so. Likewise, local governments may wish to preserve all or some campaign finance records beyond the five year minimum in those instances where the elections involved are hotly contested and serious local issues are involved. Contact the State Archives for more advice if necessary.

 MU1 185; ED1 80; MI1 149 372