21-A §23. Preservation and destruction of records
Title 21-A: ELECTIONS
Chapter 1: GENERAL PROVISIONS
Subchapter 2: RECORDS AND DOCUMENTS
§23. Preservation and destruction of records
The preservation and destruction of records and other materials required by this Title are governed by the following provisions. [1985, c. 161, §6 (NEW).]
1. Registration and enrollment applications. The registrar shall keep registration and enrollment applications and requests and all documentation of changes in registration and enrollment as part of each active or inactive voter's permanent registration record. Records must be kept only 2 years for a voter whose registration has been cancelled or for an applicant whose registration application has been rejected.
[ 2005, c. 453, §6 (AMD) .]
2. Convention certificates. The Secretary of State shall keep the certificates required by section 322 in his office for 2 years.
[ 1985, c. 161, §6 (NEW) .]
3. Primary and nomination petitions. The Secretary of State shall keep primary petitions, nomination petitions and consents in his office for 2 years.
[ 1985, c. 161, §6 (NEW) .]
3-A. Direct initiative of legislation and people's veto petitions. The Secretary of State shall keep direct initiative of legislation and people's veto petitions in the Office of the Secretary of State for 6 months after any appeal period has passed.
[ 2009, c. 253, §7 (NEW) .]
4. Receipts for ballots. The Secretary of State and each clerk shall keep a record of receipts for ballots issued and received under sections 606 and 651 in his office for one year.
[ 1985, c. 161, §6 (NEW) .]
5. Receipt of incoming voting list. The registrar shall keep the receipt for certified copies of the incoming voting list required by section 624, subsection 2, in the registrar's office for one year.
[ 2005, c. 453, §7 (AMD) .]
6. Election tabulations. The Secretary of State shall keep election tabulations in his office for 10 years.
[ 1985, c. 161, §6 (NEW) .]
7. Ballots and other election materials. The clerk shall keep the ballots and other election materials listed in section 698 in his office for 22 months and incoming voting lists for 2 years, unless sooner released to the Secretary of State or required by the Secretary of State to be kept longer. Once released to the Secretary of State, they shall be kept by him until any appeal period bearing on the validity of the election has expired. Notwithstanding this subsection, ballots used for municipal elections conducted under this Title, referenda elections or special legislative elections shall be kept for 2 months.
[ 1985, c. 383, §1 (AMD) .]
8. Certificate of presidential electors. The Secretary of State shall keep the certificate of the votes of the presidential electors, delivered to him under section 805, in his office for one year.
[ 1985, c. 161, §6 (NEW) .]
9. Registration of treasurer. The Commission on Governmental Ethics and Election Practices shall keep the registration of a treasurer under section 1013 in its office for 2 years.
[ 1985, c. 161, §6 (NEW) .]
10. Records and campaign finances. Each treasurer and each candidate shall keep the records required by section 1016 for 2 years following the election to which they pertain.
[ 1985, c. 161, §6 (NEW) .]
11. Campaign reports. The Commission on Governmental Ethics and Election Practices shall keep the campaign reports or report data in its office for at least 8 years.
[ IB 1995, c. 1, §10 (AMD) .]
12. Certificate of appointment. The Secretary of State shall keep a certificate of appointment to fill a vacancy under section 363 in his office for 2 years.
[ 1985, c. 161, §6 (NEW) .]
13. Miscellaneous. The official charged with the custody of any record not specifically provided for in this section shall keep it in his office for 2 years.
[ 1985, c. 161, §6 (NEW) .]
14. Destruction of records. After the records and other materials have been kept for the required period, they may be destroyed. Posted notices, sample ballots and instruction posters may be destroyed as soon as the election to which they pertain is past. Ballots must be destroyed using a method that makes the contents unreadable.
[ 2003, c. 447, §4 (AMD) .]
SECTION HISTORY
1985, c. 161, §6 (NEW). 1985, c. 383, §1 (AMD). IB 1995, c. 1, §10 (AMD). 1995, c. 459, §2 (AMD). 1997, c. 436, §§10,11 (AMD). 2001, c. 310, §3 (AMD). 2003, c. 447, §4 (AMD). 2003, c. 584, §2 (AMD). 2005, c. 453, §§6,7 (AMD). 2009, c. 253, §7 (AMD).