LIST MAINTENANCE OVERVIEW N.C. State Board of Elections

List Maintenance Tasks 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

SEIMS Numbered Memos NCOA (USPS): NATIONAL CHANGE OF ADDRESS REPORT FELONY (DOC): DOC FELON REPORTS DECEASED (DHHS): DHHS DECEASED REPORTS DUPLICATES (SEIMS Statewide): 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 county Cancellations 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

DAILY TASKS Voter Moves

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

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.

MONTHLY TASKS Felony Checks

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.

MONTHLY TASKS Deceased Checks

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.

MONTHLY TASKS Duplicate Checks

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.

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

BENEFITS CHALLENGES Ability to update addressesAbility to remove ineligible votersAbility to remove deceased votersLess 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

BIENNIAL TASKS NO CONTACT MAILINGS All odd-numbered years Must be completed by April 15 th 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

BIENNIAL TASKS NO CONTACT MAILINGS

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