Chapter 111-18 Statewide Voter Registration Database

111-18-01 Converting voter registration applications into electronic files.

Upon receiving a new voter registration application or an application to change an existing voter registration, a county board of elections shall do all of the following:

(A) Date stamp the application to show the date that it was received.

(B) Determine the completeness and validity of the application by reviewing it to verify that the voter supplied all of the information required by state and federal law.

(C) If the board determines that the application is complete and valid, the board shall do all of the following:

(1) Enter the information contained on the application into the correct data fields in the county voter registration system;

(2) Scan the voter registration application into the county voter registration system to capture, at a minimum, the applicant's signature.

(3) File and retain the voter registration application in accordance with Ohio law and the current public record retention schedule for the county board of elections.

(D) After entering the information on the voter registration application into the county voter registration system, the board shall transmit the voter record to the centralized statewide voter registration database. The voter record shall include in the record a unique county voter identification number assigned to the voter by the county voter registration system.

Effective: 01/07/2011
R.C. 119.032 review dates: 07/15/2015
Promulgated Under: 119.03
Statutory Authority: 3503.15(D) , 3501.05(Q)
Rule Amplifies: 3503.15 , 3501.05

111-18-02 Entering voter registration records into the statewide voter registration database on an expedited basis.

(A) A county board of elections that receives a voter registration application at least thirty days before an election and is satisfied as to the truth of the statements made on the voter registration form shall register the applicant no later than the earlier of following:

(1) The twentieth business day after receiving the application; or

(2) The fourteenth day before the day of the next general or primary election to be held in that county, in order to prepare the official precinct registration list in accordance with section 3503.23 of the Revised Code.

(B) If a board receives an otherwise valid voter registration application filed less than thirty days before an election, the board should examine the voter's registration application for completeness and validity as soon as practicable in the normal course of business.

Effective: 01/07/2011
R.C. 119.032 review dates: 07/15/2015
Promulgated Under: 119.03
Statutory Authority: RC 3503.15(D) , 3501.05(Q)
Rule Amplifies: 3503.15 , 3501.05

111-18-03 Purging canceled voter registration records.

(A) A county board of elections shall not cancel a voter registration record except as provided in division (Q) of section 3501.05 , division (C)(2) of section 3503.19 , section 3503.21 , division (C) of section 3503.24 , and section 3503.33 of the Revised Code, and in accordance with any directive issued by the secretary of state.

(B) For purposes of this rule, "cancel" means to assign to a voter registration record a status which prohibits the voter registration system from printing any information contained in the voter registration record onto pollbooks and which prohibits insertion into the voter record credit for voting in any election.

(C) Upon the cancellation of a voter registration record, the county board of elections must change the status of the voter registration record in the county voter registration system to indicate that the voter record has been canceled and is inactive.

(1) After canceling the voter registration record in the county voter registration system, the county board of elections shall transmit electronically the update to the status of the voter record to the centralized statewide voter registration database.

(2) Canceled voter registration records shall be marked as 'inactive-removed" in the statewide voter registration database.

(D) A county board of elections shall not eliminate from its county voter registration system a voter registration record that has been canceled in the county voter registration system or otherwise cause any data from any field of the canceled voter registration record to become inaccessible.

Effective: 01/07/2011
R.C. 119.032 review dates: 07/15/2015
Promulgated Under: 119.03
Statutory Authority: 3503.15(D) , 3501.05(Q)
Rule Amplifies: 3503.15 , 3501.05

111-18-04 Persons authorized to update statewide voter registration database.

(A) The secretary of state shall designate no less than two employees of the office of secretary of state to serve as system administrators for the statewide voter registration database.

(B) The county board of elections shall designate at least one employee of the board to serve as the county's system administrator for the statewide voter registration database.

(C) The director and deputy director of a county board of elections are permitted to allow a third party access its county voter registration database only for the amount of time necessary to accomplish tasks predetermined and approved by the county board of elections.

(D) The director and deputy director of a county board of elections must maintain a current and accurate list of any individuals who have been allowed access to any voter registration system whether the system was accessed in person or through a real-time computer connection.

(E) This list described in paragraph (D) of this rule must contain the following information:

(1) The name of the third-party;

(2) The identity of the system and/or applications to which the third-party user had access;

(3) The user identification code or number through which the third-party accessed the system;

(4) The date on which the director or deputy director granted the access; and

(5) The date on which the authorized access terminates.

Effective: 01/07/2011
R.C. 119.032 review dates: 07/15/2015
Promulgated Under: 119.03
Statutory Authority: 3503.15(D) , 3501.05(Q)
Rule Amplifies: 3503.15 , 3501.05

111-18-05 Conducting annual audits of the statewide voter registration database.

(A) The system administrator for the statewide voter registration database for the office of the secretary of state shall conduct a "Manually Triggered Detailed Audit" for each county on the first Friday after the first Monday in January of each calendar year. The statewide voter registration database shall do the following:

(1) Automatically request all information contained in all "active" voter records in all precincts in all of the county voter registration systems;

(2) Attempt to match all information or data in the county voter records in all precincts with the information or data for the same voter records contained in the statewide voter registration database by using the state voter identification numbers;

(B) The statewide voter registration system will generate an email notification to the county boards of elections indicating any audit discrepancies. The notification will be sent on the Monday following the completion of the audit.

Effective: 01/07/2011
R.C. 119.032 review dates: 07/15/2015
Promulgated Under: 119.03
Statutory Authority: RC 3503.15(D) , 3501.05(Q)
Rule Amplifies: RC 3503.15 , 3501.05