N.Y. Comp. Codes R. & Regs. tit. 9 § 6212.5

Current through Register Vol. 46, No. 45, November 2, 2024

Section 6212.5 - System management

(a) The county board shall have primary responsibility for all aspects of the creation, maintenance and use of the file. Although support, guidance and assistance may be obtained from the State Board, a vendor or vendors or other outside sources, the county board of elections is responsible for ensuring compliance with the Election Law and for carrying out these regulations and any relevant directives of the State Board.

(b) The county board shall prepare a work plan for conversion of the existing registration poll records to a computer registration file with signature images and use of that file to produce registration poll lists for the polling places each election day. The work plan shall include a schedule for conversion of the existing records with estimates of resources required and data on which those estimates are based and a calendar for completion of the work with interim milestones indicated. The work plan shall be amended as necessary during the course of conversion.

(c) The board shall write and adopt procedures for all tasks in the process of conversion to, or maintenance of, the file and shall modify and amend those procedures as experience dictates. The procedures should provide for quality control, particularly at points in the process known to be error prone. Personnel employed in conversion or maintenance shall be trained in the procedures and required to follow them.

(d) The processes of conversion to and maintenance of the computer registration file shall be fully documented. Logs shall be maintained indicating what was done, when and by whom. Such documentation is subject to review by the State Board.

(e) Access to computer file in which signature images are stored shall be limited to those persons authorized for access by the county board and a written plan for accomplishing that purpose shall be adopted by the board. Each access to the file other than inquiry shall be recorded. Such records shall include date and time of such access and the name of the person accessing. The board shall designate a person or persons to be responsible for controlling, recording and monitoring access to the file. That person or persons shall immediately report any unauthorized access to the board.

(f) The board of elections must maintain, as public records at the appropriate office of the board, a complete and current hard copy alphabetized list of all registered voters which includes the address, town or city, assembly district or ward, where appropriate, election district, registration serial number, party enrollment, date of registration, sex and date of birth of each such voter and a complete and current hard copy list of all registered voters which is arranged by election district and which contains all the information required to be included for each voter on the registration poll list prepared for use at an election, together with the facsimile signature of each such voter. The county board shall ensure that voter registration lists on any medium, which are sold or distributed, other than for use by the board or to comply with the order of a court of competent jurisdiction, do not include facsimile voter signatures or the capability to generate facsimile voter signatures, but do include all other data contained in those records.

(g) A complete list is printed not less than once per year following completion of the purge and is updated weekly by a reprinting of the complete list or by the printing of supplements showing additions or deletions to the master file occurring during the preceding week.

(h) As soon as feasible following the first use of registration poll lists in an election, the county board shall convene and conduct an evaluation of the project, including all aspects of contract administration, creation and maintenance of the computer registration file, training of personnel including poll workers, utility of the reigstration poll lists, public understanding and acceptance of the system, etc. The State Board shall participate in the evaluation. A report of the evaluation shall be written and filed with the State Board.

N.Y. Comp. Codes R. & Regs. Tit. 9 § 6212.5