N.Y. Comp. Codes R. & Regs. tit. 9 § 6212.8

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

Section 6212.8 - Record processing during conversion and maintenance

(a) The county board shall adopt, and ensure compliance with, procedures to guarantee the security and integrity of registration poll records during conversion and maintenance. A copy of these procedures shall be filed with the State Board at time of making application for discontinuance of registration poll records (see section 6212.12[a] of this Part.)

(b) When such documents are removed from ledgers, they shall be maintained and processed in uniquely identified batches. Each batch and each document therein shall be accounted for through use of logs which record every processing transaction in which it is involved, from the time of removal from the ledger until returned to the ledger. For each transaction the log shall indicate the action taken, date, time and by whom.

(c) Any of the following may be used as a source document for a voter signature image:

(1) The original registration poll record or a replacement registration poll record created because the preceding one was filled to capacity. A signature appearing either on the front or on the back of a registration poll record may serve as the basis for the computer image.

(2) Any other original voter registration record including school board registration, military registration, special Federal registration, change of name registration and Federal Post Card Application (FPCA).

(3) Absentee voting application.

(4) Absentee ballot envelope.

(5) Affidavit ballot envelope.

(6) Registration poll list or the challenge report used in connection with that list.

(7) Special form, card, or letter mailed to a voter for the purpose of obtaining a signature.

(d) Standards for quality of the signature image and facsimile shall be established by the board and applied by staff in producing the signature image for the file. Such standards shall include, but not be limited to, provisions to assure:

(1) that the image produced for a particular voter's registration record is the signature of the voter;

(2) that the image is properly positioned; and

(3) that the quality of the image on the screen is such that a hard copy facsimile generated from it will enable an election inspector to make a comparison between the facsimile and the signature the voter signs on election day.

(e) If, in the judgment of the board, the quality and usefulness of a signature image in the file can be improved by substituting therefor one created from a different signature of the same voter, that substitution may be made.

(f) All records in the computer registration files shall be verified by the local board before they are used to generate a registration poll list. That verification process shall include at least the following:

(1) confirmation that every eligible voter is on the file; and

(2) confirmation that the signature facsimile included in each record is the correct signature for that voter.

N.Y. Comp. Codes R. & Regs. Tit. 9 § 6212.8