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Grainger County List Maintenance Program

The List Maintenance Program adopted by the Grainger County Election Commission on September 5, 2017, shall involve the following activities to be done by the staff of the Grainger County Election Commission.
           
           1.  Mailing a Confirmation Notice to Voters 
           2.  Purging Ineligible Voters           
           3.  Using the Verification Card or other Non-Forwardable Mailer, such
                      as the Voter Registration Card as needed

The List Maintenance Program must be completed every two (2) years.
Purges of inactive voters who have been on inactive status for a period of two (2) November General Elections since sending the confirmation notice must be completed no later than ninety (90) days before any federal primary or general election.

During each odd numbered year, the election commission staff shall:
           1.  Identify each voter who has been on Inactive Status for a
                  period of two (2) November General Elections since the
                confirmation notice was sent and purge those voters.
 
            2.  Review the following sources to identify voters to whom a
                confirmation notice must be sent:
 
                        a.  Returned Mail which has been sent by the County
                          Election Commission Office
                        b.  Information received through the National Change of
                             Address (NCOA) Program
                        c.  Information received from the Coordinator of Elections as
                             a result
of a comparison of voter registration addresses
                             with the
residential addresses of record with the
                             Department of Safety. 

 
            3.  Immediately upon sending the confirmation notice, the staff must
                 change the status of the voter from Active Status to Inactive Status.
 
            4.  Staff must attach the documentation, such as any returned mail,
                  to the
voter registration record as proof of the reason for making
                  the voter
Inactive.
   
  Throughout each month of each year, the Election Commission staff shall perform the following duties:
 
            1.  Anytime the post office returns a mailer as undeliverable, including
                 the
Non-Forwardable Verification Card, a Voter Registration
                Card
or
non-forwardable letter, which has been mailed to a
                registered voter by
the Election Commission staff, the voter shall
                be mailed a Forwardable
Confirmation Notice and placed on
                INACTIVE STATUS.  The returned
mailer shall be kept with the
                applicable voter registration record.

 
            2.  As needed, mail the Non-Forwardable Verification Card or Voter
                Registration Card to voters.  If the card does not return to the
                Election
Commission Office, the voter shall be presumed a resident
                of the address
on record and shall remain on ACTIVE STATUS.
 
            3.  The Election Commission staff shall maintain a separate total
                   of voters
on Inactive Status and not include the number of
                   Inactive voters in the
county’s total of registered voters.
 
            4.  The staff shall update an inactive voter’s status upon any of
                  the activity,
including, but not limited to the following:
 
                        a.  Response to the Confirmation Notice
                        b.  Change of Address
                        c.  Voting
                        d.  Request for Replacement Card
                        e.  Duplicate Voter Registration Application
                        f.  Signing a Petition, using the Same Address of Registration
 
            5.  The Election Commission staff shall maintain records and
                  documentation
related to the List Maintenance Program,
                   including, but not limited to:

 
                        a.  The date of sending the Confirmation Notices;
                        b.  A list of all voters and their addresses to which Confirmation
                             Notices have been sent;
                        c.  Any evidence supporting the reason for sending the
                             Confirmation
Notice must be maintained with the
                              voter’s records.

 
            6.  Records shall be electronically retained and physical retained.
 
            7.  The Election Commission staff shall maintain all purged records
                  and any
documentation related to the reason for purge for
                  two (2) years from the
date of purge.