Records Retention Requirements

Lynda Roberts, Registrar of Voters, Elections
Item Retention Time Code
Affidavits of Registration – cancelled Keep original for 5 years, or scan and destroy original following first general election after date of cancellation EC17000
Applications for VBM ballots 22 months after date of federal election
6 months after state or local election
EC17504(b)
EC17505(b)
Ballots – all voted, spoiled, cancelled, surrendered VBM ballots, and ballot receipts 22 months after date of federal election
6 months after state or local election
EC17301-02* EC17505-06
Ballot envelopes — voted VBM 22 months after date of federal election
6 months after state or local election
EC17301(4)
EC17302(4)
Ballot envelopes — voted provisional 22 months after date of federal election
6 months after state or local election
EC17301-02
Index to affidavits of registration (EC2180) Make copy in Jan. of odd numbered years and keep on CD for 5 years EC17001
Financial Statements of elected County Supervisors and their committees Indefinitely Political Reform Act Sec.81009
Financial Statements of all other candidates and committees for office of County Supervisor 5 years Political Reform Act Sec.81009
Financial statements of all candidates and committees except County Supervisors 7 years Political Reform Act Sec.81009
Index used in election 22 months after date of federal election
6 months after state or local election
EC17303-04*
New resident voter applications (Specified in 3400) 22 months after date of federal election
6 months after state or local election
EC17506
Nominations documents Keep for 4 years after expiration of term of office. Public may view, but not copy. EC17100
Petitions — all types 8 months after certification of results of election for which petition qualified, or, if not qualified, 8 months after certification of petition by elections official. Public access restricted (GC6253.5) EC17200
EC17400
Polling places — documents designating 22 months after date of federal election
6 months after state or local election
(EC 12286 and 12327)
Precinct maps from November even year general elections File with Secretary of State who keeps them for 12 years. If no change from maps currently on file, submit a written statement of that fact to the Secretary of State after general election. EC17501
Precinct Officers – Applications (Specified in Sec. 12300) 22 months after date of federal election
6 months after state or local election
EC17502(b)(2)
EC17503(b)(2)
Precinct Officers – Appointment Notices 22 months after date of federal election
6 months after state or local election
EC17502-03 (b)(3)
Precinct Officers Oath of Office (required by EC 12321) 22 months after date of federal election
6 months after state or local election
EC17502-03 (b)(1)
Precinct Officers nominations for appointment by the county central committees (Sec. 12306.) 22 months after date of federal election
6 months after state or local election
EC17502-03 (b)(4)
Roster-Index (14109) including challenge list and assisted voters list (on back cover) 5 years after date of election. May preserve rosters by scanning them and destroying original after next general election. EC17300
EC17303-04*
Tally sheets – 2 22 months after date of federal election
6 months after state or local election
EC17303-04*

* NOTE: if an election contest or criminal prosecution involving voter fraud begins within retention period, keep material until advised by County Counsel (EC17301-04).

Procedures.canvass.records retention requirements. Rev. 4/27/2011