| 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 | EC17301-02 |
| 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 |
| Vote Center— documents designating | 22 months after date of federal election 6 months after state or local election |
EC12286 EC12327 |
| 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 |
| Election Workers – 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) |
| Election Workers – Appointment Notices | 22 months after date of federal election 6 months after state or local election |
EC17502-03 (b)(3) |
| Election Workers 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) |
| Election Workers 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).
Related
-
Policies and procedures - post-election canvass
Marin County: Elections: procedures for the canvass after an election to ensure every eligible ballot is counted accurately.
-
Election policies and procedures
Marin County: Elections: policies and procedures that govern the handling of elections in Marin County.