Indiana Election Division Voter List Maintenance.

Indiana Election Division

Voter List Maintenance


Multi-State Matching

– Pursuant to an agreement with the Kansas Secretary of State, Indiana’s voter registration information was provided and compared with other states currently participating in the multi-state matching program to identify potential duplicate registrations. (IC 3-7-38.2-5)

Participants in Multistate Matching Program- 2014

Voter List MaintenanceMulti-State Matching

• State law provides that IED will provide reports under the program that identifies potential duplicates so that the county can determine – If the person registered in another state is the same

person registered in Indiana

– If the person registered in the other state registered before or after the date the person registered in Indiana


Multi-State Matching– If, pursuant to report provided by IED, the county

determines the person is same person registered in Indiana and the registration in the other state occurred after the Indiana registration then:

• County may cancel registration if the county determines the person authorized cancellation of Indiana registration when registering in the other state

• If not, county would be required to send an address confirmation mailing (similar to the NCOA mailing) to the Indiana voter to determine if registration should be designated inactive or cancelled (IC 3-7-38.2-5)


Multi-State Matching• Since the statewide mailer will identify voter

registration records that should be designated inactive or cancelled IED has not processed the matching information or provided reports

– There is overlap between the two programs

– At this point the statewide mailer results can be used to filter the multi-state results to avoid duplication of effort and cost

Voter List Maintenance Multi-State Matching

• Other States (or their political subdivisions) participating in the program are sending Indiana counties correspondence under their program, not Indiana’s program-– Example # 1: We have found a match. If you could

please send me a copy of the voter’s registration so I can make sure they still do belong in our county

– Example # 2: It appears from our printouts that some of your voters are more recently registered in our jurisdiction. Therefore, we believe this voter…should be cancelled in your jurisdiction



• County Options– Respond to requests for public records

– You should not cancel a registration based on the suggestion of another state

– Counties have the option of requesting additional information like a copy of the voter’s registration form from the other state


• County Options– If a County obtains a copy other state’s registration

application then, on or before August 6, county may: 1. If other state’s registration shows it is the same

voter, lists a former Indiana address in SVRS, and the other state’s registration is more recent, then you may cancel the voter

2. If other state’s registration does not list a former Indiana address in SVRS, other information shows that it is the same voter (matching signature, etc.), and other state’s registration is more recent, you may send voter an NCOA mailing to Indiana address

Questions about Multi-State Matching Program ??


• Reminder—County voter registration officials’ duty to maintain accurate rolls (register voters and identify/remove ineligible voters)

• Some maintenance is done on an daily basis (DOH hopper and DOC hopper, etc…) without a blackout period

VLM based upon address change

• IC 3-7-38.2 amended by SEA 385 (2014)

• County MAY conduct county-wide mailing

• State MUST conduct state-wide mailing every even-numbered year

Statewide Mailing Step #1

Postcard sent to 4.4 million “active voters”


State tracks the first post-cards that are returned due “unknown or insufficient address”IC 3-5-2-49.7

Examples-* Not deliverable as addressed* Moved* No such number/street* Deceased* Vacant

Goal-identify those voters who may have moved


Second mailing sent to voters whose first postcard was returned due to unknown or insufficient address

Second mailing asks voters to respond by July 24

Refer to 2nd mailing example


• State identifies the following groups of voters:

– Voters whose 2nd postcard is returned by USPS due to unknown or insufficient address

– Voters who return the 2nd postcard

– Voters who do not respond by July 24

Statewide Mailing Steps #5 & #6

• Quest loads data into VLM hoppers• Counties can act up until August 6 (90 days) on

the data in the hoppers or manually update records after the election

Voter List Maintenance “Expected” Outcomes from Statewide Mailer1) Voter returns card and confirms residence address

printed on card- no further action taken;2) Voter returns card indicating a move outside of

their current county of residence which will result in cancellation (must register in new county/state);

3) Voter returns card indicating a move within same county and provides new address (registration transfer); or

4) Second mailing returned due to unknown or insufficient address, no response by July 24, or no signature or return card then voter changed to “inactive” status in SVRS








Voter List Maintenance Statewide Mailer

• Automated processing of statewide results-ES&S:– Add disposition data to the file used to create the

statewide mailing to reflect program results:

1. Inactive2. Cancel3. Address change within the county4. No action needed5. Exception- for every response that is

inconsistent or indeterminate

— After July 24, 2014 ES&S to bundle all cards by county for delivery to each county in Sept.


• Automated processing of statewide results-Quest:

– Quest will import ES&S results file to SVRS

– Quest will present the data to counties in SVRS via a Voter List Maintenance “hopper” which allows counties to review data and, if approved, update voter records in SVRS in batch

The Hopper


• Automated processing of statewide results-Quest:– Current idea is for hopper to be “reusable” and

located in the hopper section of the SVRS home

– Current idea is that data will be presented in rows with a check box for each row to allow individual records to be selected or unselected as well as allow all records to be selected or unselected

The Hopper


• Automated processing of statewide results-Quest:– Current idea is to provide training on SVRS voter

list maintenance changes by June 30

The Hopper


• Automated processing of statewide results-Quest:– Current idea is to provide reports for each county

detailing what action state recommends be taken

– Current idea is to start adding data to be processed in the hopper as soon as hopper is built and then on a weekly basis so county is not provided all data at one time and will have time to process data on or before the August 6 deadline

The Hopper


• Automated processing of statewide results-Quest:– Voter records will NOT be changed without county

action– Counties must act on or before Aug. 6th – IED still discussing how hopper data may be used

after registration reopens

– QUESTIONS?? The Hopper

Date post:	11-Jan-2016
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Indiana Election Division Voter List Maintenance.

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