GS #23: Elections Records retention schedule.

These records document non-published communications that are received by individual clerks from the Bureau of Elections that pertain to policy or housekeeping issues. They may include, but may not be limited to, memos, letters, notes, and email messages.

DTMB General Schedule #23 (Elections Records), item 23.100; approved 10/24/2023

These records document data compiled by clerks and submitted to the Secretary of State for preparation of a post-election report that is submitted to the Elections Assistance Commission detailing the State of Michigan’s compliance with the National Voting Rights Act and the Help America Vote Act.

DTMB General Schedule #23 (Elections Records), item 23.102; approved 10/24/2023

These records document the certification of election officials. They may include, but may not be limited to, certification training completion documents, self-administered accreditation exams, and certificates received upon successful completion of the exam.

DTMB General Schedule #23 (Elections Records), item 23.103; approved 10/24/2023

These records document audits that are conducted to review the activities of local elections officials. They may include, but may not be limited to, work papers, checklists, correspondence, reports of findings, and supporting documentation.

DTMB General Schedule #23 (Elections Records), item 23.104; approved 3/26/2024

These records document incumbent judges who are seeking ballot access for re-election. They may include, but may not be limited to, affidavits.

DTMB General Schedule #23 (Elections Records), item 23.200; approved 10/24/2023

These records document the qualification of candidates for judicial positions. They may include, but may not be limited to, affidavits.

DTMB General Schedule #23 (Elections Records), item 23.201; approved 10/24/2023

These records document the identity of all candidates for elected office, including precinct delegates. They may include, but may not be limited to, affidavits.

DTMB General Schedule #23 (Elections Records), item 23.202; approved 10/24/2023

These records document voters who applied to vote at the polls. They are used to confirm that the voter has a valid registration in the jurisdiction, and they are used to verify the identity of the voter. County clerks only maintain these records for select elections. MCL 168.811

DTMB General Schedule #23 (Elections Records), item 23.203; approved 10/24/2023; MCL 168.811

These records document the re-apportionment of the Board of Commissioner district boundaries after a census is completed. They may include, but may not be limited to, correspondence, litigation materials, minutes of apportionment commission meetings, maps, district descriptions, and demographic information.

DTMB General Schedule #23 (Elections Records), item 23.204; approved 10/24/2023

These records document votes in select school district elections and special elections that are administered by the county clerk per an agreement. They may include, but may not be limited to, ballots, counted absentee ballots, provisional ballots, challenged ballots, unused ballots, spoiled ballots, ballots rejected for exposure, and ballot containers containing optical scan ballots. MCL 168.811

DTMB General Schedule #23 (Elections Records), item 23.205; approved 10/24/2023; MCL 168.811

These records document meetings of the Board of County Canvassers. They may include, but may not be limited to, agendas, minutes, and supporting documentation (such as transcripts, correspondence, certificates of election, challenges) that were reviewed by the board during its meetings.

DTMB General Schedule #23 (Elections Records), item 23.206; approved 10/24/2023

These records document which candidates filed an Affidavit of Identity (see item #202). They may include, but may not be limited to, registers.

DTMB General Schedule #23 (Elections Records), item 23.210; approved 10/24/2023

These records document people who were elected to a school board. They may include, but may not be limited to, certificates of acceptance. A copy is also sent to the county clerk (MCL 168.309).

DTMB General Schedule #23 (Elections Records), item 23.211; approved 10/24/2023; MCL 168.309

These records document the meetings of the County Election Commission. They may include, but may not be limited to, agendas, minutes, resolutions, and supporting documentation that was reviewed by the commission during its meetings.

DTMB General Schedule #23 (Elections Records), item 23.212; approved 10/24/2023

These records document the final outcome of elections, as determined by the Board of County Canvassers. They may include, but may not be limited to, the canvass of votes.

DTMB General Schedule #23 (Elections Records), item 23.213; approved 10/24/2023

These records document individuals who seek nomination or election to an office with write-in votes. Votes for write-in candidates who do not file a Declaration of Intent will not be counted.

DTMB General Schedule #23 (Elections Records), item 23.214; approved 10/24/2023

These records document organizations or groups that intend to appoint election challengers. They may include, but may not be limited to, notarized statements containing the reason why the right to make the appointment is claimed, identification cards to be used by the challengers, approvals or denials, and appeal documents.

DTMB General Schedule #23 (Elections Records), item 23.215; approved 10/24/2023

These records document the certification of election inspectors. They may include, but may not be limited to, certificates documenting who attended training that is required every two years.

DTMB General Schedule #23 (Elections Records), item 23.216; approved 10/24/2023

These records document training that is developed by the Bureau of Elections and the county clerk for election inspectors. They may include, but may not be limited to, training materials.

DTMB General Schedule #23 (Elections Records), item 23.217; approved 10/24/2023

These records document notifications published by clerks in local newspapers for the public about the close of registration to vote, of upcoming elections, and of public accuracy tests of voting equipment. They may include, but may not be limited to, notices, affidavits of publication, and bills from the newspaper.

DTMB General Schedule #23 (Elections Records), item 23.218; approved 10/24/2023

These records document the conduct of select school district elections, and special elections that are administered by the county clerk per an agreement. They may include, but may not be limited to, voting devices, ballot containers, and optical scan ballots. (R168.790(18))

DTMB General Schedule #23 (Elections Records), item 23.219; approved 10/24/2023

These records document the nomination and qualification of all candidates (both partisan and non-partisan) for countywide offices. They may include, but may not be limited to, petitions filed with the clerk containing signatures of registered voters living within the office’s jurisdiction stating that they want to have the candidate’s name placed on the ballot.

DTMB General Schedule #23 (Elections Records), item 23.220; approved 10/24/2023

These records document which candidates submitted nominating petitions for each election cycle. They may include, but may not be limited to, the office, candidate, filing date, determination date, number of signatures required and filed, date the petitions were returned or destroyed, and the date of the election.

DTMB General Schedule #23 (Elections Records), item 23.221; approved 10/24/2023

These records document which election officials are serving on Absent Voter Counting Boards, as election inspectors, etc. They may include, but may not be limited to, affidavits that affirm the person will lawfully fulfill the duties to which they have been appointed, and oaths of secrecy taken by election officials and poll watchers who observe the action of the absent voter counting board. MCL 168.765a

DTMB General Schedule #23 (Elections Records), item 23.222; approved 10/24/2023; MCL 168.765a

These records document which registered voters participated in an election. They identify which voters were issued provisional ballots and which voters were challenged. They may include, but may not be limited to, poll books from each precinct that are received from cities and townships for maintenance by the county clerk, and absent voter poll books that identify which absent voters were mailed ballots. MCL 168.811

DTMB General Schedule #23 (Elections Records), item 23.223; approved 10/24/2023; MCL 168.811

These records document the certification of election results for precinct delegates and notification to political parties. They may include, but may not be limited to, tally sheets, certificates of election, and lists.

DTMB General Schedule #23 (Elections Records), item 23.224; approved 10/24/2023

These records document the programming (burning) of removable data storage devices for precinct tabulators. They may include, but may not be limited to, definitions, vote totals, and audits of voting activity. The data may be transferred to other storage media for retention.

DTMB General Schedule #23 (Elections Records), item 23.225; approved 10/24/2023

These records document petitions submitted by groups or individuals wishing to place a question on the countywide ballot for an upcoming election. They may include, but may not be limited to, petitions containing signatures of registered voters living within the jurisdiction stating that they want to have the proposal placed on the ballot.

DTMB General Schedule #23 (Elections Records), item 23.228; approved 10/24/2023

These record document initiatives by voters to recall elective officers in the state. They may include, but may not be limited to, petition language submissions, clarity review documents, public meeting notices, signed petitions, signature challenges, petition review notices, and correspondence.

DTMB General Schedule #23 (Elections Records), item 23.229; approved 10/24/2023

These records document the administration of election recounts. They may include, but may not be limited to, tally sheets, application forms, financial documents, petitions, counter petitions, objections, sign-in sheets, correspondence, and personnel records for the workers.

DTMB General Schedule #23 (Elections Records), item 23.230; approved 10/24/2023

These records document the duties and responsibilities of school election coordinating committees that administer school elections. They may include, but may not be limited to, meeting records, agreements that are renewed every two years, maps, resolutions, and correspondence.

DTMB General Schedule #23 (Elections Records), item 23.232; approved 10/24/2023

These records document certifications of the vote on Election Day by election inspectors. They may include, but may not be limited to, summaries of the votes for write-in candidates, and the number of ballots issued (used and unused). The statement may be part of the poll book (see item #223). MCL 168.811

DTMB General Schedule #23 (Elections Records), item 23.233; approved 10/24/2023; MCL 168.811

These records document the calculation of the number of write-in votes. They may include, but may not be limited to, tall sheets or books, that may be part of the poll book (see item #223). MCL 168.811

DTMB General Schedule #23 (Elections Records), item 23.234; approved 10/24/2023; MCL 168.811

These records document that proper procedures were followed when breaking a tie vote. They may include, but may not be limited to, notices, sign-in sheets, and the name slips.

DTMB General Schedule #23 (Elections Records), item 23.235; approved 10/24/2023

These records document the acquisition and maintenance of voting equipment. They may include, but may not be limited to, contracts, Help American Vote Act (HAVA) grants, maintenance agreements, serial numbers, resolutions, and correspondence.

DTMB General Schedule #23 (Elections Records), item 23.236; approved 10/24/2023

These records document agreements between the county and/or municipal clerk(s) to establish a combined absentee voting counting board. They may include, but may not be limited to, agreements, and supporting documentation.

DTMB General Schedule #23 (Elections Records), item 23.237; approved 10/24/2023

These records document the creation of committees supporting the election or re-election of candidates for local offices (or groups supporting or opposing local ballot questions) whose campaign committee received less than $50,000 in the election cycle.

DTMB General Schedule #23 (Elections Records), item 23.238; approved 10/24/2023

These records document the creation of committees supporting the election or re-election of candidates for local offices (or groups supporting or opposing local ballot questions) whose campaign committee received more than $50,000 in the election cycle.

DTMB General Schedule #23 (Elections Records), item 23.239; approved 10/24/2023

These records document the campaign finance activities of candidates for local offices (or groups supporting or opposing local ballot questions) whose campaign committee received less than $50,000 in the election cycle. They may include, but may not be limited to, campaign finance reports (regular reports during the election cycle and annual reports, as required), amendments, receipts for late filing fee charges, correspondence, statements, and reports.

DTMB General Schedule #23 (Elections Records), item 23.240; approved 10/24/2023

These records document the campaign finance activities of candidates for local offices (or groups supporting or opposing local ballot questions) whose campaign committee received more than $50,000 in the election cycle. They may include, but may not be limited to, campaign finance reports (regular reports during the election cycle and annual reports, as required), amendments, receipts for late filing fee charges, correspondence, statements, and reports.

DTMB General Schedule #23 (Elections Records), item 23.241; approved 10/24/2023

These records document registered voters in a given jurisdiction on Election Day, or during an early voting period. They may include, but may not be limited to, electronic pollbook data stored on devices used at the polling site.

DTMB General Schedule #23 (Elections Records), item 23.242; approved 10/24/2023

These records document tests of voting equipment prior to the election. They may include, but may not be limited to, data containing voting formulas for the election that is used to test the equipment’s accuracy, voter assist terminal testing, test ballots, test decks, supporting documentation, certifications, and edit listings.

DTMB General Schedule #23 (Elections Records), item 23.243; approved 10/24/2023

These records document tests of voting equipment prior to the election. They may include, but may not be limited to, data containing voting formulas for the election that is used to test the equipment’s accuracy, voter assist terminal testing, test ballots, test decks, supporting documentation, certifications, and edit listings.

DTMB General Schedule #23 (Elections Records), item 23.244; approved 10/24/2023

These records document the proofreading of ballots for state and local offices to confirm the accuracy of the wording and formatting of each style of ballot that will be used in the election. They are reviewed by the candidates, Bureau of Elections, and the County Election Commission prior to printing. They may include, but may not be limited to, physical or electronic proof ballots (one of each style), and correspondence.

DTMB General Schedule #23 (Elections Records), item 23.245; approved 10/24/2023

These records document the proofreading of ballots for federal offices to confirm the accuracy of the wording and formatting of each style of ballot that will be used in the election. They are reviewed by the candidates, Bureau of Elections, and the County Election Commission prior to printing. They may include, but may not be limited to, physical or electronic proof ballots (one of each style), and correspondence.

DTMB General Schedule #23 (Elections Records), item 23.246; approved 10/24/2023

These records document sample ballots for state and local offices that are produced and marked “sample” for posting to the public for informational purposes.

DTMB General Schedule #23 (Elections Records), item 23.247; approved 10/24/2023

These records document sample ballots for federal offices that are produced and marked “sample” for posting to the public for informational purposes.

DTMB General Schedule #23 (Elections Records), item 23.248; approved 10/24/2023

These records document the transmission of absentee ballots. They may include, but may not be limited to, envelopes containing valid ballots that are opened and emptied so the ballot can be counted (see items #304-305), and invalid and rejected ballots that and are not counted and remain inside the envelope (envelope may remain sealed). MCL 168.811

DTMB General Schedule #23 (Elections Records), item 23.300; approved 10/24/2023; MCL 168.811

These records document which voters in each precinct were mailed absentee ballots. They may include, but may not be limited to, lists containing the name of the voter, address where the ballot was mailed, date the application was received, date the ballot was mailed, date the ballot was received, etc., and absentee ballots information posting. The list may be part of the poll book (see item #223). MCL 168.811

DTMB General Schedule #23 (Elections Records), item 23.301; approved 10/24/2023; MCL 168.811

These records document which voters request to receive an absentee ballot for upcoming primary and/or general elections. They may include, but may not be limited to, applications, and “emergency” absentee ballot requests. MCL 168.811

DTMB General Schedule #23 (Elections Records), item 23.302; approved 10/24/2023; MCL 168.811

These records document voters who applied to vote at the polls. They are used to confirm that the voter has a valid registration in the jurisdiction, and they are used to verify the identity of the voter. MCL 168.811

DTMB General Schedule #23 (Elections Records), item 23.303; approved 10/24/2023; MCL 168.811

These records document the identity of all candidates for elected office, including precinct delegates. They may include, but may not be limited to, affidavits.

DTMB General Schedule #23 (Elections Records), item 23.304; approved 10/24/2023

These records document which voters did not possess photo identification when they were issued a ballot in person. They may include, but may not be limited to, affidavits located on the backside of the application to vote (see item #303).

DTMB General Schedule #23 (Elections Records), item 23.305; approved 10/24/2023

These records document votes in elections where the office of U.S. President, U.S. Senate, or Representative in Congress appears on the ballot (including proof ballots, sample ballots, uncounted ballots, counted absentee ballots, provisional ballots, challenged ballots, spoiled ballots, and ballots rejected for exposure). They may include, but may not be limited to, optical scan ballots and the programming used to tabulate them, and Federal Write-In Absentee Ballots. Optical scan ballots shall be stored in sealed ballot bags in a secure place during this retention period, after the retention requirements specified under Michigan law have been met (see item #305 and 311). 52 USC 20701

DTMB General Schedule #23 (Elections Records), item 23.306; approved 10/24/2023; MCL 52 USC 20701

These records document votes in elections for state and local offices, some school district elections, and special elections in which candidates for federal offices did not appear on the ballot (including proof ballots, sample ballots, uncounted ballots, unused ballots, counted absentee ballots, provisional ballots, challenged ballots, spoiled ballots, and ballots rejected for exposure). They may include, but may not be limited to, voting device and tabulator programming, ballot containers containing optical scan ballots, edit listings, and unused ballots for federal, state, and local offices. MCL 168.811

DTMB General Schedule #23 (Elections Records), item 23.307; approved 10/24/2023; MCL 168.811

These records document when a candidate files an Affidavit of Identity. They may include, but may not be limited to, registers and lists.

DTMB General Schedule #23 (Elections Records), item 23.308; approved 10/24/2023

These records document individuals who seek nomination or election to an office with write-in votes. Votes for write-in candidates who do not file a Declaration of Intent will not be counted.

DTMB General Schedule #23 (Elections Records), item 23.309; approved 10/24/2023

These records document notifications published by clerks in local newspapers for the public about the close of registration to vote, of upcoming elections, and of public accuracy tests of voting equipment. They may include, but may not be limited to, notices, affidavits of publication, and bills from the newspaper.

DTMB General Schedule #23 (Elections Records), item 23.310; approved 10/24/2023

These records document people who are interested in serving as election inspectors who are appointed by the local election commission. They may include, but may not be limited to, applications.

DTMB General Schedule #23 (Elections Records), item 23.311; approved 10/24/2023

These records document the certification of election inspectors. They may include, but may not be limited to, certificates documenting who attended training that is required every two years.

DTMB General Schedule #23 (Elections Records), item 23.312; approved 10/24/2023

These records document training that is developed by the Bureau of Elections, county and/or local clerks for election inspectors. They may include, but may not be limited to, training materials.

DTMB General Schedule #23 (Elections Records), item 23.313; approved 10/24/2023

These records document elections for state and local offices, some school district elections, and special elections. They may include, but may not be limited to, voting devices, ballot containers, optical scan ballots, programs, and edit lists.

DTMB General Schedule #23 (Elections Records), item 23.314; approved 10/24/2023

These records document individuals who applied for eligibility to vote while on active duty in the military or Merchant Marines, or their spouse or dependents, or while an U.S. Citizen is residing outside of the country. They may include, but may not be limited to, voter registration and absentee voter ballot applications that are produced and distributed by the federal government, or any other application received from a voter indicating they are a member of the above protected classifications.

DTMB General Schedule #23 (Elections Records), item 23.315; approved 10/24/2023

These records document the meetings of local election commissions. They may include, but may not be limited to, agendas, minutes, resolutions, and supporting documentation that was reviewed by the commission during its meetings.

DTMB General Schedule #23 (Elections Records), item 23.316; approved 10/24/2023

These records document the final outcome of elections, as determined by the County Board of Canvassers. They may include, but may not be limited to, the canvass of votes.

DTMB General Schedule #23 (Elections Records), item 23.317; approved 10/24/2023

These records document the nomination and qualification of all candidates (both partisan and non-partisan) for local offices. They may include, but may not be limited to, petitions filed with the clerk containing signatures of registered voters living within the office’s jurisdiction stating that they want to have the candidate’s name placed on the ballot.

DTMB General Schedule #23 (Elections Records), item 23.318; approved 10/24/2023

These records document which candidates submitted nominating petitions for each election cycle. They may include, but may not be limited to, the office, candidate, filing date, determination date, number of signatures required and filed, date the petitions were returned or destroyed, and the date of the election.

DTMB General Schedule #23 (Elections Records), item 23.319; approved 10/24/2023

These records document which election officials are serving on Absent Voter Counting Boards, as election inspectors, etc. They may include, but may not be limited to, affidavits that affirm the person will lawfully fulfill the duties to which they have been appointed, and oaths of secrecy taken by poll watchers who observe the action of the absent voter counting board. MCL 168.765a These oaths may be part of the poll book (see item #223).

DTMB General Schedule #23 (Elections Records), item 23.320; approved 10/24/2023; MCL 168.765a

These records document the boundaries of voting precincts within a jurisdiction. They may include, but may not be limited to, maps, legal boundary descriptions, and supporting documentation.

DTMB General Schedule #23 (Elections Records), item 23.321; approved 10/24/2023

These records document petitions submitted by groups or individuals wishing to place a question on the local ballot for an upcoming election. They may include, but may not be limited to, petitions containing signatures of registered voters living within the jurisdiction stating that they want to have the proposal placed on the ballot.

DTMB General Schedule #23 (Elections Records), item 23.323; approved 10/24/2023

These records document who is registered to vote at each precinct within the jurisdiction. They may include, but may not be limited to, lists generated from the Qualified Voter File (QVF). MCL 168.811

DTMB General Schedule #23 (Elections Records), item 23.324; approved 10/24/2023; MCL 168.811

The records document the duties and responsibilities of school election coordinating committees that administer school elections. They may include, but may not be limited to, meeting records, agreements that are renewed every two years, maps, resolutions, and correspondence.

DTMB General Schedule #23 (Elections Records), item 23.325; approved 10/24/2023

These records document certifications of the vote on Election Day by election inspectors. They may include, but may not be limited to, summaries of the votes for write-in candidates, and the number of ballots issued (used and unused). The statement may be part of the poll book (see item #223). MCL 168.811

DTMB General Schedule #23 (Elections Records), item 23.326; approved 10/24/2023; MCL 168.811

These records document the calculation of the number of write-in votes. They may include, but may not be limited to, tally sheets or books, that may be part of the poll book (see item #223). MCL 168.811

DTMB General Schedule #23 (Elections Records), item 23.327; approved 10/24/2023; MCL 168.811

These records document that proper procedures were followed when breaking a tie vote. They may include, but may not be limited to, notices, sign-in sheets, and the name slips.

DTMB General Schedule #23 (Elections Records), item 23.328; approved 10/24/2023

These records document voter information cards that were returned by the post office as undeliverable.

DTMB General Schedule #23 (Elections Records), item 23.329; approved 10/24/2023

These records document people who are registering to vote in elections. They may include, but may not be limited to, applications to become a registered voter. The information from the application is entered into the Qualified Voter File (QVF) and a master card is generated.

DTMB General Schedule #23 (Elections Records), item 23.330; approved 10/24/2023

These records document people who registered to vote in elections. They may include, but may not be limited to, original registration master cards containing signatures that are used to verify the identity of the voter. MCL 168.514

DTMB General Schedule #23 (Elections Records), item 23.331; approved 10/24/2023; MCL 168.514

These records document registrations to vote in elections that are voided by the clerk if the application’s deficiency cannot be resolved. They may include, but may not be limited to, voided registration cards, and notices of rejection that are sent to the applicant.

DTMB General Schedule #23 (Elections Records), item 23.333; approved 10/24/2023

These records document voters who notify the clerk that they changed addresses. They may include, but may not be limited to, written notices signed by the voter, Election Day Change of Address Notices, and Address Confirmation Notices.

DTMB General Schedule #23 (Elections Records), item 23.334; approved 10/24/2023

These records document the acquisition and maintenance of voting equipment. They may include, but may not be limited to, contracts, Help American Vote Act (HAVA) grants, maintenance agreements, serial numbers, resolutions, and correspondence.

DTMB General Schedule #23 (Elections Records), item 23.335; approved 10/24/2023

These records document the surveillance of drop boxes for security purposes. They may include, but may not be limited to, video recordings.

DTMB General Schedule #23 (Elections Records), item 23.336; approved 10/24/2023

These records document the collection of ballots from outdoor drop boxes. They may include, but may not be limited to, collection logs, ballot box maintenance and security checklists, and ballot retrieval documentation.

DTMB General Schedule #23 (Elections Records), item 23.337; approved 10/24/2023

These records document agreements between a county and a municipal clerk to establish a combined absentee voting counting board. They may include, but may not be limited to, agreements, correspondence, and supporting documentation.

DTMB General Schedule #23 (Elections Records), item 23.338; approved 10/24/2023

These records document registered voters in a given jurisdiction on Election Day, or during an early voting period. They may include, but may not be limited to, electronic pollbook data stored on devices used at the polling site.

DTMB General Schedule #23 (Elections Records), item 23.339; approved 10/24/2023

These records document which voters request to receive an absentee ballot for all future elections. The voter’s request is entered into the Qualified Voter File (QVF) which serves as the official record of the request. They may include, but may not be limited to, applications, and permanent absentee voter list data. MCL 168.811

DTMB General Schedule #23 (Elections Records), item 23.340; approved 10/24/2023; MCL 168.811

These records document tests of voting equipment prior to the election. They may include, but may not be limited to, data containing voting formulas for the election that is used to test the equipment’s accuracy, voter assist terminal testing, test ballots, test decks, supporting documentation, certifications, and edit listings.

DTMB General Schedule #23 (Elections Records), item 23.341; approved 10/24/2023

These records document tests of voting equipment prior to the election. They may include, but may not be limited to, data containing voting formulas for the election that is used to test the equipment’s accuracy, voter assist terminal testing, test ballots, test decks, supporting documentation, certifications, and edit listings.

DTMB General Schedule #23 (Elections Records), item 23.342; approved 10/24/2023

These records document people who are registering to vote within 14 days prior to an election and do not provide a Michigan driver’s license or state identification card listing their current address. They may include, but may not be limited to, applications, and affidavits. MCL 168.811

DTMB General Schedule #23 (Elections Records), item 23.343; approved 10/24/2023; MCL 168.811