Georgia Archives

University System of Georgia

Local Government Records Retention Schedules

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CATEGORY:  ELECTIONS (07)   [ Total entries: 72 ]


LG-07-001 | Absentee Ballot Records - Registrar

Description:  Absentee ballot applications

Retention:  2 years

Updated:  October 20, 2016


LG-07-002 | Absentee Voter Lists - Registrar

Description:  List of certified absentee voters

Retention:  2 years

Updated:  October 20, 2016


LG-07-003 | Appointment and Resignation Records

Description:  Records relating to the appoinment and resignation of election officials.

Retention:  2 years

Updated:  October 20, 2016


LG-07-004 | Appointment Files - Precinct Managers, Clerks, and Voting Equipment Custodians

Description:  Oaths, lists, orders and correspondence relating to the appointment of Precinct Managers, Clerks, and Voting Equipment Custodians.

Retention:  2 years

Updated:  October 20, 2016


LG-07-005 | Appointment, Commissioning, and Resignation Papers of Registrars and Deputy Registrars

Description:  Certificates, appointments, notifications, resignations, oaths of office

Retention:  2 years

Updated:  October 20, 2016


LG-07-006 | Ballot Samples and Labels

Description:  Samples or facsimiles of ballots and ballot labels

Retention:  2 years

Updated:  October 20, 2016


LG-07-007 | Budget Estimates - Registrar

Description:  Records and working papers related to the cost estimates for holding an election.

Retention:  4 years

Updated:  October 20, 2016


LG-07-008 | Budget Estimates - Superintendent

Description:  All records relating to election budgetary needs.

Retention:  4 years

Updated:  October 20, 2016


LG-07-009 | Calls for Elections

Description:  Records relating to the calling of bond elections, special elections, nonpartisan primaries, and recall elections by a governing authority.

Retention:  2 years

Updated:  October 20, 2016


LG-07-010 | Calls for Special Primaries and Elections

Description:  Records related to the announcement of a special primary or election.

Retention:  2 years

Updated:  October 20, 2016


LG-07-011 | Campaign Disclosure Violation/Complaint Records - Superintendent

Description:  Complaints received and reports to State Ethics Commission

Retention:  5 years

Updated:  October 20, 2016


LG-07-012 | Campaign Financial Disclosure Reports - County Offices/Referendums - Superintendents Copy

Description:  Dislosure reports for county offices and county referendums

Retention:  5 years

Updated:  October 20, 2016


LG-07-013 | Campaign Financial Disclosure Reports - Municipal Authority

Description:  Financial disclosure reports filed by municipal office candidates.

Retention:  5 years

Updated:  October 20, 2016


LG-07-014 | Candidate Filing Papers

Description:  All records relating to the qualifying of candidates.

Retention:  2 years

Updated:  October 20, 2016


LG-07-015 | Certificates of Elections

Description:  Certifications of elected candidates

Retention:  Permanent

Updated:  October 20, 2016


LG-07-016 | Certification of Recall Petitions - Municipal Authority

Description:  Certificates from the election superintendent regarding a recall petition.

Retention:  2 years

Updated:  October 20, 2016


LG-07-017 | Certified Electors List - City Clerk

Description:  List of eligible voters

Retention:  2 years

Updated:  October 20, 2016


LG-07-018 | Challenge to Qualifications of Electors

Description:  Records relating to the challenge to the qualifications of electors.

Retention:  2 years after removal or rejection from list

Updated:  October 20, 2016


LG-07-019 | Challenges to Qualifications of Candidates

Description:  Complaints, petitions, correspondence relating to qualification challenges

Retention:  2 years

Updated:  October 20, 2016


LG-07-020 | Change of Polling Place

Description:  Records relating to the changing of a polling place.

Retention:  2 years

Updated:  October 20, 2016


LG-07-021 | Collection of Qualifying Fees

Description:  Receipts, correspondence, and transmittals regarding the collection of qualifying fees.

Retention:  2 years

Updated:  October 20, 2016


LG-07-022 | Computing and Canvassing the Vote Records

Description:  All records related to the process of computing, tallying, and canvassing the vote.

Retention:  2 years

Updated:  October 20, 2016


LG-07-023 | Contested Election/Primary Records

Description:  Records related to the resolving of a contested election or primary.

Retention:  2 years after resolution of dispute

Updated:  October 20, 2016


LG-07-024 | Correspondence - Superintendent

Description:  All correspondence related to the general administration of the office.

Retention:  2 years

Updated:  October 20, 2016


LG-07-025 | Court Orders for Opening Voting Machines

Description:  Records relating to the examination procedures for voting machines.

Retention:  2 years

Updated:  October 20, 2016


LG-07-026 | Declaration of Intent to Accept Contributions - Superintendent

Description:  Declarations by candidates or their campaigns to accept contributions.

Retention:  5 years

Updated:  October 20, 2016


LG-07-027 | Election Offenses

Description:  Superintendant's records relating to the investigation and/or prosecution of election offenses.

Retention:  2 years after close of case

Updated:  October 20, 2016


LG-07-028 | Election Returns (copies), Ballots, and Other Election Materials

Description:  Copies of election returns filed with election superintendent, used and voided ballots, tally sheets, oaths, and numbered lists of voters.

Retention:  2 years

Updated:  October 20, 2016


LG-07-029 | Electors List - Municipal Authority

Description:  Elector lists delivered from the county board of registrars.

Retention:  2 years

Updated:  October 20, 2016


LG-07-030 | Electors List Purchase Records - Registrar

Description:  Statements verifying that purchased copies of the electors list will not be used for commercial purposes.

Retention:  2 years

Updated:  October 20, 2016


LG-07-031 | Electors Lists

Description:  List of all qualified electors for a given primary or election. This is the registrar's retained copy.

Retention:  5 years

Updated:  October 20, 2016


LG-07-032 | Electors Lists Receipts - Registrar

Description:  Receipts for the delivery of electors lists

Retention:  2 years

Updated:  October 20, 2016


LG-07-033 | Electors Lists, Marked - Registrar

Description:  Marked copy of voter list

Retention:  5 years

Updated:  October 20, 2016


LG-07-034 | Electors’ Change of Residence Cards

Description:  Records relating to the change of address for electors.

Retention:  Retain last change of address

Updated:  October 20, 2016


LG-07-035 | General and Consolidated Returns

Description:  Records related to consolidating voting results.

Retention:  2 years

Updated:  October 20, 2016


LG-07-036 | List of Convicted Felons - Clerk of Superior Court

Description:  List of individuals who have been disenfranchised for a felony conviction.

Retention:  2 years

Updated:  October 20, 2016


LG-07-037 | List of Disqualified Voters

Description:  List of voters who have been disqualified for mental incompetency.

Retention:  2 years

Updated:  October 20, 2016


LG-07-038 | Lists of Deceased Individuals

Description:  Monthly list prepared by Vital Statistics and sent to the Voter Registrar.

Retention:  2 years

Updated:  October 20, 2016


LG-07-039 | Lists of Persons Assisting Electors

Description:  Records documenting statutory compliance with providing assistance to electors.

Retention:  2 years

Updated:  October 20, 2016


LG-07-040 | Lists of Persons Assisting Voters

Description:  Names of individuals who assisted voters.

Retention:  2 years

Updated:  October 20, 2016


LG-07-041 | Nomination Petitions and Examination Files

Description:  Records relating to the examination of petitions.

Retention:  2 years after election or litigation; whichever is later.

Updated:  October 20, 2016


LG-07-042 | Notice of No Election

Description:  Notification of no election

Retention:  2 years

Updated:  October 20, 2016


LG-07-043 | Notices of Qualifying Fees

Description:  Records relating to the establishment of qualifying fees for county primaries and elections.

Retention:  2 years

Updated:  October 20, 2016


LG-07-044 | Oaths of Assisted Electors - Registrar

Description:  Duplicate copy of oath administered to electors requiring voting assistance.

Retention:  2 years

Updated:  October 20, 2016


LG-07-045 | Oaths of Electors Needing Assistance

Description:  Records documenting assistance provided to qualified electors.

Retention:  2 years

Updated:  October 20, 2016


LG-07-046 | Official List of Qualified Candidates, Constitutional Amendments, and Questions

Description:  Lists the names of all qualified political candidates, constitutional amendments, and other questions certified to be on the election ballot.

Retention:  2 years

Updated:  October 20, 2016


LG-07-047 | Poll Operation and Procedure Records

Description:  Records relating to the preparing, opening, operating, and closing of a polling location during election day,

Retention:  2 years

Updated:  October 20, 2016


LG-07-048 | Polling Place Change Notices

Description:  Notices of polling place change

Retention:  2 years

Updated:  October 20, 2016


LG-07-049 | Precinct Boundary Changes

Description:  All records relating to the change of precinct boundaries.

Retention:  Permanent

Updated:  October 20, 2016


LG-07-050 | Precinct Boundary Files

Description:  All records relating to the change in precinct boundaries including but not limited to maps, plats, notifications, reports, correspondence, and minutes.

Retention:  Permanent

Updated:  October 20, 2016


LG-07-051 | Publication of Qualifying Fees for County Office - County Officials

Description:  All records related to the fixing and publishing of qualifying fees for each county office.

Retention:  2 years

Updated:  October 20, 2016


LG-07-052 | Qualification Fees

Description:  Records relating to the fixing and publication of qualification fees.

Retention:  2 years

Updated:  October 20, 2016


LG-07-053 | Racial Breakdown of Electors

Description:  Registrar's retained copy of certified report submitted to the Secretary of State.

Retention:  Permanent

Updated:  October 20, 2016


LG-07-054 | Recall of Elected Officials

Description:  Records relating to the recall process of elected officials.

Retention:  2 years

Updated:  October 20, 2016


LG-07-055 | Recall of Probate Judge Records

Description:  Records related to the recall process of a Probate Judge.

Retention:  2 years

Updated:  October 20, 2016


LG-07-056 | Recount Records

Description:  All records related to recounting or re-canvassing the votes cast in an election.

Retention:  2 years

Updated:  October 20, 2016


LG-07-057 | Registration Cancellations

Description:  Records relating to the removal of names from electors list.

Retention:  2 years

Updated:  October 20, 2016


LG-07-058 | Registration Renewal Cards

Description:  Cards returned by electors requesting to remain registered.

Retention:  2 years

Updated:  October 20, 2016


LG-07-059 | Removals of Registrars for Cause

Description:  Complaints, notices, court orders, and related documents

Retention:  2 years

Updated:  October 20, 2016


LG-07-060 | Requests for Reimbursement of Precinct Boundary Change Cost

Description:  Requests to the Secretary of State for reimbursement boundary changes

Retention:  2 years

Updated:  October 20, 2016


LG-07-061 | Requests for Reimbursement of Precinct Boundary Change Cost - Municipal Authority

Description:  Requests to the Secretary of State for reimbursement boundary changes

Retention:  2 years after reimbursement

Updated:  October 20, 2016


LG-07-062 | Rules and Regulations - County Political Bodies

Description:  Rules and regulations governing the conduct of conventions for political parties operating in the county.

Retention:  Permanent

Updated:  October 20, 2016


LG-07-063 | Special Registration Drive Notices

Description:  Notices of voter registration locations and hours

Retention:  2 years

Updated:  October 20, 2016


LG-07-064 | Vote Count Discrepancies

Description:  Records relating to the reporting and resolving of count discrepancies.

Retention:  4 years

Updated:  October 20, 2016


LG-07-065A and LG-07-065B | Voter Registration Cards

Description:  Registration cards as required by law

Retention:  (LG-07-065A) Permanent for active status; (LG-07-065B) 2 years after deletion for inactive status

Updated:  October 20, 2016


LG-07-066 | Voter Registration Correspondence

Description:  Records relating to the registration of voters.

Retention:  2 years

Updated:  October 20, 2016


LG-07-067 | Voter Registration Maintenance Files

Description:  Records relating to registered voters not required by law.

Retention:  2 years

Updated:  October 20, 2016


LG-07-068 | Voters Certificates - Registrar

Description:  Certificates of persons who voted

Retention:  2 years

Updated:  October 20, 2016


LG-07-069 | Voting Machine Custodian/Vote Recorders Oaths

Description:  Oaths of voting machine custodians and records of the vote filed with the city/county clerk.

Retention:  2 years

Updated:  October 20, 2016


LG-07-070 | Voting Machine Petitions

Description:  Referendum records on the use of voting machines by municipal governments.

Retention:  2 years

Updated:  October 20, 2016


LG-07-071 | Voting Machine/Vote Recorder Certificates

Description:  Certificates assuring that vote recorders and machines are in proper order.

Retention:  2 years

Updated:  October 20, 2016


LG-07-072 | Write-in Candidate Notifications

Description:  Records relating to qualifying as a write-in candidate for municipal office.

Retention:  2 years

Updated:  October 20, 2016


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