MCCCD Records & Information Management (RIM)
Election
| NO. | RECORD SERIES | YR. |
REMARKS | MCCCD-Specific Keywords+ | |
Supersedes schedule dated October 20, 2011 |
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| 1 | Candidate records (state and local, including campaign finance records, nomination papers, petitions, affidavits, financial disclosure statements, statements of organization, threshold statements, and other related records) | ||||
| a. | If elected | 3 |
After term in office ended | ||
| b. | If not elected | 3 |
After date of election | ||
| c. | Federal elections | 2 |
After date of election | ||
| 2 | Court challenge records | ||||
| a. | Historical | Perm |
Preserve pursuant to ARS §39-101 | ||
| b. | All others | 2 |
After calendar year resolved | ||
| 3 | Cumulative independent expenditure notification forms | 3 |
After date of election | ||
| 4 | Department of Justice records (including submissions and American with Disabilities Act (ADA) records) | Perm |
Preserve pursuant to ARS §39-101 | ||
| 5 | Educational documentation for election issues | ||||
| a. | Historic | Perm |
Preserve pursuant to ARS §39-101 | ||
| b. | All other records | - |
After administrative value has been served | ||
| 6 | Election records (voted ballots, voting abstracts (ARS §§16-618, 619) and related voting materials, including voted ballots, official and unofficial returns envelopes, unofficial results, early voting requests, county special election records, write-in tally sheets, official poll lists, tally lists, and voted ballots (ARS §16-615); unofficial poll lists and tally lists (ARS §16-616); chain of custody documents, logic and accuracy test records, hand count / early ballot audit documents and related records) | ||||
| a. | State and local | 6mo |
After date of election | ||
| b. | Federal and presidential preference elections | 2 |
After date of election (ARS §16-624(A); USC §42-1974) | ||
| c. | Political subdivision | ||||
| i. If not retained by office | - |
Transfer to political subdivision after election | |||
| ii. All other records | - |
After calendar year 2 regular elections held or after political subdivision ceases to exist or after political subdivision begins holding own elections, whichever comes first | |||
| 7 | Election violation complaint records | ||||
| a. | Resolved through litigation | 5 |
After litigation completed | ||
| b. | Resolved without litigation | 2 |
After date of election | ||
| 8 | Maps (precincts and districts, including legal descriptions) | Perm |
Preserve pursuant to ARS §39-101 | ||
| 9 | Official canvasses (ARS §16-646) | Perm |
Preserve pursuant to ARS §39-101 | ||
| 10 | Political action committee (PAC) records | ||||
| a. | Standing PAC | ||||
| i. Initial filing records | 3 |
After PAC disbanded | |||
| ii. Jurisdictional filing records (records filed with jurisdictions where PAC is campaigning) | 3 |
After date of election | |||
| b. | All others | 3 |
After PAC disbanded | ||
| 11 | Polling place records (including consent forms) | ||||
| a. | PPE | - |
After next PPE held | ||
| b. | All others | 2 |
After date of election | ||
| 12 | Poll worker for election day records (including financial records, names, addresses, poll worked, sign-in sheets, reports and handouts, and other related records) | 2 |
After date of election | ||
| 13 | Publicity records (including pamphlets) | ||||
| a. | Historical | Perm |
Preserve pursuant to ARS §39-101 | ||
| b. | All others | - |
After fiscal year election held | ||
| 14 | Report of voter statistics (if issued) | 10 |
After date of election | ||
| 15 | Signature rosters (including for traditional elections, this is the actual signature roster and may include notation for voters that mail-in ballots and for elections thare are fully conducted via mail-in/online, this can be a roster/checklist of citizens that actually voted in the election) | Perm |
Preserve pursuant to ARS §39-101 | ||
| 16 | Title 19 records (including initiatives, recalls, and referendums) | ||||
| a. | Historical | Perm |
Preserve pursuant to ARS §39-101 | ||
| b. | Petitions, certification sheets, and related correspondence | 1 |
After calendar year of election. If no election held, return petitions to petitioner | ||
| c. | Application for initiatives, recalls, and referendum | 10 |
After calendar year filed | ||
| 17 | Video recording of ballot counting and related records (for any statewide, county, or legislative election) | 30 days |
After end of challenge period on general election (ARS §16-621) | ||
+The retention schedules are developed by the Arizona State Library, Archives and Public Records; the internal words used by MCCCD may differ than those shown on the schedule. Look for the "type" of item rather than a specific word, i.e., instead of "official function form" consider that it is a form MCCCD uses to support a purchase and review the Finance schedule for the retention period of similar items.
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