Chapter 111:3-4 | Enhancements and Significant Adjustments; Updated Manuals; Re-examination

Rule 111:3-4-01 | Converting voter registration applications into electronic files.

• Effective: March 28, 2022
• Promulgated Under: 119.03

Upon receiving a new voter registration application or an application to change an existing voter registration, a board of elections shall do all of the following:

(A) Date stamp the application to show the date that it was received.

(B) Determine the completeness and validity of the application by reviewing it to verify that the voter supplied all of the information required by state and federal law.

(C) If the board determines that the application is complete and valid, the board shall do all of the following:

(1) Enter the information contained on the application into the correct data fields in the county voter registration system, including phone number and email if provided;

(2) Scan the voter registration application into the county voter registration system to capture, at a minimum, the applicant's signature.

(3) File and retain the voter registration application in accordance with Ohio law and the current public record retention schedule for the board of elections.

(D) After entering the information on the voter registration application into the county voter registration system, the board shall transmit the voter record to the statewide voter registration database. The voter record shall include in the record a unique county voter identification number assigned to the voter by the county voter registration system.

Last updated March 28, 2022 at 2:23 PM

Supplemental Information

Authorized By: 3503.15(D), 3501.05(R)
Amplifies: 3503.15, 3501.05
Five Year Review Date: 3/15/2027
Prior Effective Dates: 1/25/2016

Rule 111:3-4-02 | Entering voter registration records into the statewide voter registration database on an expedited basis.

• Effective: March 28, 2022
• Promulgated Under: 119.03

(A) A board of elections that receives a voter registration application at least thirty days before an election and is satisfied as to the truth of the statements made on the voter registration form shall register the applicant no later than the earlier of following:

(1) The twentieth business day after receiving the application; or

(2) The fourteenth day before the day of the next general or primary election to be held in that county, in order to prepare the official precinct registration list in accordance with section 3503.23 of the Revised Code.

(B) If a board receives an otherwise valid voter registration application filed less than thirty days before an election, the board should examine the voter's registration application for completeness and validity as soon as practicable after the official canvass of an election.

Last updated March 28, 2022 at 2:23 PM

Supplemental Information

Authorized By: 3501.05(R)
Amplifies: 3501.05, 3503.19, 3503.23
Five Year Review Date: 3/15/2027
Prior Effective Dates: 1/25/2016

Rule 111:3-4-03 | Removing canceled voter registration records.

• Effective: March 28, 2022
• Promulgated Under: 119.03

(A) A board of elections shall not cancel a voter registration record except as provided in section 111.44, division (Q) of section 3501.05, division (C)(2) or (C)(3) of section 3503.19, section 3503.21, division (C) of section 3503.24, and section 3503.33 of the Revised Code, and in accordance with any directive issued by the secretary of state.

(B) If a board of elections cancels a voter registration record, the board shall assign to a voter registration record a status that prohibits the voter registration system from printing any information contained in the voter registration record onto pollbooks and that prohibits insertion into the voter record credit for voting in any election.

(C) Upon the cancellation of a voter registration record, the board of elections must change the status of the voter registration record in the county voter registration system to indicate that the voter record was cancelled.

(1) After cancelling the voter registration record in the county voter registration system, the county board of elections shall transmit electronically the update to the status of the voter record to the statewide voter registration database.

(2) Cancelled voter registration records shall be marked accordingly in the statewide voter registration database.

(D) A board of elections shall not eliminate from its county voter registration system a voter registration record that has been cancelled in the county voter registration system or otherwise cause any data from any field of the cancelled voter registration record to become inaccessible.

Last updated March 28, 2022 at 2:23 PM

Supplemental Information

Authorized By: 3503.15(D), 3501.05(Q)
Amplifies: 3503.15, 3501.05
Five Year Review Date: 3/15/2027

Rule 111:3-4-04 | Persons authorized to update statewide voter registration database.

• Effective: March 28, 2022
• Promulgated Under: 119.03

(A) The secretary of state shall designate no less than two employees of the office of secretary of state to serve as system administrators for the statewide voter registration database.

(B) The board of elections shall designate at least one employee of the board to serve as the system administrator for the county voter registration system.

(C) The director and deputy director of a board of elections are permitted to allow a third party access its county voter registration system only for the amount of time necessary to accomplish tasks predetermined and approved by the board of elections. The board remains responsible for overseeing and logging all activities of any third party that receives access to its system and for complying with related directives from the secretary of state's office.

(D) The director and deputy director of a board of elections must maintain a current and accurate list of any individuals who have been allowed access to any voter registration system whether the system was accessed in person or through a real-time computer connection.

(E) This list described in paragraph (D) of this rule must contain the following information:

(1) The name of the third-party;

(2) The identity of the system and/or applications to which the third-party user had access;

(3) The user identification code or number through which the third-party accessed the system;

(4) The date on which the director or deputy director granted the access;

(5) The date on which the authorized access terminates; and

(6) A description of the activity conducted by the third party.

Last updated March 28, 2022 at 2:23 PM

Supplemental Information

Authorized By: 3503.15(D), 3501.05(R)
Amplifies: 3503.15, 3501.05
Five Year Review Date: 3/15/2027

Rule 111:3-4-05 | Conducting annual audits of the statewide voter registration database.

• Effective: March 28, 2022
• Promulgated Under: 119.03

(A) A system administrator for the statewide voter registration database for the office of the secretary of state shall conduct a "Manually Triggered Detailed Audit" for each county at least once each calendar year. The statewide voter registration database shall do the following:

(1) Automatically request all information contained in all "active-active" and "active-confirmation" voter records in all precincts in all of the county voter registration systems;

(2) Attempt to match all information or data in the county voter records in all precincts with the information or data for the same voter records contained in the statewide voter registration database by using the state voter identification numbers;

(B) The statewide voter registration system will generate an email notification to the boards of elections indicating any audit discrepancies. The notification will be sent following the completion of the audit.

Last updated March 28, 2022 at 2:23 PM

Supplemental Information

Authorized By: 3503.15(D), 3501.05(R)
Amplifies: 3503.15, 3501.05
Five Year Review Date: 3/15/2027

Rule 111:3-4-06 | Data sharing.

• Effective: March 28, 2022
• Promulgated Under: 119.03

Section 3503.15 of the Revised Code authorizes the secretary of state to enter into agreements with persons or organizations engaging in legitimate governmental purposes to share information or data as necessary for maintenance of the statewide voter registration database. The secretary of state identifies the following persons or organizations that may receive information or data from the Ohio statewide voter registration database:

(A) Other state of Ohio agencies, including but not limited to Ohio bureau of motor vehicles, Ohio department of health, Ohio department of job and family services, Ohio department of medicaid, and Ohio department of rehabilitation and correction, for the purpose of identifying presently registered voters in the state of Ohio whose voter registration address, as it is recorded in the Ohio statewide voter registration database, may not be current.

(B) ERIC, or the electronic registration information center. ERIC is an organization of several states that share voter registration data points to maintain accurate voter registration information.

(C) Election officials of other states, territories, or local political subdivisions of other states or territories who administer elections, for the purpose of comparing voter registration records to assist in identifying duplicate registrations and confirming accurate voter registration information.

Last updated March 28, 2022 at 2:23 PM

Supplemental Information

Authorized By: 3503.15
Amplifies: 3503.15
Five Year Review Date: 3/15/2027
Prior Effective Dates: 6/20/2015