When the ES or receptionist has finished conducting business with the individual, the ES or receptionist will give the voter registration form to the staff in the local county office designated to handle the completed forms.
This staff person will log all voter registration applications/declinations received on the Voter Registration Log by recording the date, individual’s name, date of birth, and whether the individual marked yes; no; no, already registered; or declined to declare (Refer to 0105.026.05.03 Voter Registration Log).
If the individual marked “yes” and completed the application for voter registration, the staff person will make a copy of the voter registration application. Completed voter registration applications returned to the office after the office visit will also be copied and logged prior to submission to the local election authority.
Keep all declination forms and copies of all completed voter registration application forms or VR-100 forms in a central county/office file organized by month received.
NOTE: Do not file the voter registration application or declination form in the applicant or participant’s case file.
Create subfolders in the central county/office file for copies of any corrective action letters and copies of the Missouri Voter Registration Application form that are mailed to individuals organized by month sent. See 0105.026.15 Corrective Action Required When There Is No Record That An Applicant/EU Was Offered The Opportunity To Register To Vote. All declination forms and copies of all completed voter registration application forms or VR-100 forms currently in the office files and all declination forms and copies of all completed voter registration application forms or VR-100 forms that will be received or created prior to June 25, 2013 must be retained until June 26, 2015. Declination forms, voter registration forms or VR-100 forms received or created on or after June 26, 2013, shall be retained for 24 months after they were created or received. Declination forms, voter registration forms or VR-100 forms may be destroyed thereafter following departmental policy for destruction of records containing sensitive or confidential information.
Refer to 0105.026.20 Transmission of Completed Forms for more information.