§ 183.11. Records.
(a) A commission shall implement the following procedures for general registers:
(1) After a commission is connected to the SURE system, the general register of the commission shall be the SURE system, which shall be the official register for the commission.
(2) The general register shall contain:
(i) The information required in section 1401(a) of the act (relating to general register).
(ii) The status of the registrant and only one sample copy of the removal notices mailed to registrants under section 1501 of the act (relating to removal notices), responses sent by the registrant and a record of dates including the date the mailing was sent and the date the registrant responded to the commission.
(iii) The status of the registrant and only one sample copy of the removal notices or list maintenance notices mailed to registrants under section 1901 of the act (relating to removal of electors), responses sent by the registrant, and a record of dates including the date the mailing was sent, the date the registrant responded to the commission and the action taken by the commission.
(b) The district register, which is located on the SURE system, shall contain:
(1) The information required in section 1402 of the act (relating to district registers).
(2) The bar code of the registrant.
(3) The political party enrollment of the registrant.
(4) The date of birth of the registrant.
(5) The SURE registration number of the registrant.
(6) An indication of whether the registrant’s status is active or inactive.
(c) A commission shall maintain the following records:
(1) The names and addresses of the registrants to whom any information mailings, including notices referenced in § § 183.4(b)(7) and 183.6 (relating to uniform procedures for the commissions relating to entering data into the SURE system; and uniform procedures for the commissions relating to the process for identifying and removing duplicate records in the SURE system), are mailed.
(2) Information concerning whether or not the registrant responded to the mailing as of the date the records are inspected.
(3) A copy of the sample mailing sent to the applicant or registrant.
(4) The list used to generate the mailing.
(d) Information on the general and district registers shall be accessible for public inspection and copying in accordance with § § 183.13 and 183.14 (relating to accessibility to street lists; and public information lists).
(e) Immediately after an election, a commission shall examine the district and general registers to determine the accuracy of both registers in accordance with section 1402(f) of the act. The commission shall compare the signature of an elector on the district register used in the election with the signatures on file in the district and general registers. As a result of this comparison, if the commission suspects fraud, impersonation or forgery, the commission shall report in writing to the district attorney any evidence or indication of the discrepancy. If an election officer recorded an elector as removed, deceased or challenged and prevented the elector from voting, the commission shall investigate and make appropriate corrections to the general and district registers in accordance with the act.
(f) A commission shall follow the procedures in this chapter for inactive records of registrants.
(1) The commission shall make an inactive record active when the registrant responds to the mailing that designated the registrant as inactive, votes at an election, registers again, reports a change of name, address, telephone number or political party affiliation, or in some way contacts the commission.
(2) A commission shall send inactive records to the polls on election day.
(3) A commission shall allow an inactive voter to vote, sign petitions, and have the other privileges of a registered voter.
(4) A commission is not required to send mailings in accordance with section 1901 of the act to inactive voters.
Source The provisions of this § 183.11 adopted December 27, 2002, effective January 27, 2003, 32 Pa.B. 6340.
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