6. Possible Duplicates and List Maintenance
Contents
1. Step 1 Select Notice Type Address Verification hd Step 2 Select Return Type Retumed as Undeliverable by post office Y Step 3 Scan Notices Barcode NOTE 174657 Otiico of the HANSON COUNTY AUDITOR AEA TOAD f ITL AAN WANNA Page 1 of 10 Discard All Images Zoom Levet 100 v Rotate Left Rotate Right Total Images 18 Total Notices 5 O If you select the Show Scanner Interface checkbox the following box on the left will display This screen will allow you to change options that are associated with your scanner For example you can choose Black and White from the Mode drop down menu to scan the notices in black and white instead of color You can select 200 dpi from the Dots per inch drop down menu instead of 300 dpi so the notices scan faster and the resolution is less Once you have selected the options you want click the Scan button Again the notices will be displayed as previously stated and you may edit the images accordingly When you are ready click Process Scanned Return s Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 30 The voters that you process here will show up on your Home Screen under the queue item of Recently Added or Updated If there are changes to the voter file they follow the guideline above for each return type Also the voters Change Log will record the Employee s n2. DD Page 1 of 12 Pagesize 100 Change Item 1 to 100 of 1196 ALLABCDEFGHIJKLMNOPQRSTUVWXYZ Search Name Filter F Voter ID Name Status DOB Last Reg Date Time Elapsed Date Last Voted Time Elapsed S S E 240912 Adams Rochelle J Inactive 6 01 1959 4 06 2006 7 Years 4 Months 16 Days 303326 Aguirre Antonio Mcbride Sr Inactive 9 28 1970 2 01 2008 5 Years 6 Months 19 Days 4 10 2007 6 Years 4 Months 12 Days F 272992 Airington Stephanie J Inactive 11 28 1979 11 16 2006 6 Years 9 Months 4 Days g Alexander April Lashawn Inactive 9 01 1980 5 13 2004 9 Years 3 Months 9 Days 11 02 2004 8 Years 9 Months 18 Days A S 166029 Allen Tiffany Marie Inactive 1 13 1984 5 15 2003 10 Years 3 Months 7 Days 378351 Alonso Moreno Enrique Inactive 7 15 1963 6 19 2009 4 Years 2 Months 3 Days Alsgaard Beth Doreen Inactive 12 14 1946 10 20 2006 6 Years 10 Months 0 Days 11 07 2006 6 Years 9 Months 13 Days Ss oaa E F 210138 Aman Angela M Inactive 6 15 1979 10 15 2004 8 Years 10 Months 5 Days 11 02 2004 8 Years 9 Months 18 Days F 216553 Aman Barbara Ann Inactive 7 03 1942 10 26 2004 8 Years 9 Months 25 Days 11 02 2004 8 Years 9 Months 18 Days F 158662 Aman Stanley Dee Inactive 3 08 1940 10 22 2002 10 Years 9 Months 29 Days 11 05 2002 10 Years 9 Months 15 Days Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 17 Let s work through Steps 1 and 2 of th
3. Click OK POSSIBLE DUPLICATE WORK SCREEN Match Type Possible Main Record Last Voter Last First Middle Drivers eee Last Link emis Mame oe Suffix Party DOB SSN ome County nn Voted Status gt 231171 Peterson Stanley D REP 4 04 1954 5611 Davison 1 3 2006 Active The page at sdtest total vote com says Last Voter Last First Middle Are you sure you want to ignore this match aes Last Link Name Name Name a a eas Voted es mine if match YES This is SS Merge With Main Ignore This Match Create Duplicate Notice Close You will get the screen below stating that the match has been ignored blue box You can now proceed on to the next set of matched records POSSIBLE DUPLICATE WORK SCREEN Crea Match Type Possible Main Record s T T Voter Last First Middle l pe Drivers gt D REP 231171 Peterson 4 04 1954 Davison 1 3 2006 Active Your Record to be merged with Main Record Voter Last Firs Middle ee ee Drivers Sees Last ree YES This is a match NO This is not a match Cannot determine if match Merge With Main Ignore This Match Create Duplicate Notice Close When you return to your main Possible Duplicates list this match will no longer be there Also since you have claimed that the two voters are not the same person TotalVote will permanently ignore the match on these two voter IDs and the
4. MUN Illinois Township SCH Highmore Harrold School District 34 2 WDD Central Plains WDD 6 Address City State Instructions records to display allot Date Election records to display The first thing listed is the date of the move blue box on the previous page The NCOA tracks all moves for the past 48 months This move occurred in 09 2011 or in September 2011 You will only get the month and year of the move not the actual day Next is the new address According to the post office this voter updated her residence to 1076 Sitting Bull Ct Box Elder SD 57719 For further clarification every voter that was run through the NCOA database whether they were flagged as a move or not will have something in their Validate tab Let s continue with Tracy Lennick Click the Validate tab red box Name DL SSN DOB Age Lennick Tracy Lee 2241 10 23 1989 23 Last Reg Date 11 30 2007 Status Active Party REP Last Voted Go to Scan Page Type es NCOA Report Jot ne Note Bypass Response Match 08 19 2013 AS01 CS01 C510 CM01 as a Individual COA Match An Individual Business or Family As you can see there is now a NCOA record listed there dated 8 19 2013 In the next column are the response codes that came back from Melissa Data a company that provides a web service with USPS data and a descrip
5. 21 1971 00990201 REP Active 9 26 2012 11 6 2012 205752 Benson Chris Edward 7 27 1971 482882618 REP Unregistered Other 2 14 2013 11 2 2004 When you click on the match you are taken to the screen below Since the Main record has an unregistered status red circle there is a warning message at the bottom of the screen blue box stating that you should double check to make sure you want to continue with the merge If you want to continue as normal proceed as you have in other steps Otherwise if you want to switch the main and merged records there is a Switch button green box that appears which will allow you to reverse the merge allowing you to keep the older record as the surviving record and merging the newer record into it POSSIBLE DUPLICATE WORK SCREEN Next Match Type Probable Main Record Last Voter Last First Middle 2 Drivers Last Link TE aS aah Suffix Party DOB SSN TEA County e Voted Status gt 205752 Benson Chris Edward REP 7 27 1971 482882618 Union 2 14 2013 Your Record to be merged with Main Record Voter Last First Middle Drivers a Last Link T RES ae Suffix Party DOB SSN EA County a Voted Status gt so 09980201 Union 926 2012 14 6 2012 Active YES This is a NO This is nota Cannot determine if bottom match match match Switch Merge Merge With Main Ignore This Match Create Duplicate Notice WARNING The main voter is Unregistered and the old voter is not Please
6. 571269 Dakota Bixler 6 30 2013 8 33 19 PM Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 7 IGNORING MATCHES Inevitably there will be matches on your possible duplicate list that will not be the same voter These matches have been generated by TotalVote using matching data fields so voters with similar information may be matched Example It is not uncommon to find twins in this possible duplicate list you will need to ignore these if they have been matched together Some of you may be able to clearly see that a match is not the same voter because a match has generated between a man and a woman It is quite obvious to you that it is not a match so why is it being flagged as a potential duplicate Answer The state of South Dakota does not collect any gender data on its voter registrations so this information is not stored in TotalVote The computer cannot distinguish a man from a woman It is no easier for the computer to assign a gender to first names like Jamie Taylor Kelly than it is for it to determine between a Michael or Michelle Therefore you can determine if two voters are a match or not much easier than the computer can Feel free to ignore those matches The good thing about TotalVote is that once you process a match as ignored the system will permanently store your choice and the records will not be matched a possible duplicates ever again Although working through this list may be tedio
7. David 1705 E Spruce St Sioux Falls 57103 0315 08 30 1979 01235082 Active Minnehaha DEM 10 22 2013 8 13 00 AM Select Update 220072 Ahlers Harold Allen 25703 Packard Ln Renner 57055 6521 04 13 1962 00187542 Active Minnehaha REP 10 11 2013 9 11 08 AM Select Update 306082 Alameda Lorrena Rose 5403 W 43rd St Sioux Falls 57106 07 06 1983 00847795 Active Minnehaha DEM 10 24 2013 12 00 00 AM Select Update 327262 Albers Brent William 305 N Meyer Ln Sioux Falls 57103 07 18 1983 00853361 Active Minnehaha IND 10 18 2013 1 07 58 PM Select Update 388246 Allard Charles Henry 204 N Foss Ave Sioux Falls 57110 09 17 1960 01298253 Active Minnehaha DEM 10 23 2013 3 56 59 PM RR 2345678 910 A X Pagesize 10 679 items in 68 pages To process these voters click the arrow next to the queue item to view the voters and click Update A message will appear confirming whether or not you would like to proceed If so click OK Once you click OK the voter will be moved to Inactive and the Last Registration Date will be updated to today s date You can also update all the voters in this queue item by clicking Update All Updated October 2015
8. by the alternating shaded lines The two matched records are stacked directly above below each other and the voter s information can easily be viewed in each column The column headers are as follows Match Type black box below Voter Link Name DOB SSN last four numbers Driver s License Party Voter Status County Last Change Date and Last Voted The Match Type column displays the type of match perfect probable or possible and is only present on the row that represents your county i Last Voter Link Name DOB wa m Party Voter Status County Registration Last Voted License Date 385389 Conolly Jessica Leigh 5 24 1987 01297187 DEM Active Union 8 20 2009 11 2 2010 571269 Conolly Jessica L 5 24 1987 01297187 DEM Active Minnehaha 10 30 2012 11 6 2012 322277 Erickson Anna C 2 16 1990 01078860 DEM Active Union 5 19 2008 11 4 2008 569735 Erickson Anna C 2 16 1990 01078860 DEM Active Minnehaha 10 28 2012 11 6 2012 As with all reports in TotalVote you can export or print this list those buttons are located in the blue box above To get started click the hyperlinked match type blue arrow for the voter you want to review Possible Duplicate Work Screen This screen will show two records Main Record and Your Record POSSIBLE DUPLICATE WORK SCREEN Back to List Next Main Record Match Type Perfect Last Voter Last First Middle Drivers oe Last Link TEES ae PE Suffix Party DOB SSN TRN County niger Vot
9. from the list below Step 5 This will generate Address Verification notices for all voters selected Voters Selected 0 Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 15 The color coded instructions below describe the features on this page what you will see and how to navigate through the process NVRA List Maintenance 1 E 2 a Purge Process Address Verification Process Step 1 Step 3 ALL O Selected Unselected This will generate a list of all your Inactive voters that have not This will generate a list of your voters with an Active status that have updated their voter registration and have not voted in the past not updated their voter registration and have not voted in the past four years four years Step 2 Step 4 Purge Inactive Voters Report Format Clicking this button will update all selected voters to a status of Checks the voters selected in Step 3 against the USPS National Unregistered Purged for Non Voting Change of Address NCOA program to identify registrants whose addresses may have changed Voters on the NCOA list will not receive an Address Verification notice and will be removed from the list below Step 5 This will generate Address Verification notices for all voters selected 5 aca d 6 _Unselect Entire List 8 Voters Selected 23 K KHE El Page of 1 Go Page size Item 1 to 23 of 23 TETTETETT Se
10. make sure you want to merge these records Merge Main top into Match Close Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 12 After you have clicked on the Switch Merge button you will get a window that appears asking you to confirm your decision To proceed click OK POSSIBLE DUPLICATE WORK SCREEN Viatch Type Probable Main Record z Last Voter Last First Middle Drivers 2 Link Name Name Name License Date gt 205752 Benson Chris Edward REP 7 27 1971 482882618 Union 2 14 2013 The page at sdtest total vote com says Are you sure you want to merge the MAIN record into the Voter Last Fest Maddie Suffix TEN Coun e Last Status Link Name Name Name pi id Voted 7 gt Cannot determine if Merge Main top mO Mater TES This This 1S Hot a bottom match match match Switch Merge Merge With Main Ignore This Match Create Duplicate Notice WARNING The main voter is Unregistered and the old voter is not Please make sure you want to merge these records Close The screen will refresh and again you will see green messages on the screen saying that the voters have been merged successfully You will also see that the record on top now has a status of Merged whereas the bottom record is now the Active surviving record POSSIBLE DUPLICATE WORK SCREEN
11. screen red box This message shows that all 129 of my voters that are selected green circles and arrows are going to be run through the NCOA process It will also give you a warning that the NCOA process may and for large counties with long lists probably wi take several minutes to run For large counties it might be a good idea to run only part of your list at a time After you click OK please be patient and let the process work Click OK to proceed NVRA List Maintenance Purge Process Address Verification Process Reporting Step 1 Step 3 ALL This will generate a list of all your Inactive voters that have not This will generate a list of your voters with an Active status that have Include Selected updated their voter registration and have not voted in the past not updated their voter registration and have not voted in the past four years O Unselected Step 2 PDF Report Format Thes 129 ters will be checked against the USPS National O Excel Clicking this button will update all selected voters to a stat ChangmefAddress NCOA program to identify registrants Create Report Unregistered Purged for Non Voting a Unselect Entire List Voters Selected 129 K kij 2 gt El Page of 2 Go Page size Item 1 to 100 of 129 ALABCDEFGHIJKLMNOPORSTUVWXYZ Search Name Filter Voter ID Name Status DOB Last Reg Date Time Elapsed Date Last Voted Time Elapsed When the process is complete you wi
12. the bottom record now has a status of Merged purple boxes You are now free to click on the Next button red box to proceed to the next match on your possible duplicates list POSSIBLE DUPLICATE WORK SCREEN Match Type Perfect Main Record Status Active dois ones Suffix Party DOB SSN oo County a Si Status Link Name Name Name License Date Voted gt 571269 Conolly Jessica L DEM 5 24 1987 01297187 Minnehaha 10 30 2012 Active Your Recorc to be merged Van recor bis aR Suffix Party DOB SSN aid County e Status Link Name Name Name License Date Voted gt 3889 Conoly Jessica Leigh DEM S1987 anzariey Union 8009 11 2 2010 Active YES This is a match NO This is not a match Cannot determine if match Merge With Main Ignore This Match Create Duplicate Notice Voters merged successfully Close Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 5 VOTER RECORDS This is to help you understand what happened to the two Jessica Conolly records If you click on the main surviving record voter ID link you will see the screen below This is the surviving record and has an Active status There is also a message red box below at the top of the screen stating that this is the surviving record of a merge There is also the ability to undo a merge if one has been performed by mistake purple arrow If you ever want to refer back to the old merged record you can click th
13. Chapter 6 Possible Duplicates and List Maintenance 1 Possible Duplicates and List Maintenance POSSIBLE DUPLICATES The Possible Duplicates screen shows voters that are in your county that possibly have more than one record in TotalVote To view and process these voters select Possible Duplicates from the County Utilities drop down menu The list that generates is a list of possible duplicates that you are responsible for processing Your records are always the records with the oldest Last Registration Date making you the old county For each match you have the ability to merge your voter s old record with his or her newer more recent record in another county Home Voter Reports Elections County Officials Street Master Manage Splits Manage Jurisdictions Splits in Jurisdictions Process Batch Absentees Absentee Emails The matches are listed in order by ARSD 5 04 06 04 e Perfect First name last name and social security driver s license number e Probable First name date of birth and social security driver s license number or e Possible Last name date of birth and social security driver s license number Batch Scan List Maintenance List Maintenance Returns Death Records Search User Manuals POSSIBLE DUPLICATES Union County Merge Statistics Merged 0 Ignored 0 Notices Created 0 Aen BEE Last sg Voter Link Name DOB SSN aa Party Voter St
14. L New DOB Missing a Batch Scan Recently Added or Updated ee e Voters Moved Out of County User Manuals Process Absentee Requests Election Calendar City Calendar School Calendar County Officials Manage Jurisdictions Possible Duplicates d C a eee Last Name First Name Bar Code Voter ID gt To TotalVote J the home page List Maintenance Returns Death Records Search Your screen should look similar to the picture below We are using Hyde County for this manual Every county will have different data but the Purge Process Step 1 This will generate a list of all your Inactive voters that have not updated their voter registration and have not voted in the past four years Step 2 Clicking this button will update all selected voters to a status of Unregistered Purged for Non Voting concepts will be the same NVRA List Maintenance Address Verification Process Reporting Step 3 ALL This will generate a list of your voters with an Active status that have Include Selected not updated their voter registration and have not voted in the past four l years O Unselected Step 4 PDF Report Format J Excel Checks the voters selected in Step 3 against the USPS National Change of Address NCOA program to identify registrants whose addresses may have changed Voters on the NCOA list will not receive an Address Verification notice and will be removed
15. Match Type Probable Main Recorc pe ee First Middle Drivers eee Last Link Name Name Name as License Eou re Voted gt 205752 Benson Chris Edward REP 7 27 1971 482882618 Union 2 14 2013 oo Your ee sea ae to be merged wit Main Recore W la First Middle Drivers aeo o Last ran Pr a Name Suffix Party DOB SSN ee County rat Status gt Merge Main top into Match YES Thisisa NO Thisisnota Cannot determine if bottom match match match Switch Merge Merge With Main Ignore This Match Create Duplicate Notice WARNING The main voter is Unregistered and the old voter is not Please make sure you want to merge these records Voters merged successfully Close Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 13 HOME SCREEN After all counties have worked through their lists there will be new queue items displayed on the Home Screen They will be called Merges Destined for This County and Merges Originating in This County The Merges Destined for This County will be the merges that other counties have processed where your county s record was kept as the main or surviving record You will have the ability to view each merge and have the ability to either approve or reject each one As you process each one they will drop away from your Home Screen The Merges Originating in This County will be simply an FYI queue item You will
16. Process Reporting Step 1 Step 3 ALL This will generate a list of all your Inactive voters that have not This will generate a list of your voters with an Active status that have Include Selected updated their voter registration and have not voted in the past not updated their voter registration and have not voted in the past a four years fouco are W Unselected Step 2 m e p The page at sdtest total vote com says bey Report Format oe ere Excel Clicking this button will update all selected voters to a status These 23 voters will be updated to a status of Unregistered aoe Unregistered Purged for Non Voting Purged for Non Voting Are you sure you want to proceed ts SE This will generate Address Verification notices for all voters selected Voters Selected K a Page 1 ofl Go Page size Item 1 to 23 of 23 Name Filter Voter ID Name Status DOB Last Reg Date Time Elapsed Date Last Voted Time Elapsed After you have clicked OK the page will refresh Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 19 The list is now gone There will be a message on your screen red box letting you know the number of voters that were just purged from your files Purge Process Step 1 This will generate a list of all your Inactive voters that have not updated their voter registration and have not voted in the past four years Step 2 Clicking this button will update all selecte
17. address NCOA Address Change Within County You will need to process these voters by either Gipsa Next NGOA Move Wihin County accepting or rejecting the new address Click the a arrow next to the queue item and click select next to OO sacra St iew Imaging Ta the voter You will then be brought to the NCOA Voter ID 471907 First Name Kelsey Address Change Within County work screen nae aE Last Name Davis Name Suffix PO Box 61 Residence Address 540 Main St Apt 102 City St Zip Alexandria South Dakota 572 City St Zip Alexandria SD 57311 Go To Edit Voter Tab Approve New Address Reject New Address If the new address listed on the left side of the screen is not within your county click here w puu LeU YeeVUNL ALU LJ Chapter 6 Possible Duplicates and List Maintenance 26 If you approve the new address the Confirmation Notice will be sent to the new address Also if you approve the address you will need to click on the Go To Edit Voter Tab button and assign a new SM ID and Split for the voter If you reject the new address the Confirmation Notice will be sent to the current mailing address for the voter If the new address listed is not within your county click on the click here button directly below the Approve New Address and Reject New Address buttons The voter will then be moved to the NCOA moves outside County queue item on your Home Screen FYI Refresh Actio
18. ame as well as the date and time that the change took place The notices are all marked as returned on the voters Notifications tab and the images that are scanned on this page are all saved in the voters Imaging tabs Confirmation Notices Over 30 days Once a Confirmation Notice has been sent a voter has 30 days to respond to it TotalVote tracks when the notice is sent and will flag you by adding the voter to your Confirmation Notices Over 30 days queue item Action Number Print vy Confirmation Notices Over 30 days 679 List Batch Print Update All Voter Link Voter ID Name Residence Address City Zip DOB DL Status County Party Date Added Updated Select Update 298852 Aasen Abbey Leigh 400 S Sneve Ave Apt 4 Sioux Falls 57103 11 22 1989 01123285 Active Minnehaha DEM 10 11 2013 3 29 09 PM Select Update 322865 Abela Cham Gilo 609 W Russell St Apt 5 Sioux Falls 57104 06 10 1971 01241984 Active Minnehaha NPA 10 18 2013 9 51 28 AM Select Update 309912 Adamson Megan E 800 E 14th St Apt 315 Sioux Falls 57104 02 03 1990 01076932 Active Minnehaha REP 10 11 2013 10 34 25 AM Select Update 388242 Aeilts Keith Leroy 4605 W 39th St Apt 107 Sioux Falls 57106 0961 09 02 1965 00912896 Active Minnehaha REP 10 21 2013 1 55 34 PM Select l Update 378454 Aerts Sharon M 7713 W Emily St Sioux Falls 57106 04 28 1958 01101450 Active Minnehaha IND 10 18 2013 2 33 34 PM Select Update 349520 Aguilar Torres
19. at Nome fier o Voter ID Name Status DOB Last Reg Date Time Elapsed Date Last Voted Time Elapsed B S 10 g S lt v 1 This box contains the List Purge process Steps 1 and 2 which will sort your Inactive voters to be purged 2 This box contains the Address Verification process Steps 3 5 which will find your Active voters with no recent activity 3 This box contains the ability for you to create export and print voter lists that are generated on this page 4 This number shaded yellow to match the highlighted voters below reflects how many voters are currently selected in the list 5 This button will select every voter in your entire list which could encapsulate many pages not just the current page 6 This button will unselect by removing the checkmarks next to every voter on all pages throughout the entire list f This feature enables you to sort the list by letters of the alphabet or by searching for a particular name 8 This is the paging feature Each page is currently defaulted to show 100 voters However you can personalize it to make each page hold as many voters as you want 9 Clicking this button will check or uncheck every voter on the current page only This is in case you want to work through your list one page at a time rather than processing the entire list at once 10 These checkmarks can be checked or unchecked manually so you can control which voter
20. ated and you can see the unsent notice on the Notifications tab if you go to that voter s record Also you can keep track of the notices you create from your Home queue under the Unsent Notices Potential Duplicate queue item see the unsent notice for Amy J Olson below marked by the blue arrow Action Deaths DL New DL Update DOB Missing Merges Destined for This County Merges Originating in This County Recent Streetmaster Change Unsent Notices Acknowledgement Unsent Notices Invalid or Incomplete Unsent Notices Potential Duplicate Voter Link Voter ID Select 322292 Select Number 6 3 4 411 Murphy Thomas Joseph 209 W Birch t Beresford Olson Army J 29746 47 3rd Ave Beresford 57004 57004 07 15 1975 10 23 1978 00594331 01003527 Status Active Active County Party Date Added Updated Union IND 2 14 2013 5 32 35 PM Union REP 2 14 2013 5 32 35 PM After these have been sent out you will need to wait and see if the notice is returned to you A good rule of thumb would be to wait 30 days At that time you can then return to your Possible Duplicates list find the match again and either A merge the records or B ignore the match Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 11 SWITCHING THE SURVIVING RECORD It is possible that you may come across a match where the record with the most recent Last Registration Date has an Unregistered s
21. atus County Registration Last Voted Date Coo S Lo NS Perfect 385389 Conolly Jessica Leigh 5 24 1987 01297187 DEM Active Union 8 20 2009 11 2 2010 571269 Conolly Jessica L 5 24 1987 01297187 DEM Active Minnehaha 10 30 2012 11 6 2012 Perfect 322277 Erickson Anna C 2 16 1990 01078860 DEM Active Union 5 19 2008 11 4 2008 569735 Erickson Anna C 2 16 1990 01078860 DEM Active Minnehaha 10 28 2012 11 6 2012 Perfect 527624 Erickson Emilie Jayne 8 26 1992 01190796 DEM Active Union 6 1 2012 527568 Erickson Emilie J 8 26 1992 01190796 DEM Active Brookings 6 1 2012 11 6 2012 Perfect 290860 Erks Gay J 4 18 1942 00638155 DEM Active Union 8 22 2007 11 2 2010 569737 Erks Gay J 4 18 1942 00638155 DEM Active Minnehaha 10 28 2012 11 6 2012 Perfect 413953 Gacke Sarah Elizabeth 5 21 1982 00794771 DEM Active Union 4 30 2010 569812 Gacke Sarah E 5 21 1982 00794771 DEM Active Minnehaha 10 28 2012 11 6 2012 Perfect 398408 Hanson Kyle Thomas 1 11 1988 00995983 REP Active Union 11 6 2009 6 3 2008 569304 Hanson Kyle T 1 11 1988 00995983 REP Active Minnehaha 10 26 2012 11 6 2012 Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 2 At the top of the screen is the Merge Merge Statistics Statistics box that displays how many voters 4 Merged have been merged or ignored and how many Ignored 0 Notices Created 0 notices have been created After every time you perform an operation it will be reflected here Each match is distinguished
22. be able to see all the merges that you have processed These are voters that have been removed from your voter lists Action Number Deaths 6 gt DL New 3 gt DL Update 4 gt gt gt gt Recent Streetmaster Change 5 Unsent Notices 7 gt Ackn owledgement Unsent Notices Invalid or gt 3 Incomplete Unsent Notices Potential 3 gt Du plicate gt Voters Moved Out of County 21 In addition to displaying the merges on your Home Screen TotalVote will also generate emails that Auditors can opt to receive when a merge occurs on one of their voters The Auditor with the surviving record will have the ability to approve reject the merge right from the email rather than doing it from your Home Screen Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance LIST MAINTENANCE Every other year in the odd numbered 14 years per Federal law our state needs to run our registered voters through the NVRA List Maintenance process Every Auditor is in charge of their voters and will be conducting the purge themselves TotalVote will not automatically purge or update any of your voters However it will help you sort your voters based on their information to make the process as easy and simplified as possible To start the process select List Maintenance from the County Utilities drop down menu Home Voter Reports Elections Street Master Manage Splits Action D
23. ctive 11 03 1988 9 13 2006 6 Years 11 Months 6 Days 11 07 2006 6 Years 9 Months 12 Days 302316 Aesoph Kristina Kae Active 9 02 1989 1 22 2008 5 Years 6 Months 28 Days 11 04 2008 4 Years 9 Months 15 Days After you click OK your screen will refresh and you will be left with the remaining voters In this case there are still 121 voters left orange circle below NVRA List Maintenance Address Verification Process Purge Process Reporting Step 1 Step 3 ALL This will generate a list of all your Inactive voters that have not This will generate a list of your voters with an Active status that have Include Selected updated their voter registration and have not voted in the past not updated their voter registration and have not voted in the past four years fouryears a_a Unselected Step 2 Step 4 PDF Report Format J Excel Clicking this button will update all selected voters to a status of Checks the voters selected in Step 3 against the USPS National Create Report Change of Address NCOA program to identify registrants whose addresses may have changed Voters on the NCOA list will not receive an Address Verification notice and will be removed from the list below Step 5 Create Address Verification Notices This will generate Address Verification notices for all voters selected Unregistered Purged for Non Voting Select Entire List RRI 2 gt gt Page 1 of 2 Go Page size 100 It
24. d voters to a status of Unregistered Purged for Non Voting NVRA List Maintenance Address Verification Process Reporting Step 3 Review Active Voters ALL This will generate a list of your voters with an Active status that have Include Selected not updated their voter registration and have not voted in the past four Unselected years oe eats A Step 4 PDF Report Format Excel Checks the voters selected in Step 3 against the USPS National Change of Address NCOA program to identify registrants whose addresses may have changed Voters on the NCOA list will not receive an Address Verification notice and will be removed from the list below Step 5 This will generate Address Verification notices for all voters selected 23 voters successfully purged FYI The voters you just purged in Step 2 can be viewed on your Home Screen under the Recently Added or Updated list There are four things that happened with each of these voters 1 Their Status has been changed from Inactive to Unregistered Purged for Non Voting 2 Their Last Reg Date has been changed to reflect today s date so you will always know when they were unregistered 3 Their Split was cleared These people no longer need to be showing up on any report or voter lists or need to be assigned a polling place or ballot etc 4 Their SMID field was cleared if they were in your County s Street Master before th
25. e List Maintenance Process Again we are using Hyde County They have a very small number of voters so it is a good simple example to use for this demonstration Click the Step 1 button Review Inactive Voters to get started Hyde County s list appears at the bottom of the page They only have 23 voters appear on this list and since their list is so short all of their Inactive voters appear on one page Many other counties will have more The 23 voters that are listed in the Voters Selected at the top of the list red arrow are all defaulted as checked at the bottom of the screen The screen shot below does not show all 23 voters to save room on this page NVRA List Maintenance Address Verification Process Purge Process Reporting Step 1 Step 3 ALL This will generate a list of all your Inactive voters that have not This will generate a list of your voters with an Active status that have Include Selected updated their voter registration and have not voted in the past not updated their voter registration and have not voted in the past four years fouryears a S O Unselected Step 2 Step 4 PDF Report Format j Purge Inactive Voters Excel Clicking this button will update all selected voters to a status of Checks the voters selected in Step 3 against the USPS National Unregistered Purged for Non Voting Change of Address NCOA program to identify registrants whose addresses may have changed Voters on th
26. e NCOA list will not receive an Address Verification notice and will be removed from the list below Step 5 This will generate Address Verification notices for all voters selected Unselect Entire List Voters Selectec 73 K lt a Page of1 Page size Change Item 1 to 23 of 23 ALLABCDEFGHIJKLMNOPORSTUVWXYZ Search Name Filter Voter ID Name Status DOB Last Reg Date Time Elapsed Date Last Voted Time Elapsed S S g As the Hyde County Auditor would want to review those 23 names and be sure that want to purge them can click on the columns like Date Last Voted for example to sort the list in different ways Also can click on the Voter ID links to open each voter s Voter Info tab which will open up in a new window so can conveniently see their information without having to close and leave this page If there is anyone on this list that don t want to purge can simply remove the check mark next to their name before proceeding Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 18 For simplicity s sake let s say you have reviewed all 23 names and want to purge everyone on this list Click the Step 2 button Purge Inactive Voters You will get a pop up message on the screen red box below telling you that you are about to purge those 23 voters You can proceed by clicking OK or cancel NVRA List Maintenance Purge Process Address Verification
27. e Voter ID that is hyperlinked there red box This surviving record not only has all its original information but also will have any Voter History Images Validations and Notifications from the older non surviving record Lastly if you click on the Change Log you will be able to see the date and time that the merge took place and who performed the merge Home Voter Reports Last Reg J The following voters have been merged into Voter ID Name DL SSN DOB Age Date Status Party Last Voted Go to Scan Hage this record 385389 571269 Conolly Jessica L 01297187 05 24 1987 26 10 30 20 DEM 11 6 2012 amp Dymo Label Absentee Request Vote In Person Si 2 WAR Sioux Falls Ward 2 Residence Address City Town State Zip County e 0202 PRE Precinct 0202 801 E Marson Dr Apt 300 so 57103 i T 14 SEN Dist 14 Mailing Address City Town State Zip Country 14 HOU Dist 14 2801 E Marson Dr Apt 300 sp 7103 942 MUN Sioux Falls Personal Email Telephone Split 495 SCH Sioux Falls School District 49 5 es sS 01000202 _ Poll Worker Int a Original Reg Date Name Address City State Instructions 10 30 2012 Ronning Branch Library 3100 E 49th St Sioux Falls SD Registered Type Ballot Date Election In person at Auditor office SCHOOL 05 21 2013 School Elections County Utilities Last Name Cak n ee First Name Bar Code Voter ID If you click on the voter link to th
28. e old non surviving record you will see a message at the top red box below that says the record has been merged with another and it has a Merged status This record is now unable to be edited or altered in any way It is now only available for reference in case it ever needs to be viewed Home Voter Reports Voter ID 385389 Name Conolly Jessica Leigh Elections County Utilities Cait Sc EE Dr Last Name DL 01297187 DOB 05 24 1987 Age 26 Last Reg Date 8 20 2009 Bar Code Voter ID Last Voted First Name Go to Scan Page Absentee Request Vote In Person Name Residence Address City Town State Zip County Name Address City State Instructions so asi ae e Mailing Address City Town State Zip Country Ballot Date Election 06 Fieldstone Ct Personal Email Original Reg Date 8 20 2009 Registered Type In person at Auditor office Bo id Telephone Split 712 898 2230 Poll Worker Int Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 6 As mentioned before merging is reflected in the Change Log on both records If you click on the Change Log for the non surviving record this is what you ll see 1 Blue box At the bottom of the page there is a table called Voter Action Items The merge is stated there and lists who did it and at what date time 2 Red box You can see that the Status was changed from Active old
29. e purge We don t want unregistered voters in the Street Master Now that the purge is over we are ready to move on to the next steps the Address Verification Process Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 20 Address Verification Process Continuing from where you left off click the Step 3 button Review Active Voters Step 3 This will generate a list of your voters with an Active status that have not updated their voter registration and have not voted in the past four years Your screen will have a new list at the bottom This time you will see your county s Active voters without recent activity They have not updated their voter registration and have not voted in the past two General Election cycles This list operates just like the list that generated in Step 1 All buttons and columns still perform the Same Way am still using Hyde County for my example as their list is very small and manageable There are only 129 Active voters on their list red arrow NVRA List Maintenance Purge Process Address Verification Process Reporting Step 1 Step 3 ALL This will generate a list of all your Inactive voters that have not This will generate a list of your voters with an Active status that have Include Selected updated their voter registration and have not voted in the past not updated their voter registration and have not voted in the past i four years
30. ecord to be merged with Main Record Voter Last First Middle Drivers seis Last Link T as PENA Suffix Party DOB SSN e County Registration Voted Status Date 7 YES This is a match NO This is not a match Cannot determine if match Merge With Main Ignore This Match Create Duplicate Notice All possible duplicate work screens look like the one above For each match you have three options red boxes above 1 Merge your record with the Main Record to combine them together 2 Ignore the match if the voters are not the same person to leave the records separate or 3 Create a Potential Duplicate Notice if you cannot determine if it is a match or not In order to easily navigate through the list there are navigation buttons on the page blue boxes above There are Next and Previous buttons at the top of the page so you can scroll through your list of possible duplicates There is also a Close button at the bottom that will take you to the main Possible Duplicates screen again and also a Back to List button that will take you back to the exact page you were working on in the Possible Duplicates list so if you were on page 16 of your Possible Duplicates report you will be taken back to page 16 rather than back to the beginning of the list At any point you can click on the Voter s Link black arrows above to go to the voters records That can be very useful if you need to go to the voters Imaging tab to view their ori
31. ed Status gt 571269 Conolly Jessica L DEM 5 24 1987 01297187 Minnehaha 10 30 2012 Active Your Record to be merged with Main Record Voter Last First Middle Drivers Last Last Link TE PEA TA Suffix Party DOB SSN PE County Registration Voted Status Date gt 38589 Conoty Jessica legh DEM S1987 OBST Union 8 209 112 010 Active YES This is a match NO This is not a match Cannot determine if match Merge With Main Ignore This Match Create Duplicate Notice Close Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 3 This is a perfect match because the voter s first name last name and driver s license number match as well as the date of birth When looking at this screen your eyes should immediately be drawn to the yellow highlighted record That is your record and is the record that needs to be processed It will always be listed at the bottom of the page with the main record it needs to be combined with on top Your record is the record with the older Last Change Date green circles below and after the merge it will become the non surviving record as it will become merged with the record at the top of the page POSSIBLE DUPLICATE WORK SCREEN Match Type Perfect Main Record Voter Last First Middle Drivers Last Link ee PE P Suffix Party DOB SSN T County i Voted Status 571269 Conolly Jessica L DEM 5 24 1987 01297187 Minnehaha 10 30 2012 Active f Your R
32. em 1 to 100 of 121 ALLABCDEFGHIJKLMNOPQRSTUVWXYZ Search Name Filter Voter ID Name Status DOB Last Reg Date Time Elapsed Date Last Voted Time Elapsed Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 24 Unselect Entire List Voters Selected 121 K K 2 gt a Page 1 of 2 Go Pagesize 100 Change Item 1 to 100 of 121 ABCDEFGHIJKLMNOPQRSTUVWXYZ Search Name Filter Voter ID Name Status DOB Last Reg Date Time Elapsed Date Last Voted Time Elapsed These voters have already been processed in Step 4 and their addresses have been run through the NCOA database Since the NCOA is a service that costs money we are paying to validate these addresses Therefore we want to be sure that we are only validating each address only one time Now that all these voters have been through Step 4 there is an entry in each of their Validate tabs with the results of the NCOA search Since this validation becomes part of their permanent voter record you will always be able to see the results of the NCOA check you perform You are now ready for the last step on this page Step 5 Click the Step 5 button Create Address Verification This will generate Address Verification notices for all voters Notices selected You will get a pop up message on the screen red box saying that you are about to create Address Verification Notices for all the voters that are selected green circle and arrows NVRA List Mai
33. four years 0 aO E a J Unselected Step 2 Step 4 PDF Report Format Check against NCOA O Excel Clicking this button will update all selected voters to a status of Checks the voters selected in Step 3 against the USPS National Create Report Unregistered Purged for Non Voting Change of Address NCOA program to identify registrants whose addresses may have changed Voters on the NCOA list will not receive an Address Verification notice and will be removed from the list below Step 5 This will generate Address Verification notices for all voters selected Unselect Entire List Voters Selected 129 _ K Ri 2 gt El Page of 2 Go Page size Changes Item 1 to 100 of 129 ALABCDEFGHIJKLMNOPORSTUVWXYZ Search Name Filter Voter ID Name Status DOB Last Reg Date Time Elapsed Date Last Voted Time Elapsed S sis S S Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 21 For simplicity s sake let s say you agree with the list and have reviewed all 129 voters You will continue with all the voters selected on your list and are now ready to move to Step 4 If the voter were to be unselected they would remain active and would not receive a notice Step 4 Check against NCOA Checks the voters selected in Step 3 against the USPS National Change of Address NCQA program to identify registrants whose addresses may have changed Voters on the NCOA list will not receive a
34. ginal voter registration cards to compare signatures for example which can be a big help when determining if the voters are indeed the same people Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 4 MERGING Let s say that we know for sure that these two voters Jessica Conolly are the exact same person We will click Merge With Main at the bottom of the screen After you do you will get a confirmation window that reaffirms what you are about to do If you are sure of the merge click OK Previous Match Type Perfect Voter Last First Link Name Name gt 571269 Conolly Jessica Voter Last First Link Name POSSIBLE DUPLICATE WORK SCREEN Main Record Middle ca Last Last UER Suffix Party DOB SSN TER County Registration Voted Status Date L DEM 5 24 1987 01297187 Minnehaha 10 30 2012 Active The page at sdtest total vote com says Middle Are you sure you want to merge these records together Last Suffix County Registration Voted Status Date YES This is Merge With Main Ignore This Match Create Duplicate Notice Close After clicking OK the page will update You will get a few messages in green writing At the bottom of the screen you will get a message saying Voters merged successfully Also you will see the new Status of the records The top record keeps its original status in this case Active purple boxes and
35. ll get another pop up message on your screen red box on the next page saying how many of your voters were a match with the NCOA database For Hyde County 8 black arrow of the 129 voters were found to have moved and registered a new address with the USPS Those 8 voters have been removed from the list at the bottom of the page they are now marked on your Home Screen to process later and you can move forward Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 23 NVRA List Maintenance Purge Process Address Verification Process Reporting Step 1 Step 3 ALL This will generate a list of all your Inactive voters that have not This will generate a list of your voters with an Active status that have Include Selected updated their voter registration and have not voted in the past not updated their voter registration and have not voted in the past four years O Unselected Step 2 Teeth PDF Report Format i Excel Clicking this button will update all selected v Nati Unregistered Purged for Non Voting Create Address Verification Notices This will generate Address Verification notices for all voters selected Select Entire List Unselect Entire List Voters Selected KEL bibl Page 1 of2 Go Page size 100 Change item 1 to 100 of 12 ALLABCDEFGHIJKLMNOPQRSTUVWXYZ Search Name Filter Voter ID Name Status DOB Last Reg Date Time Elapsed Date Last Voted Time Elapsed 255417 Aesoph Andrew M A
36. n Address Verification notice and will be removed from the list below NCOA According to the National Voter Registration Act of 1993 a State may utilize change of address information supplied by the United States Postal Service through its National Change of Address program NCOA to identify registrants whose addresses may have changed This page in TotalVote has a built in function that will take your selected voters and check them against the USPS NCOA database The NCOA tracks moves for the past 48 months four years Therefore if any of the voters you have selected in Step 3 have moved and registered their new address with the post office they will be flagged in this step FYI For those voters that have moved and have a new address on file with the post office you will not need to send them an Address Verification notice in Step 5 Therefore they will be removed from the list on the page However these voters will show up on your Home Screen under either a queue item called NCOA moves within County or NCOA moves outside County The voters will stay in that queue until you are ready to process them At any time you can view the voters and see the results of the NCOA validation including their new address and the date of their move Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 22 Click the Step 4 button Check Against NCOA Again you will get a pop up message on your
37. n Number Print gt DOB Missing 0 List gt Jurisdiction Match 0 List gt Merges Originating in This County 17 List gt Missing SM ID 0 List gt NCOA moves outside County 27 List NCOA moves outside County This lists your voters that were flagged by the NCOA who have moved outside your county and have registered a new address with the USPS A Confirmation Notice should be sent to these voters FYI Refresh Action Number Print gt DOB Missing 0 List gt Jurisdiction Match 0 List gt Merges Originating in This County 17 List gt Missing SM ID 0 List gt NCOA moves outside County 27 List gt ee or Incomplete 30 ees List Cs A gt Recent Streetmaster Change 0 gt Recently Added or Updated 0 Blue arrow Recent Street Master Change These are your voters from Step 2 that have been changed in your Street Master An SM ID was removed from these voters because their status changed to Unregistered Purged for non voting Green arrow Recently Added or Updated These are your voters from Step 2 that have changed updated information They have all been updated from Inactive to Unregistered Purged for non voting Notices Action Number Print gt Unsent Notices Acknowledgement 186 List Batch Print Batch Print Postcard Export CSV _ Ep gt Unsent Notices Address Verification 4918 List Batch Print gt Unsent Notices Confirmation 121 List Batch Print gt Unsent No
38. n types above Do not mix different types of notices and return types When you batch scan in the notices they all need to be the same type to record properly Stack the notices in your printer and click the Scan button NOTE Remember you should be placing your notices on your scanner face down top down There is a picture on your scanner in case you need visual instructions After the images are scanned you can scroll through and review each image to make sure everything looks correct red circles You also have some other options at the right side of the page in case you need to edit the images after you have scanned them You also have the ability to view the images larger as well as discard the images if you want to re scan Also there is an information box that gives helpful information in case you want to review your batches The image shows 10 images scanned and total of 5 notices That is because the scanner will scan the back of the notice When you are ready click Process Scanned Return s blue box Properties for Canon DR 3010C on STI 0007 Basic Brightness Image processing Others User Preference Save Mode Auto Color Detection Setting Page Size Auto detection Dots per inch 300 dpi Scanning Side Duplex v Deskew Moire Reduction None Scanning Option Scan Shead Area
39. ntenance Purge Process Address Verification Process Reporting Step 1 Step 3 ALL This will generate a list of all your Inactive voters that have not This will generate a list of your voters with an Active status that have Include Selected updated their voter registration and have not voted in the past not updated their voter registration and have not voted in the past r four years Y O Unselected Step 2 PDF Report Format Excel Clicking this button will update all selected voters to a stat Unregistered Purged for Non Voting lt This will generate Atidress Verification notices for all voters selected Unselect Entire List Voters Selectec P121 RK ee Page 1 of2 Go Pagesize 100 Change Item 1 to 100 of 121 ALLABCDEFGHIJKLMNOPQRSTUVWXYZ Search Name Filter Voter ID Name Status DOB Last Reg Date Time Elapsed Date Last Voted Time Elapsed Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 25 After you click the OK button your page will refresh The list will be gone from the bottom of your screen and there will be a message on your screen red box saying how many notices were created NVRA List Maintenance Purge Process Address Verification Process Reporting Step 1 Step 3 ALL This will generate a list of all your Inactive voters that have not This will generate a list of your voters with an Active status that have Include Selected updated their
40. registration e marked as Voter Canceled registration e marked as Undeliverable by Post Office Each of those five options listed above do something different to your voters Here is what happens when each is selected Address Verification notices marked as No Longer Here The voter is changed to a Status of Inactive and the Last Registration Date changes to today Address Verification notices marked as Undeliverable by Post Office There are no changes to the voter file The only thing that happens is a Confirmation notice is digitally created for the voter then you must go to the home screen amp print it Confirmation notices that get marked as Voter Confirmed registration There are no changes to the voter file except the Last Registration Date changes to today Confirmation notices that get marked as Voter Canceled registration The voter gets changed to a Status of Unregistered Voter Request and the Last Registration Date changes to today Also the voter s Split and SMID field gets cleared that happens any time a voter becomes unregistered Confirmation notices that get marked as Undeliverable by Post Office The voter gets changed to a Status of Inactive and the Last Registration Date changes to today Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance Step 3 Scan Notices 29 You will need to separate your notices into stacks of the 5 different retur
41. s you want to process in each step Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 16 The list will default to sort alphabetically by last name However you can sort the list however you choose by simply clicking on the column headings You can sort by Name Status DOB Last Reg Date or Date Last Voted you cannot click on the Time Elapsed columns as they are tied to the value in the Last Reg Date or Date Last Voted columns When this list is generated all names on the list are defaulted as checked If you agree with the names that are generated by TotalVote you can move forward and process them You have the option to manually uncheck names to remove anyone from the list Also especially for big counties with long lists it is nice to break your list up and process smaller segments at a time That is where it is helpful to select only certain voters at once If you unselect a voter nothing will happen with that voter Example below After unselecting of the voters on the list then manually placed checks next to the voters wanted to process The number of voters you have selected 8 red circle is reflected at the top of the page Selected voters on the list are highlighted yellow whereas the voters that aren t selected appear white At all times you have the ability to control which voters are on the lists by using the checks next to their names Voters Selected 8 K lt J1 2 3 456789 10
42. tatus This has happened in TotalVote because of the inability to delete a record Over the past several months counties may have already found some duplicate registrations in their voter lists so it is possible that they might have edited the record they didn t want to keep as Unregistered while keeping the other record as Active However since the record they didn t want now has the most recently changed registration date it is automatically flagged in your Possible Duplicates as the Main record We understand that you probably don t want to take an Active voter and change their status to Unregistered you probably want to keep the older record as the surviving record For such situations we have a Switch button Let s use the example below Union county has two records for the same man Chris E Benson One has been marked as unregistered probably because it was detected earlier as a duplicate while the other is still Active S Refresh E E E Voter Link Name DOB 55N rial Party Voter Status County eee Last Voted Date E Probable 200209 Babb Thomas J 12 28 1981 503119141 IND Inactive Union 0 22 2004 11 2 2004 i 349249 Babb Thomas J 12 28 1981 00765736 DEM Active Lincoln 10 9 2008 11 6 2012 Probable 431908 Bennett Marilyn A 9 01 1932 00727276 REP Active Union 9 16 2010 11 2 2010 SUT Bennett Marihn i Seu La UUM BEF Artie ia EFAA Hna Frobable 549144 Benson Chris E 7
43. tices Felony 1 List Batch Print gt Unsent Notices Felony Federal 0 List gt Unsent Notices Invalid or Incomplete 4 List gt Unsent Notices Potential Duplicate 0 List Purple arrow Unsent Notices Address Verification These are the notices that you created in Step 5 Updated October 2015 Voter ID 298184 Chapter 6 Possible Duplicates and List Maintenance NCOA Effective note in the Notes field on the Voter Info tab 27 When you view any voter that was flagged in Step 4 Check against NCOA the Notes field red box below will reflect why the voter was flagged In the example below the voter was verified as having a Residence Address move from NCOA Voter ID Name DL SSN DOB Age 298184 Lennick Tracy Lee 2241 10 23 1989 23 Voter Info Last Reg Date 11 30 2007 Original Reg Date 11 30 2007 Registered Type In person at Auditor office 1076 Sitting Bu Dakota 57719 United States Notes con Effective 09 2011 NCOA New Address 1 Box Elder South Status Party Active REP Last Voted Go to Scan Page 4 22 2008 nois township Dymo Label Absentee Request Vote In Person 1 Residence Address City State Zip County 24 33490 181st St 57345 24 Mailing Address City State Zip Country 3 33490 101St St mus id 3 illi Personal Email Telephone Split 4 605 852 2314 38000116 Poll Worker Int i PRE Precinct 1 SEN Dist 24 HOU Dist 24 COM Hyde 3
44. tion of what each code means is listed in the Note field There is some extra data displayed here that is not needed but it is important to see that this voter has a CSO1 code meaning Submitted record is a move and new moved to address provided green line The next step in the List Maintenance process is the handling of the notices that are returned to your office Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 28 List Maintenance Returns This portion of the manual is designed to batch scan in the notices that are created and sent as part of the List Maintenance process The Secretary of State s office will send the Address Verification Notices but the counties are responsible for sending all other notices It will save you time from handling each voter notice separately List Maintenance Returns Step 1 Select Notice Type v Step 2 Select Return Type Step 3 Scan Notices Scan Show Scanner Interface Step 1 Select the Notice Type There are two types of notices that you can process using this page Address Verification and Confirmation Step 2 Select Return Type There are two return options for Address Verification notices Originally sent by the SOS office e marked as No Longer Here e marked as Undeliverable by Post Office There are three return options for Confirmation notices Originally sent from the Co Aud office e marked as Voter Confirmed
45. us at first you will never have to view all these matches again in future purges Generally these matches will be further down on your duplicate list like as a possible match blue circle below instead of a perfect match When comparing these possible matches be sure to look at the information in the columns on the screen have marked some conflicting data black arrows on the screen below can see that Union County s Stanford M Peterson is probably not the same man as Davison County s Stanley D Peterson Also can use the Party field when comparing data but be careful because a voter can change their political affiliation at any time If you come across a match that isn t the same voter click Ignore Match POSSIBLE DUPLICATE WORK SCREEN Previous Back to List Next Match Typ Possible Main Record ere loc bop Midie Satie ante on CE SSN reas County ae fet ees Link Name Name Name License Date Voted oo 231171 Peterson Stanley D REP 4 04 1954 5611 Davison 1 3 2006 a Active Your Record to be merged with Main Record Drivers sam Last Suffix Pa DOB SSN z County Registration Status License vee Voted Voter Last First Link Name Name YES This is a match Merge With Main Cannot determine if match Create Duplicate Notice Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 8 Once again you will get a confirmation window asking you to confirm your choice
46. value to Merged new value 3 Green box Both the SMID and the split was cleared for this record You can see the old values Split 62000705 and SMID 7741 were replaced by blank values This is because these records do not need to be in the Street Master or linked to any voting jurisdiction anymore We don t want these merged records to count towards any registered voter counts appear in any registration lists print out on any voter lists or show up in any reports All the applicable information from these old records has been moved to the voter s Main surviving record Home Voter Reports Elections County Utilities eee E rar Last Name First Name Bar Code Voter ID Ea Voter ID Name DL SSN DOB Age Last Reg Date Status Party Last Voted Go to Scan Page 385389 Conolly Jessica Leigh 01297187 05 24 1987 26 8 20 2009 Merged DEM This voter record has been merged with another The surviving voter ID is 571269 Edit Type Field Old Value New Value Employee Date Changed Regular Employee ID 195 Dakota Bixler 6 30 2013 8 33 22 PM Dakota Bixler 6 30 2013 8 33 22 PM Dakota Bixler 6 30 2013 8 33 22 PM Regular Voter Status i Dakota Bixler 6 30 2013 8 33 22 PM Unknown Note MelissaData Conversion notes 12 15 2012 Ol sd 2 14 2013 10 10 12 AM Unknown DL Verified 0 1 sd 1 7 2013 10 51 18 AM Regular Record Added 12 14 2012 5 34 42 PM Voter Action Items Field Employee Date Changed Voter merged into
47. vers feza Last Link Name Name ee Suffix Party DOB 55W TORE County eas Vote d Status YES This i is a match NO This is not a match Merge With Main Ignore This Match Close Therefore can click Create Duplicate Notice at the bottom of the screen immediately get a message on the screen saying Duplicate Notice Created would then click the Next button to proceed onto the next match on my list POSSIBLE DUPLICATE WORK SCREEN Cra Match Type Probable Main Record 2 Last Voter Last First Middle E l zz Drivers E E Last E Link TE oe T Suffix Party DOB SSN oe County eee Voted Status gt 392187 Olson Amy J REP 10 23 1978 3637 Minnehaha 10 6 2009 Inactive Your Record to be merged with Main Record Voter Last First Middle Drivers rae Last Link TER aha Name Suffix Party DOB 55M ee County a maan Voted Status yma on aw SCNT OO OUA O OAB ve YES This is a match NG This is not a match Cannot determine if match Merge With Main Ignore This Match Create Duplicate Notice Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 10 This match for the two Amy J Olson records will continue to stay on the Possible Duplicates list until you can determine whether or not they are a match The Potential Duplicate Notice was cre
48. voter registration and have not voted in the past four not updated their voter registration and have not voted in the past four Unselected years RE nie nats nme tern uu ur Sele I NN NDUd tte Wau ei eeunsee cere seca Step 2 Step 4 PDF Report Format Excel Clicking this button will update all selected voters to a status of Checks the voters selected in Step 3 against the USPS National Unregistered Purged for Non Voting Change of Address NCOA program to identify registrants whose addresses may have changed Voters on the NCOA list will not receive an Address Verification notice and will be removed from the list below Step 5 This will generate Address Verification notices for all voters selected 121 notices have been successfully created Home Screen Now that you have finished working on your List Maintenance page you can return to your Home Screen There are several things here that reflect what you have just done There are four or five home screen items that have changed as a result of the List Maintenance process gt NCOA moves within County 26 List NCOA within County This lists your voters that were flagged by the NCOA who have moved within your county and have registered a new address with the USPS These voters physical and mailing address should be updated and a Confirmation Notice sent to the updated address TotalVote automatically creates the Confirmation Notice when you either update or reject the new
49. y won t be possible matches again Updated October 2015 Chapter 6 Possible Duplicates and List Maintenance 9 CREATING A POTENTIAL DUPLICATE NOTICE If you absolutely cannot determine if the voter is the same person you can create a Potential Duplicate Notice to be sent to your voter as outlined in South Dakota Administrative Rule 5 02 03 20 Example Below we are looking at a probable match for voters Amy J Olson The voters have the same birthdate but one record has a SSN while the other has a DL Amy Olson is a common name so it is very possible that there could be two women named Amy J Olson in the state of South Dakota You could go to the voter links to see if they have images in their Imaging tab to look at old voter registration cards to compare signatures but if you are unable to do so you really can t determine for sure if this is the same woman or not POSSIBLE DUPLICATE WORK SCREEN Net Match Type Probable Main Record 3 Last Voter Last First Middle e Drivers Pe eee Last ei Link ee ioe ae suffix Farty DOB SSN ee County ae Voted Status EE EEE ee E ee es es es es es ees gt 392187 Olson Amy J REP 10 23 1976 3637 Minnehaha 10 6 2009 Inactive Your Record to be merged with Main Record Voter Last First Middle Dri
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