Last Update: April 23, 2014

Checklist for List-Maintenance Activities

Regular maintenance on your voter registration database should be a part of your normal county procedures. This topic provides an outline of when list-maintenance activities should be done. Some of these are mandated by state statute; others can be performed when suggested below or at the time when it makes sense for your county.

Daily

Florida law requires that any mail returned undeliverable by the U.S. Postal Service should be recorded in the voter's record as undeliverable mail. If an address-change-notice accompanies the undeliverable mail, see About Third-Party Address Changes.

The law also requires that when a voter responds to a final notice or address confirmation request, their response should be noted in their record.

Process FVRS matches for deceased voters and duplicate records.

Monthly

Activate your 18-year-old voters.

Inactivate voters who have had undeliverable mail and have been inactive since then.

Every Six Months (no later than July 31 and January 31)

Run the Certification of Address List Maintenance Activities and the Certification of Eligibility Records Maintenance reports for information needed on the forms provided by the State.

Periodically

How often these procedures are performed depends on your county.

Send final notices to voters who have been scheduled for them. Note that any activity by a voter after a final notice has been scheduled will automatically unschedule the final notice.

Approximately 30 days after sending the final notices, inactivate the non-responsive voters.

Convert Ineligible voters to Deleted status. (Available but not required.)

Biennial List Maintenance

Florida statute requires that the following list maintenance activity take place in odd-numbered years:

Remember that voter activity by a voter for whom a final notice has been scheduled will automatically unschedule the final notice.