“Public Records Request” (per ORC 149.43)

Data Requirements needed for Ohio Election 2004 Audit

Records to be obtained from County Boards of Elections

For each file, the underlined fields are key fields (i.e. unique for each record).

Electronic files (as opposed to hardcopy reports) should be in spreadsheet form or comma-delimited text form!!

Updated 12/9/04

Ohio Vigilance

Case Ohio

Black Box Voting

Vote Watch

Recount Ohio

Voter Registration Detailed Data

1. Voter Registration Detail File (in comma-delimited text file or spreadsheet, required)

• Last name
• First name
• Date of Birth
• Phone Number
• Street Address #
• Street
• City
• County
• Zip
• Precinct id (should match Precinct id in Precinct File below)
• Sex
• Race
• Voter-registration Status Code (see lookup table below)
• Date when voter was initially entered into system
• Date on most recent voter-registration card (“signature date”)
• Date voter-registration information last updated in system
• Party affiliation
• Date or year of last federal election voted *
• House/Senate District **
• Cancellation Reason Code (see lookup table below)
• Cancellation Date (if cancelled)
• Voting History for last 12 years if possible

2. Precinct File (in comma-delimited text file or spreadsheet preferred)

• Precinct id

• Precinct name
• Precinct city
• Precinct ward
• Precinct suffix/index
• Polling place name
• Polling place address
• Polling place city
• Polling place zip

Provisional Ballot and Vote Eligibility Data

1. Provisional Ballot Summary File (Report or File preferred)

• Precinct id
• Number of Provisional Ballots Submitted
• Number of Provisional Ballots Accepted
• Number of Provisional Ballots Rejected

2. Provisional Ballot Rejection Summary File (Report or File—this file can be derived from the data in item #5 below, and is thus is not necessary if #5 is provided.)

• Precinct id
• Provisional Rejection Reason Code
• Number of Provisional Ballots Rejected for Reason Code

3. Provisional Ballot Voter Detail File (One record for each provisional ballot case; in comma-delimited text file or spreadsheet, required)

• Last Name
• First Name
• Date of Birth
• Address
• City
• Zip
• Phone Number (added 12/6/04)
• Provisional Ballot Rejection Code (if rejected)
• Precinct id of precinct where provisional ballot was cast
• Precinct id of precinct where voter should have voted (if voter voted in wrong precinct)

6. Incomplete “Missing/Incorrect Information” Detail File (voters who were ineligible to vote because of missing or incorrect information in the voter-registration system; in comma-delimited text file or spreadsheet required)

• Last Name
• First Name
• Date of Birth
• Address
• City
• Zip
• Phone Number
• Date of registration (date on registration card)
• Date entered into voter-registration system
• Precinct id (if known)
• Type of information missing or incorrect

Absentee Ballot Data

7. Absentee Ballot Summary File (in comma-delimited text file or spreadsheet preferred)

• Precinct id (or District id, if relevant)
• Number of Absentee Ballots Requested
• Number of Absentee Ballots Sent to Voters
• Number of Absentee Ballots Returned (i.e. cast)

8. Absentee Ballot Detail File (in comma-delimited text file or spreadsheet required)

• Last Name
• First Name
• Precinct id (or District id, if absentee ballots tracked by District instead of Precinct)
• Date Absentee Ballot Requested
• Date Absentee Ballot Received
• Date Absentee Ballot Cast

Resource Allocation/Utilization Data

9a. Voting Equipment Allocation File

• Precinct ID
• Number of Voting Booths Allocated To Precinct for Election 2004
• Number of Voting Booths Assembled and Operational (i.e. “working”) at Beginning of Election Day
• Number of Voting Booths Assembled and Operational (i.e. “working”) at End of Election Day

9b. Poll Worker Allocation Summary File

• Precinct ID
• Number of Poll Workers Assigned to Precinct
• Number of Poll Workers Who Received Training before Election Day
• Last Name of Precinct Poll Judge
• First Name of Precinct Poll Judge
• Phone Number of Precinct Poll Judge

9c. Poll Worker Allocation Detail File

• Precinct ID
• Last Name
• First Name
• Phone Number

9d. Ballot Count Report

• Precinct ID
• Number of Provisional Ballots Used
• Number of Provisional Ballots Cast
• Number of Spoiled Ballots

10. Resource Summary Information

• Number of Voting Machines in Working Order and Number of Voting Machines needed to meet “voter-registration requirements” for county (e.g. 1 booth per 100 registered voters) to accommodate the number of registered voters.
• How do they determine the number of voting machines to assign to individual precincts?
• How many “rover” poll workers were there? How were they assigned? By polling place? How many were assigned on election day? What is the procedure for requesting additional poll workers?
• Why were there broken machines at the beginning of the day?
• What is the procedure for repairing broken voting machines or acquiring additional voting machines on election day? Whom to call? What phone number(s)? Where is this documented? Get copy of procedure.

Voting (Canvass) Data *

11. Precinct Vote Counts 2004 (Generalized- for all races and candidates) -- If they can’t provide all races and candidates right away, just get the presidential-race vote counts by candidate, by precinct; comma-delimited text file or spreadsheet preferred)

• Precinct ID

• Race
• Candidate (or “None”)
• Number of Votes Cast on Election Day
• Number of Votes Cast on Provisional Ballot
• Number of Votes by Absentee Vote
• Total Official Number of Votes

e.g. Cleveland 01 C President/VP Bush 200 85 40 325

Cleveland 01 C President/VP Kerry 195 40 35 270

Cleveland 01 C President/VP Cobb 25 8 12 45

Cleveland 01 C President/VP None 19 3 10 32

Cleveland 01 C Senator Voinovich 240 24 20 284

Cleveland 01 C Senator Fingerhut 125 14 26 165

12. Voter Vote Status Detail (voters who attempted to vote or did vote; should be available after they “scan” in the signatures in the signature book, after certification; comma-delimited text file or spreadsheet required)

• Last Name
• First Name
• Date of Birth
• Address
• City
• Zip
• Precinct ID
• Voted? (Y/N)
• Attempted to Vote but Provisional Ballot was Rejected? (Y/N)
• Rejection Reason Code (if applicable)

* also obtain canvass data for 2000, 1996 if possible

Tabulation Data

13. Candidate-to-Ballot Rotation File (e.g. punch-card assignment, -. Bush is slot 1, Kerry is slot 2, Cobb is slot 3, etc. Note: This “mapping” is precinct-specific. Comma-delimited text file or spreadsheet required)

• Precinct
• Ballot position for Bush/Cheney ticket
• Ballot position for Kerry/Edwards ticket
• Ballot position for Cobb ticket
• Etc.

Central-Tabulator Information (Most was outlined in a FOIA request by Black Box Voting the first week of November. Bev Harris has authorized us to collect and forward this data to her.)

14. General Questions

• Type of hardware (Vendor, Model and Year)
• Name of software (Vendor, Version and Year)
• Last date when software updates were loaded onto the central tabulator.
• How do the precinct-specific Candidate-to-Ballot Position Mappings get “loaded”/”activated” on the Central Tabulator? When do they get loaded / activated? Is this information keyed into the central tabulator prior to feeding in the stack of ballots for a specific precinct? Is another device inserted into the central tabulator that “tells the tabulator” what precinct, and thus, what mapping is to be used?

15a. Standard Central-Tabulator Reports

• COMPUTER AUDIT LOG for Oct. 29-Nov 2, printed from the vote-tally program's menu.
• POLLING-PLACE RESULTS SLIPS. (Sent in with the results cartridges).
• UPLOAD LOGS. (For each polling place, the time that the results were uploaded to the central tabulators.)
• Additional LOGS (If Diebold’s “GEMS” is the central tabulator, it has a folder called /Data. Ask for the “poster logs.” There may be sub-folders of the /Data directory titled /Download, /Log, /Poster and /Results. Ask for copies of these sub-folders).
• ELECTION NIGHT DETAIL REPORT – a large report showing precinct-by-precinct results as of the time all memory cards were uploaded from all precincts. Depending on the system, they'll call it different things – (Diebold calls their detail report “Statement of Votes Cast (SOVC)” report.)

15b. Tabulation Information by Precinct

• Precinct
• Date/Time that Precinct’s ballots were counted on election night

Miscellaneous Data / Lookup Data

16. Polling Place Inspectors (report or file)

• Polling Place
• Last Name of Inspector
• First Name of Inspector
• Party Affiliation (D or R)

17. Voter-registration Status Codes (report or file)

• Voter-registration Status Code
• Voter-registration Status Description

(e.g. Active, Inactive, Cancelled, etc.—what do these mean relative to a person’s eligibility to vote?)

18. Cancel Codes (report or file)

• Cancellation Reason Code
• Cancellation Reason Description

(e.g. felon, failure to vote in last two presidential elections, deceased, etc.)

19. Provisional Ballot Rejection Codes (report or file)

• Provisional Rejection Reason Code
• Provisional Rejection Reason Description

(e.g. Reasons should include the following: voter-registration cancelled, voter not registered, voter voted in wrong precinct, bad address, no signature on file, no date of birth, missing information)

Precinct-definition data for 2000 and 2004 by Address “range”

20. Precinct Definition File for years 2004 -- The data underlying the “precinct lookup” reports used by the Polling Place Inspectors on Election Day (in comma-delimited text file)

• Street Name
• Street Type
• City
• Zip
• Min Street #
• Max Street #
• Even/Odd Flag (if relevant – e.g., if “even” street numbers only)
• Precinct ID
• Senate District id
• House District id
• Other District id’s…

21. Precinct Definition File for years 2000 -- The data underlying the “precinct lookup” reports used by the Polling Place Inspectors on Election Day (in comma-delimited text file)

• Street Name
• Street Type
• City
• Zip
• Min Street #
• Max Street #
• Even/Odd Flag (if relevant – e.g., if “even” street numbers only)
• Precinct ID
• Senate District id
• House District id
• Other District id’s…

Certification Information

22. Transcript of Board Meeting in which County Certified Election Results

Direct Access to Election Documents / Files

23. Direct Access to Signature Books

24. Direct Access to Provisional Envelopes/Ballots

25. Direct Access to Absentee Ballot Request Forms

26. Direct Access to Voter Registration Cards