Electronic File Reporting Relating to Absentee Ballot Requests Information, Voting Activity, and Election Results

 

DEPARTMENT OF STATE
Division of Elections

RULE NO: RULE TITLE
1S-2.043: Electronic File Reporting Relating to Absentee Ballot Requests Information, Voting Activity, and Election Results

NOTICE OF CHANGE

Notice is hereby given that the following changes have been made to the proposed rule in accordance with subparagraph 120.54(3)(d)1., F.S., published in Vol. 35 No. 41, October 16, 2009 issue of the Florida Administrative Weekly.

1) The language in paragraph (b) entitled “File Transmission” under subsection (3), as relates to absentee ballot request information files is reworded as follows:

(b) File Transmission, The Supervisor shall transmit to the Division the electronic file compiled under paragraph (a) no later than noon Eastern Standard Time of the day after the day being reported. The file shall be sent daily beginning 45 days before the election or the first day absentee ballots are mailed in that county for the upcoming election, which is earlier. The last file shall be sent 10 days after the election. The daily file shall be sent even if there is no new information to report. The file shall be in the format specified in paragraph (c).

2) The language in subparagraph 3. of paragraph (c) entitled “File specifications” under section (3), as relates to absentee ballot request information files is reworded as follows:

For each registered voter’s record, the address included shall be the address to which the voter has requested that the ballot be sent. However, addresses must be redacted in the file for those registered voters who requested address protection pursuant to Section 119.07(4)(d), F.S.

3) Table 6, entitled “Voting History Header Record Layout,” that is located in paragraph (c) of subsection (7) of the proposed rule as relates to reporting of voting history, is replaced with the following table that contains corrected file specifications:

Table 6 Voting History Header Record Layout
Field Position	Field	Type	Length	Required	Format	Comment
1	OperatorID	varchar2		N		May be blank
2	CountyID	varchar2	3	Y		Source of FTP File. Valid County ID, or FVRS or HSMV
3	TargetedCountyID	varchar2	3	Y		Intended Recipient. Valid County ID, or FVRS or HSMV
4	File Creation_TimeStamp	datetime		Y	MM/DD/YYYY HH24:MM:SS	Originating System TimeStamp
5	Source_Address	varchar2		Y
6	FVRS County Interface Version	varchar2		Y		For supporting roll out of new system versions
7	County_Message_Identifier	varchar2	10	Y		10 character field that may be used by the county system to identify a specific FTP File.
8	Test_File	varchar2	1	Y		Y Indicates that the FTP file is a test file and should not update primary database.

 

4) Table 7, entitled “Voting History Footer Record Layout,” as located in paragraph (c) of subsection (7) of the proposed rule as relates to voting history, is to be replaced with the following table that reflect corrected file specifications:

 

Table 7 Voting History Footer Record Layout
Field Position	Field	Type	Length	Required	Format	Comment
1	TrailerId	varchar2	5		“TRALR”	Fixed string
2	Number of Response Rows	integer	8		Non zero integer	Number excludes header and trailer
3	MessageDigest	varchar2			128 or 160 bits	Length to be determined
4	End of Message Marker	varchar2	7		\\ETX\\

 

5) Table 8, entitled “Voter’s Voting History Record” as located in paragraph (c) of subsection (7) of the proposed rule as relates to voting history, is revised to reflect codes “F” and “Z” to track and distinguish between provisional ballots counted as voted at an early voting site and those counted as voted at the polls, respectively.