December 21, 2007 (Issue 342)

Digitized Signatures:   Since April 2007, the Department of State's Bureau of Elections has steadily expanded the number of digitized signatures posted in the Qualified Voter File.  We are pleased to announce that at the present time, the QVF contains the signatures of over 6.7 million Michigan voters.  This represents 95% of the registered voters in the state.  To ensure that all county, city and township clerks enjoy the full benefits of the digitized signatures housed in the QVF, the following information and pointers are offered:

Finding Digitized Signatures in QVF

Digitized signatures are located in three places in the QVF:

1)     There is a signature box on the main voter registration screen.  If there is a check mark in the box, the voter's signature is available.  Simply click on the box.

2)     There is a signature box in the AV module.  If there is a check mark in the box, the voter's signature is available.  Simply click on the box.

3)     The signatures also appear in the Petitions module.

Master File Records

It is no longer necessary for a clerk who has access to the QVF to add signatures to his or her master file records (master cards) for any voters who have a digitized signature in the QVF.

In addition, in an instance where an unsigned branch registration form is forwarded for a voter who was previously registered in Michigan, it is not necessary for a clerk who has access to the QVF to mark the voter's record with a verify status code or capture the voter's signature at a later date. 

It merits note, however, that an unsigned branch registration form forwarded for a new voter who is registering to vote in Michigan for the first time must be rejected as the voter failed to provide the minimum information required to complete the registration process.  This remains true even in an instance where a digitized signature is provided for the individual.

Applications for Absent Voter Ballots

If the election official issuing the absentee ballot has access to the QVF, the signature on an application for an absent voter ballot may be compared to the digitized signature posted in the QVF as opposed to the signature on the voter's master card.

Absent Voter Ballot Return Envelopes

If the election official issuing the absentee ballot has access to the QVF, the signature on an absent voter ballot return envelope may be compared to the digitized signature posted in the QVF as opposed to the signature on the voter's master card.

Determining the Validity of Petition Signatures

The QVF may be used by county clerks and local clerks to determine the genuineness of a petition signature in lieu of comparing the petition signature to the signature on the voter's master card.

Recall Petition Signatures

The QVF may be used by county clerks to determine the genuineness of a challenged signature on a recall petition as opposed to comparing it to the signature on the voter's master card maintained by the local clerk.

FOIA Requests

Digitized signatures of electors are not subject to the Freedom of Information Act. Consequently, if a copy of an elector's registration record is requested under FOIA, and the record contains the voter's digitized signature, the elector's digitized signature must be ?blocked out" before the record is released.

(Other items of information appearing on registration records which must be ?blocked out" include the voter's month and day of birth, telephone number and driver's license or state personal identification card number.)

Signature Overrides

Digitized signatures received and forwarded via the QVF system will overwrite signatures which are scanned locally. 

Entering ?Over-the-Counter" Voter Registration Transactions into the QVF:   As a reminder, certain types of voter registration applications must be manually entered into the QVF.  When performing this task it is important that the following checks be made before the voter's name is added to your local file:

• Perform a search of your local QVF to see if the voter is already registered within your jurisdiction. 

• If the voter is already registered, do not enter the voter registration. Instead, compare the information on the new application to the information already on file.  Update the existing record as needed to reflect the newest information for the voter.  If the address on the new application is different, enter the new address information and immediately send the voter an ?updated" Voter Identification Card. 

Check to see if a ?Verify" or ?Challenge" status code is assigned to the record.  If yes, determine if the new information provided on the application satisfies the status code assignment.  If yes, change the voter's status to ?Active." 

Next, check to see if the ?Cancellation Countdown" feature has been activated for the voter.  If yes, the countdown feature must be turned off as the new registration confirms that the voter is a resident of your jurisdiction and wishes to remain registered.  If the new application results in a name change or address change, updating the record with the new information will automatically deactivate the countdown feature.

• If the voter is not already registered, enter the new registration and immediately forward an ?original" Voter Identification Card to the voter to confirm his or her residence within your jurisdiction.