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Dallas County
In Dallas County, the Dallas County Records Center has published a guide that details, amongst other things, the procedures for filing documents, labeling storage boxes, and retrieving documents.520 This includes a detailed chain of custody form that tracks the movement of boxes. Dallas County Elections Department and Dallas County’s EVBB each maintained and provided FAD access to their records inventory for the 2020 General Election. If properly followed, these inventory records are considered a best practice in the labeling and organization of election records.
BOX# YEAR FILE RANGE
419610 2020 MRS VICKEY 419704 2020 VB ORIGINAL COMPLAINTS 419729 2020 Nov. 2020 General/Joint Election 419865 2020 Nov. 2020 General/Joint Election
DESCRIPTION
Figure 12-1: An example of Dallas County Elections Department Records Inventory
520 Records Center General Guide, Dallas County Record Center, available at: https://www.dallascounty.org/Assets/uploads/docs/consolidated-svcs/records-management/RecordsManagement-General-Training-Packet.pdf.
Figure 12-2: An example of Dallas County’s EVBB Records Inventory
When utilized properly, the inventory system proved useful in locating specific records and documents as Dallas County labels their boxes numerically and uses a bar code system.
Figure 12-3: Examples of Dallas County’s Record Management System involving barcoded and numbered boxes.
Unfortunately, however, records management procedures were not always properly followed. At times, inventory sheets were inaccurate with some boxes missing or inadequately labeled. For example, the records inventory reflected a box labeled as being associated with the year 2020 for the entire year. The description of the contents of the box was only the name of one individual. There was no further description regarding the contents of the box. Dallas County’s inventory reflected this box was to be deleted from the record storage inventory list as they had only located an empty box with the corresponding barcode attached.
The inventory reflected that certain records were stored by precinct number. Upon inspection, the inventory proved inaccurate as boxes contained records from multiple precincts. Additionally, entire boxes related to documents from early voting locations
