2023 - Honorable Mention for Outstanding Election Official State Association Program

Election offices accumulate a lot of paper. Keeping it organized, accessible, and prepared for destruction at the appropriate time is critical. The Palm Beach County Supervisor of Elections team developed and implemented a Records Retention Program for non-digital records utilizing the SmartSheet application platform. This user-friendly Records Retention Dashboard contains department-specific retention log input forms, retention logs, chain of custody forms, and destruction reports. Each department is responsible for sorting, packing, and logging their records after every election and bi-annually for?non-election related?items to ensure records?are maintained?in compliance with the retention schedule. Customized menu options and standardized log entries ensure departments properly categorize their items.?Retention schedules and destruction dates are?auto calculated, and destruction processes are automatically initiated immediately following the destruction date to?ensure?timely and efficient processes that?capitalizes?on space usage and unnecessary record storage.?