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Oklahoma Regulations § 230:10-7-48 Correspondence

⤴ Up to Part 5: Maintaining The Office

Regulation Text

(a) Correspondence. The Secretary of the County Election Board shall keep a copy of each letter that goes out of the office, along with a copy of each letter received. Incoming mail shall be dated when it is received. When possible, correspondence shall be answered on the same day it is received. A copy of the response may be stapled to the original letter. Correspondence shall be filed alphabetically and shall be retained for at least four years.
(b) Correspondence with the State Election Board. Correspondence with the State Election Board shall be filed separately from other correspondence, arranged by date. Correspondence with the State Election Board shall be retained for four years.
(c) Correspondence with other County Election Boards. Correspondence with other County Election Boards shall be filed separately from other correspondence, arranged alphabetically. Correspondence with other County Election Boards shall be retained for four years.
(d) Correspondence with Precinct Officials. Correspondence with Precinct Officials shall be filed separately from other correspondence, arranged by precinct or in alphabetical order. Correspondence with Precinct Officials shall be retained for four years.
(e) Correspondence by electronic mail. The requirements for the retention of correspondence outlined in (a) through (d) of this Section also shall apply to correspondence conducted by electronic mail. The Secretary shall retain electronic mail pertaining to the official business of the County Election Board for four years. If the electronic mail message and attachments are printed, only the printed copy shall be retained.

Source

Amended at 12 Ok Reg 2185, eff 7-1-95; Amended at 13 Ok Reg 2469, eff 7-1-96; Amended at 27 Ok Reg 1122, eff 6-1-10

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