How SRS Can Help Boards of Elections Remain Compliant During Election Season

Unless you have successfully avoided the news, social media, and your mailbox, you are likely keenly aware that we have an election going on now.

Many pundits are speculating that there will be record turnout for voting this election cycle. In fact, in Thomas County where Secure Records Solutions is located, over 1,000 people cast early votes on the first day of early voting.

After the election is over, the question becomes – what to do with all those votes?

By Georgia law, “All primary and election documents on filein the office of the election superintendent of each county, governingauthority, superintendent, registrar, committee of apolitical party or body, or other officershall be preserved therein for a period of at least 24 months and then the same may be destroyed unless otherwise provided by law.”

At Secure Records Solutions, we offer a variety of customized document management solutions to help keep election boards compliant before, during and after an election. And we maintain the industry’s highest accreditations, including the NAID AAA accreditation of our document destruction, the Prism Privacy + accreditation for our storage services, and the GCIC Secure Records Solutions is accredited by the Georgia Bureau of Investigation’s GCIC (Georgia Crime Information Center). This Accreditation allows SRS to handle the state’s most sensitive judicial and law enforcement records.

Regular Shredding

We offer regular shredding, in which we provide an Executive Console to make day-to-day disposal of confidential records secure and convenient.  For this service we charge a flat fee each time we come and destroy the contents of the console.  We will work with your team to figure out the best frequency for your recurring shredding and can adjust accordingly.  This will save you much needed time standing over the office shredders you currently use.

Purges

There are certain times of the year where there is an accumulation of documents that need to be shredded. In these instances, we recommend the Board of Elections have an annual shred, which we call a “one-time purge”. The Purge will help securely eliminate records with personally identifiable information after the election is over.  And since the best defense is a good offence, if needed, Secure Records Solutions will also provide a secure 96-gallon bin before the election to help with the disposal of documents as you go.  This method is considered a best practice among our Elections clients, as it reduces the risk of information being disseminated by securely discarding the documents.

Document Management

There are certain instances in which a full-service document management solution is needed. We have worked with counties in North Florida and South Georgia to handle complex projects involving identifying, moving, and destroying 30+ years of county records. We are able to do projects either at our secure facility or even onsite if that is what county ordinances require.

In our 17 years in business, we have handled projects ranging from one-time purges to complex document management, and we feel confident we will be able to create compliant, cost-effective solutions before, during and after election season.