(1) General provisions.
    (a) This rule establishes file format specifications, timelines and other content requirements for the electronic compilation, transmission, and reporting of:
    1. Election results;
    2. Precinct-level election results;
    3. Voting history; and,
    4. Reconciliation between the elections results and voting history.
    (b) The Supervisors of Elections must ensure that the files required under this rule are created or converted into the prescribed format and that the files are transmitted successfully and timely to the Division of Elections.
    (c) This rule does not apply to municipal, local referendum, or special district elections.
    (2) Definitions. For purposes of this rule:
    (a) “”All ballots cast”” means ballots cast and counted by the voting tabulation system whether at a precinct location, by vote-by-mail ballot including overseas vote-by-mail ballots, during the early voting period, or by provisional ballot.
    (b) “”Supervisor”” refers to the county Supervisor of Elections.
    (c) “”Division”” refers to the Division of Elections.
    (d) “”Election”” means primary and general elections (held in even-numbered years), presidential preference primary elections, and special primary and special elections held pursuant to Florida Statutes § 100.101
    (3) Election results reporting.
    (a) Compilation. For each election as defined in subsection (2), the Supervisor shall use the supplemental export utility for the county’s voting system to create the summary election results in an XML format as set forth in paragraph (c). If a supplemental export utility has not been created for the voting system used by the county, then the county can use the voting system’s export function to create the summary election results.
    (b) Transmission. After the polls close on the day of the election, the Supervisor on behalf of the county canvassing board shall transmit the summary election results to the Division at the times set forth in Florida Statutes § 102.141, by uploading the results file to the Division’s secure website.
    (c) XML File specifications. The specifications for reporting election results are defined in DS-DE 137-S (eff. 11/2015) (https://www.flrules.org/Gateway/reference.asp?No=Ref-06152), entitled, “”Florida Election Results Summary XML Schema Reference, Version 3.0-S.”” The election results shall be reported in the XML format as specified in DS-DE 138-S.xsd (eff. 11/2015) (https://www.flrules.org/Gateway/reference.asp?No=Ref-06154).””
    (4) Elections results database export file.
    (a) Compilation. For each election as defined in subsection (2), the Supervisor shall use the file export function in the county’s voting system to create a file that includes the results from the database of the county’s voting system used in the election.
    (b) Transmission. The Supervisor shall file with the Division a copy of the results export file for the applicable election by transmitting the file at the same time that the official results of the election are certified. The file shall be transmitted to the Division’s secure website. If the site is not available, then the file may be uploaded to the Division’s secure file transfer protocol (SFTP) or emailed to: BSVC.Reports@DOS.MyFlorida.com.
    (5) Precinct-level election results reports.
    (a) Compilation. For each election as defined in subsection (2):
    1. For results unable to be transmitted in XML format, the county shall transmit the tab-delimited text file prescribed in Florida Statutes § 98.0981 The Division will supply the county with any additional data needed to create the file in this format; or
    2. For results able to be transmitted in XML format, the Supervisor shall provide the precinct-level results in the prescribed format; and,
    3. The Supervisor shall aggregate and record for each precinct the total number of ballots cast by all voters voting in the election, with subtotals for each candidate and ballot type. If a precinct has a subtotal of one to nine votes, the Supervisor shall report zero votes in all subtotals except in the “”Total Votes”” group for that precinct.
    (b) Transmission. The Supervisor shall electronically transmit the precinct-level election results file to the Division no later than noon local time for the Supervisor’s office on the 30th day after certification of the election by the Elections Canvassing Commission. The file shall be transmitted using the Division’s secure website. If the site is not available, then the file may be uploaded to the Division’s secure file transfer protocol (SFTP) or emailed to: BSVC.Reports@DOS.MyFlorida.com.
    (c) XML File specifications. The specifications for reporting election results are defined in DS-DE 137-P (eff. 11/2015) (https://www.flrules.org/Gateway/reference.asp?No=Ref-06153), entitled, “”Florida Election Results Precinct XML Schema Reference, Version 3.0-P.”” The election results shall be reported in the XML format as specified in DS-DE 138-P.xsd (eff. 11/2015) (https://www.flrules.org/Gateway/reference.asp?No=Ref-06155).””
    (6) Voting history activity reports. The requirements for reporting under this subsection only apply in each presidential preference primary election, special election, primary election, and general election.
    (a) Compilation. The Supervisor shall compile an electronic file that includes the voting history activity information set forth in Florida Statutes § 98.0981, for each of the individual voters who were qualified to vote and cast a ballot in the applicable election. (The file shall not include information from persons who did not have a current active or inactive voter registration identification number but may have attempted to vote.)
    (b) Transmission. The Supervisor shall transmit electronically to the Division complete voting history no later than 30 days after the Elections Canvassing Commission certifies the applicable election. The files shall be transmitted to the specified voting history subdirectory under each county’s existing transfer directory using secure file transfer protocol (SFTP).
    (c) File specifications.
    1. The file shall contain records for only one county for each election.
    2. The file shall contain records for all qualified voters who, regardless of the voter’s county of residence or active or inactive registration status at the time the file is created:
    a. Voted a regular ballot at a precinct location.
    b. Voted at a precinct location using a provisional ballot that was subsequently counted.
    c. Voted a regular ballot during the early voting period.
    d. Voted during the early voting period using a provisional ballot that was subsequently counted.
    e. Voted with a vote-by-mail ballot.
    f. Attempted to vote by vote-by-mail ballot but the ballot was not counted.
    g. Attempted to vote by provisional ballot but the ballot was not counted in that election.
    3. Each file shall be created or converted into a tab-delimited format.
    4. File names shall adhere to the following convention:
    a. Three character county identifier followed by underscore.
    b. Followed by four character file type identifier of ‘VH03’ followed by an underscore.
    c. Followed by FVRS election ID followed by an underscore.
    d. Followed by Date Created followed by an underscore.
    e. Date format is YYYYMMDD.
    f. Followed by Time Created – HHMMSS.
    g. Followed by ‘.txt’.
    5. Numeric data and date information shall be provided as specified in subparagraph 9.
    6. Alphanumeric data shall not be enclosed in quotes.
    7. The file shall contain a header record as the first row in the file as follows:
Table 1
Voting History Header Record Layout
Field
Position
Field
Type
Length
Required
Format
Comment
1
OperatorID
varchar2

N

May be blank
2
CountyID
varchar2
3
Y

Source of FTP File. Valid County ID, or FVRS or HSMV
3
TargetedCountyID
varchar2
3
Y

Intended Recipient. Valid County ID, or FVRS or HSMV
4
File Creation_Time Stamp
datetime

Y
MM/DD/YYYY
HH24:MM:SS
Originating System TimeStamp
5
Source_Address
varchar2

Y

6
FVRS County
Interface Version
varchar2

Y

For supporting roll out of new system versions
7
County_Message_
Identifier
varchar2
10
Y

10 character field that may be used by the county system to identify a specific FTP File.
8
Test_File
varchar2
1
Y

Y Indicates that the FTP file is a test file and should not update primary database.
    
    8. The file shall contain a footer record as the last row in the file as follows:
    
Table 2
Voting History Footer Record Layout
Field Position
Field
Type
Length
Required
Format
Comment
1
TrailerId
varchar2
5

“”TRALR””
Fixed string
2
Number of
Response Rows
integer
8

Non zero integer
Number excludes header and trailer
3
MessageDigest
varchar2

128 or 160 bits
Length to be determined
4
End of Message
Marker
varchar2
7

\ETX\

    
    9. The information in each record of the file shall be in the specified format for each voter who qualified to vote in the presidential preference primary, the primary election or the general election:
    
    Table 3
    Voter’s Voting History Record (VH03)

Field Name
Max
Length
Valid Codes/ Format
Description
1
Record Identifier
8
‘VH03′

2
FVRS Voter ID Number
10
Numeric

3
FVRS Election ID
Number
10
Numeric

4
Vote Date

MM/DD/YYYY
Date vote was cast
5
Vote History Code
1
Y = Voted at the Polls
A = Voted by Mail
E = Voted Early
B = Vote-by-Mail Ballot Not Counted
P = Provisional Ballot Not Counted
F = Provisional Ballot counted as voted at an early voting site
Z = Provisional Ballot counted as voted at the polls

6
Precinct
6
text

7
Congressional District
3
999

8
House District
3
999

9
Senate District
3
999

10
County Commission
District
40
text
    
11
School Board District
40
text

    (d) Access. The Division shall post a public access link to the legislative report on the Division’s website that also includes the file layout and codes. Such report shall also be made available upon request.
    (7) Reconciliation report.
    (a) Requirement for reconciliation. The Supervisor shall reconcile the aggregate total of all ballots cast in each precinct as reported in the precinct-level election results to the aggregate number of voters with voter history for the election for each district, which for purposes of being able to properly reconcile is to be construed to mean precinct. The reconciliation shall be made on Form DS-DE 141, Reconciliation Report – Elections Results and Voter History, eff. (11/2015) (https://www.flrules.org/Gateway/reference.asp?No=Ref-06156).
    (b) Transmission. The Supervisor shall report the results of the reconciliation to the Division contemporaneously with the transmission of the precinct-level election results by uploading the completed Form DS-DE 141 using the Division’s secure website.
    (8) The forms mentioned in this rule are hereby incorporated by reference and are available from the Division of Elections, R.A. Gray Building, Room 316, 500 South Bronough Street, Tallahassee, Florida 32399-0250, by contact at (850)245-6200, or by download from the Division of Elections’ website.
    (9) The requirements of this rule apply to all required reports for elections held on or after July 1, 2017. If a vendor with a voting system certified and in use as of the effective date of this rule intends to submit an application for review and approval that will allow the respective vendor’s system to be used to meet the reporting requirements herein by July 1, 2017, such application must be submitted to the Division of Elections no later than October 1, 2016.
Rulemaking Authority 20.10(3), 97.012(1), 98.0981(5), 102.141(4) and (10) FS. Law Implemented 98.0981, 102.141 FS. History-New 7-1-17. Editorial Note: This rule originated from former 1S-2.043(5), (6) and (7), dated 10-27-10.