Voter data can be updated from voter record files uploaded from the website's Upload Tool. The data files must contain specific data fields for matching against the state database. This article will describe how to prepare your data file, select the appropriate "data contract" for matching existing records, and to choose the tags or other voter data to update against the database.
Preparing your voter file
The upload tool supports single data files in CSV (comma-delimited text), XLS (Microsoft Excel 97-2003), or XLSX (Microsoft Excel 2007 and later) formats. In spreadsheets with multiple worksheets or data tabs, only the first worksheet will be uploaded for processing. File names should not include punctuation or special characters to ensure the file can be uploaded to the server.
Follow these tips for setting up new upload files:
The file must contain unique column names.
Remove any unnecessary punctuation, including commas and quotation marks, from records to prevent any parsing errors.
Remove any records which contain missing or insufficient matching field values.
If matching on RNC Reg ID, all records must contain a value in the unique identifier format.
When adding email addresses, a column with the full email address must be provided for mapping.
Go to Tools > Upload New Data to set up data processing.
Choosing your Upload goal
Apply Tags: select one tag from a list or a data column from your upload file to assign multiple tags for matched voter records.
Update Email Addresses: select a data column to append full email addresses for matched voter records.
Choosing your Data Contract
Ensure your data file includes the necessary data field values for matching voter records.
Using Key Fields
Voter Key: the distinct Voter ID value from GOP Data Center voter records (number value only).
State Voter ID: the distinct Voter Registration ID from the statewide voter file (could include both number and letter codes).
RNC Reg ID: the unique identifier provided from the RNC national voter file (36-character value).
Key Combination: for jurisdictions with a separate Jurisdictional Voter ID, select the County to apply for all records in the data file or map the County Name from the data file. Note: The Key Combination option is only available where Jurisdictional Voter ID values exist in the state voter data.
Using other data fields
Voter Name: select separate field values for a voter's first name and last name.
Address: values include House Number, Street Name, Street Type, and Unit Type/Number.
Zip Code: 5-digit USPS Zip Code.
City: the voter's registered city.
Email Address: the full email address will be matched on voter records that contain an email address.
Phone Number: the phone number will be matched to the landline or mobile phone number assigned to the voter record.
Select your data file
Click the Select button to choose your file and download records for data processing. Select Continue to load the file and advance to mapping field data.
Mapping data fields
Follow the prompts to select each field value for mapping against matching database fields. If the Key Field option is selected, you should only need to match one Key Field for mapping. If the Key Combination option is selected, choose one County for all matched records or map the County Name field from the data file. Select Continue to advance to Target Mapping.
Updating voter tags
Voter Tag records can be updated for a single tag to apply to all matched records or multiple tags, mapped against a data column.
Mapping to a Single Tag
Select the Tag Name from the drop-down list to apply to all matched voter records. Any voter records that already contain that tag will be ignored during processing. Click Finish to begin processing and advance to the Upload Queue.
Mapping to Multiple Tags
Select the source column from your data file to match a field value to a specific Tag. It is not required to match every field value with a Tag. Click Finish to begin processing and advance to the Upload Queue.
Updating Email addresses
Select the source column that contains the Email Address to update the voter record with an email address. Any existing email addresses will be overwritten during processing. Click Finish to begin processing and advance to the Upload Queue.
Processing the Upload File
Your upload request will be processed in the order it was received in the Upload Queue.
Records Loaded: the number of records provided in your file.
Records Matched: the number of matched records after processing against the selected Data Contract.
Non-Matches: select the Download File link to view records which failed to be matched against the mapped field values in the Data Contract.