Determining if Required Statements Have Been Filed
Filing officers are required to compile and maintain a current list of all candidates and committees required to file with them. This list, or log, is a public record and must be available for public inspection. The purpose of the log is to help determine if all of the required statements have been filed. If your agency does not have a logging system in place, start one by using the information on your agency’s most current filers and working your way back.
The Act does not require the log to be in a specific format or contain specific information. But at a minimum, the log should include the name and address of the candidate or committee, office sought or held or ballot measure number, committee ID number (if applicable), type of statement filed, due date, date filed, and period covered by the statement. The log also may contain any additional information which would benefit the filing officer in performing the required duties.
Filing officers are not required to conduct investigations to determine whether there are any candidates or committees in their jurisdictions who have filing requirements but are not complying. If a filing officer discovers that a person may have a filing obligation, the officer is encouraged to contact that person to notify him or her of the filing requirements under the Act.
Please remember all statements must be date stamped on the cover page when received by an agency.