Data_Destruction_Affidavit.pdf

This is a Data Destruction Affidavit from the City of Phoenix, City Clerk Department, Elections Division, establishing procedures for the elimination and return of voter registration data provided to contractors. The affidavit requires contractors who receive voter registration data for registered voters in the City of Phoenix to certify that upon completion of contracted services, all data has been permanently deleted from company networks, equipment, and electronic memory, with no copies retained by the contractor or subcontractors. The affidavit must be signed and dated by an authorized representative and returned to the City Clerk Department, with provisions for documenting the return of any compact disks or other media containing the original data. This document is integral to the Print and Mail Election Materials contract (RFP GGS-26-0079), which runs from April 1, 2026, through March 31, 2031, with four optional one-year renewal periods, and requires contractors to handle voter information with strict confidentiality measures.

The affidavit serves as a compliance mechanism ensuring data security and protection of sensitive voter information. Contractors engaged in printing, addressing, and mailing election materials must understand that voter registration data is provided solely for contract performance and cannot be repurposed for any other use. Failure to properly eliminate and account for this data represents a material breach of the contractor's obligations under the City of Phoenix procurement agreement. The affidavit format allows the City to maintain documented proof that all sensitive information has been appropriately destroyed and accounted for, supporting the City's legal and ethical obligations regarding voter privacy and data protection in election operations.