If one
or more ballot boxes from the same voting station are to be transported
directly to a counting centre, it is advisable to use just one vehicle.
If
possible, at least two representatives of political parties and candidates,
representing different political parties could be in the same vehicle along
with the election official present during the transportation. Observers should
be allowed to accompany the ballot boxes.
Since
some ballot boxes are bulky and heavy, and it is more practical to have one
vehicle carry the ballot boxes of multiple voting stations to a distant
counting centre, it may be necessary to use a rented vehicle with a closed
compartment at the back with a lock that can be sealed.
Once
the lock is sealed, the serial number of the seal along with a brief description
of the content (number of ballot boxes and their respective voting station
numbers) and the name of driver and passengers can then be transmitted to the
final destination by fax or phone and verified on arrival. This information
should also be recorded on the waybill.
A new
seal should be used, and the numbers of the previous seal recorded, each time
more boxes are added to a shipment. Usually, these measures will be sufficient
to deter any tampering of the ballot boxes.
In
areas where potential violence may compromise the safe delivery of the ballot
boxes, a vehicle escorting the carrying vehicle may be appropriate. Depending
of the safety of the area, military or police forces may provide the escorting
vehicle(s).
Their
presence may be an advantage as their vehicles generally have communication
capabilities, which could be used in case of emergencies.
Transmission
of transport details to the counting centre or electoral management body prior
to the departure of vehicles is recommended and representatives of political
parties and candidates and observers should be allowed to travel, according to
previously settled arrangements, with the escorting vehicles.
The
transportation of ballot boxes in the most dangerous and violent areas can be
done with the assistance of military/police vehicles.
Armed
vehicles equipped with radios or phones may be necessary to provide the
security required. However, agreements with all political parties and
candidates should be obtained prior to Election Day, especially in areas where
the role of the military in the political process has been questioned.
To
address any potential criticism, and as far as practically possible, voting
station officers, political party and candidate representatives, and observers
should be assigned to travel in the same armed vehicles according to
arrangements negotiated in advance by the electoral management body.
If, at
the destination, it is found that any ballot boxes have been tampered with or
are missing, the matter should be reported directly to the electoral management
body. The electoral authorities must be ready to begin an investigation, as
soon as possible, and conduct interviews with the driver to recollect the
sequence of events and, if necessary, confirm this with the passengers.
To facilitate
the recollection of events, a logbook should be provided to the driver to note
all departure/arrival times and other events occurring during the
transportation (fuel stops, breaks, overnight stays, etc.). At no time should a
ballot box transport vehicle be left unattended.
During
unavoidable stops the driver and assistant/passengers should take turns to
guard the ballot boxes.
