Implementation of materials production quality control procedures is vital for ensuring that the electoral management body has sufficient quantities of useable, quality materials for the election.
An effective quality control plan needs to be developed by the electoral management body. Unfortunately, in the effort to complete other urgent election tasks, this is a matter that can often be overlooked.
The practical objectives of, and guiding principles underlying, the quality control plan need to be clearly defined and understood by materials contractors and electoral management body staff.
Materials quality control can be more effective where:
• clear, accurate design specifications are provided to all suppliers by the electoral management body;
• materials are ordered from reputable suppliers;
• suppliers' production methods hold quality accreditation under International Standards Organisation (ISO) or similar standards;
• there is some on-site production monitoring by electoral management body officials.
For this reason it will be preferable to use supply contractors within the country.
Quality Control Plan Elements
There are a number of basic steps that need to be included in quality control plans for print and materials production. These include:
• formal sign-off and approval of materials design specifications;
• provision of sample materials, testing of these against the design specifications, and formal approval of samples before full production is commenced (random samples drawn from each production run is advisable, especially print materials, to ensure print legibility and correct print positioning;
• monitoring of materials production quantities and production rates;
• controls over materials movement and security;
• creation of a proper audit trail of decisions on specifications, acceptance of product, and materials movements.
Maintenance of Materials
Where unused materials can be used for future elections, maintenance plans need to be implemented to ensure their future availability and reliability.
Appropriate storage conditions (addressing issues such as security, the effects of heat, dust, dampness, or humidity) and locations must be considered. Particular care needs to be taken with the storage of paper-based materials.
Regular inspections of the condition of materials and inventory of all materials should be scheduled as part of a formal materials quality control plan.
