There are two basic methods of packaging materials for delivery:
- A "pick and pack" exercise, where materials from each voting station are individually packaged according to a detailed inventory of supplies needed for each voting station* This may be appropriate where voting stations are of widely differing voter capacities and where wages and other costs are low compared to materials costs.
- A standard pack with uniform quantities of materials (in one or more containers) for delivery to voting stations. Where voting station capacities are similar (particularly where there is a low limit on maximum numbers of voters to be serviced), this is the more effective method.
Even where voting station capacities vary widely, the provision of multiple standard packs to larger voting stations or the creation of a standard "normal" pack and a standard "reserve" pack will generally be more efficient than packing individually for each voting station.
In either case, it is more effective to pack a single item of material at a time, rather than attempt to assemble a complete package, or voting station inventory, before moving to the next one. In this fashion, materials can be packaged for voting stations progressively as they arrive from suppliers.
In addition, it will be more effective to deliver all supplies to a voting station in a single delivery. Multiple deliveries may make control more difficult for the voting station manager and will add to shipping costs, as well as increase demands on security at most voting stations.
Additional measures include:
• packages of election materials and equipment must be in containers of construction, size, and weight suitable for the method of shipment;
• packs should be sealed with security seals and/or security tape so that any tampering is immediately evident;
• packs must be labelled clearly as to their destination and contents.
Location of Packing
It is more effective where standard materials kits for voting stations are used, to place this material at central locations and this eliminates redundant handling in packing and transportation and removes the potential for errors. Whether individual packs are made up for each voting station or centrally or regionalised, packaging:
• avoids redundant handling and thereby reduce shipping costs and potential errors;
• provides better quality control.
Packaging Controls
It is good practice to ensure that strict accountability and audit trails are maintained during packaging in the following respects:
• implementation of a packaging sequence plan;
• marking off individual pack or voting station inventories materials as they are packed;
• reconciliations of accountable materials following packing;
• numbering and labelling packages;
• maintenance of packaging progress records;
• maintenance of strict security over the packaging site.
Health and Safety Standards
Packaging should comply with legal requirements for occupational health and safety. To ensure that materials are transportable to and within the various voting station environments, no individual package should exceed twenty kilograms in weight.
