The
preparatory process related to transportation of any ballot box is very
important. This is particularly so if counting takes place at a counting
centre.
When
ballot boxes are transported from the voting station to the counting centre,
important security control must be provided prior to transportation such as
verification of the serial numbers of the seals on the ballot box and on the
slot match with what’s recorded on the handover form.
In
addition, ballot boxes must be accompanied from the departure from the voting
station to the arrival at the counting centre. Those accompanying the ballot
box may include security, party and candidate representatives and observers.
However, the ballot box and other sensitive election material should always be
under direct control of an EMB official.
The
ballot boxes should never be left without supervision at any time. Fear of
manipulation of the ballot box contents during transportation must be
procedurally addressed, and measures to ensure that the contents of the ballot
boxes remain intact must be respected, communicated, and enforced.
Ideally,
counting officers, as well as two or more party or candidate representatives
should accompany ballot boxes and supplies. These measures are designed to
prevent fraud and ensure that any tampering that occurs will be easily
detected.
The
control measures should be publicised and known in advance by all participants
in the process, including the public, as an indication of transparency.
Controls on the movement of ballot boxes are essential to maintain the
integrity of a democratic electoral process.
The
selection of the carrier, private or public sector, (belonging to the Armed
Forces or the Police), should be decided before the election is called and
should take into consideration several factors:
- reliability,
- perceived
political neutrality and integrity,
- speed,
- coverage of the territory,
- availability of contingency measures, etc.
The
choice of transportation methods as well as the organization assigned to
perform transport will be a key determinant in the success of the operation.
The confidence in the entire election can be affected if the transportation is
not entirely secure, credible and properly carried out.
At the
close of voting, the slot of the ballot box should be sealed so that no
additional ballots can be put into the ballot box during transportation.
The
serial numbers of the official seals used should be written in the respective
election books and/or on the transportation forms. Then the counting officer
counts the numbers of used ballots by counting the used counterfoils (the
ballot box remains sealed), unused ballots, and spoiled ballots.
This
total should balance with the number of ballots received at the opening of the
voting station.
If any
discrepancies are found, the counting officer should recount until the missing
ballots are found or make the appropriate amendments to the forms (ballot
account form, transportation forms, and the election book) noting the
discrepancy.
All the
forms are put into sealed tamper-evident envelopes and attached to the ballot
box. Representatives of political parties and candidates can append their
signatures on the seals used by the counting officer or can use their own
seals. The ballot box is then ready to be transported to the counting centre.
The
transportation form should be completed in multiple copies and given to
authorised persons.
Representatives
of political parties and candidates, the electoral officer in charge of
reception of the ballot boxes at the counting centre, the electoral management
body and the electoral officer responsible for the ballot boxes during
transportation should each have a copy of the transportation form.
