Security
controls should be in place prior to transportation; when ballot boxes are
transported from the voting station to the counting centre. These measures can
prevent fraud and ensure, that if tampering occurs, it will be detected. These
controls are essential to the transparency and integrity demonstrated in the
democratic electoral process.
Voting
station officers must ensure adherence to the security procedures, and
representatives of political parties, candidates and observers should be
encouraged to witness them.
The
electoral officer in charge of the voting station should verify that the seal
on the ballot box closure is still unbroken and that the serial number is the
same as the one recorded at the opening of the voting station.
The
serial number of the seal put on the slot of the ballot box after the close of
voting should be verified as well. No ballot box should be transported without
being sealed using security seals.
Maintaining
records of the serial numbers of the seals, and allowing representatives of
political parties, candidates and observers to also maintain such records, is
important and useful.
Representatives
of political parties and candidates may wish to put their own seals on the
ballot box or simply sign, or attach their initials on, the ones used by the
electoral management body.
If
political party and candidate representatives put their own seals on the ballot
box, there has to be early consultation to ensure that the seals they use will
fit on the ballot boxes and that the ballot boxes will be able to accommodate
all the seals.
Some
ballot boxes are made of material that facilitates the affixation of seals or
signatures, whereas others preclude such affixation. The format and design of
the seals should be specified to prevent them from using their seals as
advertising stickers. The required strength of the seals should be specified
and enforced: if this is not done, the seals may break or fall off while in
transit, causing unnecessary complaints and controversies.
Controls
on the process of manufacturing the official seals used by the electoral
management body must provide adequate guarantees that seal substitution will
not be possible. In addition, the seals must be strong enough to ensure that
they will not break in transit due to the stress of movement of the boxes.
It is
highly recommended that clear specifications be developed prior to the ordering
and production of large quantities. The seals should be serially numbered and
tested for adherence to specifications.
The
control measures should be publicised and known in advance by all participants
to the process as well as by the public to provide indications of transparency
and security.
However,
an element of secrecy should be maintained regarding the exact design of
materials to avoid illegal reproduction or copying. For example, when
publicising the use of the seals, the exact design of the logo (if any) or
other specific details about the seals should not be revealed. If reproduction
copies are found, it should be easy to distinguish the official seals from
counterfeit ones.
If a
ballot box seal or tamper-evident bag arrives broken, a special procedure
should be executed including dedicated officers trained to investigate such
cases. A report should be made and signed by officials and the representatives
of political parties and candidates and observers.
