Whenever ballot boxes are transported from voting station to counting centre, records should be kept to ensure that security is tight and that an audit trail is in place and the chain of custody remains intact.

That way, risk can be minimised, and if anything is missing or tampering is suspected, the problem can be properly investigated.

A handover or transportation form should be used for the specific purpose of controlling the movement of ballot boxes. Information such as the list below could be included:

• the serial numbers of the seals on the ballot box and on the sealed envelopes;
• the number of sealed envelopes that should be attached to the ballot box and brief details of their content (voter's list, ballot account form, etc.);
• the name, and if applicable the number, and address of the voting station;
• name, and if applicable the number, and address of the counting centre where it should be delivered including time and date of pick-up;
• name and signature of the person who authorized the transaction;
• name of the person who will receive the ballot box;
• name of the EMB official transporting the material;
• signatures of other voting station officers (if needed) and representatives of political parties and candidates.

Moreover, space could be provided on the form to include basic information on the driver, type of vehicle used, and license plate number. If other means of transportation are used, such as aeroplane or boat, detailed information on the schedule, departure time, and flight number could be written on the form.

If needed, details on the itinerary can also be written on the form (such as overnight stops, for example, or if any other type of stoppage is needed).

Finally, the telephone number of a dispatcher at the electoral management body or the phone number of a contact at the destination could be indicated on the form should the driver need assistance to locate the counting centre destination.

Multiple copies of these forms could be produced for the following:

• the voting station officer;
• the electoral officer in charge of reception of the ballot box at the counting centre;
• the local and national offices of the electoral management body;
• the person responsible for the ballot boxes during their transportation.

Representatives of political parties and candidates and observers should be allowed their own official copies.