The wide range of materials and equipment needed for voting operations allows a considerable diversity of materials usage and production methods, from the simple typeset or photocopied form to production of integrated materials of considerable complexity. The design and production capacities of domestic infrastructure are a major determinant when planning materials and equipment requirements. (For a discussion of the various types of materials required for voting operations, see Materials and Equipment)
Capacity Assessments
In assessing materials production infrastructure capabilities, the following issues need consideration:
• the production processes available;
• the reliability of and maintenance facilities for production plants;
• the volume capacities of production facilities, allowing for other contracts that may be in progress at the time voting operations material is required, plant down-time, and start-up and testing periods for production runs;
• the locations of production plants in relation to transport infrastructure (see Transportation Infrastructure).
Effects on Materials Design
Materials production infrastructure capabilities will affect design of election materials. Often it will influence the basic procedures that are feasible to implement for voting operations. For example:
• ballot paper security and authenticity procedures will be influenced by the ability to produce or obtain watermarked or security print paper.
• if full colour presses with sufficient capacity are not available, design of voter information materials or ballot papers with full-colour print will be an expensive import, if not an impossible method.
Similarly, production infrastructure will govern the ability to take advantage of possible cost savings, such as the use of disposable or semi-permanent lightweight voting station ballot boxes and equipment.
Effects on Supply Schedules
The amount of voting operations material required is dependent on the numbers of voters and is not easily manipulated. Production output capacities are thus a major consideration in materials design and supply scheduling. Low volume capacities will mean that:
• supply of equipment has to be planned earlier.
• production has to begin earlier.
• where facilities are not available for emergency re-supply of forms, initial order quantities must be set high enough to accommodate all contingencies.
• some warehousing facilities will be required for a longer period.
Production volume capacities need to be carefully considered when determining the election timetable and procedures, such as:
• allowing amendments to voter registration data until close to voting day may increase accessibility but is not feasible if there is not the capacity to print revised or supplementary voters lists in time for distribution to voting stations.
• timing of the close of nominations for the election has to be aligned with the ability to thoroughly verify, print and distribute ballot papers prior to the commencement of voting.
Printed Materials
Voting operations generate a large quantity and range of printed materials, e.g., forms, ballot papers, voters’ lists, information leaflets, posters, and signs. Many of these print materials have very short time frames between availability of information and end-use distribution of the material.
Sufficient print capacity is essential for voting operations to be conducted successfully. Where print infrastructure is limited, rigorous print scheduling to allow progressive supply according to need becomes vital.
Sourcing
Tailoring materials design and supply timetables to production facilities available domestically can provide advantages with regard to control over supply and service, costs, and time frames for re-supply. Particularly in developing countries, reliance on foreign production, while possibly enhancing in the short-term the sophistication of materials, can add considerably to costs, diminish control over supply and service, and induce reliance on unsustainable systems and less flexible arrangements.
Apart from materials actually used in the voting process, consistent conduct and monitoring of voting operations will require the production of manuals and other reference materials for voting operations staff.
Storage and Distribution
Voting operations supplies will require secure storage before distribution to voting stations. Material returned from voting stations, especially accountable voting material, will be required to be stored under security, at least until any time period in which the election can be challenged has elapsed. It will also need to be stored under security in systems where recounts of votes may later be necessary, until the term of office of the representative body elected has expired.
Effective distribution and return of supplies to voting stations requires both effective transport planning and efficient methods of determining and packaging voting station supply needs.
In most circumstances, centralized or regionalized packing of standard supply kits for voting stations, with direct distribution to voting stations from these packaging centers, will prove the most effective method.
Communications
Voting operations requires an extensive network of effective communication facilities between electoral management body staff, to and from voting stations, and with other participants in the election process such as security and emergency forces, political parties and candidates, and executive government.
It is recommended that given the geographic distribution of voting stations, maintaining the necessary communications with them on voting day and, if relevant, during the ballot count can be one of the greater challenges of voting operations management, particularly in countries with less developed communications infrastructures. Appropriate and effective use of radio, mobile phone, fixed telecommunication lines, and back-up facilities requires careful and early planning.
Considerations for Observer Groups
Election managers, observer groups, whether national or international, carefully need to plan their materials equipment, transport, and communications requirements.
