In systems where ballots are liable items, strict security and controls must surround ballot paper printing. If ballot authenticity is provided by the use of special papers, paper stocks must also be strictly controlled. As ballot paper printing is a high volume, short turnaround time process that demands total print accuracy, is necessary for the electoral management body to have total confidence in the capacity, quality control procedures, integrity, and security of ballot paper printing contractors. The electoral management body should be also instituting its own strict quality control mechanisms.
Where enveloped ballot voting procedures are used, such as in those following the French system, ballots are freely available to voters. While accuracy of ballot content is still an important issue, there is no need for the same levels of integrity and security controls as where "mark choice" ballot papers are used.
Printing Location
Before determining the design of the ballot papers, there is a need for the electoral management body to consider the time ballot papers take to print and whether potential contractors are capable of meeting the print specifications.
Ballot papers with special features may be restricted in potential production facilities, or not be able to be produced locally, either through lack of technology required or lack of capacity to complete the task within the available time frame. For example:
• using watermarked or other special papers;
• security print methods;
• producing in a booklet with numbered stubs;
• using full colour print and/or colour photographs of candidates.
Production of ballot papers using these more expensive methods can add significantly to election costs.
Additionally, foreign production can make it more difficult to control quality and supply scheduling for the most important item of election material and lead times may be longer, unless very expensive transport methods are adopted. Decisions to print in another country should only be made after very careful consideration of locally produced alternatives.
If there is not sufficient local expertise to print ballot papers contracting ballot paper printing at the regional level can be more appropriate, if suitable contractors are available due to the high volumes and short time period usually available. Contracting to multiple contractors at local levels is generally not sustainable as quality control and standardization of product can too easily be compromised.
Print Scheduling
Print scheduling also depends on how soon various ballots are required for use by voters. If full detail ballots are required for early voting, or sending to voting stations in other countries, there may be some urgency to produce small initial quantities of ballot papers for all electoral districts.
Conversely, where blank votes (which can be produced earlier) are used for early or absentee voting, central or regional production facilities usually start printing with the electoral districts at the furthest distance and with the longest transport lead time, to enable packaging of ballots, with their voting stations' other supplies, to begin first.
Print Quality Control
Before printing ballot papers there is a need to apply intensive quality control measures by both the electoral management body and the print contractor to ensure that ballot papers are correctly printed. Transference of ballot format and content data electronically from the electoral management body to the print contractor can assist in ensuring accurate printing. All ballot printing needs to be undertaken in line with strict control instructions, covering authorizations to print and transfer material, quantities, content, security, and distribution.
For each ballot paper printed (for different electoral districts, different types of voting, or different elections), the quality control measures that need to be implemented would include the following initial checks.
• provision of detailed design specifications to the contractor, and ensuring that these have been fully understood. Mock-up proofs obtained from the contractor and thoroughly checked;
• detailed checking of ballot content material before it is sent to the contractor for print set-up. Checking party/candidate order against the order announced following the close of nominations. Checking the correctness of all party/candidate details required on the ballot against the information provided on accepted nominations forms;
• checking and signing off all contractor-produced film and plate reproduction material, by electoral management ody staff, before production proofs are printed.
During print production, the following checks need to be implemented:
• an experienced electoral management body staff member should be present during the make-ready process for the press and check the format, information, colour, image position, and trim of the ballot. Production printing should only commence when proofs have been approved by the electoral management body as correct.
• there should be a regular extraction of sample ballots for checking as to colour, image position, and trim during printing. If any deficiencies are found, printing should cease until a fresh satisfactory proof has been printed and approved by the electoral management body. Stocks of ballots produced since the last accepted sample should be checked and faulty ballots destroyed.
• repeat these control processes whenever a new plate is used, a different press brought into production or commencement of a different ballot print.
• check samples of the final product to ensure stubs are numbered correctly in sequence and/or packs contain the correct number of ballots, where ballots are being produced in numbered stub booklets or other standard packages.
Although this may seem tedious the consequences of incorrect ballot format, party or candidate order or data, trimming of ballots (so candidate/party names, or ballot completion instructions are deleted), or color (particularly for color print ballots containing candidate photographs or party symbols) can be serious enough to jeopardise the election.
Security
Where ballots are liable materials, the following security measures should be applied during printing.
• an undertaking by the contractor regarding security of ballot materials;
• secure, weatherproof storage by the print contractor of all printed ballots, ballot paper stock, printing plates and other ballot reproduction material;
• physical security in the printing plant, including searches of employees leaving the premises;
• secure return of all printing plates and reproduction material to the electoral management body for secure destruction at the conclusion of prints run.
Where special paper stock is used as an integrity control, security would also be required, including:
• secure storage of ballot paper stock on the print contractor's premises;
• contractor's accounting for and secure destruction of all off-cut and waste paper stock and printing spoils;
• contractor’s accounting for all paper stock supplied but not used.
