Particularly with a periodic list, voter registration tends to be a materials-intensive activity. A large amount of information must be gathered within a short time, necessitating the use of a large volume of materials. Typically, these include:
- office furnishings – desks, chairs, telephones, photocopiers, fax machines and computers
- registration materials – forms, voter identification cards, mail-in registration forms, identification badges and stationery
- training materials – manuals, overhead projectors and slides, and videos and other instructional aids
In many cases the materials must be transported on short notice across the country. In addition, election officials must usually rent or lease office space for a relatively short time, fully equip this space for registration, and then dismantle the office at the end of the registration period.
The various needs raise the risk of spending inefficiencies and cost overruns. Controlling the risk takes clear policies on procurement, preferably with spending limits for each category of goods/services and each electoral district/region.
Local circumstances partly determine the materials to be used for voter registration. Overhead projectors, data projectors and fax machines, for example, make sense only in areas with reliable electricity supply and telephone service. In their absence, greater use must be made of paper-based materials.
Organisational Structure
At the national level in most countries, a centralised election management body is responsible for the overall integrity of the electoral system, including voter registration. The central authority typically has responsibility for designing the registration system to meet legal requirements. It also develops appropriate support elements, such as training manuals, policies and guidelines, and official forms and proposes the type of registration eg biometric etc..
In a system with a periodic list, the registration period usually sees this central body expand dramatically to include large, decentralized local administrations. The local organisations assume the tasks of gathering registration data and then putting the data into a form suitable for the development of preliminary and final voters lists. Almost without exception, employees of the local organisations are hired for very brief periods and often have no training in election administration.
Procurement Policies
The central or regional registration authority may handle much of the purchasing, with cost savings achieved by buying in bulk. The local level is likely to handle short-term rental of office space, furniture and communications equipment. It must operate within tight spending limits. Clear procurement policies will provide valuable guidance to the local electoral organisation; the policies and procedures must comply with the standards accepted for other procurement needs within the jurisdiction.
In general, each country or jurisdiction will have its own procurement policies suited to its circumstances. Policies must reflect the legislative framework for voter registration, as well as procurement policies for other government activities.
Security
Registration with a periodic list requires the movement of a large volume of materials within a short time to many locations. The materials must be kept secure during both transportation and storage. Appropriate security measures therefore are crucial to the success of registration. Reports of lost forms or stolen voter identification cards, for example, can undermine public confidence in the integrity of the registration process and thereby compromise the legitimacy of the election.
Identification cards, however, are not essential in a system using a periodic list and are less likely to be issued to voters. Formal voter identification cards are more commonly used in a system relying on a continuous register.
Procurement with a Continuous Register
With a continuous register, the election management authority must make longer-range procurement plans to provide for regular updating of the list. For example, it must determine the kind of infrastructure it will need to manage the list. This is likely to include a full, ongoing staff of data entry operators and systems personnel, plus sophisticated computer systems.
A periodic list involves a massive spike in voter registration activity and expenditures, and the election management authority must plan accordingly. A continuous list eliminates or at least flattens the spike, thus lessening the need to secure large amounts of equipment only to dispose of it after a short time. Instead, a continuous list may require a number of regional and local centres or offices to be set up as contact points for updating and maintenance of the voters list.
Computer Rentals and Systems Support
With either a periodic or a continuous list, proper equipment enables administrative employees to adequately perform their duties and implement effective, efficient procedures.
If a sharp activity spike is expected – either because of an intensive voter registration campaign to develop a periodic list or because of a revision period in which a significant number of voter information changes will be processed – it might be preferable to rent computers rather than buy them, and to outsource the systems support functions. Cost and performance efficiencies can usually be achieved if the central election management authority negotiates the rental agreement.
For e-registration initiatives, the election management authority must purchase or develop a mix of materials and support services. Apart from this, members of the public must themselves have the appropriate technology to access the authority’s website. When developing plans to allow downloading of forms and other materials from its website, the election management authority should aim to ensure access even for someone with a computer functioning at a low level.
