Introduction
Recovery refers to the handling of election supplies, particularly sensitive or valuable materials,
after registration or voting has taken place. It includes the eventual storage, re-use, disposal or
destruction of all materials at the completion of an election.
It should also include an evaluation of the performance of materials and the success of material
management, in order that lessons learned can be applied to future material supply projects.
Legislative Provisions
Electoral law or election commission procedures will dictate procedures for the handling of
sensitive materials after voting. Legislative provisions and electoral procedures that affect
material quantities, the logistics of materials handling after an election, and storage requirements
include:
- where, and for what period of time, registration lists and documentation are to be stored;
- where ballots are to be counted;
- how counted ballots are to be separated or stored, and for what period of time;
- the final use or disposal of ballot boxes.
Sensitive Materials
Security and safe storage is critical to the recovery of sensitive materials after registration or
voting is completed. Registration lists, ballot boxes and ballots (marked, spoiled, rejected and
unused) are the key materials for which special provisions must be made at this stage. Security
of these materials requires an adequate supply of additional seals, security tapes and
tamper-proof envelopes, as well as safe storage at all stages, including:
- the registration or polling station level, after stations close and until sensitive materials have
been transported to another level;
- the polling or regional level, until counting is complete, voting has been tabulated, the
period for any dispute or re-count has expired, and election results have been declared;
- a central level, until such time as sensitive materials are destroyed in accordance with
legislative provisions.
It is vital that the tracking system for materials, initiated in the distribution phase, functions very
effectively in the recovery stage. The location and transportation of sensitive materials, and any
access to them, must be accurately recorded until their final disposal or destruction.
Non-sensitive Materials and General Supplies
The responsibility of election officials at regional and polling station levels, for the recovery of
non-sensitive materials and general supplies, should be made very clear. Training of election
officials and the instructions provided with supply kits should include a simple material
inventory system and directions for recovery of materials, including instructions for packaging
and return shipment of some items and suggestions for local disposal of others. There may need
to be incentives / penalties to ensure the return of valuable items.
Non-sensitive materials, including ballot screens and durable general supplies (such as staplers or
lanterns), may be recovered for re-use in future elections. During procurement, the selection of
durable, reusable and generally more expensive materials should be made in consideration of the
costs of recovering and storing these materials at regional or central levels. Other general office
supplies may be recovered for future use.
To complete an orderly material supply project, suggestions should be provided for disposal of
waste materials that are to be discarded at the polling station level in an environmentally friendly
manner.
Evaluation
There are lessons to be learned from each and every material supply project. The success or
failure of materials, procedures, training and logistics should be evaluated at the end of an
election event. Input from election officials at regional and polling station levels is essential.
Evaluation results should not be left on a shelf to gather dust. They should be fed back into the
appropriate areas of planning for the next electoral event. Use of well designed questionnaires
always facilitates the gathering of feedback.
