Basic Issues
For security to be effective for voting stations, given their dispersed nature, it is vital that reliable communication systems link voting stations to:
This requires that each voting station be tied into a reliable communication network. In selecting what sort of network to use, in high security risk environments, reliability considerations for this vital aspect of voting operations outweigh considerations of lowest cost, and additional communications equipment may need to be acquired. In low risk areas, it may be sufficient to use available fixed telephone lines.
Telecommunications Uses
Reliable telecommunications on voting day are not only necessary for security reasons but for normal operations with regard to:
- seeking guidance on operational or legal issues;
- regular reporting of voting station activity;
- advice to election managers of any need for additional supplies or emergency staff;
- reporting of successful commencement and finish of voting;
- reporting despatch of election material;
- advice of preliminary count figures (if the count is conducted at the voting station).
These multiple use of telecommunications networks is a sound reason for managing both security and operational issues for voting stations from a joint operations centre (JOC), resulting in a simple system using the same links for both purposes.
Planning Considerations
Communications needs may place some restrictions on where voting stations may be located. If mobile phones or radios are to be used, locating voting stations in radio or mobile network shadows (that is in buildings or areas with poor or no signal reception) will render communication strategies useless. Communications systems should always be fully tested prior to operational use to ensure their functionality in all operating locations, particularly where mobile phones or radios are to be used.
In determining communications strategies, estimated loads on the system need also to be considered; load factors can result in excessively centralised communications systems proving less reliable. If radio or mobile phone equipment is to be used, equipment distribution plans must allow sufficient time for all persons using the equipment to undergo training and become familiar with its use prior to their taking up their duties.
Communication Arrangements
For low security risk environments, the minimum standard required is that each voting station has access to telephone communication systems. Preferably this would be an on-site telephone, either through fixed line or mobile link. However, in low security risk circumstances, an available telephone in a neighbouring location may suffice, as long as access to this facility can be guaranteed throughout the time the voting station is being used (this would be better detailed in a formal agreement). In remote areas with no telephone facilities, each voting station should have access to radio communications, wherever possible using existing facilities.
For higher security risk environments, a method more reliable than telephone, and that can enable immediate communication with security units in transit, is generally required. This will mean investigating ways of implementing radio communications to all voting stations cost-effectively. It is obviously going to be less costly to hook into an existing radio network, though the cost of outfitting each voting station with radio handsets, if these cannot be borrowed for election purposes, will still be substantial.
Use of multiple networks (for example both police and military), unless dictated by geographic coverage reasons, should generally be discouraged. It is less confusing if all those involved use the same communications format. Use of security forces' telecommunications systems, provided that these can provide a professional service with integrity, may provide the most effective reliable communications with full geographic coverage. It also has the advantage of familiarity for many who will be required to use it.
Communications Procedures
Effective telecommunications require standard procedures. These procedures should cover both methods and manner of communication. Elections administration staff need to maintain an up-to-date communications directory of all voting station, election administration, and security force telephone numbers or radio call signs. Each voting station official and security team should have up-to-date copies of such information relevant to their area.
The designation of regular, fixed check-in and reporting times for voting stations and security teams serves both information and safety objectives. If personal radios are used, call sign allocations should be logically allocated and strictly controlled. Telephone and radio reporting formats and etiquette should be defined to:
- allow quick identification of the caller;
- allow clear transmission of information;
- give priority to emergencies;
- prevent calling traffic from clogging or jamming networks.
Where communication is by personal radio or phone, election administration or joint operations centre staff rosters need to be developed so that designated radio bases and/or phone contacts are staffed at all times that voting stations are operational. This would include the periods during which material and staff are being transported to and from voting stations.
Use of the telecommunications network equipment should be covered in voting station official, election management staff, and security force training sessions (see Training Session Content).
