Once the count is finished in each polling station, all the electoral materials (the ballot box with all the used, unused, rejected, spoiled ballots, the electoral list, unused seals, and other unused materials), as well as relevant forms needed (especially the statement of the vote, the count sheet, the voting record book) for the count audit trail will be transported to a secure local storage room which may be at the local office of the electoral management body.
At this point in the process, a first verification of the electoral materials received, using a check list and an acknowledgement of receipt form, should be done by officials of the electoral management body to make sure that each ballot box and everything associated with the audit trail is delivered, and that forms are properly completed and signed. The sealed envelopes (if applicable) containing the statement of the votes of each polling station are opened, in the presence of representatives of political parties/candidates/options, and the contents verified. In the event of a mistake, the poll workers are still available, so if a form is not signed or properly completed (wrong number of polling station for example), proper modification can be done immediately in the presence of representatives of political parties/candidates/options.
A more exhaustive quality control can take place in the following days, but it should be done as soon as possible, so that an audit trail of final results is carefully verified and completed. A table, with the number of each ballot box (if any) is frequently created by the electoral management body, and used to verify that every ballot box that was issued to polling sites has been returned. Numbering the ballot boxes is a simple and effective way to keep track of them. If this method of ensuring the return of ballot boxes is used, it is preferable that the same persons remain responsible for receipt of the ballot boxes until all the ballot boxes are received. Clear problem-solving procedures must be established to track down any ballot boxes that are late in arriving, or are not delivered within a reasonable amount of time.
For each electoral district, a cumulative statement of the votes (see Adding polling stations results - Guinea) is produced by the local office of the electoral management body. This cumulative count usually includes information such as:
- the name of the electoral district,
- the number or code (if any),
- the date,
- the names of persons in charge of completing the form,
- the number of votes for each candidate/party/option,
- the total number of votes cast,
- total numbers of rejected ballots, and
- the total number of voters for each polling station and voting option, ballot-box-by-ballot-box.
A poll-by-poll detailed report needs to be prepared for the official results of each electoral district, and this cumulative statement of votes is the basis for that report. Using the interim results that are collected (especially if they are captured in computer readable form), and cross-checking the statement of the votes for each ballot box for complete accuracy, results in increased efficiency.
Checking Count Results Received
Ability to subsequently check the interim count results received against separate documentation is essential to avoid mistakes, and prevent any fraudulent manipulation of electoral results. A copy of the original statement of the votes of each polling station (see Statements of the vote (interim results) - Canada) should be sent separately to the local office of the electoral management body, in a sealed envelope, and a comparison with first results received should be done, once the original is received.
If serious fears of fraud exist, a special paper can be used for the statement of the votes of each polling station. (This paper was used in Togo in 1994.) This dark coloured paper (dark blue for example) immediately indicates that the initial inscription is modified. The colour around the modified area will fade. A pencil should be used for this type of paper. If modification marks appear on the paper, then special attention can be given to that specific polling station, and the results count, as well as the voting record book should be checked carefully. If the poll clerk simply made a mistake in completing the form at the polling station, then he should add his initials, or signature, as well as those of all poll workers and representatives of political parties/candidates/options to denote agreement with the correction.
