Whenever ballot boxes are transported from polling station to counting center, records should be kept to ensure that security is tight and that an audit trail is in place. That way, risk can be minimised, but if anything is missing or tampering is suspected, the problem can be properly investigated.
A movement or transportation form (see Movement of ballot box - Bosnia) should be used for the specific purpose of controlling the movement of ballot boxes. Information such as the list below could be included:
- the serial numbers of the seals on the ballot box and on the sealed envelopes;
- the number of sealed envelopes that should be attached to the ballot box and brief details of their content (voters list, ballot account form, etc.);
- the name and address of the polling station;
- name and address of the counting centre where it should be delivered including time and date of pick-up;
- name and signature of the person who authorized the transaction;
- name of the person who will receive the ballot box;
- signatures of other poll workers (if needed) and representatives of political party/candidate/option.
Moreover, space could be provided on the form to include basic information on the driver, type of vehicle used, and license plate number. If other means of transportation are used, such as plane or boat, detailed information on the schedule, departure time, and flight number could be written on the form. If needed, details on the itinerary can also be written on the form (such as overnight stops, for example, or if any other type of halt is needed). Finally, the telephone number of a dispatcher at the Electoral Management Body or the phone number of a contact at the destination could be indicated on the form should the driver need assistance to locate the counting centre destination.
Multiple copies of these forms could be produced for the following:
- the poll official;
- the supervisor or person in charge of reception of the ballot box at the counting centre;
- the local and national offices of the Electoral Management Body;
- the person responsible for the ballot boxes during their transportation.
Representatives of political parties/candidates/options as well as national/international electoral observers should be allowed to make their own copies.
