If one or more ballot boxes from the same location are to be transported directly to a counting centre, it is advisable to use just one vehicle. If possible, at least two representatives of political parties/candidates/options, representing different political sides could be in the same vehicle along with the election official. National/international electoral observers should be allowed to accompany the ballot boxes.
Since some ballot boxes are bulky and heavy, and its more practical to have one vehicle carry the ballot boxes of multiple polling stations to a distant counting centre, it may be necessary to use a rented vehicle with a closed compartment at the back with a lock that can be sealed. Once the lock is sealed, the serial number of the seal along with a brief description of the content (number of ballot boxes and their respective poll station numbers) and the name of driver and passengers can then be transmitted to the final destination by fax or phone and verified on arrival. This information should also be recorded on the waybill. A new seal should be used, and the numbers of the previous seal recorded, each time more boxes are added to a shipment. Usually, these measures will be sufficient to deter any tampering of the ballot boxes.
In areas where potential violence may compromise the safe delivery of the ballot boxes, a vehicle escorting the carrying vehicle may be appropriate. Depending of the safety of the area, military or police forces may provide the escorting vehicle(s). Their presence may be an advantage as their vehicles generally have communication capabilities, which could be used in case of emergencies. Again, transmission of transport details to the counting centre or Electoral Management Body prior to the departure of vehicles is recommended and representatives of political parties or national/international electoral observers should be allowed to travel, according to previously settled arrangements, with the escorting vehicles.
The transportation of ballot boxes in the most dangerous and violent areas can be done with the assistance of military/police vehicles. Armed vehicles equipped with radios or phones may be necessary to provide the security required. However, agreements with all political parties should be obtained prior to election day, especially in areas where the role of the military in the political process has been questioned. To address any potential criticism, poll workers, political party representatives, and national/international electoral observers should be assigned to travel in the same armed vehicles according to arrangements negotiated in advance by the Electoral Management Body.
If, at the destination, it is found that any ballot boxes have been tampered with or are missing, the matter should be reported directly to the Electoral Management Body. The electoral authorities must be ready to begin an investigation, as soon as possible, and conduct interviews with the driver to recollect the sequence of events and, if necessary, confirm this with the passengers. To facilitate the recollection of events, a log book should be provided to the driver to note all departure/arrival times and other events occurring during the transportation (fuel stops, breaks, overnight stays, etc.). At no time should a ballot box transport vehicle be left unattended. During unavoidable stops the driver and assistant/passengers should take turns to guard the ballot boxes.
