Gather All Data
There are several stages in the production of the preliminary voters list. As the data is being
gathered by enumerators or at registration centres, clerks begin entering the data on preliminary
voters list forms or into the computer for the automated generation of a voters list. In either
procedure, the data can be entered on a district or national basis. If national, this data can later
be reopened on a district basis. On occasion, the information is processed manually. The
information is entered by hand into a master ledger or record and the elector is provided with a
receipt.
The gathering of voter registration data is normally done on the basis of small geographic units.
In the absence of formally defined administrative divisions (sometimes referred to as polls,
voting areas or polling divisions), the name of the community, village, ward or other smaller
designation, even the polling station geographic scope, can be used. Normally ,it is impractical
to try to sort tens of thousands of registrations and file them on a list manually. Even with
computers, the huge lists can be a problem. When computers are used, the preference frequently
is to provide a geographic sort order according to street and building number. This is
particularly useful for campaign activity.
At the conclusion of the period of gathering data through enumeration or registration centres,
there is often a period in which registration by mail can be used. Where the system is
computerized, this period then coincides and concludes with the final stage of data entry for the
production of the preliminary list. Where the list is produced manually, one must wait until all
the source documents are collected before the transcription of information to a list can begin. In
addition, the list may be compiled in a handwritten or typed format. These may still be
reproduced using photo-offset printing or photocopying.
Producing the List
The production of the preliminary voters list reflects the end product of a series of separate, yet
related, steps. The normal approach is to work from a geographic framework down. That is to
say, assemble all the registrations for the unit, then print or create a list of the registrants for the
unit, then print or create a list of the registrants according to some predetermined sorting order.
For manual lists this is generally done on the basis of family and given names. It can also be
done by community, street, building number (if one exists), family name and given names. The
preliminary voters list may also include an indication of the gender of each registered voter, as
well as other information such as occupation, age and phone number.
The list may have to be prepared to reflect geographical areas or identifiers, such as streets.
Where applicable, it may be grouped by towns, villages, or populated places, or it may be simply
prepared alphabetically.
Each phase of this list production is critical. Delays, data input or typing mistakes and printing
errors may have a significant effect on the overall success of the process. Adequate
reproduction facilities and supplies must be allocated in advance. Alternative methods must be
identified as part of any contingency planning in the event that any steps in the production fail.
Any difficulties can increase costs or impugn the integrity of this list. When the registration of
electors is carried out during the election period, every step of this process should be considered
time-sensitive.
