Maintaining the Integrity of the Voter Registration System
An up-to-date voters list that represents a demonstrably full coverage of the eligible voter
population, that is reasonably current with regard to the addresses where registrants are shown, and
that is highly accurate with regard to the specific contents of each record, plays an important role
in providing legitimacy to democratic elections. A well-documented voter registration process,
with open and transparent procedures, will help ensure that the system meets its requirements for
legitimacy, and thereby contributes to rather than detracts from the integrity of the election.
Be Prepared to Justify Decisions
It is critically important that election authorities are able to document why a particular decision was
taken. Failure to maintain adequate documentation and justification for decisions results in, at
least, the appearance of capricious actions being taken and casts doubt on the integrity of the
election administration. The maintenance of proper records of decisions can also be a guide to
making consistent decisions in similar cases, which also contributes to ensuring the legitimacy of
the system of voter registration.
A Complete File System
For each voter on the periodic voters list, there should be on file with the election authority a copy
of the voter registration form, as well as all ancillary material used to evaluate or adjudicate the
voters' eligibility. The maintenance of this information for a designated period of time (seven years
may be a reasonable period) is both a useful and necessary precaution.
The issue of maintaining records for a considerable period of time is important when disputes
arise. If there is no ability to go back in time to check the historical record, there can be disputes
that cannot be resolved without reference to the courts. A single registrant can make the
difference between a candidate being nominated or not. A single voter can break the tie between
one candidate and another. Although the likelihood of this occurring at a national election is
remote, in constituency-based contests this is somewhat more likely to arise. Perhaps more
important than the absolute effect on the election outcome is the image that can be portrayed in
court. Lawyers can paint voter registration officials as unprofessional if the letter of the law has
not been met, if record keeping has not been meticulously accurate and accessible, and if common
sense is absent in tracking information for voter registration updates.
