Situation Assessment
The context in which the civil registry is developed sets the tone of the data collection exercise for
the initial civil registry. When rich and complete sources of information exist already, the task can
focus on identifying which database can best supply the initial data and help provide updated
information as appropriate. For example, automatic registration at the time of purchasing a house
is a feature of a civil register tied to the assessment or tax authority of a country, and is a good
candidate for providing the necessary data.
In some settings, the baseline data are insufficient and it is necessary to develop mechanisms and
state capacity to gather these initial data. In the latter instance, the initial registration drive for the
development of the civil registry is similar to the initial registration using the continuous list (see
Logistical Planning for Initial Registration) and with the compilation of a periodic list (see Logistics). In all cases, it is necessary to
assess the status of data currently available and the requirements for linking the data into a civil
registry than can also serve an electoral registration function.
Identify Relevant Information
When planning an initial civil registration, it is essential to identify the kind of information that is
necessary for the successful completion of the registration process, as well as the kind of
document that will be provided to the registrant and used to prove civic registration. The precise
information required varies from setting to setting, depending on the community context and/or
decisions made regarding other aspects of the registration process. For example, the literacy rate
in the country affects whether a signature is a key component of registration. Likewise, a decision
on whether civil registration cards will be used affects the kind of information gathered, and affects
whether a photograph, fingerprint, or some other identifying feature will be used.
Despite these differences, certain common elements of information are gathered at any civil
registration event. These include the name, address, and citizenship status. In addition, there is a
need to know age or date of birth, to ensure that the person meets the minimum voting age.
Although it is not an essential component of the registration exercise, the citizen's gender also is
normally recorded. Date of birth and gender often are used as means of verifying the information
gathered in the registration procedure. In addition, civil registries can go beyond these data (much
of which is also normally included on continuous voters lists) to include such things as mother's
and father's names, occupation, and place of birth. The detailed nature of the civil register is
necessary because it has many purposes.
Rather than viewing the initial civil registration as similar to voter registration, a better analogy is
the creation of a national census. This suggests the greater scope of the exercise and the fact that
the initial registration does not have to take place exclusively for electoral purposes.
A Plan of Action
After officials determine what information must be gathered, administrators responsible for
developing the civil registry can move to a detailed plan of action. When this entails a new civic
census, the procedures are similar to the periodic list, although the information requirements are
broader (see Logistics).
When the system requires the use of existing data sources, the specific information requirements
are matched with the corresponding databases, and processes are developed for merging these
data. The prime function of the election authority under a civil registry is overseeing the validity
for electoral purposes of data gathered by other departments or agencies. As a result, appropriate
methods for testing the verifying and auditing data collection and transfer are an important element
of the plan of action.
