Computerization of Electoral Rolls

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Computerization of Electoral Rolls
Election Commission of India, New Delhi
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WHAT IS AN ELECTORAL ROLL

• Electoral Registers or Electoral Rolls are
  prepared under the provisions of Representation
  of People Act, 1950 and Registration of Electors
  Rules, 1960.
• Electoral Roll or voter list is
• A basic document of electoral process
• When a notification for electing a member of
  legislature or parliament is issued it means
  calling upon the persons who are enrolled as
  electors is electoral roll.
• An accurate and defect free roll is first
  requisite for a free and fair election.
• Accurate roll ensures that while all eligible
  electors are included in roll, all ineligible
  persons have been excluded there from.

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PREPARATION OF ELECTORAL ROLLS

• The Rolls are prepared Assembly
  Constituency-wise.
• Only one general electoral roll
• No separate roll is prepared on the basis of
  caste, creed, religion, sex etc.
• The rolls are revised annually.
• The rolls revised with reference to a particular
  qualifying date.
• The Electoral Registration Officer (ERO) is
  responsible authority for revision of rolls in
  the Constituency.

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BASIC FORMS OF APPLICATION

• Form 6 (for addition)
• Form 6A (for addition of overseas electors)
• Form 7 (for objection / deletion of an entry)
• Form 8 (for correction of an entry)
• Form 8A (for transposition of an entry within the
  Constituency)

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MAIN STAGES OF REVISION OF ROLLS

• Preparation of draft.
• Publication of draft
• Filing of claims and objections.
• Disposal of claims and objections
• Final publication of rolls.
• Continuous updation (between two revisions)

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Electoral Roll in English
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THE HIERARCHY OF ELECTORAL MACHINERY

• ELECTION COMMISSION OF INDIA (ECI)
• CHIEF ELECTORAL OFFICER (CEO)
• DISTRICT ELECTION OFFICER (DEO)
• ELECTORAL REGISTRATION OFFICER (ERO) /
• ASSTT. ELECTORAL REGISTRATION OFFICER (AERO)
• BOOTH LEVEL OFFICER (BLO)

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• Electoral Units in
• India
• Parliamentary Constituency
• Assembly Constituency
• Parts (Polling Stations)
• Sections

• Administrative Units
• in India
• State
• Districts
• Tehsils / Sub Division
• Blocks
• Villages/ Towns/ Metros
• (Panchayats) (Municipalities)

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Database Structure

• Earlier the Electoral Rolls in the Country were
  prepared manually.
• In 2002, the Electoral Rolls in India were
  computerized.
• Electoral Rolls are computerized i.e. maintained
  in a relational database organized into tables
  prescribed by ECI
• Database is stored in two set of tables
• Control Table - Defines relationship between
  Electoral units such as Parliamentary
  constituencies, Assembly Constituencies, Parts,
  Sections and administrative units
• Elector Details Table Provides details of the
  electors
• Database is updated during every revision process

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DATABASE STRUCTURE

• During the draft publication, the Control Tables
  and e-details database is used to prepare the
  draft roll in pdf format.
• After draft publication, the claims and
  objections are disposed. The accepted claims and
  objections are entered in the database.
• Final publication is made after incorporating the
  changes on account of deletions (by showing a
  mark stating DELETED diagonally across the
  entry in the mother roll) and modifications
  (appending mark against the entry in the mother
  roll) and a supplementary roll showing list of
  additions, deletions and modifications
  separately.

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Supplementary Roll
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Control Tables

• Details in Control tables are required
• For printing details on the Part header
• For data integration of database of all electors
  in the State
• Prepare the Draft Rolls in PDF format
• Accepted claims and objections are entered in the
  system and then Final Roll is prepared by
  incorporating all deletions and modifications
• It is very important to prepare control tables
  with extreme care and diligence so that the
  Electoral Rolls are properly generated
• The Control tables are entered once and used
  multiple times for roll preparation. An error in
  control table can magnify multiple times, so
  utmost care has to be taken while preparing
  control tables.
• If the control tables are not filled timely and
  correctly then all the pains taken by EROs to
  ensure the enrollment of eligible persons would
  be wasted
• DEOs are responsible for collection of this data
  from the field.
• EROs supervises the data entry by data entry
  operators (Vendors)
• State Level Agency (SLA) provides the technical
  support

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Part Header Page
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Control Tables

• To ensure the correct updation of database it is
  vital to have close coordination between SLAs
  (technical guide), DEOs (collects data) and the
  Vendors (enter data)
• ECI identifies and lays down the structure of the
  control tables.
• Some major tables are shown in the next few
  slides

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Control Tables

• Five tables which defines the relationship
  between districts, Assembly Constituencies and
  Parliamentary Constituencies.

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Control Tables

• Three tables which define the relationship
  between Districts, Assembly Constituencies and
  Parliamentary Constituencies which are

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Control Tables

• Four tables to provide details of Polling
  Stations, Parts and Sections.

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Control Tables

• Ten tables which lists administrative units and
  their relationship with each other

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Control Tables

• Two tables which lists Talati/Patwari and Kanungo
  Circles

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Elector Details Tables

• Contains information about individual electors
  i.e. 8 column information on electors shown in
  the Electoral Roll
• List of electors is contained in 3 types of
  e-detail table
• List of general voters i.e. data of every voter
  in column 8 format
• Information of Service Voters
• Information on amendments as a result of
  continuous updation or revision

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Data Entry and Data Security

• List of amendments are entered into a database
  using a software provided by SLAs in CEOs office
  during every revision
• Data is entered with utmost care ensuring error
  free entries as it will be published as Roll
  later
• EROs ensures that manuscripts of additions,
  deletions and corrections are entered timely and
  correctly
• BLO goes through checklists and certifies that
  correct data is entered in the database after the
  corrections made by ERO in the Roll
• Data entry work is undertaken in secured
  environment where safe and exclusive space can be
  provided
• Data and Equipments for data entry remains in the
  custody of DEO/ERO. ERO must adhere to the
  elaborative guidelines for data safety and
  security.

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Data Safety and Security

• Proper police verification of all temporary and
  casual data entry operators proposed to be
  engaged by vendors.
• Proper security arrangement at Designated
  Photography Location (DPL) centers.
• Identity card to staff of DPL centers to be
  displayed permanently by staff member.
• Designated officer for all aspects of DPL
  functioning. He should open and lock the DPL and
  keep keys with him. He is accountable for DPLs
  functioning.
• Logbooks to be maintained for opening and closing
  of DPLs countersigned by designated officer.
• Separate logbook for movement of equipments.
  Every movement should be accompanied by
  designated officer.
• Database kept only at State level in the custody
  of CEO
• Surprise visits to DPL
• Daily verifications of EPICs prepared during the
  day.

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Data Safety and Security

• Proper account of holograms for EPIC.
  Responsibility of DLO.
• The records of Holograms must tally with EPICs
  issued, balance with officer for safe custody.
• Proper record of damaged and wasted holograms.
• Criminal action under law if accounts of
  holograms do not tally against vendor/officer
  responsible.
• Agreement should mention clause that vendor has
  to return the database after work is over.
  Otherwise there can be penal provisions.
• Database should be properly sealed in cover while
  taking out of DEOs office. Record of person
  taking out should be maintained.
• The DPL, room must be sealed after days work and
  keys should be with designated officer.

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Data Entry and Data Security

• All forms received on paper must be computerized
  immediately and data uploaded on CEOs server
• Data entry can be done in off-line mode with
  batch upload
• Processing of data should start only after it is
  uploaded on the Server
• Full data base security at server level is
  essential
• Data is uploaded on a database separate from
  electoral data base. It may be called uploaded
  data base
• Data is shifted from uploaded to electoral
  database only after full enquiry and approval by
  ERO with digital signature authentication by ERO

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REPORTS

• After every revision, to verify the integrity of
  the data and to ensure that it reflects the
  correct administrative and electoral position, 10
  reports are prepared and verified against the
  actual position -
• Summary Information on Administrative Units
• List of ACs and their corresponding Districts
• List of ACs and their corresponding Districts
  Tehsils
• AC wise No. of Parts and Polling Station
  Locations
• AC and Part wise list of Polling Station
• AC wise number of Villages/ Towns/Forests/Metros
• 7a. AC and part wise list of Villages/
  Towns/Forests/Metros
• 7b. Block and Panchayat wise villages
• 7c. District, Tehsil and Police Station wise
  Villages
• 7d. District and Tehsil wise Towns
• 8. AC and part wise number of Sections

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Reports

• Report on Statistical Analysis in format 1 to 8
  analysing EP ratio, Sex Ratio, Age Cohorts etc
• Report on number of claims and objections
  received in form 6, 6A, 7, 8 and 8A and
  percentage of claims and objections accepted
• Report on deletions giving deletions based on
  Form 7 and suo-moto deletions separately
• Report on number of inclusions, deletions and net
  increase in number of Electors

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Electoral Roll Management System (ERMS)

• Its a window based application developed for
  using web services as a database retrieval
  technique.
• It covers the entire process of Electoral Roll
  preparation in the states from electoral roll
  revision, data management process, electors
  registration, correction and data modification to
  final publication of Electoral Roll and
  preparation of Electors Photo Identity Card
  (EPIC).
• It also has some additional tools for providing
  citizen services i.e. search facility, voter slip
  and tracking current status of your application.

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Key Features -

• A secure and robust RDBMS SQL Server 2008 is used
  as a back end.
• All the modules of ERMS are audited by NICSI
  empanelled agency.
• Using centralized database for secured and better
  management for various purposes.
• Date and time stamping is used for each record
  while updating database.
• Auto toggle option is available to switch between
  various vernacular and English language.

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Key Features -

• Each and every application (Form 6/7/8/8A and 6A)
  received is digitized.
• Separate database is used to keep the data of
  Form 6, 7, 8, 8A and 6A.
• Only ERO/AEROs have write permission on the main
  electoral roll database and i.e. secured by
  Digital Signatures.
• Provision to print check lists for EROs/AEROs and
  BLOs at various levels.
• Facility to crop uploaded images if needed for
  better alignment.

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Key Features -

• EPIC printing is done as specified by the
  Commission that includes EPIC dimensions as well.
• Various MIS reports are incorporated as specified
  by the Commission.
• Photographs used in the software as a binary
  data.
• Date format used in the various modules is
  dd/mm/yy complaint.
• A facility to sort voter list using House No that
  may be customized State wise.
• EPIC is printed using data of main electoral
  roll.

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Key Features -

• Facility to track each and every application
  using unique key number.
• Online search facility is available to search on
  the basis of name and EPIC No i.e. provided
  District and AC wise in English and vernacular.
• EPIC based search facility to generate voter slip
  on mobile.
• A tool to rationalization of polling stations is
  provided.
• Managing auxiliary polling station is
  incorporated.
• Facility to fill up online Form 6, 7, 8 and 8A
  using Public Grievance Redressal (PGR) website
  (Citizen Services).

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Architecture of ERMS
State Level System
Control Table
Managing Electoral Roll that includes insertion,
deletion, updating and transposition within AC.
And printing of Electoral Roll including one or
multiple supplementary list.
Electoral Roll
ERO
Uploaded
Bulk Export
BLOs
Door to door verification
Local Machine
Form 6
Form 7,8 8A
Database
Electors
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Component Description (Modules)

• Admin Module ( For managing users )
• Intensive / Summary Revision Data Upload
  Application
• ERO / AERO Application
• Integration and Roll Printing Application
• Electors Photo Identity Card Preparation and
  Printing Application
• Searching Module (Web/Mobile based)
• Control Table Management Module

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Summary Revision Data Upload

• An application used to Add, Delete and Update the
  Electoral Roll. This application is supported by
  4 prescribed formats -
• Form 6 - For inclusion of name in Electoral Roll
• Form 7 - For objection to inclusion of name in
  Electoral Roll
• Form 8 - Application for objection to particulars
  entered in Electoral Roll
• Form 8A - Application for transposition of entry
  in Electoral Roll. (Within AC)
• Form 6A NRI Applications

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ERO / AERO Application

• This application is for the Elector Registration
  Officer to approve revisions made through
  Summary Revision Data Upload Application.
• Roles of ERO
• Assign Enquiry Officer for each parts of the AC
  for each type of forms received i.e., Form6,
  Form7, Form8, Form8A.
• After BLO verification, this application is used
  for either approving / rejecting cases.
• Updating records in the main database of
  electoral roll.

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Integration and Roll Printing

• This software is used for integration of
  electoral roll that means for merging Mother Roll
  and one or more supplementaries.
• For the printing Electoral Roll ( Part wise )
  with or without photos.
• Printing of Part Header Page with Control Table
  Units
• Note Supplementary List means new additions,
  modifications and updations in the roll.

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EPIC Preparation and Printing

• ERO can create EPIC for Electors using this
  application. The main functionalities of this
  application are -
• To cross check and verify the data available at
  the server for EPIC generation
• After verification of data the EPIC can be
  generated for each elector in a pdf format.
• Provision to make duplicate EPIC.
• To generate MIS report on distribution.

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Reports

• Report on Statistical Analysis in Format 1 to 8
  analyzing EP Ratio, Sex Ratio, Age Cohorts etc
• Report on number of claims and objections
  received in Form 6, 6A, 7, 8 and 8A and
  percentage of claims and objections accepted
• Report on deletions giving deletions based on
  Form 7 and suo-moto deletions separately
• Report on number of inclusions, deletions and net
  increase in number of Electors

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Thanks