Computerization of Electoral Rolls

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Computerization of Electoral Rolls
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THE ADMINISTRATIVE MACHINERY
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Database Structure

• 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 (Master Tables) - 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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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

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Control Tables

• 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 /EROs are responsible for collection of this
  data from the field.
• DEOs/ EROs supervise the data entry by data entry
  operators
• State Level Agency (SLA) provides the technical
  support

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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 (collection of data) and
  the data entry operators
• ECI identifies and lays down the structure of the
  control tables.
• Timeliness of data entry is important
• Some major tables are shown in the next few
  slides

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Control Tables

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

List of PCs
3 Tables
List of ACs
List of Districts
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Linking AC with Districts
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1
5
District 2
4
3
3
9
2
1
5
6
4
District 1
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Boundaries LEGENDS
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District
PC
AC
Part
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Control Tables

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

Parts in ACs
Polling Station Locations
4 Tables
List Details of Auxiliary Polling Stations
Sections within the area corresponding to Part
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Control Tables

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

List of sub-divisions
List of Tehsils
List of Post Offices
List of towns administered by Municipal
Corporation / Municipality / Notified Area
Councils
8Tables
List of Police Station
List of Panchayats
List of Villages
List of Development Blocks
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AC / Part - Database Structure
Database

• AC_001
• AC001PART001
• AC001PART002
• AC001PART003
• AC001PART004
• AC_002
• AC001PART001
• AC001PART002

Tables/ Relations
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Electoral Roll Management System

• Its a Windows based application developed for
  using web services as a data 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 of ECIs ERMS (1)

• 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 of ECIs ERMS (2)

• 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 of ECIs ERMS (3)

• 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 of ECIs ERMS (4)

• 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 PGR website (Citizen Services).

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Understanding ERMS Modules(Core Components)
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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 deletions 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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Data Entry and Data Security Guidelines
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Data Entry and Data Security (1)

• List of amendments are entered into a database
  using a software provided by ECI in CEOs office
  during every revision
• Data is entered with utmost care ensuring error
  free entries as it will be published as Roll
  later
• ERO 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

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Data Entry and Data Security (2)

• 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 Entry and Data Security (3)

• 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.

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Data Entry and Data Security (4)

• 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 Entry and Data Security (5)

• Proper account of Holograms for EPIC.
  Responsibility of DEO.
• 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 entire data after work is over.
  Otherwise there can be penal provisions.

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Data Entry and Data Security (6)

• 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 (7)

• 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

• 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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Part Header Page
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Electoral Roll in English
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Electoral Roll in Hindi
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Supplementary Roll
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Electoral Roll (Alphabetically) - English
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Electoral Roll (Alphabetically) - Hindi
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Electoral Roll (Working Copy)
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