Transcript Document

Role of ERO in Summary
Revision of Electoral Rolls
What is an Electoral
Roll?
It is a listing of all those
registered to vote in a
Particular area
General Introduction to Roll Revision
Roll Revision
Under Section 21, RPA 1950, Electoral Rolls are prepared or revised : On the basis
of qualifying date i.e. First day of January of the Year (In this case 1st January
2013)
ERO Role towards Roll revision process:
Notify the Roll revision
program in Form 5
(appended in RER,
1960)
Publicize widely
through
advertisements, CEO's
website etc.
Provide minimum 15 and
maximum 30 days for filing
claims and objections (under
rule 12 RER, 1960)
Inquire the claims of all Forms 6,7,8,8A (under Rule
20 of RER,1960)
ERO can suo-motu include/delete names which may have been inadvertently
deleted/added respectively, in the Draft Roll during revision process (except during
Continuous Updation), after following due procedure
TYPES OF REVISION
Intensive Revision
 Summary Revision
 Partly intensive and partly summary
 Special summary
 Continuous updation

PUBLICATION OF DRAFT ELECTORAL ROLLS

ERO publishes the Roll in Draft by making copy available for
inspection and displaying a notice in Form 5:
 At his office, within the Constituency
 At place specified by him, if his office is outside the
Constituency
 PDF format of Roll (only in text mode) is uploaded at CEO’s
website in public domain on the same day of publishing the
Roll
 At the notice board of the Polling Stations
SAFE CUSTODY OF COPY OF ROLL PUBLISHED AS
DRAFT
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ERO prepares an authentic copy of Roll, each page ink signed
by two assigned officers after the Roll is published as Draft
Authentic copy of Roll is kept with DEO and CEO for reference
and record purposes.
Publicity to Programme of Publication of Draft Electoral Rolls
Programme of Draft publication is intimated in writing to all
recognized political parties, local bodies, MPs, MLAs at least
one week in advance
Mass media like television, newspapers etc is used to publicize
the same
After the Draft publication, a meeting of recognized political
parties is called to request to scrutinize and provide their
suggestions in a specified time period
FREE SUPPLY OF COPIES OF DRAFT ELECTORAL
ROLL TO RECOGNIZED POLITICAL PARTIES

ERO provides free of cost 2 copies of Roll to every
recognized political party

One soft PDF copy and one hard print copy of Rolls are
shared with political parties as directed by ECI

Soft copy only indicates that photograph is available against
the elector’s details but actual photograph is not included in
the soft copy; hard copy contains the photographs

Copies of electoral roll should be available for sale on
payment of prescribed fees
FORMS OF CLAIMS AND OBJECTIONS
Claims
and Objections during Revision
For an accurate and error-free Electoral Roll claims and objections are made for
addition/deletion/ transposition/ correction of entries in the electoral rolls
Forms
of Claims, Objections and Corrections
The
applicants applying for addition/deletion/correction/transposition should
fill the following Forms
Form
6 – Inclusion of name (Service personnel to attach “Form of
declaration”)
Form 6A – Inclusion of name of overseas electors
Form 7 – Objection to addition/seeking deletion of name
Form 8 – Correction to a particular entry
Form 8A – Transposition of name from one Part to another Part in same AC
Form 8B - Deletion
How are Forms of Claims and Objections
Received?
 By ERO/AERO
 By BLO
 By designated officers at polling stations during

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summary revision
Other arrangements  On-line
 drop boxes
 common service centers
 School Colleges
 RWAs
By post directly to the concerned ERO
Bulk Receipt – Not allowed except –
 From One person in the family for all family members
 RWA for residents of Colony
 BLA – Up to 10 forms per day
Form 6
Form 7
Form 8
Form 8A
Special Arrangements for Receipt of Forms
• If drop boxes are kept – arrangements for collection
of forms from drop boxes
• If RWAs or other NGOs are involved – Collection of
forms from them
• Arrangements for downloading all on-line forms on a
daily basis
• Collection of forms from other sites fixed for deposit
of forms like bank branches, post offices etc.
• Collection of forms from Common service centers
• All forms should be acknowledged – by post, by sms,
by email
Preliminary Checking of Forms
It should be noted that
•
•
•
•
Form is not unsigned or without thumb impression (rule 17
of RER, 1960)
No column in the Form is left blank
Address of previous registration should be given so that
name can be deleted from the previous place of
registration
EPIC number should be given if the applicant has an EPIC
(Non EPIC holders of 25+ age-group should give a
declaration in the Form as given in Annexure 5.7)
Acknowledgement/receipt should be given to the
applicant
Preliminary Checking of Form 6
Annexure 5.7 – For an Elector of 25 + age group not having an EPIC
Preliminary Checking of Form 6

Applicants shifting residence in the same Constituency should
be guided to file application in Form 8A and not Form 6 for
transposition of entry

Details of the immediate family members (father, mother,
husband, siblings) already enrolled in the current Rolls should
be indicated for applicants applying for the first time on
attaining age 18 years.

Date of birth and age should be indicated. Where age is not
known, approximate age as on qualifying date should be written

For applicants between age 18-25 years, name and relation
should be checked with respect to the applicant’s family
members already enrolled
PRELIMINARY CHECKING OF FORM 7 AND 8

Form 7
• Form should not be received without details of the objector and person
objected to.
• The Form without complete details may be rejected under rule 17
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Form 8
• Forms should have the exact details of the entries to be corrected in
Part IV
• The applicant must attach the supporting documents wherever needed
Handling the Forms Received
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Forms should be computerized as soon as they are received – adequate
number of Data Entry Operators should be available
Every DO and BLO should prepare Polling Station wise list of the entries in
duplicate for
• claims in Form 9
• objection to the inclusion of names in Form 10
• objection to particular details in Form 11
• applications for transposition in Form 11A
Polling Station wise lists are displayed on –

Notice board of Polling Station
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Notice Board of ERO

Website of CEO

Hard Copies given to recognized Political Parties by ERO
Action Started by ERO for disposal of claims and objections only after
publication in all of the above four methods is over
The Seven Clear days notice period is counted from the date when all the
four methods of publication are over and personal notice has also been
served
Disposal of Claims and Objections

All Form 6 without particulars of previous EPIC and more than 25 years of
age should be checked and confirmed that they are not enrolled in some
other area. Use web-search on CEO website to check previous enrolment.
Also run the de-duplication software to find possible duplicates

All Forms 6 with previous EPIC details should be enrolled by informing the
ERO of the previous area to delete the entry from that area and transfer the
photo that concerned elector

ERO may refer applications (Form 6,7,8,8A) to the AERO for disposal in
accordance with law and both ERO and AERO can get the details locally
verified by the verifying officers

ERO may directly allow the entry in the Roll under rule 18 of RER, 1960, if
he/she is satisfied with the details or may verify in case if doubt
Disposal of Claims and Objections

An individual notice with date and time of hearing should be sent to the
applicants in case of inquiry. The notice of hearing must be served on the
applicant/objector and proof of service must be on record
•
In case of a claim to the claimant – in Form 12 (annexure 5.12)
appended to RER, 1960.
•
In case of an objection to the inclusion of name, notice to objector – in
Form 13 (annexure 5.13)
•
In case of an objection to the, notice to the person objected to – Form
13 (Annexure 5.13)
•
In case of objection to a particular or an entry – Form 15 (annexure
5.15)
Disposal of Claims and Objections
Form 12 (Annexure 5.12)
Disposal of Claims and Objections
Form 13 (Annexure 5.13)
Disposal of Claims and Objections
Form 14 (Annexure 5.14)
Disposal of Claims and Objections
Form 15 (Annexure 5.15)
Disposal of Claims and Objections – Verification
by BLOs
• Know your BLO campaign - Names and Cell Phone numbers of BLOs must
be put on –
• CEO Website
• Posters to be pasted in bank branches, ATMs etc.
• BLOs to visit the home of the applicant to verify the claim or objection
• If the house is found locked, the BLO should stick a sticker with his name
and phone number on the door with request to call him back when the
applicant returns home
• BLO must sit at the polling station on a fixed day every week during the
period of disposal of claims and objections and this day should be given
wide publicity
• Special camps in residential colonies, slums, gram sabhas etc. with prior
publicity
Disposal of Claims and Objections

Under clause (b) of Rule 16 RER 1960, ERO should draw up the program of
hearing after a period of 7 clear days from the date when he received
applications in his office.
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The ERO has power to require any claimant, objector, person objected to, to
appear in person before him for clarification and sub-rule (3) of rule 20 of
RER, 1960, ERO can ask the information on oath / affidavit.

ERO should record the decisions with the reasons and should enter the
decision just below the entries in the respective Forms 9,10,11, 11A

List of applications accepted and rejected should be displayed on the
notice board for any claim or objections Form 6, 7, 8 and 8A

ERO must send a copy of his decision to the applicant by post, by SMS and
by email
Disposal of Claims and Objections

If the ERO is not satisfied of the age proof of the applicant even after the
verification, he/she may take the evidence on oath of applicant as well as
any member of family
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Form 7 should be carefully scrutinized as they are not used to delete names
of genuine electors

In doubtful cases, in absence of the persons at home during verification,
ERO should send an individual notice with a date and time of hearing either
before ERO or AERO

In case of inconvenience in traveling hearing could be held at the
village/taluka/zonal offices
DOCUMENTARY PROOF OF AGE
No documentary proof of age is required if
the age is obviously more that the age of
eligibility. Documentary proof may be
asked for only when age is borderline and
can not be assessed by visual inspection
of the applicant
 Certificate or mark-sheet of class 12, 10,
8 or 5; certificate of a sarpanch,
councillor, ward member etc. are
accepted as age proof

DOCUMENTARY PROOF OF RESIDENCE
Documentary proof of residence may not be
insisted if it is not available specially in case of
homeless persons, tenants who have disputes
with landlords, sex workers etc.
 In such cases the BLO or some other officers
can verify by visiting the place of residence
mentioned in the application form that the
applicant actually lives there

Supervision and Checks
Chief Electoral Officer
Superintendence, direction and Control of Elections
Under sub-Section (3) of Section 13 AA of RPA 1950
DEO
Coordinate and Supervise all work related to Elections
ERO
• Test checks quality of disposal of Forms
6,7,8, and 8A
• 10% of Forms disposed by AEROs
AERO
• Randomly field
verifies 1% of
entries in Roll
Supervisor
• Verify 5% of
each of BLOs
work
BLO
• Proper
verification of
Forms 6,7,8,
and 8A
APPEAL AGAINST ERO'S DECISION

ERO's decision can be appealed to Appellate Officer in Form of a
memorandum under rule 23 of RER, 1960
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Appeal can be for the decisions under rule 20, 21 and 21A of RER only

The appeal cannot be considered if he has not availed himself of the right to
be heard or make representation to the EROs
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On receiving an appeal, the Appellate Officer would
 - check if the appeal is received in time. Time-barred appeals would
be rejected
 - call for the records of the concerned ERO
 - give opportunity to ERO to be heard
- shall take the necessary actions and dispose the appeal in maximum
3 weeks
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The changes made shall be considered from the date of decision taken
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ERO to make the changes after the decision taken
OVERSEAS ELECTORS
LEGAL PROVISIONS
•
A new Section 20(A) has been added in Representation
of the People Act 1950 after Section 20 by
Representation of the People (Amendment) Act, 2010.
This new Section provides that every citizen of India
whose name is not included in the electoral roll, and
who has not acquired the citizenship of any other
country and who is absenting from his place of ordinary
residence in India owing to his employment, education
or otherwise outside India (whether temporarily or not)
shall be entitled to have his name registered in the
electoral roll in the constituency in which his place of
residence in India as mentioned in his Passport is
located
LEGAL PROVISIONS
•
•
The Government of India, Ministry of Law And
Justice, Legislative Department has notified the
consequential amendments to the relevant
portions of the Registration of Electors Rules,
1960 vide Notification No. F.No. H-7(18)/98.Leg.II (Vol. IV), dated 3rd February 2011
Chief Electoral Officers have made a public
notification envisaged in Rule 8A of
Registration of Electors Rules, 1960.
HOW CAN OVERSEAS ELECTORS APPLY FOR
ENROLLMENT

Overseas electors can apply in form 6A –
 In
person to the ERO
 By post
 On-line

The application should include a self attested
copy of the passport showing the address in
India and the relevant Visa pages
PROCEDURE BY ERO
•
•
Provision has been made in the rules that in case
of overseas electors all public notices shall also be
published by the ERO in electronic gazette or the
website of CEO
ERO can satisfy himself about the correctness of
the particulars in form 6A by –
–
–
–
Verification from original passport in case application in
form 6A is submitted in person
Verification by BLO from neighbors or family members
Verification from the concerned Passport Office
OTHER IMPORTANT POINTS
•
•
•
•
Names of overseas electors are kept in the relevant part
of the elector roll in the last section which is made only
for overseas electors
Overseas electors can vote only in the concerned polling
station
Identity of overseas electors is verified only on the basis
of their Passport. EPIC is not issued to them
BLOs may be given form 6A to be distributed to family
members of overseas electors in places where large
number of people migrate overseas. Family members
may be requested to send the form to their overseas
family members and get filled forms back for enrollment
OTHER STAKEHOLDERS
Gram Sabha
Political Parties
Booth Level Agent (BLA)
Booth Level Volunteers (BLV)
NGOs, CSOs etc.
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GRAM/ WARD SABHAS
•
BLOs read out the list of the following to the sabha
- Addition of names
- Deletion of names
- Modification of names
Courtesy: http://www.indiatogether.org/2005/sep/wom-attend.htm
- Duplicate names
- Details of the households with more than 10 voters
•
The reading is done with an order issued under the signature of the concerned
ERO
The following details are covered in the order
Name of AC: ______________
Part
No.
Urban/
Rural
Date of
Gram
Sabha/ ward
meeting
Venue
of
Meeting
Time of
meeting
Name of the class
II
officer deputed by
ERO to attend
meeting
Designation of
class II officer
deputed by ERO
to attend meeting
Contact
number
of officer
deputed
BLOs
name
and contact
number
Remarks
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REPORTING THE MEETING
BLOs submit a report on completion of the meeting in the given
Report by BLO of Reading of Electoral Roll of Part in Gram Sabha/Ward Meeting
format
Sr.
No
Name of
Officer/
employee
deputed by
ERO to
attend
meeting
Address
of place
where
electoral
roll
reading
meeting
was held
Date of
meeting
Serial
number of
part or
parts of
electoral
roll/s read
in the
meeting
Number
of
persons
who
attended
the
meeting
Number of
persons
above 80
years of
age in the
roll
Number of
families
with more
than 10
persons
registered
as voters
in roll
Number
of dead
voters
in roll
Number
of
shifted
voters
Number of claims and
objections received up till
date of this meetings
1
2
3
4
5
6
7
8
9
10
11
11b
11
c
11
d
11
e
7
8
8A
6A
a
6
Signature of Talati/village
revenue officer
Name of Talalti/ VRO
Village/Sehra:
Signature of BLO
Name of BLO
Designation
Part No : AC Name:
Signature of officer deputed
Name of Officer
Designation of Officer
Please note: This report is to be send directly to the Office of the concerned AERO, with a copy marked to
the concerned ERO
* List of names given in column 7,8,9,10 to be read out in the gram/ ward sabha
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Booth Level Agents (BLAs)
BLAs are officers appointed by the political parties under the direction of
Election Commission, to help BLOs in Electoral Roll Management – He should
be a registered elector of that Polling Station with EPIC.
Informs
Appoints
Election Commission
Political Party
Booth Level Agents
Duties
- Assists people in filing claim/objection properly
- Remains present during the campaigns and help BLOs
- Verifies and conducts survey of the dead and shifted electors
- Is responsible if the survey is faulty
- Cross check and verifies the electoral roll during meeting with BLO
- Helps in continuous updating of the electoral roll
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BOOTH LEVEL VOLUNTEER (BLVS)
BLVs are volunteers appointed by the DEO to help the BLO
in doing his work. They may be office bearers of RWAs,
members of NGOs etc.
Duties
• Assists people in filing claim/objection properly
• Verifies and conducts survey of the dead and shifted electors
• Understands and scrutinizes the Electoral Roll during meeting
with BLO
• Helps continuous updating of the Electoral Roll
• Helps in ensuring purity of electoral rolls
• Helps in SVEEP programme
COMPUTERIZATION OF
ELECTORAL ROLLS (ERMS)
DATABASE STRUCTURE

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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:
1.
Control Table (Master Tables) - Defines relationship
between Electoral units such as Parliamentary
constituencies, Assembly Constituencies, Parts, Sections
and administrative units
2.
Elector Details Table – Provides details of the electors
Database is updated during every revision process
Control Tables

Three tables which define the relationship
between Districts, Assembly Constituencies and
Parliamentary Constituencies.
PC_LIST
List of PCs
3 Tables
AC_LIST
List of ACs
Districts
List of Districts
LINKING AC WITH DISTRICTS
2
1
5
4
DISTRICT 1
3
6
7
9
1
DISTRICT 2
3
2
5
4
8
BOUNDARIES LEGENDS
DISTRICT
PC
AC
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PART
CONTROL TABLES

Four tables to provide details of Polling Stations,
Parts and Sections.
NewPartList
Parts in ACs
PSBuildings
Polling Station Locations
4 Tables
PS_AUXY
List & Details of Auxiliary
Polling Stations
SEC_DETAIL
Sections within the area
corresponding to Part
CONTROL TABLES

Ten tables which list administrative units and their
relationship with each other
List of sub-divisions
SUBDIVS
TEHSILS
List of Tehsils
POST_OFF
List of Post
Offices
NNN
POLICEST
List of Police
Station
List of towns
administered by
Municipal
Corporation /
Municipality /
8Tables
Notified Area
Councils
VILLAGES
PANCHAYAT
List of
Panchayats
BLOCKS
List of Villages
List of Development Blocks
AC / PART - DATABASE STRUCTURE

AC_001





AC001PART001
AC001PART002
AC001PART003
AC001PART004
AC_002


Database
AC001PART001
AC001PART002
Tables/
Relations
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ELECTORAL ROLL MANAGEMENT SYSTEM

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
It’s 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 ECI’S ERMS (1)


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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 ECI’S ERMS (2)

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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 ECI’S 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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ARCHITECTURE OF ERMS
State Level
System
Control Table
Electoral Roll
ERO
Uploaded
Bulk Export
BLOs
Door to door
verification
Managing Electoral
Roll that includes
insertion, deletion,
updating and
transposition within
AC. And printing of
Electoral Roll
including one or
multiple
supplementary list.
Local Machine
Form 6
Form 7,8 & 8A
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Electors
= Database
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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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
STATISTICAL ANALYSIS
(A TOOL TO IMPROVE THE FIDELITY OF THE ROLL)
PURPOSE OF STATISTICAL ANALYSIS
To check statistically the purity of electoral rolls
 To identify high focus category of electors for
improvement in electoral rolls e.g. Youth,
women etc.
 To identity high focus geographical areas for
improvement of electoral rolls e.g. Urban areas,
etc.

WHAT ANALYSIS IS DONE




Elector Population ratio – The Ratio of electors to total
population should be equal to the ratio of 18+ population to
total population. For this purpose the population projected to
the current year needs to be calculated from published census
population and the multiplication factor based on decadal
growth rate
Sex Ratio – Sex ratio of electoral roll should be the same as
sex ratio of population as published in the census
Age Cohorts – The number of persons in a particular age
group should match the umber of electors in that age group.
For this purpose the age group wise population is calculated
on the basis of census data
EPIC and photo coverage – EPIC and photo coverage should
be for 100% electors in the electoral roll
WHAT ARE THE PITFALLS AND PRECAUTIONS
•
•
•
Statistical analysis is only a tool. Actual addition or
deletion should be done only by following the
procedure given in the Registration of Electors
Rules, 1960 and not based on statistical analysis
There can be many artifacts in the data e.g. there
is heaping of numbers in ages with whole
numbers. People tend to give their names as
approximately 20 or 30 rather than 19 or 31
Deviations from the expected in statistical analysis
may be explainable by local factors e.g. inmigration or out-migration etc.
STATISTICAL ANALYSIS AT POLING STATIONS
Population at polling station should be taken
from actual door to door survey at least in the
election year and should be kept updated at all
times by BLO
 BLO should maintain a register (BLO register)
and statistical analysis should be a part of BLO
register

WHEN SHOULD STATISTICAL ANALYSIS BE DONE
As pre-revision exercise to determine categories
of voters and areas for special focus
 Information in format 1 to 8 must be sent along
with justification for observed deviations to ECI
when seeking permission for final publication
of rolls
 For making the action plan for SVEEP

THANKS