Chain of Custody

Background

The election process depends on full time staff, part time staff, and volunteer election workers so voters can cast their ballot. Volunteer election workers are partners with the Registrar of Voters in conducting elections. Duties of election workers include:

• Going to a training class before the election. Election Coordinators receive keys to the vote center and Security Cart at class.
• Setting up the equipment at vote center.
• Managing the voting process at vote center.
• Returning the ballots daily to the Election Department after the vote centers close.

The public may watch any part of the election process. For more details see our Election Observer Plan or contact the Election Department.

Security of Equipment and Ballots

To provide for the security of the election, the Registrar of Voters (ROV) does the following:

• Stores all secured equipment, numbered seals, and blank ballot paper in locked, alarmed rooms. Time of entry and name of individual entering room is logged.
• Deputizes election workers to act as agents of the ROV. Election workers take the oath of office and swear to uphold the laws of the United States and the State of California.
• Documents the chain of custody of the ballots and equipment. The ROV verifies that the chain of custody has not been broken. If there is a break in the chain of custody, the ROV takes steps to assure the integrity of the ballots and equipment.
• Seals the ballots with tamper evident seals.
• Seals the equipment with numbered tamper resistant seals. ROV keeps a log of the seal numbers.
• Instructs election workers to check the seals on their ballots and equipment to make sure they are not broken.
• When the equipment is returned the ROV checks each machines seal number is the same as the number on the log.

• Secured Equipment

  Some equipment needs to be kept secured at the Election Department or vote centers, like laptops and cellular router. This equipment is packed in the Security Cart for delivery and when not in use at the vote centers.

• Unsecured Equipment

  Some equipment does not need to be kept secured at the Election Department or vote centers, like voting booths, tables, and chairs.

Delivering and Returning Equipment and Ballots

• Delivery

  Elections Department staff packs the boxes of ballots paper, voting equipment, and other vote center supplies into Security Cart. Once the Security Cart is fully packed the cart is locked and a security seal is attached, logging the number on the SUPPLY / MBP CABINET SECURITY SEALS LOG. A moving company picks up the security carts and any other equipment or supplies from the Elections Department and delivers it to the vote centers.

• Returning Ballots

  At the end of the day
  All voted ballots are returned to the Election Department. Daily after the vote center is closed, both election coordinators pack the counted ballots, completed DAILY CARDS PRINTED TALLY SHEET form, completed BALLOT STATEMENT , and LIVE BALLOT SIGNATURE LOGS in the red return bag. One election coordinator drives the red bag to the Election Department car, while being followed by the other election coordinators in their car.

• Returning Equipment

  After Election Day, the mover picks up the security cart, unsecured equipment, and supplies from the vote centers and return it to the Elections Department.

  Election Department staff inspects the seals for breakage. Seal numbers are checked off as the security carts are returned.

Handling Equipment and Ballots

• Equipment
  • Preparing Equipment

    Elections Department staff program equipment used at the vote centers. Equipment is then tested to make sure that it has been properly configured. The equipment is packed with all accompanying forms in the security cart.

  • Before Vote Center Opens

    The day before the vote center opens the election coordinators go to the vote center to receive delivery of equipment and supplies from the movers.

    Unsecured equipment is setup in the voting room.

    Secured equipment is removed from security cart and setup for testing. The election coordinators remove the security seal, logging the number on the SUPPLY / MBP CABINET SECURITY SEALS LOG, and unlock the Security Cart. After the secured equipment has been tested at vote center, it is stored in the security cart. The election coordinator applies a security seal, logging the number on the SUPPLY / MBP CABINET SECURITY SEALS LOG, and locks the Security Cart.

  • Daily at Vote Center

    At the beginning of every day
    Election Coordinators remove the security seal, logging the number on the SUPPLY / MBP CABINET SECURITY SEALS LOG, and unlock the Security Cart. Secured equipment is removed from cart and setup for use throughout the day.

    At the end of the day
    The secured equipment is stored in the security cart. The election coordinator applies a security seal, logging the number on the SUPPLY / MBP CABINET SECURITY SEALS LOG, and locks the Security Cart.

  • Election Day at Vote Center

    At the beginning of every day
    Election Coordinators remove the security seal, logging the number on the SUPPLY / MBP CABINET SECURITY SEALS LOG, and unlock the Security Cart. Secured equipment is removed from cart and setup for use throughout the day.

    At the end of the day
    The secured equipment is stored in the security cart. The election coordinator applies a security seal, logging the number on the SUPPLY / MBP CABINET SECURITY SEALS LOG, and locks the Security Cart.

    The unsecured equipment is broken down and packed, ready for pickup from the movers.

• Ballots
  • Preparing Preparing Ballot Paper

    The Elections Department purchases blank ballot paper (in bundles of 100) from a State certified company.

    Elections Department staff boxes blank ballot paper bundles (8 bundles per box) and securely stores the boxes until packing in Security Cart.

  • At Vote Center

    At the beginning and throughout the day
    After the election coordinator has opened the security cart, the election worker opens the box of blank ballot paper and removes one bundle of paper placing it in the ballot printer. The election worker adds more paper throughout the election, as needed. The election worker logs the amount of paper added on the MOBILE BALLOT PRINTING DAILY ACTIVITY LOG every time they add paper to the printer. The unused blank ballot paper remains in the box in the security cart.

    Anytime a ballot is printed the election worker records the type of ballot printed on the DAILY CARDS PRINTED TALLY SHEET.

    At the end of the day
    The secured equipment is stored in the security cart. The election coordinator applies a security seal, logging the number on the SUPPLY / MBP CABINET SECURITY SEALS LOG, and locks the Security Cart.

    The totals on the DAILY CARDS PRINTED TALLY SHEET are transferred to the MOBILE BALLOT PRINTING DAILY ACTIVITY LOG.

Auditing of the Voted Ballots Daily

At the end of the day

Elections Department staff receive ballots from the vote centers (if people voted). The staff verify all required items are returned before the election coordinators are allowed to leave for the day. Required items:

• Counted ballots
• BALLOT STATEMENT
• DAILY CARDS PRINTED TALLY SHEET
• LIVE BALLOT SIGNATURE LOGS

At the beginning of the next day

Election Department staff verify that the numbers on the BALLOT STATEMENT match the number of ballots received from the vote center.

Department staff resolves inconsistencies by checking the LIVE BALLOT SIGNATURE LOGS for discrepancies or notes.

Conduct a Manual Tally of Ballots

After all of the vote center ballots have been counted, the Department staff performs a manual tally of the ballots from 1% of the batches and verifies the count against the summary report. Additional batches may be added to the manual tally at the discretion of the Registrar. Typically, more than 1% of the batches are counted.