Duplicating Damaged Ballots

Overview

Ballots that the scanner cannot count have the votes copied to a new ballot. The Tabulation Team give damaged ballots (Dups) to the Duplication Board.

Two people, the Duplication Board (Dup Board), work as a team. A “Tracking Number” is assigned to both the damaged and replacement ballots.

Ballots to Duplicate

• Ballots torn in pieces.
• Ballots with missing or unreadable timing marks (black squares around ballot).
• Ballots voted on Non Official Ballots (i.e. Sample ballots, QR Code ballots, Federal Write-in Ballots, hand written).

Procedure

1. Ballots are sorted by Voting Precinct.
2. Print a blank ballot matching the Voting Precinct number of the damaged ballot.
3. Assign a Tracking Number to each ballot needing duplication. Vote Center, CVR, Provisional ballots are coded as C.
   1. On each line of Duplication Log sheet enter date and team initials.
   2. Assign the lowest unused Dup number to each ballot (beginning with 1).
   3. Under Notes list any comments about the damaged ballot deemed necessary.
4. In the instructions area of the damaged ballot:
   • Write the full Tracking Number in red ink.
   • Each Dup member initial the ballot in red ink.
   • Stamp VOID.
5. In the instructions area of the blank ballot:
   • Write the full Tracking Number in red ink.
   • Each Dup member initial the ballot in red ink.
   • Stamp DUPLICATE.
6. Duplicate the votes from the damaged VOID ballot to the blank DUPLICATE ballot
   1. One team member (Caller) reads the votes for each race from the VOID ballot.
   2. The other team member (Marker) marks each vote called on the DUPLICATE ballot.
   3. Each DUPLICATE ballot is checked for accuracy by the Caller who watches while the Marker marks the ballot.
7. Put VOID ballots in Tracking Number order in box for storage. Label box:
   1. “Voided Polls Ballots”
   2. Election date
   3. Tracking number range in box
8. Store full labeled boxes of VOID ballots until certification, then give to Logistics.
9. Put DUPLICATE ballots in Tracking Number order in box for storage. Label box:
   1. Rubber band ballots in 50s, 500 total ballots in the box.
   2. On a Post-it write “Polls Duplicates" on a post-it and stick to front of box.
10. Store full labeled boxes of DUPLICATE ballots until the Tabulation Team requests for counting.