Handbook for Electoral Registration Officers - Election Commission ...

17. In the election year, there shall be another supplement to the finally publishedcopy of the roll. This is due to the fact that the elector registration is on till last day of thenominations. This necessitates one more supplement arising from continuous updation tillthe last day of nomination. ERO has to hand over this supplement of the roll to the RObefore the Scrutiny date. A copy of this supplement too has to be preserved in sealedcover in the similar manner as the authenticated copy of roll. The changes arising out ofthis supplement, viz. deletions and corrections, shall be indicated by striking out ormarking hash (#) manually through a rubber stamp DELETED with ‘E’, ‘S’, ‘R’,‘Q’ or ‘M’ written in red ink to indicate the reason in the basic roll (mother rollpublished as draft) and the 1 st Supplement (at the time of final publication) since theremay not be enough time for a computer generated fresh printout of the entire roll.Similarly, all corrections in supplement 2 shall be indicated by putting a hash (#)sign by hand in red ink on the entries corrected just after the name of the electorconcerned. In case of correction/addition of a photograph, the photograph box inthe mother roll should be hand written in red ink with ‘Photo as in correctionlist’. The official entrusted to reflect correction should put his signature on eachcorrection without fail.Final Roll in non-election year18. In a non-election year, the final rolls will be published in the same manner as inelection year with the difference that there shall be no need to mark the basic (draft) rollwith strike-through or hash (#) to indicate the changes effected in the supplements. Itmeans that the basic roll need not be reprinted at the time of final publication. Therefore,while printing the draft roll, the no. of copies required for final publication may also beassessed and printed. The ECI has reiterated that even in non-election year complete rollsincluding all its supplements are to be published and shared with the political parties atthe time of final publication.Custody and Upkeep of Electoral Rolls and Connected Papers19. Under the provisions of sub-rule (1) of Rule 32 of RER 1960, after the roll for aconstituency has been finally published, the following papers shall be kept in the office ofthe ERO or at such other place as the CEO may, by order, specify, until the expiration ofone year after the completion of the next intensive revision of that roll:A One complete copy of the roll;B Statements submitted to the registration officer under rule 7;C. Statements submitted to the registration officer under rule 8;D. Register of enumeration forms;E. Applications in regard to the preparation of the roll;F. Manuscript parts prepared by enumerating agencies and used forcompiling the roll;G. Papers relating to claims and objections; Papers relating to appeals under rule23; and Applications under Section 22 and 23 of RPA 1950.20. The Commission has directed that the electoral roll for each polling booth shouldbe kept in a folder in which the mother roll relating to the intensive/summary revision is58