Handbook for Electoral Registration Officers - Election Commission ...

Chapter XII – Electoral Roll Data Entry & Computerization of ElectoralRollsDatabase Structure1. The Electoral Rolls, in the entire country, have been computerized and the entireroll is being maintained in a relational database which is updated during every revisionprocess. The database is organized into tables for which the structure has been prescribedby the Commission.2. For computerized electoral roll the database is stored in two set of tables, theControl Tables and the Elector Details’ table.3. The Control Tables define the relationships between the electoral units such asParliamentary Constituencies, Assembly Constituencies, Parts, Sections and theAdministrative units like districts, tehsils, villages, Panchayats, municipalities etc. Therevised structure for the database has been issued by the Commission in itsinstruction No. 23/Comp/Database/2008.4. Elector Details’ table, as the name indicates, provides the details of the elector.Control Tables5. Most of the details in the Control Tables are required for printing the details onthe part header. But, more importantly, they are required to enable the data integration ofthe database of all the electors in the entire State.6. During the draft publication, the control tables and the e-detail database is used toprepare the draft rolls in PDF format, which are printed and published. Subsequently,once the claims and objections are received and disposed, the accepted claims andobjections are entered in the system. Subsequent to the entry of this data, the Final Roll isprepared by incorporating the changes on the account of deletions (by showing astrikethrough on the entry in the mother roll in case of non photo roll and a mark stating“DELELTED” diagonally across the entry in the mother roll in case of photo roll) andmodifications (by actually incorporating the modification and appending a “#” markagainst the entry in the mother roll) and a Supplementary Roll showing list of additions,deletions and modifications separately. After the Final Roll is generated and printed, itshould be ensured that the deletions and the modifications as shown in the SupplementaryRoll are correctly carried out in the mother (modified draft) roll.7. For rolls to be properly generated, it is of utmost importance that the ControlTables are populated with extreme care and diligence. All the effort done by the EROsto ensure that all eligible persons are enrolled and ineligible are eliminated from therolls, can be upset if the control tables are not filled up timely and correctly. The ERO,DEO and the CEO should keep a close eye on this aspect and must not allow any mistakestherein. Normally this data is collected from the field (DEO’s responsibility)88