Handbook for Electoral Registration Officers - Election Commission ...

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Councils or MunicipalitiesVILLAGESList of VillagesBLOCKSList of Development Blocks. These may correspondto the Panchayat Samiti. In some States it is also known as Taluka.PANCHAYATSList of PanchayatsPOLICESTList of Police Stations in Districts. Also known asThana in many States/ UTs.POST_OFFPATWARICIRCLENOSRISList of Post Offices in DistrictsList of Patwari Circles in TehsilsList of Revenue inspectors/ Kannungo in Tehsilsd. There are some tables that store various codes used in the database like codes for relation types,Code for type of revision of electoral roll etc.Elector Details’ Tables10. Elector detail tables capture the information about individual electors. It contains, inter-alia, the 8column information on electors that is shown in the electoral roll. There are AC wise database and Partwise tables that contain the list of electors. In a single table we maintain mother roll as well as no ofsupplementaries part wise. Electors table are the list of general voters wherein, the data pertaining forevery voter in the 8 column format is stored providing linkage to the corresponding assemblyconstituency, part within the constituency and the section. We are maintaining Service electors AC wisemeans in every AC database there are one table for Service electors, These tables are:ACxxxPARTxxxDetails of Electors (Mother roll with supplementaries) likeAC001PART001, AC001PART002….for AC001.ACxxxPartxxxSERVICEVOTERS Details of Service Electors where Part no shouldbe last part of given AC +1.11. A comprehensive list of tables is given at the end of this chapter. The detailed design of eachtable, giving a list of all the fields and their details into which all information has to be stored is providedin the instruction stated above.Data Entry & Data Security12. During every revision, the list of amendments (i.e. additions, deletions, modificationsand corrections) are entered into a computerized database using a ‘software’ usually provided bythe State level Agency in the CEO’s office or provided by ECI. The arrangements for data entry may bemade locally or in a centralized manner through vendors. Since the data being entered is the one whichwill come out as the published roll, it is necessary to give utmost care and observe faultless rigour in90
ensuring error free entries. For the purpose, the EROs (through BLOs etc) must ensure that themanuscripts of additions, deletions and modifications are being entered timely and correctly. Each BLOshould certify that the corrections made by the ERO in the roll belonging to his/her part of the roll havebeen correctly entered in the database.13. This data-entry work should be undertaken in a secured environment with least disturbance.Care should be taken that no other work is simultaneously going on within the same space as chances ofpapers getting mixed up and errors in data entry will, in that case, increase. So a safe and exclusive spacefor this work should be provided by the ERO/DEO.14. In no case the data and the equipment for data-entry should go out from the custodian control ofthe DEO/ERO. Care should be taken to ensure that no unauthorized copies of the data is made and takenout by the vendors for any unapproved private use.All data entry work should be done under direct supervision and control of ERO or an official authorizedby him in writing. The keys to the premise where the data is being handled shall be in the custody ofthe official. He will be responsible for safety of data. The Commission has issued elaborate guidelines fordata safety and security and it must be strictly adhered to by the ERO. (Annexure 10.1)15. Mistakes and confusion have arisen because of different versions of data being worked upon by thedata entry operators and vendors in the field. Therefore after one revision or photography cycle iscompleted (photography because, for merging the images in photo-electoral roll or for EPIC purposestoo, the database is handled by vendors/data entry operators) the database should be frozen till that workin hand is completed. It implies that once the manuscript updation of database or photo/EPIC mergingworks in the database has started, no work should in parallel go on that will alter the serial number etc ofvoters in the database.16. It also implies that once the data entry work (or the photo/EPIC merging work) is completed, thecentralized data base should be frozen completely. Vendor or any individual worker of the vendorshould not be able to access centralized database without allowing permission again. Extreme care shouldbe taken to keep this database carefully in properly labeled hard disk as a backup and otherelectronic medium because this is the electoral roll.Reports17. After every revision, there is a need to verify the integrity of the data to ensure that it reflectsthe correct administrative and electoral position. For the purpose 10 reports have been prescribed. Theseshould be prepared from the database (by the SLA/CEO) and verified against the actual position in thefield by the DEO/ERO. Any changes made during a revision process should be incorporated in thesereports for being entered into the system at the appropriate place. Therefore during every revisionprocess, the Chief Electoral Officer shall get these reports generated. Reports pertaining to the State as awhole, shall be verified, corrected and updated at the CEO’s level. Reports that pertain to a district, shallbe verified, corrected and updated at the DEO’s level and reports that pertain to assembly constituencies,shall be verified, corrected and updated at the ERO’s level. Any change, should be reflected in all reportsconcerned, for example if new parts have been created it should be reflected in reports related to numberand details of parts.91
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streets, important buildings like p
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CHAPTER II - THE ADMINISTRATIVE MAC
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departments/offices can be appointe
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i. Drawing up a plan of action for
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Exceptions to the general principle
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knows or believes to be false or do
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5. Enrolment of students living in
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12. The scribes preparing the manus
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& 1.1b) and a full print out of a p
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applications should be dealt with i
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should be able to guide that person
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the same constituency or the distri
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(BLA) for roll revision on the patt
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69. Under Rule 11(c) of the RER, 19
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publishing it finally in Annexure 2
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CHAPTER V - CLAIMS AND OBJECTIONS D
Page 40 and 41: Receipt of the Claims and Objection
Page 42 and 43: (v)(vi)(vii)(viii)(ix)(x)(xi)claima
Page 44 and 45: Additionally, the ERO shall seek fr
Page 46 and 47: 41. ERO should insist on the presen
Page 48 and 49: seeking to have his name enrolled i
Page 50 and 51: 62. Under the provisions of sub-sec
Page 52 and 53: may wish to adduce in support of yo
Page 54 and 55: *If the notice is issued after draf
Page 56 and 57: draft roll. The final roll (Supplem
Page 58 and 59: 17. In the election year, there sha
Page 60 and 61: the same manner after a period of 3
Page 62 and 63: CHAPTER VII - SPECIAL REVISION1. Se
Page 64 and 65: CHAPTER VIII - CONTINUOUS UPDATION
Page 66 and 67: 15. By 7th of the following month,
Page 68 and 69: give a declaration that either his
Page 70 and 71: enclose with the appeal the receipt
Page 72 and 73: Chapter IX - Electors Photo Identit
Page 74 and 75: 11. This digital image data of the
Page 76 and 77: 21.In cases where EPIC has been iss
Page 78 and 79: CHAPTER X - ENROLMENT OF SERVICE VO
Page 80 and 81: 16 Even if there is no service vote
Page 82 and 83: 34 According to the standing instru
Page 84 and 85: 52 The updation (changes) in servic
Page 86 and 87: 3. (i) According to Rule 8A of Regi
Page 88 and 89: Chapter XII - Electoral Roll Data E
Page 92 and 93: SI. No.Report Name1. Summary Inform
Page 94 and 95: Report 7b: Block and Panchayat wise
Page 96 and 97: additional information in form 6A a
Page 98 and 99: 5. The members to represent Local A
Page 100 and 101: iii) Every subsequent correction in
Page 102 and 103: Form and Language of Electoral Roll
Page 104 and 105: Teachers Constituency38. The educat
Page 106 and 107: inviting their attention to the pub
Page 108 and 109: Penalty for making false declaratio
Page 110 and 111: (b) corrections carried to the entr
Page 112 and 113: ANNEXURE 1.1 a1 CHAPTER I, PARA 331
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Page 116 and 117: ANNEXURE 1.1bCHAPTER I, PARA 33Elec
Page 118 and 119: ANNEXURE 1.2bCHAPTER I, PARA 34Elec
Page 120 and 121: ANNEXURE 1.3bCHAPTER I, PARA 36120
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Page 124 and 125: Sl.No.ANNEXURE 1.6CHAPTER I, PARA 4
Page 126 and 127: Sl.(1) (2) (3)No.11. Jharkhand All
Page 128 and 129: Sl.No.(1) (2) (3)86-Nanded North,87
Page 130 and 131: Sl.No.27. Uttar Pradesh(1) (2) (3)3
Page 132 and 133: 132Statistical Information as per L
Page 134 and 135: 134No. & Name of Assembly Constitue
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Page 138 and 139: 138Statement - 3[3] Statistical Inf
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140No. & Name of Assembly Constitue
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A mechanism to inform the complaina
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throws up possible duplicates, whic
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DistrictAC No. & NameGender Ratio o
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Annexure 2.4Chapter II, Para 12 (xv
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Photo Coverage in Current RollsForm
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ANNEXURE 4.1CHAPTER IV, PARA 5DECLA
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ANNEXURE 4.3CHAPTER IV, PARA 21FORM
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(3) Specimen signatures of Shri …
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IV. DeclarationI hereby declare tha
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**Address……………………
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If you already have been issued wit
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(Copies of the relevant pages of th
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GUIDELINES FOR FILLING UP THE APPLI
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$ Applicants may indicate their sex
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GUIDELINES FOR FILLING UP THE APPLI
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ANNEXURE 5.3CHAPTER V, PARA 8FORM 8
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[FORM 8 Contd…..][[This page shou
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5. SexWrite your sex in full in the
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ANNEXURE 5.4(CHAPTER V, PARA 9)FORM
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[FORM 8A Contd…..][[This page sho
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ANNEXURE 5.5(CHAPTER V, PARA 10)DEC
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ANNEXURE 5.7CHAPTER V, PARA 22 (v)D
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List of Applications for objection
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Designated locationidentity(where a
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Duplicate(Office Copy)ANNEXURE 5.13
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Duplicate(Office Copy)ToANNEXURE 5.
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ANNEXURE 5.15(CHAPTER V, PARA 34)Fo
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ANNEXURE 6.1(CHAPTER VI, PARA 9)For
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ANNEXURE 6.3CHAPTER VI, PARA 22FORM
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Completion Instructions for Form 6
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Decision Taken Date of decision If
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Date of Displayof Notice inPrescrib
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REGISTER OF CORRECTION APPLICATIONS
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Completion Instructions for Form 8A
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REGISTER OF TRANSPOSITION APPLICATI
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Specifications for EPICs - Other Pa
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ANNEXURE 9.2CHAPTER IX, PARA 25226
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ANNEXURE 10.2CHAPTER X, PARA 27DECL
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STATEMENT SHOWING DETAILS OFFORMS B
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THE REGISTRATION OF ELECTORS (SECON
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ANNEXURE 11.4CHAPTER XI PARA 7Form
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1.Municipal Corporations2.Municipal
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ANNEXURE 13.3CHAPTER 13 para 42FORM
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