Electoral-Management-Reference-Model-v.1.0

• physical address,
• ED/PD assignment of physical address,
• contact information (e.g., mailing address, telephone number, email address), and
• shared secrets (for some jurisdictions only - e.g., last six digits of SIN or drivers’ license
number).
In addition to the information provided directly by the elector, the register of electors generally
includes the following:
• unique identifier (a unique number that may or may not be randomly generated),
• status (active, inactive, purged, deceased, protected, etc.),
• event participation (event identifier, voted status, voting method),
• transaction details (applicable data identifier, transaction type, data source, system date,
accepted date, effective date, confirmed date), and
• contact log (contact type, date sent, date returned, return reason).
For more information about the specific data elements related to Electors, please refer directly to
the 2006 Common Data Model.
4.2.4 Lists of electors
The main purpose of the list of electors during an election is to ensure that only registered
electors vote and that they vote only once. In this sense, the list of electors is a control document
used in voting to record who has voted and to guard against multiple voting.
There are many subsidiary uses of the list of electors as well. Political parties, elected officials,
and candidates use the list of electors to facilitate communications with electors. The list of
electors may be an input to an enumeration event, where it may be used as a starting point for the
creation of a more complete and current register of electors. Lists of electors assist event
planners to anticipate turnout and plan staffing. Extracts from the register of electors may be
used by other electoral agencies and government bodies with overlapping jurisdictions (e.g.,
municipalities). Finally, in B.C., lists of electors are used in the administration of recall and
initiative petitions, and they are also used for jury selection. Lists produced outside of the event
phase are produced at the head office of the electoral agency.
Lists of electors are created by producing an extract from the register of electors, which is the
database or spreadsheet that stores all elector registration information. The names of registered
electors only are included on the list of electors and electors must either be on the list, or they
must register in conjunction with voting, before being issued a ballot in an election or
referendum. The creation and production of lists of electors used in the administration of voting
may take place in the electoral agency head office or in the field under the supervision of
Returning Officers. The different approaches across electoral agencies reflect differences in
legislation and the amount of time between the close of general registration and the start of
voting.
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April 9, 2010