You should make sure that the packaging process is as transparent as possible. You should maintain a clear audit trail when packaging and (if required) forwarding the documents as this will help to ensure that retrieval of documents is facilitated should anyone wish to inspect the public documents.
The packaging and labelling system you use should both provide secure storage and support timely retrieval.
A clear audit trail and transparent process can be achieved by:
producing clear labels for each packet:
you must seal all of the relevant documentation in separate packets and mark each packet with a description of its contents, the date of the election and the name of the Senedd constituency.
the labels should also state how long the packet is to be kept and when it is to be destroyed (unless otherwise directed by a court order).
the labels for documents open to public inspection and for documents that are not open to public inspection should be different. As a minimum, the packets containing documents not open to public inspection should clearly state this fact.
Ensure that you have factored the parcelling up of documents into your planning by:
covering packing instructions as part of your training for polling station staff, postal voting and count supervisors.
providing written instructions, this should also help to reduce the risk of documents being packaged wrongly. A template guide to packaging materials at the close of poll is available, which you could adapt and provide to polling station staff.
creating a list of all documents to be forwarded (where this is required). You should keep a record of all of the materials that you have a duty to send to the relevant ERO, and ensure that all of the items are accounted for and delivered securely in accordance with data protection requirements.
You can find the close of poll packing instructions and our polling station handbook in the after the election section of our resource page.
Where you have forwarded documents to the relevant ERO, you should also:
record the number of parcels you have despatched
record the details of the relevant ERO to whom they have been sent
obtain a receipt from the relevant ERO indicating that the parcels have been safely received
It is important to ensure that all packets and receptacles containing election documents will be stored securely before being transferred to the relevant ERO so that no unauthorised persons can tamper with them.