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Election Project Management

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Electoral Roll Management and EPIC Printing (Period: 2023 to 2026)

Client: Chief Electoral Officer, Maharashtra, Government of Maharashtra (GoMH)

Background

The Chief Electoral Officer, Maharashtra and the Election Commission of India (ECI) jointly undertook a project to efficiently manage the electoral roll process across the state. The project intended to centralize electoral roll data management, streamline voter registration and integrate the printing of the Electors Photo Identity Card (EPIC) with enhanced security and accuracy.

Key Challenges
  • Manage electoral roll data at a centralized location as per ECI guidelines
  • Automate voter registration processes, including additions, deletions, corrections, and transpositions
  • Generate accurate and integrated electoral rolls annually, culminating in Final Photo Electoral Rolls
  • Ensure secure and reliable printing and issuance of EPICs
  • Preparation and Printing Using Electoral Roll Management System (ERMS)
  • The approach addressed all aspects of electoral roll management, from data entry to final publication and EPIC distribution:

Centralized Database Management:

  • Preparation and Printing Using Electoral Roll Management System (ERMS)
  • The approach addressed all aspects of electoral roll management, from data entry to final publication and EPIC distribution:

Electoral Roll Management:

  • Automated the insertion, deletion, updating, and transposition of electors’ data within
    Assembly Constituencies (AC)
  • Integrated supplements of addition, deletion, and modification with existing rolls annually
  • Prepared and printed Integrated and Final Photo Electoral Rolls

EPIC Preparation and Printing:

  • Facilitated the generation and secure printing of EPICs alongside roll publication.
  • Utilized unique key numbers to track applications and minimize duplication

Monitoring and Supervision:

  • Organized regular training programs for Booth Level Officers (BLOs), supervisors, and
    designated officers
  • Deployed MIS reports for monitoring project performance
  • Ensured constant supervision and regular field monitoring to maintain process integrity

Process Automation and Efficiency:

  • End-to-end digitization of voter registration, field verification, and roll publication
  • Automated decision support system for Electoral Registration Officers

Centralized Database and Transparency:

  • A single, state-level database improved data accessibility and prevented duplicate entries
  • Digital signatures enhanced security at both frontend (user end) and backend (server end)
  • Facilitated search functionality for elector information, including migratory records

Safety and Security:

  • Data redundancy through database replication ensured disaster recovery
  • Secure handling of sensitive data at Designated Photography Location (DPL) centres
  • Restricted access to the database, enhancing safety

Accuracy and Accountability:

  • Continuous maintenance ensured the accuracy of the electoral roll
  • Enhanced accountability through unique tracking numbers for each elector application
  • Integrated systems improved coordination and minimized errors

The project for Electoral Roll Management and EPIC Printing in Maharashtra successfully addressed key challenges in managing electoral data for a diverse and populous state. By leveraging technology, centralized databases, and a well-structured training program, the initiative delivered an efficient, secure, and transparent process, ensuring accuracy and trustworthiness in electoral administration.

This case demonstrates how automation and robust data management can modernize governance processes, making them accessible and reliable for citizens.