Completeness and accuracy of electoral registration record
AUTHORITY
Performance standard 1
• Throughout the canvass period the Council’s Customer 
Services Staff remind callers of the requirement and 
advantages for completion and return of their annual canvass 
form. Similarly customers’ calling the Centre with enquires due 
to change of address or circumstances are prompted and 
given the opportunity to update their voter registration.
Adur
Check Council Tax data, registrar information, Building Control 
system to identify new properties, and the GIS/Property 
Gazateer system / Royal Mail to verify property information.
Allerdale
C Tax, Planning, Building Control, Housing Services, LLPG & 
GIS Officer throughout year and especially at Canvass period 
Alnwick
List of deaths received from Registrar and Register updated 
regularly;  Registration Forms sent out to new residents with 
Council Tax bills and Local Land Charges Searches;  Check 
Amber Valley
Council Tax records;  Contact Nursing/Residential Homes in 
March to ensure records up to date.
• Attempt made to communicate with residential homes, 
nursing homes; hospital facility staff and larger HMO’s to 
ensure correct and accurate registration of residents including 
absent vote arrangements where required. Where willing and 
possible responsible head at such establishments encouraged 
to hold small supplies of rolling registration forms for 
completion and return when new residents move in.
Arun

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Information as to the records checked and processes 
undertaken is available which will support this assessment.
Ashfield
A household rolling registration form is included with all new 
council tax accounts, the customer contact centre informs 
Electoral Services when they are made aware of residents 
moving.  We are now part of a pilot called 'Tell Us Once' which 
notifies us of recently recorded deaths, this is in addition to 
receiving this information directly from the Registrars and via 
the Kent Mortality Bulletin. Contact is made with site 
office/developers for new property developments in order to 
Ashford
keep up to date with new properties ready for occupation and 
to follow this up with a canvassers visit or by sending out a 
rolling registration form.
Regular reports from Registrar of Births & Deaths.  Building 
Control monthly reports received to identify completed 
properties to send a voter registration form.  Council tax 
records checked for occupiers of new properties on an 
ongoing basis.  Arrangements made to receive regular reports 
Aylesbury Vale
of new Council Tax accounts created in order to proactively 
send voter registration forms.  Council Tax records used, 
where possible to validate entries during the canvass and also 
confirm empty properties.

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• New Citizen Leaflet & Applications issued to Registrars in the 
Unitary Authorities to be used within the information packs 
issued during Citizenship Ceremonies.• Land Register – 
Monthly issue of registration forms.• Local Authority / Housing 
Association New Tenancies – Applications issued by LA’s to 
new tenants on allocation.• Weekly Council Tax Audit  - 
checked to Strand Database and applications issued where 
required.• Deaths notified by Registrars – processed through 
monthly Rolling Register Updates.• Void Property List supplied 
by the Three Unitary Authorities crosschecked to “Gone Away” 
canvass returns.
Ayrshire
The ERO has access to (1) Council Tax records, (2) lists of 
deaths provided by the registrar of births and deaths, (3) lists 
of new properties provided by the LLPG Custodian and (4) lists
of property completions provided by Building Control. (1) is 
used to determine whether a name can safely be carried 
forward or removed as a result of a failure to respond to the 
canvass and, throughout the year, Council Tax proactively 
Babergh
supply on the ERO's behalf voter registration forms to all new 
Council Tax registrants. (2) is used throughout the year to 
remove deceased electors; (3) and (4) are used throughout the
year to identify newly constructed properties, which are then 
added to the property database.
Council Tax and Housing Benefit records.  Two members of 
Barking & Dagenham
staff have access to the system. 
Ero currently use council tax records to check information, we 
also send out registration forms in the council tax new starter 
Barnet
packs. We are currently in the process of speaking to our 
housing department on using their information. 
The Council Tax system is used during the annual canvass to 
assist with answering queries on returned forms.  Council Tax 
assist during the year by sending a voter registration form to 
those households where a change in occupancy occurs.  
Deceased lists are received via BD&M and these electors are 
Barnsley
removed.  

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Council Tax, Building Control Commencements and 
Completions, Planning Applications, LLPG, Housing, 
Superintendent Registrar Lists, Electoral Registration Monthly 
alteration notices, Residential Homes, Housing Associations, 
Hospital Accommodation, Homeless hostel – weekly/monthly 
checks for new occupiers on empty or new properties followed 
by canvass or rolling registration forms sent out as 
appropriate.  Combination of above records used for 
Barrow-in-Furness
verification of entries during Canvass and Monthly Rolling 
Registration as required.
Council Tax records are inspected during the annual canvass 
period and on a monthly basis during the year.
Basildon
Basingstoke & Deane
Bassetlaw
(1) The ERO works in partnership with Customer Services to 
target all home-movers throughout the year. An online form is 
completed for every resident who contacts the Council to notify
a change of address; the form contains personal details of the 
resident, previous and new address / forwarding address if 
moving outside the district, and date of move. All residents 
moving in or within the area are sent a registration form; 
residents moving outside the district are deleted and a deletion 
of registration letter is sent to their forwarding address, with 
Bath & North East Somerset
contact details of their new local authority. (2) The ERO uses 
periodical records supplied by the registrar of births and 
deaths and updates the register on receipt of reports; records 
of people died in the district but register with  another local 
authority are forwarded to the relevant ERO. (3) The ERO has 
direct access to the council tax software and regularly verifies 
and validates existing entries on the register or new 
applications against council tax records. (4) The ERO liaises 
with other Council departments - planning, housing and licensin
Bedford
Council Tax and the Housing Unit send out Voter Registration 
Forms to all new residents on my behalf.  I do not inspect 
Council Tax records during the canvass time because of lack 
of resources.  However, being a small authority I work closely 
Berwick-upon-Tweed
with the Unit throughout the year to ensure that the register is 
as up to date as possible.  On the 15 October I receive a list of 
empty properties and holiday homes from Council Tax.  I can 
therefore mark all empty properties and holiday home owners 
on the register. 

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We obtain lists of movers within the Borough from Council tax. 
We also link with Registrars department and insert rolling 
registration forms and details about voting with Citizenship 
Ceremony documentation. 
Bexley
WEEKLY 
REGISTRAR OF BIRTHS, DEATHS AND MARRIAGES – 
RECORDS OF DEATHS CHECKED
FORMS ARE INCLUDED WITH COUNCIL TAX 
INFORMATION VIA THE POST TO ALL NEW OCCUPIERS, 
AND WHERE OCCUPIERS DETAILS HAVE CHANGED
VALUATION SCHEDULES FROM COUNCIL TAX ARE 
CHECKED, AND THE DATABASE UPDATED
DECISION LIST OF PLANNING APPLICATIONS IS 
INSPECTED, AND ACTION TAKEN WHERE APPROPRIATE
BETWEEN SEPTEMBER AND NOVEMBER
INFORMATION ON COUNCIL TAX AND BENEFITS IS 
CHECKED FOR NON RESPONDING HOUSES
EXTRA CONTACT DURING THE YEAR WITH 
UNIVERSITIES, TO REGISTER LATE INTAKE STUDENTS. 
Birmingham
iN 2009, ALSO MORE REGULAR USE OF REVIEWS AND 
COUNCIL TAX TO KEPP THE REGISTER UP TO DATE. 
CUSTOMER FIRST PROGRAMME TO BE INTRODUCED IN 
2010 WILL ALSO ALLOW FOR CUSTOMERS TO PROVIDE 
INFROMATION E.G. WHEN THEY HAVE MOVED ADDRESS 
AT A SINGLE POINT, WHEREBY THE INFORMATION CAN 
BE PASSED TO OTHER DEPARTMENTS TO UPDATE 
THEIR RECORDS.

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During the 2008 canvass we checked information for unsigned 
forms and empty properties against the council tax register.  In 
Jan 2009 we introduced a system whereby we receive 
information from Council Tax on changes/moves which have 
taken place to the council tax register as and when they 
happen and we then take proactive steps to encourage 
Blaby
registration.
We receive death notifications and compulsory 
purchase/demolition notifications.  When properties are 
compulsory purchased, occupants are provided with a 
registration form for their new address.  We check council tax 
records whenever any suspicious registration forms are 
Blackburn with Darwen
received.  Council Tax is administered by Capita as a 
partnership arrangement, we have been striving for years to 
get them to notify us of changes of residence, but so far have 
failed.  This is going to be discussed further with the Council's 
Director for Financial Services.
We liaise with Council Tax, who send a rolling registration form 
and envelope to all new occupiers of properties. We also 
inspect and use Council Tax records on a regular basis 
throughout the year when "deadwooding" and checking 
duplicate entries, and to validate information received during 
the annual canvass, particularly the identification of empty 
properties.
Blackpool
We check the records as and when required ie daily, weekly, 
monthly basis:  Council Tax, Registrar of Births & Deaths
Blaenau Gwent 

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Receive movement reports from LA's. Receive list of 
deceased persons from Council Tax, council contact centres 
and the Registrar of Births, Deaths and Marriages. Leaflets in 
Blyth Valley
Council tax bills advising people to contact ERO. Check empty 
properties through Council Tax.
Bolsover
Bolton
Weekly notification is received from the Registrar and Building 
Control.  Council Tax records are used as necessary to 
Boston
confirm information, and local Housing Association information 
is also accessible on request.
Bournemouth
Bracknell Forest
Bradford
On a monthly basis a schedule of all new and changing charge
payers is supplied by Council Tax registrations. Using this we 
contact all new and moving residents enclosing Rolling 
Registration forms. It is planned to follow up non responses to 
Braintree
this action with a series of reminders in 2009.  
inspection of council tax records to validate data (daily).  
Welcome packs are sent out to residents when they register 
Breckland
for  Council Tax which include voter registration forms.  Voter 
registration forms are sent out to new properties as they are 
entered onto the electoral register.
A registration form is issued whenever a new Council Tax 
account is opened.   We also attend citizenship ceremonies to 
Brent
register new British citizens who are not already registered.
Council Tax records, weekly housing lists and lists of 
deceased electors from the Registrar of Births, Deaths and 
Brentwood
Marriages, and local newspapers. These are checked 
throughout the year.
Bridgend 
Council tax records
Bridgnorth
Council Tax records and death returns are checked throughout
the year.  In addition to the above, outside of the canvass 
Brighton & Hove
period we also send out rolling registration forms with all new 
council tax accounts.  Forms are also available at various 
public offices.
Bristol
Records checked are council tax plus we have a 'Change of 
Circumstances' form on the website and we act on the 
Broadland
information, deleting deceased and sending out new Rolling 
registration forms etc 

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• Council Tax records are checked every month and Rolling 
Registration forms sent to new residents
• Information from Birth and Death records are checked and 
acted on regularly - usually on a weekly basis
• Broomleigh Housing records – list of empty properties
• Register of Household in multiple occupation – details of 
landlords
• Monthly notices received from other Local Authorities/EROs
• Citizenship ceremonies
• Wardens of residential/care homes
Bromley
• Travellers sites - NOVAS
• This year we are contacting a number of local Estate 
Agents/Letting Agents (and asking them to hand out Rolling 
Registration forms to clients completing purchases in the 
Borough), Residential/Nursing Homes (and asking them to 
hand out Rolling Registration forms to residents who have 
recently moved in) and Landlords of Houses in Multiple 
Occupation (and asking them to hand out Rolling Registration 
forms to new residents)
Access to Council Tax for checking purposes and for sending 
applications where there has been a change of residents. 
Customer Service Centre pro-active where new applications 
required.
Bromsgrove
Council tax 'welcome' pack includes rolling registration forms
Broxbourne
Broxtowe

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Council tax records are used to verify and validate data. 
Information is received from the Registrars, via other service 
units, re deaths. Advised of new properties from other service 
units, which are then added to the Register and rolling 
registration forms sent out. Rolling registration forms are sent 
out with new Council tax bills, also if the previous address has 
been given on a rolling registration form then a blank form is 
Burnley
sent to that address for any new occupiers.
Rolling registration forms are issued to the Council Tax 
section, with each new tax bill that is sent out, a rolling 
registration form is included. Register office also provides a list 
of deaths, this is sent to elections office on a weekly basis. A 
Bury
monthly list of properties with detailsm of asylum seekers is 
also provided, this information also includes nationality details.
 Actively use Council Tax / Street naming and numbering 
(LLPG) and Births marriages and deaths to check details ( CT 
records now on line) New developments are put on the 
Register at an early stage on receipt of information from LLPG 
/ Street Naming records to ensure that a "blank" form is sent at 
Canvass. We do write out to all empty properties "post" 
canvass but prior to an election giving an opportunity for any 
new ( developments) or unregisterd electors to register and 
pubicise the election. Web site has details of Rolling 
Registration and all telephone requests dealt with promptly.
Caerphilly 
Calderdale
Cambridge

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The Elections Office has read only access for all staff to 
Council Tax and Housing Benefit information throughout the 
year, plus links with other services inclusing Benefits, 
Environmental Health and Parking. These records are 
checked on a daily basis as part of the year round registration 
process. In the next year, it is intended to seek to extend this 
work to obtain details of new potential electors when they 
Camden
contact Council Tax as new occupiers.
Coincil Tax records are used to identify all newly occupied 
premises throughout the year and we have an arrangement 
with Council Tax that they send out on behalf of the ERO a 
rolling registration form to all new occupiers. ( E mail attached 
from Local Taxation Recovery Manager to support this 
statement.) Lists are received as and when from Support 
Servives identifying newly built properties, letters of welcome 
and rolling registration forms sent out by ERO. List are 
received on a monthly basis from the Local Registrar's and all 
deceased electors are removed.
Cannock Chase
Canterbury

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We supply rolling registration forms to our Council Tax 
Department to send out with all new notifications.  We have 
forms at our main reception area and Customer Services Staff 
have been trained to assist electors with the completion of 
such forms.
Caradon
Little or no documentary evidence is available for 2007.
Cardiff 
Council Tax records are checked during the canvass period to 
confirm information from other sources and throughout the 
year to verify rolling registration applications.  Weekly lists 
from the registrar of births and deaths and monthly lists from 
the local cemeteries office are used during the annual canvass 
Carlisle
and through out the year to remove names of deceased 
persons from the register.  Residential and care homes, 
university halls of residence, landlords of HMOs and hostels 
for homeless people are contacted during the annual canvass 
period.
In some cases the level of attainment exceeds or is at the 
lower cusp of the Performance Standard though not 
Carmarthenshire 
sufficiently conclusive enough to warrant a different category 
than that selected in this self-assessment.
I would suggest we lie between Levels 3 and 4.  Level 3 is 
completely achieved and in addition we identify potential new 
electors through the weekly use of the Council's Housing list. 
We do use the other sources of information listed in para 5.16 
Carrick
of the guidance, but only at Canvass time.
Residential Homes are aware that they should contact us for 
rolling registration forms for new clients.  Council Tax send out 
a rolling registration form with new bills during the year.  Our 
one stop shop send out rolling registration forms to anyone 
contacting them direct.  Monthly lists from the Registrar are 
Castle Morpeth
received, together with daily check of deaths from the local 
newspaper.

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The ERO liaises closely with colleagues in the Council Tax 
section and has access to the Council Tax database to ensure 
that eligible occupants of all residential property are correctly 
registered.  The ERO also receives weekly council housing 
tenancy updates and receives periodic listings from the 
registrar and births and deaths.    The service also includes 
two voter registration forms in a pack of information sent to 
Castle Point
newly occupied properties. In addition the LLPG custodian 
advises of other property additions and changes that prompts 
the despatch of VRFs.   
All councils issue rolling registration forms as part of billing 
process and Assessor sends rolling registration forms to 
occupiers/owners of new dwellings.Monthly Council Tax 
changes lists from 2 councils, monthly full Council Tax list from 
1 Council. Another Rolling Registration form and letters sent if 
not registered when lists compared. We have established and 
maintian contacts with private sector landlords and social 
landlords including. Major housing associations supply regular 
lists or are requested bi-annually at least to supply tenancy 
Central Scotland
lists. Landlord registration lists requested bi-annually/annually 
& landlords contacted for tenants' details. On-going 
development of regular notification of changes.  As part of 
Assessor functions we are aware of any new properties. 
Regular meetings with Councils at high level to ensure all 
relevant sources are identified. Ensure good links between 
Assessors systems data and ER systems, to pick up new 
properties. 
Ceredigion 
The ERO has access to the Council Tax records which are 
used on a daily basis to verify rolling registration claim forms.  
Claim forms are sent out with Council Tax accounts and Local 
Land Charges (HIPS) Searches to pick up new electors.  The 
Charnwood
Council Tax Section informs electoral services on a daily basis 
of any deceased.  During canvass period the ERO writes to 
Landlords to request information of who is resident in their 
properties.

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The main source of information on electors and changes to the 
register is the annual canvass. However, the completeness 
and accuracy of the register is also maintained by
(a) keeping in regular contact with Council Tax office and 
inspecting its records to verify entries on the register or to 
identify new residents who might be entitled to register. The 
Council Tax office also sends rolling registration forms to the 
new occupants of properties with their Council Tax documents;
(b) acting on records sent to the Council by the Registrar of 
Births, Deaths and Marriages and removing from the register 
any deceased persons notified to the registration office;
Chelmsford
(c) acting on written information from electors or their relatives 
that they have changed their personal details or that an elector 
is now deceased and amending the register accordingly;
(d) acting on notifications sent to the registration office by 
other EROs that electors previously registered in Chelmsford 
have moved to and been registered in another district and 
removing them from the register;
(e) sending registration forms to new properties known to have 
(f) acting on forms received as a result of the Electoral Commis
(g) acting on forms given out in the information pack for new cit
We use council tax, housing benefits, building control, 
planning, housing and deceased list records at annual 
Cheltenham
canvass and throughout the year, making contact, sending 
forms and information therefore keeping our register as up to 
date as possible.
We use council tax records throughout the year.  During the 
annual canvass we use ctax and various databases they hold 
for the following: Empty, USAF and MOD properties.
Cherwell
3 - Check records on regular basis. This includes use of 
Council Tax and the use of lists from registrar's office. Use the 
Council's internal system to get updates on new residents and 
Chester
use this information to send registration forms. Personal 
sessment would be half way between 3 and 4 and these 
record checks form part of daily work and are recorded in a 
journal. 
lists of deceased persons have been requested from the 
Registrar and these are received weekly/fortnightly - direct 
access is available to Council tax software and checks are 
Chesterfield
made as amatter of routine -  Council house tenancy records 
are checked particularly to confirm vacant properties.
Chester-le-Street

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The Electoral Registration Officer uses lists provided of deaths 
(from Registrar of Births Deaths & Marriages) and uses 
Council Tax information to contact potential new electors on a 
daily basis.  Whenever notifications are received of property 
Chichester
vacations (either by other authorities or by person) registration 
forms are sent to empty properties.   Personal visits are made 
to the Military establishment by electoral staff and 
presentations are also made to groups of service personnel at 
this establishment.
Chiltern
Records include Council tax records and LLPG records. CT 
records via weekly file from CT to ER and during the annual 
canvass.  Property details via the LLPG when new properties 
Chorley
added and again during the annual canvass.
Council tax advise of new occupiers to enable us to issue 
rolling registration forms. In addition, Electoral Commission 
application forms for registration are sent out with Council Tax 
bills to new occupiers. Local libraries have a supply of 
registration forms. Building Control notify us of completions 
Christchurch
and commencements, we then contact Street Numbering to 
get details of the properites, forms are sent to these properties 
to register any new occupiers. We check deaths registered as 
we receive copies of certificates on a daily basis.
City of London
Colchester
Rolling Registration forms sent out with Council Tax bills to 
new occupiers. Registrar of Deaths.
Congleton
We use the following records on a regular basis - Council Tax, 
Housing Benefit, Cartrefi Conwy (RSL), Register of HMOs, 
Registrar of Births and Deaths, Residential Homes
Conwy 
Copeland

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Valuation Officer's list of new properties (Household 
Registration Forms/envelope and letter sent to new 
Corby
properties).  Household Registration Forms sent out with 
Housing Packs. Household Registration Forms sent to 
Developers Sites.
Council Tax, land charges and LLPG records are used to 
identify new residents/properties, which are the contacted; but 
Cotswold
we do not use all of the external agencies identified in 
paragraph 5.14 of Part J of the EC Guidance.
Council Tax - checks throughout year and print off of empty 
properties throughout canvass. School records to target 18 
year olds and rising 18s. Planning - notification of new build 
throughout year. Register Office - notification of deaths 
Coventry
throughout year, Also in negotiation with Council tax to provide 
monthly update of changes.
The Council has an arrangement to proactively send rolling 
registration forms with all new council tax accounts.  Also local 
Craven
solicitors and estate agents are supplied (where they are 
willing to participate) with rolling registration forms.
Close relationship with Council Tax colleagues, frequent  
checks to resolve queries against the the council tax register. 
Registration forms sent to those households newly registering 
Crawley
for council tax outside of canvass time.
Crewe & Nantwich
All Electoral Services staff have access to the Council Tax 
database, and it is used to verify information contained on 
rolling registration and canvass forms, including ensuring that 
electors are registered at the correct property, or that their 
names are spelt correctly if the original form is unclear. 
Council Tax also supply a void property list during the 
canvass, and this is used to cross check against information 
supplied by canvassers regarding empty properties and 
against non-responding addresses. Weekly mortality lists are 
Croydon
supplied by Registrars and deceased electors are removed 
from the Register.

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We include a blank rolling registration form with council tax 
bills that are sent to new occupants.
We ask for previous addresses on the annual canvass form 
and remove their names from the previous address if no 
canvass form is returned.  We also run a report of duplicate 
names on the register and use council tax records to check if 
Dacorum
the information is either correct or if the peson has moved to 
the new address then we remove the name from the register at
the previous address.
We encourage registration by new citizens by including 
registration information in the packs issued by Herts County 
council
Darlington
Contact with Housing - Movement lists, record access; Death 
lists - deletions and new applications sent to new household 
entrants; Contact with Council Tax - records access and 
Valuatio Office list weekly; Web site and Marketing - colab. 
With DBC Comms Dept. - elevated at peak times; Sent out: 
Blank ER3s to new and known or recently emptied 
Dartford
propoerties; Liaise with housing, planning and other council 
officers/inspectors on property and person movements - 
contact directly as required.
Daventry
From December 2008 every Monday the electoral section will 
receive a data file from the Council Tax & Housing Benefit 
Section containing details of occupation changes and new 
claims. A member of the electoral department will work 
through the list and send out a personalised letter and 
household rolling registration form to each property that has 
been identified as having an occupation change taking place. 
Denbighshire 
We are also going to look to utilise Housing Enforcement 
records within the next 12 months to see if they may or may 
not be of assistance.

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Throughout the year Council Tax reports on change of 
circumstance households, including new occupiers.  Electoral 
Services follows up by sending rolling registration forms and a 
covering letter to potential new electors - they also carry out 
reviews if current electors are suspected of vacating a 
property. The Service also regularly attends Citizenship 
ceremonies to increase registraion of new Uk Citizens. 
Derby
Additionally specific Ward based projects are undertaken with 
Neighbourhood Services and partners including leaflet drops 
and mini canvasses. 
*Electoral registration application sent with all new council tax 
bills, *Street numbering inform the electoral registration section
of all new developments, *copy of planning permissions sent 
to section. * final check of council tax register for non 
Derbyshire Dales
respondants, * use of deaths register* use of valuation list
Derwentside
The ERO uses a number of records to ensure a complete and 
accurate register of electors as follows:
1) The Council Tax department provide a file of addresses on 
a monthly basis of all properties where there has been a 
change in billing details.  This will include new properties which
have not been previously occupied, properties where there are 
new occupants, properties where there has been some other 
change in billing e.g. where a single occupant has been joined 
by others etc.The data file is sent to the printer who sends two 
registration forms with a covering letter to each property.
2)  The ERO receives and processes lists received from the 
Registrar of Births Death and Marriages of all deaths in the 
area.
Doncaster
3)  The ERO requests information regarding the previous 
addresses of persons during the registration process.  This 
information is then checked against the register of electors to 
ensure that wherever possible electors are not registered 
twice.  If electors give a previous address in another local 
authority this information is sent to the appropriate ERO to 
enable them to update their register.
4)  A list of all residential homes is kept and these are contacted
5)  Empty property lists are obtained from Council Tax towards 
6)  Since the launch of Doncaster College the number of reside

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Rolling registration form sent to all households that have a 
change of details on Council Tax records.  When processing 
claims we send a claim form to the previous address of the 
applicant to ensure that new occupiers are given the 
opportunity to register. 
Dover
All rolling registration forms checked against council tax 
records prior to making any amendments to the register.  
Annual canvass returns checked against council tax where 
information given is not clear or to ensure householder 
resident at national registration date.  All forms returned by 
canvassers indicating that the property is empty checked 
Dudley
against council tax before processing.
Dumfries and Galloway
Evidence: DABVJB Reporting Framework - ER1 Monthly 
Update Statistics, ER4 Pro-Active Rolling Registration 
Statistics (we source information from "other records" and 
issue voter Registration forms e.g. attainers, Finance and 
Assessor Council Tax to name but a few), Access Database - 
Record of Voter Registration Forms issued/returned and 
resulting registrations - all source document logged on this 
database as detailed on ER4 statistics.   All reported monthly 
to the Management Team.
Dunbartonshire and Argyll and 
Bute 
Dundee City
Durham

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Electoral registration forms are included in all council tax 
packs that are sent to new bill occupiers and are also available 
at Citizenship Ceremonies all year round. 'Sunshine' 
Canvassers employed outside of canvass period to bolster 
retrun rates. Other council databases such as Revenues are 
used towards the end of Canvass to verify electors at non 
responding properties (this after two reminder forms and three 
personal canvasser visits). Regular 'notification of deaths' 
received and acted upon. Reminder forms sent to rolling 
Ealing
registration applicants. Signed up to 'property movers' - 
external company that provides notification of movers in and 
out of the borough.  Our stats show that we have one of the 
highest rolling registration turnovers of additions and deletions 
in London, underlying our proactive approach in this area.  
The departments we liaise with are numerous:- Council Tax 
records are accessed frequently to verify information, updates 
received via Council Tax are used to add new properties to the 
system/send out voter registration forms.  Housing Benefit 
records are accessed regularly to confirm elector details ie 
date of birth.  To confirm property locations we liaise with 
Easington
Engineering Services Department.  Housing Regeneration are 
contacted quarterly to advise of demolitions/long term empties. 
Planning and Building control provide a start/completion date 
of any developments on a quarterly basis to enable us to 
update the property database.  Information is 
provided/received from other local authorities on a monthly 
basis.
Records checked are: Registrars lists of deaths recorded in 
the area, local newspapers for the same purpose. Council Tax 
records, Street Naming & Numbering department for correct 
address.  Royal Mail for correct postcode.  We make contact 
by sending out letters and registration forms to new estates 
that were being built when the annual canvass was being 
East Cambridgeshire
conducted.  We send out rolling registration forms to people 
living in the homeless hostels.  We make the forms available 
from our website and in reception, we send out forms to 
anyone that rings and we are hoping to reintroduce welcome 
packs to the area, which will include registration forms.
East Devon
Receive information from iammoving.com, blank registration 
forms sent out with Land Charges Searches and paragraph 
East Dorset
included in all new Council Tax letters telling them to contact 
the elections office.
East Hampshire
East Hertfordshire
East Lindsey

---

Partnership working with Land Charges and Council Tax 
Departments to ensure information relating to new/deceased 
residents is provided on an on-going basis. 'Flyers are 
included with information sent out by both departments to 
ensure new residents are aware of the need to register. 
East Northamptonshire
Council Tax records are compared when there is any query 
regarding an application to register and these records are used
at Canvass to check non-repsonding properties etc.
Any notifications of deaths/moves are acted on when received, 
as aremonthly additions/removals to the register when notified. 
Telephone contact is made with relevant service areas 
(Council Tax/Registration Services) as appropriate.  Formal 
protocols are being developed for working with Council Tax.  
East Riding of Yorkshire
East Staffordshire
Receive weekly lists of potiential new movers from council tax, 
which we then write to including a registration form. Provide a 
welcome letter and information leaflet and application for 
Eastbourne
citizenship ceromonies.
We provide the Council Tax dept with the info to send to all 
new residents remindin tham to register with the electoral 
registration office.  We also have weekly updates from the 
Eastleigh
local registrar of deaths and use Council Tax records for 
checking entries.  Engineering send us regular updates of new 
properties that are being occupied within the Borough.
We have recently set up a system where the Contact Centre 
informs us of all moves in to and within the District.  We then 
generate a claim form.  We obtain reports (and delete electors)
Eden
from the Registrar of all deaths in the Penrith, Appleby and 
Carlisle Registration Districts and also reports of deaths from 
the local newspapers.
Council tax records and records of births , marriages and 
Ellesmere Port & Neston
Deaths, used regularly to verify. 

---

Liaison to establish current state of properties e.g. with 
developers of new properties and with housing associations 
Elmbridge
refurbishing large numbers of temporarily empty properties.
Council tax records are checked; Householdreg.form goes out 
with all new Council tax applicants and forms available in 
citizenship packs. However aware that we need to follow 
Enfield
through on multi occupied properties. 
Epping Forest
1.Regular meetings with Council Tax section to check details 
of new residents and if previous residents are still within the 
area. 2. Weekly lists of new residents are produced by the 
Council so that welcome packs can be sent out, these are also 
supplied to ERO. 3. Rolling registration forms are sent out 
addressed to new residents, prepaid envelopes are provided 
Epsom & Ewell
to try and encourage completion & return of these forms. 4. 
Letters that goes out to these residents also warns that they 
are not automatically registered to vote just because they pay 
Council Tax and the notes on the form also mentions danger 
of credit history being affected. 
Electoral Services Staff regularly visit new housing 
developments and undertake a mini canvass where 
necessary.  Updates on new houses in the Borough are 
Erewash
received from the GIS Officer.  Rolling Registration forms are 
distributed with new Council Tax & Benefits Applications
Exeter
Liaison with Council Tax to identify new residents/ changes of 
address then write out on monthly basis with rolling registration
form.
Fareham

---

The Contact Centre sends information received from movers 
to the Electoral Services office and voter registration forms are 
sent to all new occupiers on a daily basis. Voter registration 
forms are held with the One Stop Shops and are distributed on 
request.  A movers report is received from Council Tax on a 
daily basis to ensure that all movers are identified and forms 
sent.
Fenland
Records checked include: death records (daily); Council Tax 
records (canvass); housing records - new Council tenants 
(registration form in tenancy pack), some housing bodies 
(notification of tenancy change); University list of students 
(canvass); Education Service list of 16/17 year old pupils 
(annually); hostel tenancy changes (weekly); 
residential/care/nursing homes (canvass); HM Forces unit 
registration days (annually); Psychiatric Hospitals mental 
Fife
health patients (canvass)
Records of deaths produced weekly by the Registrar of Birth, 
Deaths and Marriages. Including records from neighbouring 
Authorities.  Access to computerised council tax and housing 
records.  Monthly records of people receiving housing benefits.
Records are checked daily.
Flintshire 

---

Proposal to have more pro-active approach this year to use 
council records, particularly council tax records to identify 
potential new electors and also to delete electors who have 
moved.
Forest Heath
Details received from Registrar of Birth, Deaths and Marriages 
on a weekly basis.  Details of changes to council tax accounts 
received weekly following which a letter and rolling registration 
form is sent to the property.   Details of new properties and 
changes to house names received from the Council's Land 
and Property department  and rolling registration forms 
despatched where applicable.  Council Tax Valuation report 
received at least monthly, new properties added and rolling 
registration forms despatched  if applicable. Local 
Forest of Dean
performance target set out in Council's Corporate Plan - 
updating the electoral registration database.  Also a target for 
processing voter registration forms within 2 days.
Electoral staff have access to council tax software, this 
enables checks on non responders during the annaul canvass 
and also during the rolling registration period information is 
also received notifying of deceased electors
Fylde
The ERO is in the process of establishing a procedure for 
identifying new occupiers/ home movers and writing to them 
with new registration Forms to help maintain an accurate 
register. Council Tax records are used regularly and steps are 
in place to also gain access to Housing records.
Gateshead

---

The ERO proactively checks the records that they are entitled 
to use throughout the year and in particular during the annual 
canvass. Council Tax records are checked on an ongoing 
basis to ensure that all properties and Council Tax payers are 
recorded, and as an aid to check that non-responding electors 
are still resident at the address. Register of Deaths information 
that is received from the Council Tax Officer via the Registrar 
is also used to delete deceased electors from the current 
electoral register. Any information of a death received from a 
third party is flagged on the register until such time as 
confirmation is received either from the Registrar or by receipt 
of a Death Certificate. Electors who are reported as moved, 
Gedling
remain on the register or flagged as such for the life of the 
register, or until confirmation is received from a Local Authority 
that the elector has registered with another Council  The ERO 
also investigates and obtains information from Caravan Parks 
at 2 locations in the Borough, at Killarney Park and Calverton. 
Registration letters are also sent to the Wardens of Care Home
When new Housing Tenancies are granted, a list of names and
The above records are checked weekly on an ongoing basis bo
When details of newly completed premises are completed and 
Lists of new owners and tenants are received from Council 
Tax on a monthly basis. Death certificates are received from 
the Registrar on a daily basis. A list of all school pupils who 
are 16 or 17 years of age is received in October from the 
Education Department. A list of all asylum seekers including 
name, address and nationality is received at canvass. A list of 
Glasgow City
empty houses is also received from G.H.A. and other housing 
associations at canvass. Information is received from the 
register of sasines regarding sales of houses. Copy of 
information received from G.C.C. customer care website used 
to contact customers. Applications form sent to new residents 
when house is banded for council tax.  
Forms marked EMPTY by canvassers are checked against 
Council Tax records: rolling registration forms which appear 
'odd' - multiple surnames, unusually large number of electors 
at a single address not known to be MO, applications with 
similar signatures - are followed up through Council Tax and if 
necessary the Police (SPOC). People who move house 
receive an electoral registration form with their initial CT bill.
Gloucester

---

Council Tax records are used to identify new residents or 
residents who have moved within Gosport and details brought 
to attention of Electoral Services. Letters and rolling 
registration forms despatched from Elections Office. Housing 
Section also used - they distribute rolling registration forms in a
Gosport
pack to new tenants.
Information from Registrars and Council Tax are  processed 
on a daily basis. Council Housing tenancy changes processed 
on a weekly basis. Information from residential/care/nursing 
homes,educational halls of residences, private landlords 
providing accommodation to students, secondary 
schools,shelters and hostels for those without permanent 
residences are all dealt with on an annual basis.The 
Grampian 
department is also proactive by issuing Voter Registration 
Forms when a new Council Tax Payer is advised of the band 
of their new property. 
I believe we exceed the standard because we use data from 
various sources within the Council as well as information from 
outside organisations.     Our minimum requirement is that we 
receive this information on a monthly basis but in reality this 
information is constantly checked.  We are in regular contact 
with our planning, housing and customer services departments 
to check for any changes and new movers into the area and 
our electoral team has limited direct access to the council tax 
system.     We liaise with our neighbouring authorities and 
Gravesham
advise them/they advise us of any new movers into/out of the 
area as well as receiving notification of deaths from the 
Coroners office.
Notes of any actions taken by staff or by canvassers are noted 
on the forms and scanned into our current electoral 
management system.
Council Tax records are used to verify non responding 
properties during the annual canvass. These are identified by 
a report from our software. Voter Registration forms are sent 
out with Council Tax home movers packs.  Death records are 
Great Yarmouth
received weekly from the Registrar. 

---

Greenwich
New residents in the borough are sent an electoral registration 
form as part of their welcome pack and this picks up many new
occupants for rolling registration throughout the year.  Council 
tax empty property list is also checked at the end of the annual 
canvass to cross-check it with our registers.  Information is 
Guildford
collected from Environmental Health regarding the occupancy 
of gypsey sites.  Housing are contacted regarding the council's 
residential homes and other properties in their care to confirm 
the occupancy of residents where necessary e.g. council 
house sign-ups.
Gwynedd 
We anticipate performing above the standard by the 
commencement of the 2009 Annual Canvass.
Hackney
Halton
Hambleton
Hammersmith & Fulham
Council tax records - deaths  (utilised to remove from register), 
National Land and Property Gazetteer - used to identify new 
and changed properties. The new Elections Manager will be 
Harborough
tasked with meeting this standard.
The ERO utilises a circular in the February edition of Haringey 
People to check and support the annual canvass and this goes
to every household. Council Tax has also been used and 
specific campaigns have been geared at specific groups such 
as European Electors.
Haringey
Council Tax, Street naming, Planning, Empty Homes & 
Register of Deaths.
Harlow

---

Housing department provide a rolling registration form in their 
home movers pack. The ERO receives and processes lists of 
all deaths in the area. The ERO requests information 
regarding the previous addresses of all persons registering to 
vote by means of the rolling registration form. This information 
is checked against the register to ensure electors are not 
registered twice. Forms are then sent addressed to the new 
electors from this vacated property If electors give a previous 
address in another local authority area this information is sent 
Harrogate
to the appropriate ERO to enable them to update their register. 
Empty property lists are obtained from the Housing department
towards the end of the annual canvass and used to confirm 
which non-responding properties are in fact empty. Towards 
the end of the the annual canvass some of the non-responding 
households are checked against Council Tax to confirm where 
electrors appear to still be resident and this ensures that those 
electors are not deleted through the 2 year non-response 
procedure.
During the annual canvass period the ERO uses lists of void 
properties from the Housing department and Council tax to 
verify that properties reported as empty on the canvass return 
are confirmed as empty on other records held by the Council.  
Harrow
The Council tax database is used throughout the year to verify 
information on canvass and rolling registration applications to 
verify the information provided.  The council tax records are 
not used to verify every application but to check possible 
anomalies.
Liason with URO at Aldershot Garison and RAF Odiham, Use 
of IBS Council Tax Database, established links with all 
adjacent BMD registrars to receive death information, links 
Hart
with Revenues team within authority.
Monthly contact with Council Tax/Bereavement Lists from 
Registrars & Cemeteries/LLPG/Rolling Registration 
information from other EROs/Nursing Homes/Local Builders.  
Attendance at Citizenship Ceremonies, currently running more 
Hartlepool
than once a month.  Attendance at local colleges to encourage 
electoral participation and issue of 18th Birthday cards from 
information provided by Connexions.
Hastings

---

Council Tax records, in particular, are checked both during the 
annual canvass and ad hoc as necessary throughout the year.
Havant
Performance Standard 1
We believe we are above the performance standard for using 
information sources to verify entries on the register of electors 
and to identify potential new electors.  
We currently check other Council records to verify entries on 
the register of electors and to identify potential new electors:  
Council Tax, Street naming and numbering section, Registrar 
of Births, Deaths and Marriages re. Deaths.  
With regards to new British Citizens, we provide congratulation 
cards together with new Electoral Commission registration 
form/leaflet. 
We are liaising with Children's Services for lists of names and 
Havering
dates of births of all 16/17 year olds in the Borough. 
On a monthly basis, Council Tax provide their lists of new 
properties added to their database for our use.  
We pro-actively monitor new developments and send out 
registration forms to new properties once we know building 
work is completed.
Supporting documents:-
Sample of records used.
Congratulations card.
Claims that are received via Electoral Commission, or 
download from website, we will check against Council Tax 
record to clarify if the elector has moved in and if the previous 
Herefordshire
electors have moved out.  If we cannot clarify then we will ask 
for proof of id.  We also receive information from Housing 
Association and Letting Agencies of new occupancies.
Hertsmere
High Peak

---

The ERO is also the Assessor and therefore responsible for 
the production and maintenance of the Council Tax List and 
Valuation Roll so the register reflects any changes 
immediately.  Staff have online access to the finance 
authorities' CT billing and benefits systems to allow checks to 
be made at any time.  Arrangements are in place for all deaths 
to be notified to us by the Registrars.  The local authorities 
provide lists of HMOs for checking and doorstep canvass as 
Highland and Western Isles  necessary, and the local education authorities provide details 
of all 16 and 17 year olds in school.
Hillingdon
Hinckley & Bosworth
Horsham
Information is sought and received from the Education, 
Council Tax and Registrar of Births, Deaths and Marriages 
Departments on changes of occupancy and either appropriate 
forms are sent to those properties where new electors are 
Hounslow
assumed to be or reviews are held to delete those electors 
who it is assumed are no longer there. Rolling registration 
forms are included in the packs sent out by Council Tax to new
tax payers.
The Council Tax department notify us of new occupiers ans a 
claim form is sent to all new occupiers, and forms are sent to 
Huntingdonshire
all new properties we are notified.  We also have forms in our 
Customer Services Centre and area offices.
During the annual canvass ERO staff use Council Tax records 
to collect information about properties where a canvass form is 
not returned or where a canvasser has not done the work 
required.  During the year staff receive information from the 
Registrar's Office and use reports in the local press to ensure 
Hyndburn
deceased persons are removed.  We also receive  notification 
form the Planning and Transportation Department about new 
properties enabling us to add them to the Register and send 
forms.  We hope to put a system in place whereby Council Tax 
staff will send registration forms with amendment notices. 
The ERO does currently proactively check other sources to 
Ipswich
validate data but does not have a system in place for recording
when these checks are made.

---

Isle of Anglesey 
Isle of Wight
1. We have continual access to Council Tax records 2. We run 
a scheme with C/Tax whereby each new bill enquiry is posted 
a rolling registration form and return envelope as part of the 
pack. 3. We receive a spreadsheet each month from Homes 
for Islington with updates/changes to tenancy info so we can 
target them. 4. We receive Death Lists from Registrars to 
remove deceased electors. 5. We attend Citizenship 
Ceremonies each week to register new British citizens. 6. We 
Islington
included rolling registration forms in a Welcome Pack that has 
been dispatched to 6000 addresses as part of a pilot run by 
the Corporate Communications team. 7. We are launching a 
new idea with the Contact centre who will check that every 
caller is registered to vote and if not will generate an e-form for 
us to make direct contact with them.
Records from the Registrar of Births and Deaths are used to 
update the register weekly; changes notified to the LLPG are 
notified as they occur; changes notified to council tax are 
currently identified on an ad-hoc basis, but it is planned they 
will be directly targeted in 2009; Housing Benefits and 
Residents Parking records are also regularly inspected. 
Kensington & Chelsea
Use council tax records, LLPG and other sources to send out 
new forms and make amendments to the register as and when 
Kerrier
necessary.  Daily checks along with weekly notifications from 
valuation office then new forms sent.
Kettering

---

Ongoing and continuous.  Council Tax/Benefits; CIC and 
Planning
King's Lynn & West Norfolk
Kingston upon Hull
•Council tax records checked throughout the year to validate 
information.  
• Lists of "new" council tax accounts are received each month 
and all properties on these lists are targeted with rolling 
registration forms.  
• The department receives monthly lists from the Registrar of 
deaths to ensure deceased electors are removed from the 
register.
Kingston upon Thames
• Lists of new British citizens are received from the Registrar 
and these citizens are targeted with rolling registration forms.
• Details of students living in halls of residences are received 
during the annual canvass to ensure  all students are 
registered to vote.
• All new properties are targeted with a household voter 
registration form.
The ERO uses a number of records to ensure a complete and 
accurate register of electors.  These include council tax 
records which are used both during the annual canvass and 
throughout the year.  Towards the end of the canvass all two 
year non-responding properties are checked and the names 
are retained if confirmation is obtained from council tax.  The 
records are then inspected on a weekly basis, when a data file 
of all properties receiving a new bill is checked, this allows the 
ERO to send a multiple voter registration form to such 
Kirklees
properties to pick up new residents.  Housing benefit records, 
university records, death lists, social services lists of 
residential homes, lists of 16/17 year olds from all schools in 
the area and lists of asylum seeker properties are also 
inspected.  During this year's annual canvass builders and 
estate agents were contacted to check the status of new 
developments because of the downturn in the housing market 
and to prevent wasted contact by canvassers.
Knowsley
In addition toCouncil tax records we use information from 
Housing voids, new properties and all new residents contactng 
Lambeth
council tax are automatically sent 2 voter registration forms 
with the Council tax pack information is also suppled by the 
Council Eviction team. 

---

Checks are made on Deceased Notices from Registrar, 
Council Tax and Housing Department records of  Unoccupied 
properties. A pilot scheme is underway comparing register to 
Lanarkshire 
Private Landlords Register. IT limitations are hampering 
development of a proactive name check exercise against 
Council Tax records.
We send rolling registration forms out with all council tax bills 
and include a rolling registration form in the Councils welcome 
packs that are provided to polish and other eastern europeans 
moving into the area via our Communications Team
Lancaster
Leeds
Attached schedule of records checked.
Leicester
Lewes
Information received from other authorities on home movers is 
used to update the register and the Superintendent Registrar 
provides a monthly list of deaths which is used to remove 
names. Council Tax records, which are available on-line to all 
Electoral Services staff, are used to verify entries on the 
register both during the annual canvass and regularly at other 
times of the year. 
Lewisham

---

We have on-line access to Council Tax records and use at 
canvass time and during the year to resolve queries.
Lichfield
 Council Tax records are used to confirm elector details and 
rolling registration forms are sent to new movers.  Information 
regarding both electoral registration and elections is displayed 
Lincoln
when students log on to their computers. 
We can demonstrate that we have pro actively used other 
sources of information, and have made contact with new 
residents. We use university halls of residence, and housing 
associations providing accomodation to contact potential 
electors. We include Rolling Registration forms with our 
Citizenship packs, when people apply for British Citizenship. 
We liaise with Council Tax, Highways and the Gazeteer 
Holder, and thus the Land Registry, in respect of new 
Liverpool
properties and send RR forms to the new occupiers. We 
compare the register data base with the register of HMOs. 
Much of the contact is by telephone, on an individual basis and
this contact is recorded on the relevant form, which is scanned 
into our data base. 
Electronic lists of new Council Tax payer information are 
received monthly from our 4 constituent councils. The ERO 
checks these lists against current elector information for each 
household and where appropriate issues a letter to each 
individual inviting them to register via a voter registration form 
supplied for that purpose. Information is received weekly from 
Lothian 
local registrars notifying deaths which are then removed from 
the register.
Arrangement are in place for the Council Tax Department to 
send voter registration forms to all new occupiers upon 
Luton
notification. 
Council tax and GIS mapping are used to identify new 
addresses etc and to validate elector details if required.  
Rolling registration forms are sent out with council tax bills to 
new account holders and lists kept of where they are being 
sent.  
Macclesfield

---

Records Checked: Death List from Registrar (several times 
each week), Council Tax (as necessary), Private Sector 
Housing (as necessary)
Maidstone
Maldon
We access Council Tax information system to collect 
information.  Monthly we receive copies of the Valuation Office 
List of property bandings and then make contact with any of 
Malvern Hills
the properties we need to.  Our Customer Service staff use the 
information they gather to generate voter registration forms for 
us.
Manchester
We use Council tax and othe council records where applicable 
throughout the year. (level 3).  Re measures to reach level 4 
standard we also send out ER3's with Ctax bills, when time 
allows check ctax records when ER3's are received to track 
potential new addresses of the previous residents who are 
Mansfield
flagged for removal at end of life of register , when time allows 
we check ctax records for non responding properties  to 
doorstep canvass to identify empty properties on 15/10 and 
amend register accordingly and send ER3's to new residents 
identified.    
The ERO makes use of a weekly death list provided by the 
registrar, details of new properties added by Medway Council's 
Street Naming & Numbering team, and new properties added 
by c/tax department. The ERO has constant access to c/tax 
Medway
records and forms are sent out on behalf of the ERO by c/tax 
to all new households. 
Council tax records, information received from rolling 
registration, local newspapers, List from Registrar refering to 
Melton
deaths.
The ERO has access to Council Tax, Benefits & Registrars 
data.  This information is accessed throughout the year and 
electoral registration data is matched against it.
Mendip
Merthyr Tydfil 

---

Council tax accessed during all of year to assist verifying of 
names, moves and removals, and to check voids during 
canvass. Deaths received from local and surrounding 
Merton
registrars throughout year. Year 10 schools records checked 
for inclusion of attainers on canvass returns. Residential 
homes, landlords and estate agents contacted during canvass.
When resident moves or dies send RPF to empty property.  
Send RPF to all void properties after canvass and prior to 
election. Check Council Tax to double check to see if a 
Mid Bedfordshire
property is occupied or vacant. Receive information from 
Council Tax when  new properties are finalised and habitable - 
send RPF. 
Mid Devon
We use the lists of deaths sent by the Registrar, and Council 
Tax records, throughout the year, to validate the data held on 
Mid Suffolk
the Electoral Register.
Council tax records are referred to throughout the year to 
check/validate elector and property details 
Mid Sussex
Records used: Council Tax Database, Council Tax Empty 
Property Lists,  Transport & Design Services (Planning) 
Information, Erimus Housing Lists, Middlesbrough University 
Accommodation Lists, Middlesbrough Hospital 
Accommodation Lists
Middlesbrough
Milton Keynes
The ERO refers to Council Tax records, together with records 
held by Mole Valley Housing Association. The ERO also 
contacts developers directly to ascertain when residents will be
in occupation. The planning website is regularly checked in 
order to monitor planning applications for new dwellings that 
have been received by the Local Planning Authority.
Mole Valley
Monmouthshire

---

N Lanarkshire
The following records are routinely checked to verify and 
validate data held on the electoral register; Council Tax 
Valuation Records, Valuation Report Updates, Planning 
Report Updates, Street Name & Numbering Updates, 
Registrar of Deaths Updates, Cross Checking of Current Void 
Neath Port Talbot 
Properties with Council Tax Records during the Annual 
Canvass, Cross Checking of property database with LLPG.
  The ERO checks Council Tax and Housing Tenant records at 
Canvass Time.  Throughout the year contact is made with 
potential electors by using information from our Council Tax 
New Forest
section on changes in their records.  Constant checks made 
throughout the year for verification/checking accuracy etc.
The ERO proactivley uses data from council tax records to 
establish changes in occupancy and elector movement outside
the district to other local authority areas.  From this information 
the ERO will send out voter registration forms.  In addition 
Newark & Sherwood
information is received from the Registrar of any deaths.  
Records used: Council Tax Database, Council Tax Empty 
Property Lists,  Transport & Design Services (Planning) 
Newcastle upon Tyne
Information, Erimus Housing Lists, Middlesbrough University 
Accommodation Lists, Middlesbrough Hospital 
Accommodation Lists
Newcastle-under-Lyme
Records from the Registrar of Births and Deaths are used to 
update the register weekly; changes notified to the LLPG are 
notified as they occur; changes notified to council tax are 
currently identified on an ad-hoc basis, but it is planned they 
Newham
will be directly targeted in 2009; new contacts at the council's 
local service centres and to the contact centre are provided 
with an application if they are not currently registered.
We have online access to council tax records, plus we are 
informed of all new accounts. New properties are notified to us 
by our LLPG section. We maintain a database of all year 11 
pupils to ensure they are added at the appropriate time.
Newport 
North Cornwall

---

The ERO is pro-active in identifying and contacting persons 
who may be entitled to register.  Information is received 
monthly from council tax concerning new accounts; information
concerning new properties and developments is received from 
Street Naming and Numbering on a continual basis and 
registration forms are sent as soon as new properies are 
added to the electoral database.   We are currently developing 
North Devon
a system of accurately identifying new properties with the 
officer responsible for GIS.  We are also working with the 
LLPG officer to establish a system of accessing new address 
details direct from the LLPG hub.  
The Council will achieve the performance standard at level 3 
by March/April 2009 with the work being carried out in relation 
to the CORE project.  Further details are provided under 
Performance Standard 2 below.
North Dorset
We check housing records and council tax records for 
verification/checking purposes.  We use the information 
received from the Registrar of Births, Marriages and Deaths to 
delete those electors as advised through weekly notifications
North East Derbyshire
Close liaison is maintained with the Council Tax section of the 
Council and access is permitted to their computerised records 
for checking purposes. Plans are regularly received from the 
Street Name and Numbering Oficer of all new developments 
and these are checked against Council Tax records. Lists are 
received weekly from the Registrar's Office which enables the 
removal of names of deceased electors. Notifications of 
deletions received from other EROs are processed during the 
monthly rolling registration process and the annual canvass. 
North East Lincolnshire
Liaison is maintained with the provider of social housing in the 
borough, eg. the notification of demolished properties, lists of 
void properties during the canvass.

---

1)Forms are sent with every new Council Tax account. We 
have these printed on a different colour paper so we can 
monitor their return. 2)We have access to "read only" Council 
Tax records to check details during the canvass and Rolling 
North Hertfordshire
Reg periods.3) We request lists to be sent from the Local 
Registrars' office re deaths 4) Joint working with neighbouring 
authority to place advert in local magazine to promote 
Registration. 5) Advert in local school Prospectus to promote 
youth registration
Voter registration forms are included in Local Land Charges 
Information packs that go out to new occupants.  Planning 
provide the section with details of new properties and there is 
access to regular lists of electors who are deceased.  All types 
of application forms are available on request from the council's 
website.  The three RAF bases in the area are issued with 
service voter registration forms and information leaflets 
annually at the start of the canvass. At the third stage of the 
canvass information slips are left at empty properties asking 
North Kesteven
new occupants to contact Electoral Services for registration 
forms.  Checks are made with Council Tax to confirm details 
provided on forms e.g. if the spelling of a name is difficult to 
read, or if the staff member feels the information given is 
doubtful.  Local access offices provide a further point of 
contact throughout the district and pass on information 
received from new occupants or those reporting family deaths. 
North Lincolnshire
North Norfolk
Council Tax records used, roadshows at four market towns 
promoting registration, particularly in relation to foreign 
North Shropshire
nationals i.e. Polish etc.
We received monthly reports of newly occuppied properties or 
changes in occupation from Council Tax and despatch Rolling 
Registration or Canvass forms accordingly. We receive regular 
downloads of information regarding new properties from the 
North Somerset
corporate gazeteer. We receive weekly reports of deaths from 
the Registrar of Births, Marraiges & Deaths office on a weekly 
basis. We liase with relevant departments on enquiries as they 
occur.
North Tyneside
Council Tax, Registrars Return of Deaths List, Building Control 
North Warwickshire
and Housing records are used to verify entries.
The records we use to check against and the frequency we do 
this have been set out in an action sheet to demonstrate how 
and when they are used. These include the register of deaths, 
North West Leicestershire
births and marriages, council tax records, housing records and 
communication from our Customer Services Centre.

---

Records checked Births & Deaths Weekly, constant checks 
Northampton
against Council Tax as required, Council Tax voids, Lists of 
residents at Halls of Residence. 
Norwich
The ERO does not proactively check other records to verify 
entries on the register other records are only checked where 
information received is unclear or missing. All new applications 
for registration and notifications from other authorities and the 
registrars’ office are processed and other records are checked 
if necessary. The ERO is not currently carrying out reviews of 
properties where new applications are received.
However the ERO does ensure that a variety of records are 
checked on a regular basis to identify new residents so that 
they can be contacted and given the opportunity to register. 
Nottingham
On a weekly basis Council Tax, Building Control and LLPG 
teams send through reports which indicate when properties 
have become occupied and  registration forms are then sent to 
these properties. 
The ERO has supplied Nottingham City Council's housing 
offices with registration forms and new tenants are asked to 
complete a form, at the time of signing their tenancy 
agreement, this occurs on a daily basis. 
Nottingham City Council's Registrars’ office supply Electoral 
Services with the details of all new British citizens, so that a reg
Updates are actioned when new propertes are identified by 
planning and building control and forms issued to the new 
address. Council tax records are used on or about 15 October 
Nuneaton & Bedworth
to establish empty properties.
Oadby & Wigston
Use Land Charge records, Royal Mail, Council Tax, Youth 
service & information from other LA's.
Oldham
Orkney and Shetland 
Oswestry
Council Tax records are inspected. We also use the returns 
from the Registrar of Births Deaths and Marriages. All new 
Oxford
properties have forms sent to them ojn their completion.
Use is made of the following - council tax records, local 
gazeteer, street naming, development and building control, 
Pembrokeshire 
use of canvassers (during canvass time) and contact made 
with the local Polish Association.

---

The Register is updated throughout the year with information 
received from other Authorities, the Registrar and Council Tax 
records.  Council Tax Records are also used during the annual 
canvass to verify the occupants at a property or assist with any
queries.  Rolling registration forms are sent out with all new 
council tax accounts and to new Housing tenants.  Registration
forms have also been provided to estate agents/letting agents 
and housing associations for distribution and posters and 
Pendle
leaflets about registering to vote are sent to the local sixth form
college.  The ERO writes to the residential care homes in 
March with a list of residents currently registered and rolling 
registration forms for any new residents that have moved in 
since the register was published.  Upon receipt of completed 
rolling registration forms Council Tax records are checked to 
see if the current electors have moved out and if a forwarding 
address is given forms are sent.
Penwith
Continual liaison, checks and updates are carried out 
throughout the year with Council Tax, Housing Dept, Benefit 
Fraud Team and the Registrar.  Documentary evidence of 
residency at property is always requested for rolling 
Peterborough
registration.
Plymouth
Applications sent out with Council Tax Bills dispatched during 
the year. Publicity given to Electoral home mover project. 
Records obtained from Council Tax register along with other 
Council registers and inforamation from nursing homes and 
hospital accomodation and further education establishments.
Poole
This authority has access to council tax records.  Addresses of 
those who have recently moved in receive a letter and a voter 
Portsmouth
registration form.  This is carried out once per week. 
Powys 
Preston

---

The ERO has access to the Council tax database and 
regularly uses these to cross match records throughout the 
year.  Also a leaflet is sent with all new Council Tax billings to 
encorage people to register at their new address.  The 
planning section provides a list of completions which are 
Purbeck
entered onto the system and a registration form is sent o those 
new properties throughout the year.
Council Tax database is regularly checked (Academy). Above 
Performance standard being pursued. In 2009 will attend 
community meetings - details of dates and locations obtained 
from Community Liaison Officer in Policy. Also to attend citizen 
ceremonies and include ER3 forms in new residents' welcome 
Reading
packs and ER3's for completion with parking permits, as proof 
of residence necessary in order to obtain a permit.
Redbridge
1) The Council Tax department produces a property report that
lists 'changes of circumstances'. The report includes new build 
which haven't been previously occupied as well as movement 
within the Borough and changes to current occupancies, 2)The
ERO receives and processes lists of all deaths in the area, 3) 
The ERO requests information regarding 'previous address' of 
all persons registering to vote. This information is then 
checked against the Electoral Register and forms are sent to 
the previous property. If electors have moved into the authority 
Redcar & Cleveland
from another local authority this information is sent to the 
appropriate ERO.4) Empty property lists are obtained to 
confirm which non responding properties are empty, 5) 
Demolition lists are obtained and used to remove properties 
from the Electoral Register, 6) Lists of new citizens of the 
Borough are obtained from the Registrar and sent a rolling 
registration form, 7) Birthday cards are sent to 18 year olds, 
8)'New Build' lists are obtained and used to create new streets 
and properties and then sent a rolling registration form, 9) Towa
We use the Council Tax data base to cross-check information. 
We include a ER3 form with all Council Tax amendments and 
the "Hub" internal Customer Relations Management computer 
system picks up and notifies any changes reported.
Redditch

---

Throughout the year Rolling Registration forms are sent out 
with Council Tax inform to all newly occupied.  Council Tax 
records and records of Deaths are also inspected.
Reigate & Banstead
All transactions recorded by Registers of Scotland are 
matched to system and registration forms are sent to all 
transactions that relate to change of occupancy.  For let 
Renfrewshire 
properties, tenancy changes are notified to us and a similar 
process is followed. Additional information supplied by such as 
University and other establishments with residents.
To identify new properties during the year, we regularly receive
a  copy of the property list which Council Tax list send to the 
Valuation Office. We also inspect the Council Tax database 
during the year to check whether for changes of occupancy. 
Where we find such changes, we make further checks to find 
out whether we can identify any other properties in the chain 
Restormel
where there may be potential new electors and we send them 
a rolling registration form.  We also regularly receive 
information from our Street Naming and Numbering team. 
Details of deceased persons are regularly received from the 
Registrar of Births, Deaths and Marriages.
Information is sought from various sources, such as Council 
Tax, Housing Benefits, Registrar Births and Deaths, etc.
Rhondda, Cynon, Taff 
Ribble Valley
We use council tax records, street name and numbering, front 
line, Housing Dept, information from other authorities. Our 
forms are sent out with all new council tax accounts. Our forms 
are contained in the pack given to all new British Citizens at 
their Citizenship Ceremony. In January/February we send 
Richmond upon Thames
confirmation letters to all households and review all electors 
who have moved.
Checks against Council Tax and Housing records, both 
sections have a supply of registration forms.  Contact is made 
Richmondshire
to properties where electors have moved out of.

---

Rochdale
In addition to the information obtained during the annual 
canvass and rolling registration applications throughout the 
year, the following sources are used to verify entries on the 
register. (i) Register of Births & Deaths - details rec'd and 
updated monthly. (ii) Council tax records -  used to confirm 
information  (iii) Housing records – liaise  with local housing 
association to confirm data   (iv) Councils website for 
notification of moving and  'Iammoving.com' (v) Personal 
canvassers  employed outside the canvass period  to visit new 
Rochford
developments once completed (vi) High occupancy and 
nursing homes  - contact made during the canvass period and 
pre-election to update records (vii) Data checked against GIS  
and local  land/ property gazetteers records (viii) Visits to local 
caravan parks to monitor property changes (ix) Planning and 
building department -   consent and completed notices 
updated, mail shots and personal canvass undertaken (x) 
Local schools  and colleges – information posters provided to 
encourage participation (xi) Estate and letting agencies  
contacted for  updated information (xii) Recorded delivery letter
During the annual canvass the ERO's staff use the Council 
Tax database to collect information about any properties 
where a canvass form is not returned or where the work of a 
canvasser is in doubt.  During the year staff collect information 
from the Registrar's Office and local press publications to 
ensure deceased persons are removed.  We also receive 
notification of new properties from our Building Control Section 
which allows us to add properties and send out registration 
Rossendale
forms and we are setting up a system so that Council Tax will 
send registration forms to home movers with part year bills.
We are operating at level 4 but need to produce documentary 
evidence to support the assessment
Rother

---

We receive data from C Tax every week and write to potential 
new occupiers with rolling registration forms and explanation. 
We receive info from Registrars of BDM in Rotherham and 
colleagues in S Yorks let us know of deaths reported to them. 
We also receive information on deaths from the Government 
Initiative "Tell us Once."  We have access to the Council Tax 
Rotherham
database which we use on a daily basis to help resolve 
queries or verify information.
Rugby
Rushcliffe
Rushmoor
Reports from the Registrar for Births and Deaths are 
processed on receipt and checks with the Council Tax Section 
are undertaken throughout the year, both in terms of rolling 
registration and the annual canvass.  
Rutland
Ryedale
Salford

---

Supporting Evidence:  (a) Procedure for Maintaining the 
Integrity of ER Data Extracts (Process maps - Rolling 
Registration; New Property Records; Demolished Properties; 
Council Tax Records; Void Properties; Recorded Deaths; 
Social Housing; Canvasser Log Sheets; Underperforming 
Sandwell
Canvass Returns); (b) Explanatory note re Citizenship 
Ceremonies and Annual Citizenship Event)
Voter registration forms are sent out with any new Council Tax 
bills for residents who have moved into or within the Borough.  
Building Control provide a periodic lists of new property 
completion notices and we cross reference with Council tax 
and send out voter registration forms. A List of residential and 
nursing homes is kept and in addition to the annual canvass 
form we supply them with  voter registration forms to try to 
ensure that people are registered at their new addresses as 
soon as possible.  Receive and process list of deaths in the 
Scarborough
area.  When we received a voter registration form with a 
previous address on it we cross reference with Council Tax to 
ascertain if someone else has moved into the previous 
property and if they have we send out a voter registation form. 
If we are notifed that they haved moved from an address 
outside the Borough we notify that authority so that they can 
remove the electors names from their register.  Forms are 
provided to Registered Social Landlords for distribtuion in their 
new tenancy packs.
Council tax records are checked, information is received from 
Registrars and secondary schools during canvass period to 
identify attainers who are then contacted individually inviting 
them to register. Voter registration forms are issued to all new 
dwellings which are added to the Council Tax Valuation List
Scottish Borders

---

The ERO uses a number of records to ensure a complete and 
accurate register of electors as follows: 
1. The Council Tax section provides a file of addresses on a 
weekly basis of all properties where there has been a change 
of liable party. This will include new properties which have not 
been previously occupied and properties where there are new 
occupants.
This file is then checked against the register of electors to 
ensure no duplication of work, for example, residents may 
have themselves been proactive in registering under the rolling
registration procedure so no new form would be sent. It would 
also highlight where the change in billing is because someone 
has died and there are no new occupants. 
Sedgefield
Two rolling registration forms are then sent to each of these 
properties and additions are dealt with under the monthly 
rolling registration process. 
2. The ERO receives and processes daily lists of all deaths in 
the area.
3. The ERO requests information regarding the previous 
addresses of all persons registering to vote by means of the 
rolling registration form. This information is then checked again
4. A list of all residential care homes is kept and an in house firs
5. Towards the end of the annual canvass all non-responding h
6. An annual data cleansing exercise is undertaken . A letter is 
Council Tax records are checked at regular periods through 
the year. ER3's are sent out with new council tax bills. Monthly 
lists from Registrar of Deaths used to remove electors where 
necessary. ER3's included in the local authority benefit claim 
Sedgemoor
packs to attempt to capture new electors that are normally 
hard to reach.
We can no longer check against other useful council records, 
such as Housing and Council Tax because they have been 
trasferred to private companies, who no longer allow for tit for 
tat exchange of information.  We are able to check and 
confirm odd addresses throughout the year, but cannot make 
secondary checks during the canvass. We are hoping to 
Sefton
address this matter, but for the time being it is not beneficial to 
wither of us  We therefore undertake a "mini-canvass" prior to 
an election period to freshen up the register and promote the 
election and postal voting.  Naturally the biggest constraint on 
this is funding and with 2009 being our "free" year, the majority 
of our budget is being given up against savings.

---

1. We actively work with Council tax who provide weekly lists 
of new records. This includes house moves and new 
properties that come on line. Selby is a growing authority as it 
increases as a travel to work area for our large metropolitan 
neighbours.  2. We work with our new town centre one stop 
shop, Access Selby, who provide rolling registration 
applications to visitors.  3. New "RR" applications for 
"occupied" properties lead to checks with CTax that the moves 
Selby
are genuine and to ascertain where the previous occupiers 
have moved to, this allows us to send off new RR applications. 
4. Arrangements are in place for Housing to update us with 
new tenancy agreements or ghange of occupancy details.
1. Checks are made of the Council's council tax records 
throughout the year to verify information (if necessary) and the 
Council's social housing records during the annual canvass to 
obtain information on homeless persons. 2. Information on 
new occupants is provided by the council tax section on a 
weekly basis and rolling registration forms are sent out 
Sevenoaks
accordingly throughout the rolling registration period. 3. The 
electoral web page enables electors to download a rolling 
registration form at any time. 4. We receive weekly 
notifications from 3 local Registrars of Deaths. 5. We provide a 
supply of rolling registration forms for residential care homes 
to use throughout the year.
Sheffield
Claim form sent via council tax for new occupants.
Shepway
Examples - Citizenship ceremonies - registration forms 
supplied as part of their citizenship pack. Homemover pack 
issued by Council Tax includes rolling registration form.  
Monthly letters to OAP homes asking if new residents have 
moved in or out.  If "yes" rolling registration form issued to new 
occupants.
Shrewsbury & Atcham

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We make use of the Council Tax and Housing Benefits 
Register, LLPG and Housing Management records.  These 
records are checked on a regular basis throughout the year.
Slough
Monthly cross reference with LLPG to identify properties.  
Regular updates from Transport and Highways teams. Regular
updates on notification of deaths. Check empty properties.
Solihull
A new resident registering through the Council Tax (CT) 
Service would be sent rolling registration forms. Regular 
contact is made with the Valuation Office.  Notifications of 
bereavement to the  CT service are circulated to the ERO. 
Obituaries columns of the local newspapers are checked 
South Bedfordshire
weekly.  Claim forms are sent to properties following a 
bereavment
Regular reports from Registrar of Births & Deaths.  Building 
Control monthly reports received to identify demolished and 
completed properties to send a voter registration form.  
Council tax records checked for occupiers of new properties 
on an ongoing basis.  Reports from "Iammoving.com" are 
South Bucks
received daily. Arrangements made to receive regular reports 
of new Council Tax accounts created in order to proactively 
send voter registration forms.  Council Tax records used, 
where possible to validate entries during the canvass and also 
confirm empty properties.
Council Tax department send VRFs to all new occupiers upon 
notification.  The Housing department help all new occupiers 
of council properties to complete the forms - which are 
South Cambridgeshire
included in the new home pack.  All homes built in new 
communities include a VRF in the new occupier pack.
South Derbyshire
South Gloucestershire
South Hams

---

Council tax records are checked regularly to identify potiential 
new electors and rolling registration forms are sent - this 
process starts after completion of the annual canvass each 
year.  Council tax records are used to valididate data received 
on annual canvass and rolling registration forms.  Notifications 
of deaths received from Registrars and other Council 
departments and notifications from other ERO are actioned on 
South Holland
receipt.
Up to 200 change of circumstances notifications per week 
from the Council's Customer Services Centre.  A letter and 
rolling register form is sent to the outgoing and incoming 
occupiers, with  a reminder letter after three weeks.
South Kesteven
Electoral Services staff have permanent 'read only' access to 
Council Tax records therefore no record is kept of how many 
South Lakeland
inspections are made.  Enquiries are also made of housing 
records but to a lesser degree and these are not recorded at 
present.
The electoral team and council tax team send out a welcoming 
pack to new residents to addresses in South Norfolk, whether 
they have moved within the District or are newcomers to the 
District. With this welcoming pack is enclosed a household 
voter registration form and is generated when council tax 
become aware of new residents.  This is carried out all the 
year round. We are currently investigating obtaining regular 
South Norfolk
updates from local housing associations concerning changes 
of residency 
Check Council tax records and returns from Registrar of 
Deaths. Act on information passed on by other departments.
South Northamptonshire
Use council tax records throughout the year and annual 
canvass period.
South Oxfordshire

---

South Ribble
South Shropshire
We have access to information from all phone enquiries made 
to the council regarding changes to occupation. We then post 
South Somerset
out rolling registration forms to all new occupiers
South Staffordshire
To reach this standard we:
Throughout the year
• Receive and process lists of deceased electors, on a weekly 
basis, from all registrars offices in the Tyne and Wear area.
• Receive lists of demolished / completed properties, on a 
weekly basis, from the Corporate Information Team.  The 
properties are added or removed from the register as 
appropriate.  Rolling Registration / Voter Registration forms 
are sent to any new properties added to the register.
• Send Rolling Registration / Voter Registration forms to 
households following British Citizenship Ceremonies.
During the rolling registration period
• Receive lists of properties from Council Tax on a weekly 
basis, where new or amended bills have been requested.  
South Tyneside
Rolling Registration forms are sent to all of these properties.
• Send and receive letters to and from other local authorities re 
movements in and out of South Tyneside, so the relevant 
electors can be deleted from the relevant register of electors.
During the Annual Canvass Period
• Receive a list of 16/17 year olds from South Tyneside 
education department. These young people are targeted during
registered to vote.
• Check all remaining non responding properties, after the door
anyone who we can confirm has moved out of the property befo
We use Council Tax to check any empty properties, also any 
forms which look as if someone hasn’t crossed off the previous
electors and we request a specific report from Council Tax on 
15 October regarding properties empty on the qualifying date. 
Southampton
We also use the notification list from the registrar regarding 
deceased electors. We supply the housing department with 
registration forms for new tenants and also include a form in 
the packs given to new citizens.

---

• Annual canvass / rolling registration applications
• Use of Council Tax records
• Weekly collection of information from the Council’s Registrar
• Use of private sector housing records
• Information from citizenship ceremonies
• Items of correspondence
• Information conveyed to the Electoral Registration Officer 
Southend-on-Sea
(ERO) and his staff in the period leading up to an election and 
on polling day itself
Southwark electoral services staff talk to new citizens and their 
guests at the citizenship ceremonies. Registration forms are 
sent to residents, and the information of those living outside 
the borough provided to colleagues. This is a pilot at present, 
and will be assessed for effectiveness.
Southwark
If post returned undelivered by Royal Mail we follow up with 
reference to council tax records etc & try to establish a contact.
When rolling registration forms are received we ask if previous 
residents have moved out from new occupiers and follow up.  
Spelthorne
We receive notification of death lists which are actioned.  
Planning lists are received so that when new properties 
completed we can write to them & issue rolling registration 
forms.
Council tax inserts a Rolling Registration form with every new 
occupier pack. Registrar of Deaths is sent to us periodically via
council tax. Every february the ERO sends a letter to every 
St Albans
household confirming who is registered at that address.

---

There is year-round dialogue with Council Tax, with 
information on new occupations being fed through and the 
section having electronic assess to query the Council Tax 
database at a basic level to verify information.  The Council's 
housing stock is held by Havebury Housing Association.  
There is liaison with Havebury when their refurbishment works 
lead to residents being moved (either temporarily or 
permanently) and over individual properties in the residents 
are elerly - wardens co-operate in distributing registration 
St Edmundsbury
forms during the autumn canvass if necessary.  The section 
receives the Registrat's "death" lists and uses this and any 
local intelligence about people who have died.
Council tax and registrar's records are checked throughout the 
year.
St Helens
Stafford
Level 4 -  care homes  contacted each Spring following checks 
with County Social Services of current status. Daily use of 
CRM system to identify home movers (includes new build 
coming on stream) and updates of deceased.  List of deaths 
Staffordshire Moorlands
from Registrar also consulted and register adjusted 
accordingly.  Rolling Registration forms sent to changed 
households.   
We will shortley be sending rolling registration forms, via our 
council tax colleagues, to all new residents.  We do at the 
moment receive records of movers from Council Tax records 
and again this is somewhere where we will start to send out 
Stevenage
rolling registration forms.

---

Throughout the year, our practice involves checking council 
tax and housing records, we liaise with these departments and 
we have access to the Council Tax system.   We are sent lists 
from Registrars of Births, Deaths and Marriages providing us 
of recent deaths and we act upon this immediately. The Street 
Naming Department also send lists through to us and we have 
a good working relationship with Councils GIS and LLPG 
Officer to maintain correct address information, and keep each 
other updated. All undelivered mail is filed and action is taken 
Stockport
to check the information returned against other council 
records.  Canvassers are encouraged to inform us of any new 
properties they discover.  If and when necessary ourselves or 
our Council Tax inspectors will make personal visits in order to 
establish newly occupied properties, Council Tax inspectors 
keep us fully updated in these instances.  All new first council 
tax bills and amendments to council tax details are sent an 
electoral registration form enclosed with the new/amended bill. 
The council operates an on-line change of address form and we
Performance Standard met in full and we also currently meet 
elements of the Above Performance Standard as detailed 
below: - The ERO should be able to demonstrate that they 
have also proactively attempted to use other sources of 
Stockton-on-Tees
information.  Specifically they should be able to provide 
documented evidence of the contact made with new residents 
arriving in the local authority area and the action taken to 
register them.  
Development control records used to identify new properties / 
developments. Site visits are made to new residential 
developments. Where possible a meeting is arranged with the 
Stoke-on-Trent
sales office to formulate the best way of ensuring that 
registration forms are supplied to new residents a soon as they
move in. 
Council tax records are checked on a daily basis. All new 
occupiers are written to, in case missed Council Tax also send 
a rolling reg form out to people that have moved to the area.
Stratford Upon Avon
Throughout the year including the cavass period the council 
tax records are used as a verifier. On the councils websites, 
new residents are able to register for council tax and this 
automatically informs the elections team who then send out 
Stroud
registration forms. We are advised by naming and numbering 
of all new properties and registration froms are sent. Postcards
are sent with all new council tax application forms to be 
returned to the elections office.

---

Council Tax & Property information records are checked 
regularly (including the annual canvass period) to verify and 
validate the data held on the electoral register.
Suffolk Coastal
During the annual canvass we liaise: 
(a) with the university accommodation officer to assess the 
best method to encourage registration.   
Sunderland
(b) with managers of residential/care/nursing homes for a 
member of the Electoral Services team  to visit and explain the 
voter registartion form in detail and assist in the completion of 
it.
Surrey Heath
All deceased and moved electors removed. Empty returns 
from canvassers checkl against council tax records. All non-
Sutton
repondents receive a letter advising of removal from register
Information regarding deaths, checks made on Council tax 
records, Void property lists checked. Electoral registration 
Swale
forms are sent to those moving to the area with their Council 
tax information.
We check C. Tax records, we process deaths lists on a weekly 
basis, we send out RP12 with end of tenancy packs and 
welcome packs and we send out RP12 with every new C.Tax 
Swansea 
entry.
In addition to the annual canvass the Electoral Office runs an 
awareness campaign educating citizens about how and why to 
register culminating in a high impact event to coincide with 
Local Democracy Week.  See 
Swindon
http://www.wiltshiresgwrfm.co.uk/article.asp?id=921077 

---

ERO uses Council Tax records to verify data all year round.  
Death lists provided by hospitals and registrars are also used 
to update the information in the register all year round
Tameside
Tamworth
Tandridge
Council Tax records are used to verify at Canvass time. Also 
Rolling Registartion forms are sent out with Council Tax info to 
people newly arrived or moved within the area. Also notified by 
Taunton Deane
customer services of when people move. Register of Deaths 
used to remove people once deceased.
Council Tax data-base as at 15 October is provided by 
constituent local authorities and checked prior to publication 
on 1 December. Housing departments also provide tenancy 
details at this time and this information is similarly actioned. 
Education departments provide lists of “attainers” in July and 
these names are pre-printed on canvass forms. All 
communications from other EROs in respect of address 
changes are processed on a monthly basis.
Tayside 
The ERO seeks information from the Council's Customer 
Services department and receives information via a CRM 
workflow process. Appropriate action is then taken, e.g. voter 
Teesdale
registration forms sent out, deceased persons deleted etc

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The ERO is pro-active in identifying and contacting persons 
who may be entitled to register.  Information is received 
monthly from council tax concerning new accounts; information
concerning new properties and developments is received from 
Street Naming and Numbering on a continual basis and 
registration forms are sent as soon as new properies are 
added to the electoral database.  The ERO has arranged for 
council tax to send household registration forms with all new 
accounts.  We are currently developing a system of accurately 
Teignbridge
identifying new properties with the officer responsible for GIS.  
We are also working with the LLPG officer to establish a 
system of accessing new address details direct from the LLPG 
hub.  Contact is made with all post 16 schools and colleges 
within the district, during the year, to identify attainers not 
currently registered.
Telford & Wrekin
Council Tax records are requested at regular intervals (as one 
set of records are finished the next are requested) and voter 
registration forms together with prepaid envleopes are sent to 
every address identified with changes including looking at the 
Tendring
computerised records in order to trace where people are 
moving to/from.  Additionally those people telephoning the call 
centre to report moves in or out of the area have their details 
passed to the electoral services office as well as Council Tax.
Test Valley
Council tax records are used to send voter registration forms 
and also to check entries where queries are raised.
Tewkesbury
Thanet
The Vale of Glamorgan 
Three Rivers
Information is updated throughout the year with reference to 
council tax, planning and housing records. Lists are provided &
officers have access to Council tax database. New 
development lists from planning, empty property and deceased
Thurrock
lists from Council Tax; housing tenancy lists from Housing. 
Discussions are taking place with Education to receive 
information on children reaching voting age.

---

We cross reference our records with those held by Council tax,
planning applications and completions, street naming and 
numbering and the Local Land Property Gazatteer. These 
records are checked whenever changes are made to the other 
systems to which we are notified. We also use the register of 
Births, Deaths and Marriages.
Tonbridge & Malling
Torbay
Torfaen in conjuction with Council tax sends family rolling 
registration forms to all movement households. Council tax are 
asked for information on regular basis. Information is gained 
from Registrars of this Borough and neighbouring authorities 
Torfaen 
as to deaths in the Borough and register is amended 
accordingly. 
Torridge
3. Use of Council tax records and LLPG and Street Naming 
and Numbering databases.  Any new properties added to the 
system throughout the year are sent a household voter 
registration form.
Tower Hamlets
The use of council tax records, death notifications and other 
council records to verify information. Also the proactive 
provision of electoral registration forms for Citizenship 
Ceremonies for new British Citizens
Trafford

---

Contact is frequently made with our Council Tax dept to check 
information and they also send out claim forms to all new 
occupiers in the area with their council tax billing forms.
Tunbridge Wells
Tynedale
Current practice falls between the performance standard and 
above it.  The ERO does not use all available records but does 
ensure that a letter and form B is sent to all occupiers 
Uttlesford
receiving a new or revised council tax bill.
During the canvass we check Council tax records, LLPG, 
naming and numbering and Housing records, all are used only 
to confirm information. During the year we use LLPG only but 
are now set up to use Council tax records all year round. We 
also use planning and naming and numbering to identify new 
properties so they can be canvassed during the year.
Vale of White Horse
Council tax records and records of births , marriages and 
Deaths, used regularly to verify. 
Vale Royal
Some of the work done by the ERO is duplicated by the EC's 
'homemover' campaign and can lead to some electors 
Wakefield
receiving a number of different registration forms from different 
sources.    This can discourage the ERO from carrying out 
activities that cause duplication of work.

---

During 2008 we did not inspect other records during the year 
but we did receive weekly notices of deaths from the Registrar 
of Births & Deaths and these are removed.From the begining 
of 2009, we be using council's tax database. Since 2007 
council tax service has included a blank rolling registration 
(RR) form with each new tax payer pack they send out. Since 
late 2008 we also include a blank RR form in new citizen 
packs used at citizenship ceromonies.
Walsall
We receive updates from registrars on deaths within the 
borough on a monthly basis, council tax records are inspected 
to clarify specific issues. Registration forms are put in all new 
tenancy packs issued by the council’s housing partners.
Waltham Forest
Council Tax records are checked throughout the year and a 
leaflet is enclosed with every new council tax bill in order for 
new residents to contact us. Similar leaflets are distributed by 
our Parking Control section. Rolling registration forms are sent 
at the beginning of each year to all secondary schools in order 
to pick up any attainer electors who were missed off the 
canvass form. At all citizenship ceremonies a voter registration 
Wandsworth
form is enclosed with the pack of information provided to each 
new British citizen. Housing records are checked relating to 
housing in multiple occupancy (HMOs).

---

Use of council tax changes and change of circumstance forms 
from Customer service point on a daily basis.  Use of housing 
Wansbeck
void forwarding address lists to send out rolling registration 
forms.
Warrington
As well as Checking against the Council Tax system, Ctax 
send a monthly list of updates on properties we check to see 
that we have on the register and send out claim forms.  
Warwick
Planning send through the new properties email to check 
against and send out claim forms.  Currently working with 
LLPG.
• Council Tax records are used to confirm and verify 
household information during the annual canvass and 
throughout the rolling registration periods. On similar lines 
checks are made with the Health Authority; YMCA and other 
similar organisations during the canvass to confirm 
occupation/vacancy of flats and accommodation owned and 
occupied by respective clients and employees.
• Copies of the registrar of births & deaths notification of 
deaths received and actioned where appropriate as and when 
received - usually weekly throughout the year.
• The Council Tax Office include a rolling registration form with 
Watford
all revised (possible new addition(s) to household) and new 
bills (change of occupier(s)) dispatched to addresses following 
advice of any change and update of the Council tax record 
outside annual canvass period.
• Throughout the canvass period the Council’s Customer 
Services Staff remind callers of the requirement and 
advantages for completion and return of their annual canvass 
form. Similarly customers’ calling the Centre with enquires due 
to change of address or circumstances are prompted and given
• Attempt made to communicate with residential homes, nursing

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Receive Births & Deaths lists direct from Registrar.Have 
viewing access to Council Tax system.ERO contacts all sixth 
form colleges & schools within the area.Visits them in 
September to ensure students are added to their household 
form or have the means to contact us should they wish to 
register outside of the canvass period.Council Tax send a 
Rolling Registration Form on behalf of the ERO with every new
bill that has been the result of a change of details within a 
household.
Waveney
Forms sent with Council bills for new occupiers.  Lists of empty 
properties checked against Council Tax records (after annual 
canvass).  Weekly check on new and terminated housing 
Waverley
tenancies.  New properties via Address Development Officer 
includes details of new occupier (if any) and date of moving in. 
Weekly electronic list from registrar.
Regular reports listing properties with new residents are 
received from Council Tax Section and rolling registration 
claim forms are then sent to those properties - year round 
activity.  Access to Council Tax records also allows Electoral 
Wealden
Services Staff to check a property when a claim form is 
received to see if there is a forwarding address within the 
District.  If there is, then a claim form is sent out.    Supplies of 
claim forms are also sent to properties that have resident 
turnover, ie residential homes.
Wear Valley
Send out voter registration forms to new occupiers - change of 
circumstances details are provided by our customer contact 
centre. Check Council Tax details to identify forwarding 
Wellingborough
addresses of former residents - send voter registration form to 
new address or use review procedure to remove electors from 
previous address. 
Electoral Services receive all change of circumstance reports 
generated by Council Tax records.  Access to the council tax 
database is provided to enable checking and verification prior 
to rolling registration information being sent to appropriate 
households.  All returns of deaths from the Registrar are 
Welwyn Hatfield
received and actioned.  Registration information is provided to 
all attendees of the Citizenship Ceremonies to promote, 
encourage and engage.  We maintain and regularly update the 
Electoral Services website pages for those with access. 

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Council Tax records are inspected regularly together with 
West Berkshire
returns from Births Deaths & Marriages.
A claim form is sent to every new resident in the area within a 
welcome letter sent by council tax.  A weekly list is received 
from council tax identifying new properties which is checked to 
West Devon
make sure the property is listed and another form is sent, 
personally addressed this time to the occupants.  New estates 
and properties are received from street naming and numbering 
dept.
Records held by Council Tax and the Registrar of 
Births/Deaths are used and checked regularly throughout the 
year. 
West Dorset
West Lancashire
West Lindsey
Council Tax and registrar records of deaths are proactively 
used throughout the year, as necessary. It would not, however,
be true to say that (as an example) we check every council tax 
record as a matter of course.
West Oxfordshire
West Somerset
Westminster
The ERO uses the Council Tax database to check empty 
properties and confirm carried forward names.  The ERO does 
Weymouth & Portland
not have the resources to do this during rolling registration.
Wigan

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Information of new build properties received from Land 
Charges, Street Name and Numbering Dept, Council Tax on 
regular basis so registration forms can be sent out.  Council 
tax and LLPG records used to verify occupants and properties. 
Wiltshire (Kennet, Salisbury,  Weekly list of deceased electors obtained from the Births 
North & West)
Deaths and Marriages Dept. Blank registration forms sent to 
properties when advised previous occupants vacated.
We use Council Tax records to check any empty properties 
and also to query any forms which look as if someone has not 
crossed off the previous electors.  A specific report is 
requested from Council Tax and Housing on 15 October 
regarding properties empty and void on the qualifying date. 
We also use the notification list from the registrar regarding 
Winchester
deceased electors (as well as information on deceased 
electors from Land Charges and Council Tax).  Every week we 
are provided with a list of properties that have had a change in 
occupancy from Council Tax and rolling registration forms are 
sent out to all these properties.
A request on 2nd November for access to Council Tax was 
agreed but as at today I am still awaiting access.
Windsor & Maidenhead
Wirral
Empty Property mail outs following the annual canvass.  
Checking where 4+ electors are registered, with differing 
surnames. Council Tax records are used to check for empty 
Woking
properties and confirm changes on the register.  LLPG 
information used to update property database on eXpress, 
when new properties are built.
Registrars from both Reading and Wokingham forward 
notifications of deaths on a weekly basis.  Council Tax and 
Housing records are used to provide information whenever a 
query occurs.  Halls of residence are contacted during each 
Wokingham
annual canvass.

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Records used to verify and validate elector information held on 
the electoral register are those held by Council Tax, Registrar 
of Births and Deaths, and - by request rather than by direct 
access - Housing Benefit records and Wolverhampton Homes 
(housing) database.  Records are checked as and when 
necessary to ensure the register information is as accurate as 
possible.  Arrangements have been made for persons who 
Wolverhampton
contact council tax about moving house to be sent rolling 
registration forms.  Also, new properties notified to ERO by 
Planning and Building Control Section are added to the 
register and a registration form sent out.  When Citizenship 
Ceremonies are held by Registrar of Birth and Deaths a rolling 
registration form is included in Citizenship packs. 
We use council tax, registrars, crematoriums and technical 
services data.
Worcester
Have remote access to council tax records from both 
authorities to check details as required, especially during 
canvass. Rolling registration forms are sent out with council 
tax packs to all new owner/occupiers.  Lists of movements in 
council and some housing assc. properties are accessed so 
Worthing
rolling reg. forms can be sent. Registrar's records of deaths 
from County and neighbouring authority re'cd monthly.  List of 
HMOs accessed to identify where electors may not be 
registered.
Council Tax, housing and registrar notifications are all used to 
verify and update the register.
Wrexham 

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We access a variety of systems including Council Tax and 
Benefits systems to collect information and follow the audit trail
to contact customers who we know have moved. We have set 
up a monthly 'void' report which comes from council tax and 
with which we can update our records and contact 
householders. Our Contact Centre staff pro-actively pick up 
information from customers who report changes of address. 
We contact care and residential homes before elections to get 
their most up to date information. We ask estate agents to 
hand out our'on the move' cards which urge people to re-
Wychavon
register at their new address. We have made arrangements to 
be passed details of deaths from the Registrar of Deaths and 
immediately update the register of Electors. 
Wycombe
The ERO uses weekly council tax lists which detail people 
moving into or within the Wyre Borough area.
Wyre
Claim forms are sent to every new council tax registration sldo 
yo properties which are vacant as a consequence of rolling 
Wyre Forest
registration information.
There is an arrangment with the Council Tax and Housing 
Departments to provide a Rolling Register form to each new 
registration with council tax or housing rental.  During the 
York
annual canvass, from 15th October non-responding properties 
are checked against council tax records to confirm details.

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ds
Performance standard 2
Building control records fed through automatically from GIS, 
property database updated weekly to CORE standard.  Both 
Adur & Worthing council tax records and GIS used throughout 
the year including the canvass. Post office post code database 
also used throughout the year. Investigations made throughout 
canvass where canvassers find properties vary from database.
Building Control updates happen once a month.  Additional 
checks through Council Tax, Royal Mail etc are done on an ad 
hoc basis.
C.Tax, Planning, Building Control, Housing Services, LLPG & 
GIS Officer
All new properties monitored by Property Gazetteer Keeper.  
Details emailed to us, including a UPRN.  Details of deaths 
received from the Registrar and the Register updated 
regularly.  Action taken to update the Register in response to 
feedback from Canvassers regarding houses 
demolished/changed to businesses.
We receive regular updates from our LLPG which we action 
immediately or when appropriate (when a building is knocked 
down/build completed). Any issues that arise from an electors 
query or canvassers feedback are always dealt with by contact 
with Council Tax, the LLPG and by checking Royal Mails 
website for the details that they hold. Appropriate action is then
taken. We have very good communcation networks with both 
Council Tax and the LLPG.

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The ERO works closely with the Council's GIS section to 
maintain the property database and all other records within the 
Council either directly or indirectly through GIS.   Ironically, 
because GIS is well developed in Ashfield, the use of external 
sources is not required to maintain the property database.  I 
am advised that the information provided by GIS is more 
robust and reliable than could be obtained from Royal Mail.
Electoral Services uses GIS, LLPG and regular updates from 
the Street Naming and Numbering and Valuation Records to 
ensure all properties and residents are included on the 
Register of Electors.   The updates from Royal Mail postcodes 
are also checked. 
Monthly reports from Building Control; properties created by 
LLPG and then imported in to Electoral Register database 2/3 
times per month.  Council Tax system used on an ongoing 
basis to validate when new developments become occupied.  
Canvassers used each autumn to validate the database when 
making house to house enquiries.

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• Planning Lists, Building Warrants, Council Minutes & 
Completion Certificates from the three Unitary Authorities 
processed on a weekly/monthly basis.• Notification of house 
sales from the Registers of Scotland processed on a monthly 
basis.• New House Print – Taken from the Council Tax 
Database and crosschecked to Strand Database to ensure all 
new houses are added to the database.• Survey Cards – 
Office survey cards checked to Strand Database and where 
required additions, deletions and amendments to properties 
processed dealt with daily, includes impact for Non Domestic 
Rating changes.• Royal Mail – using the Royal Mail Website to 
obtain and verify postcodes.
Throughout the year all the mentioned records are used to 
update the property database. Information from the LLPG, 
which is the definitive list of properties, is received and 
processed on a monthly basis.
we currently use the LLPG and check information against the 
register. And our in the process of sending our register to the 
NLPG.
The section works with Building Control and Housing for 
information on new and demolished properties.  A spreadsheet
audit trail is kept of these changes until a time when the LLPG 
and ElReg link is ready.

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Council Tax, Building Control Commencements and 
Completions, Planning Applications, LLPG, Royal Mail, 
Housing Associations, Hospital Accommodation.  Combination 
of records checked for new properties, conversions from 
shops to living accommodation and vice versa, postcode 
checks which can be on a daily, weekly or monthly basis, 
dependent on time of year - canvass/house to house 
enquiries/rolling registration periods.
The LLPG is used to validate records in connection with 
properties in the district during the annual canvasss period.  
During the year, information regarding properies added to the 
LLPG is supplied to the ERO on a monthly basis and the 
LLPG is consulted as necessary during the year to validate 
properties.  In accordance with data standards, the register 
has recently been matched against the LLPG and all queries 
arising from that process have been addressed.
The Planning department informs the ERO of any new or 
renovated properties; the ERO liaises with council tax and 
sends registration forms as soon as new residents move in. By 
1 December 2009 the register will be linked to and regularly 
updated with the Local Land and Property Gazetteer. 
I receive lists from the planning department each week which I 
verify with Council Tax.  I also receive the Planning Committee 
Minutes for each Meeting.  The Environmental Maintenance 
Manger also passes me correspondence relating to street 
naming and numbering to ensure that all new developments 
are listed on the register.

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AS INFORMATION PROCESSED
INFORMATION RECEIVED FROM TRANSPORTATION 
(HIGHWAYS) DEPARTMENT, IN CONJUNCTION WITH 
PLANNING DEPARTMENT
LLPG UPDATED AND TO BE USED IN LATE 2009 
WEEKLY
INFORMATION RECEIVED FROM COUNCIL TAX RE NEW 
PROPERTY, CHANGES TO PROPERTY AND 
DEMOLISHED PROPERTY
INFORMATION RECEIVED FROM PLANNING 
DEPARTMENT OF PLANNING APPLICATIONS 
AUGUST – SEPTEMBER
ROYAL MAIL INFORM OFFICE OF WHERE THEY CANNOT 
DELIVER A FORM. 
CANVASSERS NOTIFY OFFICE IF ANY POTENTIAL NEW 
PROPERTY HAS BEEN BUILT OR CHANGES TO 
PROPERTY ON THEIR AREA. 
DETAILS OF CONTACTS MADE WITH EXTERNAL 
SOURCES:
ROYAL MAIL - POSTCODE INFORMATION IS PROVIDED 
FOR ALL NEW PROPERTY, AND CHANGES TO 
INDIVIDUAL PROPERTIES; ACCESS VIA INTERNET TO 
POSTCODE SITE
PLANNING DEPARTMENT
HIGHWAYS DEPARTMENT
COUNCIL TAX
ROYAL MAIL
LLPG

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At present we receive notification fromour street naming 
section as and when developments take place or properties 
are demolished and maintain our database in this way.  The 
authority will by end of January have completed its LLPG 
database and once this is complete we will receive weekly 
notifications for the LLPG custodian of any changes to the 
property database.
We receive notification of all new developments from building 
control, all of which are added to our database.
The electoral property database has been validated against 
the NLPG database held by the Council. The department 
responsible for street naming and numbering send us details 
of new or refurbished properties as soon as the site has gone 
through planning.  The Council's NLPG custodian also gets 
these details, inserts UPRNs and then sends them to us to be 
loaded into the property database.  These details are 
processed whenever such notifications are received. 
Canvassers are given worksheets during  delivery of forms to 
note any new properties, or those converted to or from flats.  
This information is then used to update the database. 
We check the following records as and when required ie daily, 
weekly, monthly basis:  Council Tax, Registrar of Births Deaths
& Marriages, Land Charges, Planning Records, Street 
Naming/Numbering

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Receive information from Land Charges when property 
addresses have been agreed with Royal Mail.
Weekly notification of planning applications and building 
control reports, information from Council tax as required, 
comparison with LLPG
As a result of close liaison with our Planning department 
(Street naming and numbering) we constantly update the 
Electoral register with all new developments and changes to 
addressing structures within the District. In addition where 
appropriate further contact is maintained with Council Tax to 
ensure that consistency across databases is maintained. 
Where inconsistencies exist further advice and clarification will 
be sought from the Royal Mail database. 
continous liaison with corporate LLPG  - update register as 
new information received
Information concerning new properties is sent to us each 
month by the Council's Naming and Numbering Section.   We 
also have access to the Property Database and regularly 
share information with members of the LPG Custodian.
In addition to the weekly lists of new properties from the 
Council's Highways Directorate a major project is near 
completion for the LLPG and the centralised control of adding 
and deleting properties.
Council tax, building control and liaise with LLPG
Council tax records - as necessary.  Monthly updates from 
LLPG.  Weekly Valuation Office lists.  
We also check Royal Mail 

---

• We use Council Tax records on a continuous basis
• We receive regular notifications from our Street Naming & 
Numbering Services and Planning Department
• Working with IT section to have access to Geographical 
Information Systems (GIS)
• In meantime use MAVIS and our Geographical Information 
Site
• We frequently use information from the Royal Mail and Up 
My Street
• We ask our canvassers to validate addresses/properties 
when conducting house to house enquiries e.g. identify new 
properties, demolished properties, recently converted buildings
etc 
• Information is recorded in their Canvass Records
• We are in the process of being linked to Local Land Property 
Gazeteer
Use of the Council's LLPG to continuously update property 
base including UPRN details to remain CORE compliant.
Council tax,death records and LLPG etc utilised as data 
sources. Canvassers validata data base when making house 
to house enquiries  

---

Currently receive regular updates of any new properties from 
other service units. Canvassers also advise of any 
new/demolished properties. In the process of data matching 
exercise, where all properties on the Register are linked to the 
LLPG, this will ensure the database is updated regularly.
Staff in elections office also cover for the local land charges 
service, so there is a good cross over of knowledge. Planning 
section also provide details to both elections and local land 
charges. There is close liason with the NLPG custodian, who 
provides details of changes to the gazetteer
The current data match / cleansing exercise for CORE NLPG 
has been helpful showing an existing 99.8% match at property 
level and just short of 99% match at Street level the very small 
number of properties not listed can be identified checked and 
written to - although prompt action is always taken from 
notification from LLPG the Gazeteer is now on line and will be 
used to check more frequently. A user group is set  up to 
discuss issues which will include Council Tax (use of 
Inspectors to give out Rolling Registration forms) Staff keep 
good records of action taken.

---

The office is linked to the Council's Land and Property 
Gazetteer database and has a staging table to receive 
property updates from the Council's central property database 
which arey processed on a weekly basis throughout the year.
Coincil Tax records are used to identify all newly occupied 
premises throughout the year and we have an arrangement 
with Council Tax that they send out on behalf of the ERO a 
rolling registration form to all new occupiers. ( E mail attached 
from Local Taxation Recovery Manager to support this 
statement.)Lists are received as and when from Support 
Servives identifying newly built properties, letters of welcome 
and rolling registration forms sent out by ERO. 

---

The Royal Mail and Valuation Office Agency data-bases are 
used on a weekly basis to check the accuracy of address 
information and to confirm whether a property still exists. 
No documentary evidence was retained during 2007.
The following records are used through out the year to 
maintain an accurate property database:  valuation lists from 
the valuation office (supplied fortnightly), building control 
completion lists (supplied weekly), plans of newly 
named/numbered properties and the Council mapping system. 
Canvassers also identify property changes during the annual 
canvass. 
None.
Again, we fall between Levels 3 and 4.  Level 3 is completely 
achieved with advice from building control coming to us 
through Council Tax.  We frequently use Royal Mail; we create 
properties as and when an elector advises (subject to 
investigation) and we use our own local knowledge of building 
development to update the property database.   We also get 
advice from the Council's Street Naming and Numbering 
office.
Correspondence sent out by the Elections Office and returned 
by Royal Mail as "non-delivered" is used to update the register.
Planning send monthly lists of new properties.  Land Charges 
also notify of new properties.  Canvassers identify new or 
demolished properties during the canvass.

---

The ERO maintains the property database by reference to 
Council Tax and planning/buildingcontrol/LLPG  records.  
Newly-built or property conversions are entered onto the 
database and voter registration forms generated and 
despatched to those properties.
As Assessor is responsible for valuation of all properties, the 
system of adding/amending domestic properties to Council 
Tax list and Electoral system is done by same clerical staff. 
Procedures in place to run regular comparison reports . 2009 
will see development of CAG and GIS links to help meet Data 
standards to ensure Assessor's database has good links with 
the ER database and improve the crossmatch of property 
databases with the local CAGs
The ERO makes checks against external sources such as 
Royal Mail records.  The Councils departments are also 
checked on a daily basis such as GIS/Building 
Control/Development Control/Council Tax/Land Charges.  
During Canvass period the canvassers as part of there rounds 
pick up any new properties.

---

The ERO liaises closely with Council Tax staff, those 
responsible for maintaining the LLPG and the street naming 
and numbering service to ensure that residential records are 
complete and up to date. The ERO also has access to the 
Council Tax database and to GIS mapping systems. During 
the conduct of the canvass, those delivering the forms are 
asked to keep a record of any new or newly occupied 
properties on their canvass rounds, of any that have been 
demolished or are vacant and any that have changed their 
use, either to or from residential purposes. Canvassers are 
also asked to be aware that some properties which outwardly 
appear to be used for commercial purposes may also act as 
residences.
We use council tax and housing benefits records daily, 
building control and planning monthly, housing and deceased 
list records weekly during annual canvass and throughout the 
year.
We have uprn's in all our properties and have done for a 
number of years, we have access to the LLPG site and can 
update our system with new properties and uprn numbers 
manually.  This is done on a monthly basis at the moment.
3. Use Council systems to check accuracy of information. This 
includes using the Council's LLPG and consulation with 
Building Control. Receive updates on all new buildings and 
name changes from Building Control and Planning 
department. 
plans are supplied by building control of any new 
developments as and when they arise - Council  tax records 
are available for inspection as a matter of routine - llpg is used 
( accessed by our IT support ooficer )

---

information received from street naming and numbering, 
building control, council tax, LLPG 
Property database for ER system is controlled manually with 
reference to the LLPG database. No properties added to ER 
system unless checked with LLPG and/or informed via LLPG. 
Software purchased for automatic link with LLPG system. This 
is intended to be live in 2009. LLPG database is also master 
database for Council Tax and Land Charges.
Building Control notify us of completions and 
commencements, we then contact Street Numbering to get 
details of the properites. We are supplied with LLPG data for 
new builds by the IT Section who maintain this. 
We send a rolling registration form to new properties and we 
are notified of new properties from Council Tax and Planning
Canvassers validate properties and complete reports sheets 
on any new or altered properties during the canvass and while 
delivering poll cards.
Information from Street namimg and numbering as soon as 
address is formalised, received and added to El Reg system.
We use the following records on a regular basis - Council Tax, 
Register of HMOs, Planning and Building Control, Street 
Naming, Canvassers

---

Match data with LLPG. Match data with Council Tax Records.
New build properties are notifed by Planning. Other new 
properties are confirmed with Council Tax and LLPG.
Regular reports are received from Building Control on the 
completion of new properties; regular information received 
from Spatial Addressing Officer (LLPG Custodian) when new 
properties are addressed/post coded
Royal Mail database used to check queries and canvassers 
used to verfiy state of completion of properties under 
construction. Updates from using LLPG and Council Tax new 
valuations information.
Lists of new properties, changes to property use for example 
changing single household into multi-occupancy residence, 
and deletion of properties are sent by the Council's Land and 
Property Services team. These reports are cross checked 
against Council Tax to ensure there is no duplication of 
properties being created. Postcode queries are checked 
against Royal Mail records. Once the Electoral Register 
database has been checked and is CORE compliant, there will 
be a regular automated system of address information being 
sent from the LLPG, which will be uploaded straight into the 
Electoral Registration software system and processed.

---

We also act on information received by canvassers on new 
properties  to update the database
We ask households to make corrections to pre-printed 
addresses on the canvass form. If there are errrs with the 
addresses then we liaise with LLPG and Royal Mail to identify 
the correct address including postcode
Council Tax and Valuation Office lists - weekly; Property 
Information Office LLPG and Maps - as required; Royal Mail - 
Distribution Centre Dartford - as required; Local area Estate 
Agents - rolling registration forms for their customer packs.
Information received on a regular basis from street naming 
and numbering, consultation with the guardian of the LLPG 
and other authority data bases.
We receive daily updates from the LLPG section along with 
monthly copies of the Valuation Office Council Tax Schedule 
from the Valuation Office via our Council Tax section. By 
utilising and collating both sets of information we can identify 
newly built properties, split properties, demolished etc and also
by using the Council Tax database identify when they are 
occupied.

---

As well as using internal sources such as Council tax, local 
land charges and planning and building control, Electoral 
Services consults with building developers about new builds 
and, when necessary, Royal Mail regarding house numbering; 
address verification and post codes.
* all new properties notified from street naming, * all new 
properties given uprn and added to register by gazeteer officer
The ERO uses a number of records and external sources to 
maintain an accurate property database as follows:
1)  Electoral Services has a close relationship with the 
Planning Services team undertaking street naming and 
numbering.  On a regular basis they provide information on 
new developments and there is close liaison regarding the 
order properties should be entered on the register etc.  This 
team also informs Royal Mail of new streets and numbering so 
that postcodes can be issued and these are also used to 
ensure fully accurate addressing on the register of electors.
2)  Planning services advise of any changes to addresses so 
that the register can be updated immediately.
3)  The Royal Mail postcode database is checked where there 
is any uncertainty regarding information about postcoding and 
work has been/is undertaken on an ongoing basis to ensure 
that properties are correctly postcoded.
4)  All outgoing canvass form envelopes bear a printed box 
where if an envelope is undeliverable the person delivering the 
mail can enter a reason why they have been unable to deliver e
5)  If any difficulties are encountered in correctly addressing pro
6)  Where properties are identified as demolished confirmation 
7)  Work is currently being undertaken proactively to bring the R

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Use of planning, building control and valuation records to 
identify new properties.
Property database updated from planning records received 
from team responsible for all street naming and numbering in 
the Borough.
Evidence: the Electoral Registration Officer is also the 
Assessor with responsibility for maintaining the Council Tax 
List (houses).   We receive and record all known development 
activities including planning permission and building warrants 
granted.   Surveys are carried out of all new, amended and 
demolished properties.   All logged on survey database.   
Weekly updates of the Council Tax List noted and actioned for 
Electoral Registration.   Also responsible for Non Domestic 
Rating and again weekly updates to properties which may be 
relevant to Electoral Registration are noted and actioned. e.g. 
a Self Catering Unit (NDR) becoming a House (main 
residence).   DABVJB Service Plan.

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We have a dedicated Property Officer that supervises the 
elections property database. He uses various internal and 
external sources to maintain a fully effective, operational and 
accurate database these include, Buliding Control, Planning 
and Mapping, Street Name and Numbering, Royal Mail, 
Council Tax, LLPG, GIS Team and the public. He actively 
undertakes quarterly visits to properties to keep abreast of new
developments.
In addition to the information sources outlined in answer to 
Performance Standard 1 for example Council Tax, Housing 
Benefits which are checked regularly as a matter or course - 
quarterly reports are received from Planning and Building 
Control in relation to new/upcoming developments.  Arc GIS 
maps are used to maintain the property database and liaison 
with the Council's LLPG officer is on a monthly basis. 
We also use the Royal Mail database for correct post codes.

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The Authority's Property Gazetteer provides information on a 
continuous basis to ensure database is up to date. Council Tax
records are cross referenced if properties are not on our data 
base and applications have been received.
Contact is made with LLPG on a regular basis to update 
register.  Notifications from planning and development control 
are received and included on records to ensure receipt of 
canvass form. Ad hoc enquiries are made to Council Tax to 
ascertain of properties are occupied.  Formal protocols are 
being developed including timeframes for responses from 
Council Tax.
Use council tax LLPG and building control data.
New properties are added weekly and rolling registration forms 
sent.  We use Royal Mail to check addresses and our Land 
Registry to locate properties as a back up to GIS (Graphic 
Information System). We have regular updates from Building 
Control.
Regular reports are received from Council Tax and the Local 
Land and Property Gazetteer.  New properties are sent a claim
form.
Council tax, planning and building control records checked on 
an ongoing basis

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We use all the facilities above to meet the Performance 
standard and also the Council's planning information Not sure 
much more can be done with Royal Mail or the Land Registry 
both of whom take information from the Council.
1. Weekly planning list is supplied to ERO to pick up on 
potential new housing developments and follow up is made 
with Council's intranet to discover if planning approval given. 
2. Building Control records are checked to discover 
commencement dates of new developments. 3. Council Tax 
records are checked to pickup on when new properties are 
occupied. 4. Close liaison kept with Council's street numbering 
& naming officer as to new developments. 5. Local knowledge -
Electoral Services Officer lives locally and reports back any 
potential - unauthorised conversions of properties in and 
around home address and encourages fellow Council staff to 
do the same.
Records are checked on a weekly basis using Council Tax, 
Planning schedules, LLPG, external websites (i.e. Rightmove 
& Royal Mail).  Every quarter Electoral Services staff 
undertake mini canvasses to identify new properties in the 
Borough.
Royal mail, land registry, valuation office etc used to maintain 
property database as well as internal council sources such as 
buidling control

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All new or amended addresses, which meet the requirements 
of BS7666, are provided through the LLPG team who work 
with Royal Mail and the Land Registry.  The LLPG team send 
daily updates to the NLPG hub.
As part of the Assessors service in Scotland, which deals with 
property valuations, we are constantly updated from sources 
such as Fife Property Gazetteer and planning and building 
control information. Assessors information forms the basis of 
Council tax addressing.  
Notification is received from planning and building control of 
new developments and properties on a daily / weekly basis.  
This includes information relating to street naming and 
numbering.  Electoral services staff have access to Council 
Tax records which is checked on a regular basis to maintain 
the register of electors property database.  The Electoral 
Registration Officer is supplied with information of households 
in multiple occupation.  Electoral services also use the 
Council's mapping system to locate properties.   Canvassers 
also identify new, demolished and changes to properties 
during the annual canvass.  The register of electors property 
database is currently being data matched with the LLPG and 
will be integrated in the future.   Returned mail received by the 
Royal Mail is checked and monitored and the Royal Mail 
address / postcode finder website is used on a regular basis.

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The property data base has been brought up to date using 
comparison with LLPG and regular updates from LLPG - 
assumption this will include all new properties both under 
construction and planned developments
See details under Performance Standard 1.   File kept of all 
emails, reports and memoranda received and action taken.
The LLPG Custodian is also responsible for providing details 
on all new developments within the district. Information on any 
new developments is sent directly to electoral services. The 
LLPG custodian is working closely with ERO staff in 
connection with the CORE project so that the property data 
base is 100% accurate. 
The ERO receives regular information in relation to new 
developments and planning applications for changes to 
addresses. Royal Mail is regularly used in relation to resolving 
addressing queries. The ERO is also undertaking the Property 
matching exercise for the Data Standard and as part of this 
process is establishing access to the mapping and LLPG 
systems. In addition once the data matching process is 
complete a system/procedure for regular matching will be 
established.

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The ERO on a weekly basis receives, checks and applies 
information from the Council Tax Register, the Planning and 
Building Control Sections and from the property Gazetteer to 
ensure that all new and re-named or re-numbered properties 
are added to the Council's Electoral Register database. 
Additionally, Canvassers engaged in the Annual audit of 
canvass also ensure that any new builds and any properties 
demolished, re-built or renamed are recorded. Information is 
also used from electors who may contact the Council through 
e mail or telephone with regard to their re-registration as a 
result of moving. Periodically, a list of recent changes to the 
Council Tax register or a list of empty properties is also 
obtained from that section. The ERO also checks information 
on a fortnightly basis with the Land Charges Section to ensure 
that properties are completed and in particular to check 
whether a search has been made on that property that could 
indicate that the accommodation is inhabited. The Council Tax 
records are checked in whole annually to ensure that all 
properties on the Council Tax register are also on the electoral 
Details of new developments are received from Building 
Control regularly and lists of new properties added to council 
tax are received on a weekly basis. Information on sales of 
houses is provided from the Register of Sasines monthly 
Details of applications for new developments noted from 
council minutes and local newspapers.
Records most commonly used come from Street Naming & 
Numbering (on completion of the property).  Canvassers 
provide information on new properties or change of use (e.g. 
flats to main house or vice versa, business to residential or 
vice versa). Using Planning records meant that properties 
were often 'created' on the system before they were built, so 
they are no longer used. Electoral Services are working with 
the LLPG people for UPRNs, CORE, etc.

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Council Tax, Land Charges, Planning and Building Control 
records all used to identify new properties throughout the year. 
Canvassers also relied upon to report any new properties 
where, for example, a house has been divided into flats. LLPG 
records will be used from December 2009.
New properties are targeted via Assessor's records.  
Information is received from the Planning and Building Control 
Departments on a regular basis. The department has access 
to the Local Authority Land and Property Gazetteer/Corporate 
Address Gazetteers which are maintained on a daily basis.   
Information from the Land Registry/Registers of Scotland is 
received on a monthly  basis and actioned.
I believe we meet this standard.   We constantly consult other 
departments within the council and check our database 
information is correct.  We keep a list of nominated contacts 
who are aware of our needs and this list is retained within the 
manual Our electoral team have access to council tax records; 
we received information on new builds within the borough; void
council housing; advice on identifying plots of land or obscure 
properties and finally our canvassers always report back on 
their canvass and any properties which they suspect may have
been converted into multiple dwellings.  We also access the 
Royal Mail postcode website to ensure postcodes are correct.  
Street Naming and Numbering provide us with new properties 
on a monthly basis.  Also Council tax send out Voter 
Registration Forms in their home movers pack, this will also 
include new properties. Future plans include having an 
interface to be able to link into the LLPG. 

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Regular contact is made with council tax to update property 
queries raised either by them or Electoral Services.  
Information from council tax valuation sheets are used to 
adjust the property database as are engineering's letters to 
owners of new properties being developed (so we have early 
warning of these).  Royal Mail postcode finder and address 
searches are used on a regular basis as is information 
gathered from our team of 34 canvassers. 
The ERO has carried out a matching exercise during the year 
against the NLPG and NLPG change data is now available to 
the ERO.  Council tax send out registration forms with Council 
Tax information for new residents.   Building control 
commencements are used by the NLPG Custodian in 
maintaining the gazetteer.   The NLPG is matched against 
Council tax database.
Some 80% matching of electoral with LLPG databases have 
been achieved for registration accuracy. NLPG and CORE 
purposes. The matching is revisited periodically.
Council Tax, Street naming, Planning & Royal Mail.

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Update on a weekly basis from the C Tax valuation lists the 
property database.  Ongoing update from information provided 
by Building Control of new properties together with alteration of
house names.  Forms are gererated automatically from the 
software system for all new properties.
Ther ERO uses Council tax , planning, the GIS system and the 
LLPG to maintain the property database throughout the year.  
Royal Mail is used to check postcodes and address details.  I 
am unclear as to how external sources, other than Royal Mail's
post code checks, would augment the NLPG and planning. 
Canvassers report new ,demolished properties.
Matching to LLPG currently at 99%, full complianceand 
ongoing linkage to LLPG and BS7666 Standard expected by 
31/5/09
Electoral Registration address database has been successully 
matched to the LLPG which is interfaced with Building 
Control/Planning.  Change only updates (COUs) are exported 
to the Electoral Registration Dataset on a monthly basis from 
the LLPG to NLPG.  

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Arrangements are in place with the LLPG custodian and the 
Council's planning and building control services for continuous 
notification throughout the year of new builds/new addresses 
and demolitions.
Performance Standard 2
We believe we meet the performance standard for maintaining 
the property database. 
 
We maintain the database on a continuous basis throughout 
the year. We liaise with Council Tax over any queries.  
We use our door-knockers and other staff to visit locations to 
verfiy the existence of properties in the case of a query.  
We plan to link up with LLPG as part of the work being carried 
out on Data Standards, we have an initial match of 99.74% of 
properties.
Supporting evidence:-
Sample of records
We use Valuation Report, Building Control Completion 
Reports and Street Naming memo's.  Our section also deals 
with House Name Changes for individual houses and 
communicates with Utilites, Land Registry, Royal Mail, Council 
Department and Emergency Services.

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Maintenance of the property lists and rolls for local taxation 
purposes means that new properties are added to the register 
immediately and those that oscillate between commercial and 
domestic use are identified and canvassed.  Registers of 
Scotland data and local authority planning and building control 
information is used to update the databases. Our staff liaise 
with CAG staff on a daily basis.
We liaise closely with our LLPG custodian and the Street 
Naming and Numbering Officer - both of them check with 
Royal Mail on our behalf.
Information is obtained from the department responsible for 
street naming and numbering on the changes to the property 
database and the records of Council Tax, Planning and Royal 
Mail are used to verify the changes.
We are notified through our LLPG Department of new 
addresses, who work with Royal Mail, we have metthe BS7666
requirements, and monitor all new housing developments.
The Register of Electors is in the process of being matched 
with the LLPG; whenever a new property is added the 
custodian notifies the ERO and we hope to receive monthly 
notification of amendments from the Council Tax section and 
details of all new, unbanded properties which will allow the 
ERO to ensure that all new properties are included.

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1. Rigorous property verification during annual canvass. 2. 
Checking against council tax to validate and verify address 
queries. 3. Close working relationship with planning's street 
naming and numbering dept and monthly updates from them. 
3. Access to LLPG and GIS system for verification and UPRN 
numbering.
Regular contact is maintained with the LLPG administrator, 
council tax and the council's planning team, including Land 
Charges, for sharing and updating all Council property 
databases.
Council tax records along with LLPG are checked on a 
daily/weekly basis.

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Ongoing and continuous.  Council Tax/Benefits and Planning.  
Close involvement with LLPG Custodian.  Checks made 
against Valuation Office website and Royal Mail data base.  
New Property Schedule provided to canvassers during the 
canvass period.
 New property or amendments to existing property records are 
automatically sent to us from the section which monitors the 
Council GPS function. Doubtful spellings or any suspected 
anomalies are checked against Royal Mail and /or OS maps.
Lists of new properties are received monthly from naming and 
numbering.  The department is also in the process of linking 
up with the LLPG hub.
The ERO maintains a close relationship with the custodian of 
the LLPG/CAG and an officer in Building Control and lists of 
new properties are supplied regularly.  Building Control inform 
Royal Mail of new streets and numbering and this information 
is received also by the ERO.  We are informed by Building 
Control of all changes to addresses so that the register can be 
updated immediately and they also issue demolition lists.  The 
Royal mail postcode database is checked  when there is 
uncertainty about addressing.  Outgoing canvass envelopes 
bear a printed box where if an envelope is undeliverable the 
postal worker can enter a reason.  This information is then 
followed up by the use of other council records.  Occasionally 
site visits are made if new properties straddle boundaries for 
example.  All lists which have been consulted are kept for 
twelve months.
Information re new developments is supplied on a monthly 
basis from the naming & numbering team and is linked to the 
LLPG. 

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All Council Tax new properties. All Planning consents and 
Building Control warrants are recorded. CAG custodians. 
Sales from Land Registry.  The Valuation Roll is checked to 
identify appropiate non domestic properties for inclusion on the
register ie nursing homes, hostels etc - done weekly.
We regularly update the electoral register with details of new 
properties with information received from the Naming and 
Numbering officer who is also responsible for updating the 
LLPG 
Attached schedule of details and activities undertaken and list 
of Residential Care Homes
Regular updates regarding new properties, etc. are received 
from the Street Naming and Numbering Section and 
amendments made to the Register as required. Attempts are 
made as part of the annual canvass to identify 
new/refurbished/demolished properties and canvass staff are 
paid a small bonus where found. Such properties  identified 
during the annual canvass and at other times are changed on 
the Electoral Register and notified to the LLPG Manager to 
ensure general completeness of the Council’s corporate 
address gazetteer. The Electoral Register is currently being 
data matched against the Council’s LLPG and a 96% (111,902 
properties) match has been achieved. All matched properties 
have been converted to BS 7666. Work to match the 
remaining 4% (4,661) properties is underway and is expected 
to be completed by the end of November 2009. 
All Electoral Services staff have on-line access to the 
Council’s Council Tax register to check/validate property 
information, as required, for example when telephone 
enquiries are made re. properties not on the datbase
The Royal Mail website is used, as necessary, to check addres

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Database continuously updated from information received 
from LLPG weekly list (which now incorporates Building 
Control notifications)
Builing Control inform us of new residential developments and 
street numbering plans
In addition to the measures in PS1 above, we liaise with 
Highways and Building Control about new properties, 
numbering schemes and Demolitions. We have very close 
liaison with the holders of the Gazeteer. We have undertaken 
the comparisons with other data bases as part of the CORE 
project, and have thus accessed Land Registry records. 
The ERO uses property information supplied directly from the 
Assessor's Council Tax Valuation List and Valuation Roll to 
keep the ER property base complete and accurate. The 
Council Tax List and Valuation Roll are updated on a weekly 
basis and information is supplied directly to the ERO. Quality 
Control and Internal Audit checks ensure compatibility 
between CT and ER. CAG information is received on an ad-
hoc basis from our constituent councils and is used for data 
cleansing purposes. Updates are received form Lands 
Registry monthly.    
The property data base is updated on a continuous basis via 
the LLPG.   The Custodian liaises with Royal Mail, the Land 
Registry and other agencies as appropriate to ensure 
additions, deletions and amendments are made as appropriate
GIS notify Electoral Services of new properties.  GIS also 
apparantly liaise with Royal Mail as to what correct address 
should be - rather than Electoral Services also repeating this 
exercise.  In the past we have acted upon Council Tax 
information also but due to the data matching exercise etc 
have been requested to wait until new addresses have been 
confirmed by GIS before adding to database.

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Naming and numbering section give details of all new property 
addresses and property name changes as they occur. Council 
Tax records and LLPG are interrogated when necessary. If 
there is any confusion the Councils Outside Inspector will visit 
to clarify the address. Royal Mail website used to check post 
codes.
We use our LLPG Section who supply us with information of 
any new builds, property names, street names to maintain up 
to date information on the database.
Use Royal Mail also when information returned e.g. postal vote
returned "gone away"
C/tax report received every two weeks; Street Naming & 
Numbering report received whenever there is an addition or 
alteration to a building's address; LLPG website available at all 
times to verify formal address layout; Royal Mail online 
address checker used regularly; Medway mapping service 
used to identify anomalies in Ward/Polling District assignation; 
and Canvassers used where possible to identify numbering on 
flats and HMO's.
Street naming and numbering schedules, Local Land Charges, 
Property Gazzater Custodian, Canvassers during canvass 
time, Royal Mail Postcode web site.  The checking is ongoing.
The ERO recvices Property Gazatteer and Council Tax 
Property reports on a monthly return if not fortnightly.  The 
data is actioned the day it is received.

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Council tax, council tax local valuation amendments, 
completions lists, street naming and numbering, LLPG, GIS, 
and planning committee records all checked. List of all 
potential developments maintained and all visited before 
canvass. Developers, agents and housing bodies contacted 
where necessary.
Receiving information from Building Control, cross referencing 
with GIS & Royal Mail.  Request information from Council Tax 
when property finalised.
We use Council Tax and Building Control records to update 
the property database.
LLPG updates are used on a monthly basis to update the 
property database. In addition Council Tax and LLPG records 
are referred to on an ad-hoc basis as required.
Records used: Council Tax Database, Council Tax Empty 
Property Lists,  Transport & Design Services (Planning) 
Information, Erimus Housing Lists, Middlesbrough University 
Accommodation Lists, Middlesbrough Hospital 
Accommodation Lists. Recent data matching exercise with 
LLPG.
The ERO refers to the Royal Mail website to confirm 
addresses and postcodes.The ERO is engaged in ongoing 
communication with the Street Naming and Numbering Service
at the Council. Regards is also had to notification received 
from Building Control in relation to commencements and 
completions.

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A property database is continually maintained throughout the 
year utilising available records as outlined lined in 
Performance Standard 1.
We are NLPG compliant and the system is updated on a daily 
basis via the LLPG.  Any individual queries are checked with 
the LLPG custodian. 
The ERO works with the planning department to maintain an 
accurate property database.  The ERO is provided with 
information about new developments, properties and any 
alterations made to the LLPG.  
Records used: Council Tax Database, Council Tax Empty 
Property Lists,  Transport & Design Services (Planning) 
Information, Erimus Housing Lists, Middlesbrough University 
Accommodation Lists, Middlesbrough Hospital 
Accommodation Lists. Recent data matching
Regular contact is maintained with the LLPG administrator, 
council tax and the council's planning team in sharing property 
information.

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The ERO relies on a number of sources for information in 
order to verify the completeness and accuracy of properties 
listed.  Address amendments made by electors during the 
canvass and on absent vote applications and rolling 
registration applications.  The ERO checks property details 
against local authority records which the ERO has power to 
inspect.  Information is received monthly from council tax 
concerning accounts raised on new properties.    The ERO 
uses other records including Street Naming and Numbering 
and has plans in place to work in conjunction with the GIS and 
LLPG officers in order to maintain an accurate property 
database.  The data standards address matching exercise is 
currently underway.  
As stated above the Council will achieve the performance 
standard at level 3 by March/April 2009.  An initial data 
matching exercise will be carried out shortly.  The NLPG 
integration within the eXpress system will then be used for 
regular matching/checking.  The Council Tax, Planning and 
Building Control systems are also linked to the LLPG allowing 
the maintenance levels required.
We will rely on the property database filtered down from the 
LLPG as that will give us the ability to meet the performance 
standard for maintaining the property database.
As stated in 1 above, close liaison is maintained all year with 
staff in the Council Tax section, Street Name and Numbering, 
and housing associations. Electoral staff and canvassers 
investigate and visit properties to resolve queries. Staff in the 
Electoral Registration Office have access to the local 
authority's computerised mapping system.

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1)Wkly memos sent from bldg control re property builds. 
2)Constant contact with street name and numbering re new 
blds and checking of Post codes via Royal mail website. 
3)Currently undertaking the address matching excersise with 
NLPG - do not currently check addresses with LLPG. 
Records used as necessary:  Local Land Charges, Planning, 
Council Tax and Housing. Electoral Services Staff now have 
viewing access Council tax software database.  In addition the 
Royal Mail postcode checker and MapInfo are used to 
establish property locations.  Expected link to LLPG during this 
register year.  Canvassers provide details of incorrect property 
names and non residential properties.
Property database continuously updated from Corporate 
Gazeteer. Canvassers also trained to identify potential new or 
converted properties.
As set out in (3) above - when new properties 
created/demolished records are received.  Also use of the 
Royal Mail address finder to verify property details.
We proactively use external sources to update and validate 
the database. These include Royal Mail and some of our more 
experienced canvassers. This can be evidenced by a 
statement demonstrating the records checked and the 
frequency including how we effectively use LLPG within the 
service.

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Detailed log sheets from Canvassers, records of each 
canvassers performance.
The ERO maintains the property database on a week by week 
basis. 
Reports are received from Council Tax, Building Control and 
LLPG which inform Electoral Services of planning permissions,
completions and finally valuations of newly built properties. 
Once Council Tax and LLPG have confirmed that a property is 
ready for habitation it is included in the Register of Electors. 
These reports also include changes to numbering and houses 
that have been demolished etc. 
When the ERO is unsure whether a property exists or not, or if 
the ERO has been informed that a property is listed incorrectly,
the entry will be checked with the LLPG team or through the 
Nottingham City Council GIS system to verify the correct 
records which are then amended if necessary.  
During the annual canvass the ERO also receives information 
about new or demolished properties from the personal 
canvassers and Royal Mail. Information from Royal Mail is 
predominantly obtained from the red stickers attached to 
returned mail which could not be delivered. The ERO acts on 
information received from both sources and includes or remove
Updates are actioned when new propertes are identified by 
planning and building control and forms issued to the new 
address. Council tax records are used on or about 15 October 
to establish empty properties.
Royal Mail used, Registration forms sent out via our Land 
Charges department with every local search
The database is updated throughout the year, using various 
saources including Council Tax, LLPG and new properties 
notified via Naming and Mumbering.
Use is made of the following - council tax records, local 
gazeteer, street naming, development and building control, 
use of canvassers (during canvass time).

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The property database is continuously updated with 
information provided on a regular basis by Planning and 
Building Control, Street Naming and Numbering and a list of 
properties awaiting valuation is provided regularly by Council 
Tax.  In the process of data matching exercise linking 
properties on the register to LLPG which will ensure the 
database is updated regularly.
Continuous liaison and checks carried out with Council Tax, 
updates and information received directly from Naming and 
Numbering (Planning & Development Control) which enables 
us to update Register immediately rather than waiting for 
information to filter through from LLPG.  Information received 
from Naming and Numbering is checked and tracked on 
Hawkeye interactive mapping service. 
The ERO liaises on a regular basis with the GIS/UPRN data 
base controller along with building consultancy 
commencement and completion notices and the weekly 
planning bulletins. Information is also obtained from the street 
numbering team in transportation services who liaise with 
Royal Mail.
This authority receives a list from building control every month. 
Also a list is received from Council Tax every week. We also 
have access to the NLPG.

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Planning completions, Council tax database, housing registers 
and Map info for property information in conjunction with the 
LLPG. On a regular basis.
LLPG, PlanWeb etc all consulted. CORE matching at 94.5%. 
Will increase when further properties added to LLPG 
(approximately 3,500). From Royal Mail, returned poll cards, 
audit forms etc - register updated when returned from Royal 
Mail. To meet the above performance standard will meet with 
Land Registry quarterly to update register.
The ERO uses a number of records and external sources to 
maintain an accurate property database: 1) Regular contact 
with Council Tax staff, 2) Regular contact with street naming 
section and planning and building control sections to identify 
new build work and when they become occupied so a 
registration form can be sent out, 3) List maintained of all 
residential care homes and checks made at Annual Canvass 
to ensure a response has been received, 4) Regular uploads 
made to the LLPG and work towards CORE compliance by 
December 2009, 5) All properties created with accurate 
postcodes obtained from Royal Mail, 6) Demolitions updated 
regularly, 7) Any new conversions from Building Control, 8) 
Housing records used to ensure accuracy of council owned 
housing, 9) Tees Valley Joint Strategy Unit regularly consulted 
where developments straddle boundaries in order to ensure 
properties are entered into the correct ward or polling district.
We use the LLPG and Uniform (our internal property database 
) to maintain the Electoral Register (the Electoral service and 
Land & Property registration services are all within the same 
Officer Team here currently).  We receive weekly planning lists 
for the Planning Department to check for any new build or 
property developments in the area.  We utilise the Council Tax 
inspectors for any "house splits" that should be added to the 
system.

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Throughout the year the property database is update on a 
monthly basis from lists supplied by the LA's LLPG and CAG. 
Council Tax address records are also compiled from this list 
and I thought that the Local Authority supplied the Royal Mail 
with street naming and records not the other way round
The ER system and Council Tax system share a common 
property register and both are linked to a "shadow" LLPG 
updated from the three, constituent LLPGs. This ensures a 
constant update of information.
During the year, we regularly receive a  copy of the property 
list which Council Tax list send to the Valuation Office and also 
inspect the Council Tax database to check for new properties. 
We also regularly receive information from our Street Naming 
and Numbering team.
Information obtained from Planning/Building Control, 
Highways, etc. Regular contact with LLPG Custodian in 
preparation for CORE which highlights any amendments 
required to the Property Database.
We use Street Name & Numbering updates each month. All 
returned mail is checked against Council Tax. Empty Property 
lists are received and acted upon each week.Our canvassers 
are encouraged to look for all new properties and any 
conversions during their visits.
Records are cross-references against Royal Mail and Street 
Naming and Numbering.   Checks are also made for Army 
accommodation.

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The property database is updated during the annual canvass 
by personal canvassers and during the year when required. 
New properties are added to the database when information is 
received from the following (i) Council tax records (ii) 
Commencement and completion notifications from the councils
building control and planning department (iii) Local estate 
agents and developers (iv) The Local land and Property 
gazetteer (v) Royal Mail records.  Office procedures are in 
place for collecting, documenting and updating this information
The Registration database is in the process of being matched 
and linked to the LLPG to ensure that properties are added to 
the database frequently.  We also receive monthly notification 
of new properties from our Building Control and Council Tax 
Sections which allows us to check that all new properties are 
included.
We are operating at level 3 but need to support the work with 
documentary evidence

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We receive weekly reports from Council Tax with details of 
demolitions, completed new builds and changes of use (eg 
commercial to residential). We have access to LLPG 
information & linked maps on the council's intranet and use 
this and liaison Council's Gazetteer to verify any queries. We 
are in the final stages of matching our database to the LLPG 
which will assist with the maintenance. We regularly check the 
Royal Mail website to help resolve address queries.  During 
the canvass, we devise an information box for outgoing 
envelopes for RM delivery persons to use to provide useful 
feedback on undeliverable items. They use this instead of the 
usual RM sticker and it is more relevant to us.
Reports of new builds and revisions to existing addresses are 
received on a regular basis from the Street Naming and 
Numbering Section.  The data is actioned and updated within 
the elections management software.  Observations by 
canvassers during the Annual Canvass are also checked and 
processed.  The Authority's LLPG unfortunately has not been 
cleansed and is not currently in a usable state..

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We receive a list of building completion notices and notification 
of change in postal address from Building Control.  The 
Council is in the process of setting up its Gazetteer and work is
currently being undertaken to ensure that our addresses 
comply to BS 7666.  Buidling Control also notify of any change 
of addresses so that the register can be updated immediately.  
Royal Mail postcode database is checked where there is any 
uncertainity regarding postcodes and a lot of work has been 
undertaken in recent years to ensure that all proeprties have a 
postcode.  All outgoing canvass form envelopes bear a printed 
box and where  an envelope is undeliverable the person 
delivering the mail can enter a reason why they have been 
unable to deliver eg. boarded up, under construction, 
demolished etc.  
The ERO compiles and maintains the property database, using
information provided by the Assessor, Building Control, 
Planning which is then supplied to other relevant council 
departments including the Corporate Address Gazetteer.  
Records are also checked against the Royal Mail postcode 
database for accuracy and property sales from Registers of 
Scotland.

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The ERO uses a number of records and external sources to 
maintain an accurate property database as follows:
1. The ERO receives on a weekly basis lists from the Council 
Tax section which include new properties which have recently 
been added to their database. The electoral registration 
property database is updated on a regular basis using this 
information.
2. Electoral Services has a close relationship with Building 
Control who are responsible for street naming and numbering. 
Lists are supplied regularly and there is close liaison regarding 
the order properties should be entered on the register etc. 
Building Control inform Royal Mail of new streets and 
numbering so that postcodes can be issued and these are also
used to ensure fully accurate addressing on the register of 
electors.
3. Up-to-date information from the officer responsible for the 
Local Land and Property gazetteer is received regularly and 
work is currently being undertaken to meet addressing 
standards required by CORE. Information is passed regularly 
between officers in Electoral Services and the office dealing wit
4. Building Control inform us of any changes to addresses so th
5. The Royal Mail postcode database is checked where there is
Continuous updates from planning and Building Control with 
property name changes, new developments, alterations to 
properties etc. Updates from council tax of all new properties 
identified with the local valuation officer.  
We have developed better links with our LLPG people, as a 
rsult of the data matching exercise.  Ongoing liaison with 
Technical Services through Street Name and Numbering.

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We use Ctax records of new properties/accounts and update 
via the LLPG custodian, who collate information from planning 
and Building Control, together with any direct contact from the 
occupier.
Regular information is supplied throughout the year by the 
LLPG section and planning and building control sections of the 
Council.
New properties identified via Building Control, Planning and 
GIS
Use of in-house sources include liaison with Council 
Tax/Housing Benefits, Land Charges, Land Terrier, Building 
Control and councillors.  Over 200 individual reviews 
undertaken..

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We are currently in the middle to matching our data to the 
LLPG records and have been in regular contact with our LLPG 
custodian to update our records.  We also receive, on a 
regular basis throughout the year details of new developments 
from our Planning Department.  We also use the Council Tax 
Register on a regular basis to help us in maintaining an 
accurate database of properties.
System updated throughout the year following ongoing checks 
with LLPG, Council Tax, Development Control team. Post 
code accuracy checked with Royal mail in the event of queries.
The Service shares the same office as the land charges 
department consequently, we are able to identify new 
properties when a 'search' is received also as and when they 
are added to the Local Land and Property Gazetteer. 
Additionally we make regular contact with the department 
responsible for street name and numbering as and when they 
are allocated. 
Reports received from Street Name and Numbering on an 
ongoing basis to validate  new developments. Canvassers 
used each autumn to validate the database when making 
house to house enquiries.
All addresses are provided through the LLPG department who 
work with Royal Mail and Land Registry.  We have met the 
requirements of BS7666.  We are a growth area so also use 
records from the planning department of occupation progress 
in new communities.  

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The property database is maintained throughout the year from 
various sources of information : (1) the Council Tax UPRN list, 
which identifies all new properties set up for Council Tax, is 
checked on a monthly basis for new properties which are 
added to the Register property database and rolling 
registration forms sent where appropriate. (2) 
Numbering/Naming schedules are received from Building 
Control/LLPG department and all new properties and 
amendments are actioned on receipt. (3) Planning Completion 
schedules are received and checked to ensure newly 
completed properties are registered (4) GIS system is used to 
ensure properties are added to the correct polling district/ward 
on the Register.
Use is also made of Royal Mail's postcode/address information
on its website but it is not wholly accurate - again no record 
kept at present.  As previously mentioned at PS1 above, 
access to Council Tax records is permanently available.  
Completion lists 
We maintain a property data base throughout the year by way 
of the Local Land and Property Gazetter- previously the 
addresses have come through automatically into the holding 
area of the eXpress system. Currently we have issues with the 
software provider which means this does not happen 
automatically. We are currently adding new addresses 
manually. We have access/viewing rights to the Council Tax 
register and interrogate it regularly.
Updates made continously as information is provided. 
Database checked recently against the new LLPG.
Use council tax, royal mail and LLPG records as and when

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To reach this standard we:
• Receive lists of demolished / completed properties, on a 
weekly basis, from the Corporate Information Team.  The 
properties are added or removed from the register as 
appropriate.  Rolling Registration / Voter Registration forms 
are sent to any new properties added to the register.
• During the Annual Canvass deliverers and canvassers check 
for any new or demolished properties within their canvass area 
and report back to the elections team. They are checked 
against the gazetteer and council tax and added to the 
register.
• Check properties and post codes on the Royal Mail’s online 
post code checker, following queries from electors.
We liaise with the LLPG section when canvassers inform us of 
new properties found when they are delivering canvass forms 
and we also get notifications from the LLPG section on a 
weekly basis and update our records accordingly.

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• Council Tax records – new properties, those demolished and 
conversions
• Liaise with planning services to obtain information referred to 
above
• Local Land and Property Gazetteer – in process of 
development
We use Planning and Building Control records along with 
Council Tax information with regard to new properties.  Also, 
we update our records with regard to any new builds 
established by canvassers when issuing the annual canvass 
form or delivering poll cards.
In addition to the above at election time poll card deliverers 
complete a form for any additional properties they do not have 
a poll card for - this is then actioned with planning and council 
tax.

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See above re the year-round liaison and flow of information 
with Council Tax.  The electoral services section is working 
closely with the IT section on the accuracy of LLPG data with a
number of changes being made to the registration database as
a consequence. 
Royal Mail records are checked by our Local Land and 
Property Gazateer and forwarded to Electoral Services when 
new build properties are identified. Land Registry not used as 
there is a cost involved per address checked and there is no 
specific budget available.
As specified above + returns by Royal Mail at annual canvass 
and results of vists by canvassers to investigate apparent new 
build
We use our colleagues from planning/street naming and 
numbering.  They will send all new properties to us and we 
then make a decision, with talking to council tax, when to add 
the properties onto the database.

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We are pro-active in ensuring a complete and accurate 
property database, we use other councils records, information 
on planning applications and completions.  We work heavily 
with other departments such as Council Tax, street naming, 
local land and property gazetteer to maintain accurate property
information.  Personal Canvassers inform us of any new 
properties at canvass time and we carry out our own 
canvassing and investigation of property issues throughout the 
year.  We contact Royal Mail regularly to ascertain addresses 
and new property locations.  The facility to contact new 
property via new/first council tax bill proves very useful.
LLPG, Council Tax, Development control records cross 
referenced for new properties and queried property addresses 
as needed.
In addition to using LLPG electoral services uses the Royal 
mail postcode finder.
We check Ctax, planning, LLPG and the CAG throughout the 
year on almost a daily basis, especially with queries from 
public and other agencies.

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Council Tax & Property information records are checked 
regularly (including the annual canvass period) to verify and 
validate the data held on the electoral register.
Monthly updates from Street Naming and Numbering and 
checks against changes in the Council Tax database
Information provided internally on new 
developments/properties.  Checks made on void properties.
We receive updates from our numbering and naming section, 
we liaise with C.Tax on a new developments and work closely 
with our LLPG officer. 
The property database is updated once a year using the 
LLPG.  Steps to increase the frequency of checks will be 
undertaken once the systems can be more easily linked.

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property details are checked using information provided by 
engineers detailing new and demolished properties together 
with properties which cease to be residential. Regularly use 
Council Tax, building notification of development completion 
all year round.
Sent monthly list by Corporate Address Database/LLPG. This 
lists new developments, new individual properties and 
changes of house names. Also canvassers used to identify 
new properties during the canvass period.
The ERO (in Scotland) maintains a property database which 
mirrors the domestic database maintained in his role as 
Assessor for constituent local authorities.  In his capacity as 
Assessor has access to all property planning applications and 
monitors all such changes/alterations.
The ERO receives information from the Council's Planning & 
Building Control department with regard to building 
completions and also liaises with the same department as 
regards the LLPG; completions are received on a monthly 
basis.

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The ERO relies on a number of sources for information in 
order to verify the completeness and accuracy of properties 
listed.  Address amendments made by electors during the 
canvass and on absent vote applications and rolling 
registration applications.  The ERO checks property details 
against local authority records which the ERO has power to 
inspect.  Information is received monthly from council tax 
concerning accounts raised on new properties.  There is a 
program in the Council Tax Management System "ER - 
Council Tax Movements" to which electoral staff have access.  
The ERO uses other records including Street Naming and 
Numbering and has plans in place to work in conjunction with 
the GIS and LLPG officers in order to maintain an accurate 
property database.  The data standards address matching 
exercise is almost complete.  The ERO has access to the 
Royal Mail database and regularly checks addresses when 
mail is returned undelivered.
Whilst Road Naming and Numbering Reports, normally issued 
monthly by the Council are used to identify new properties, the 
use of Land Registry records to identify properties is not 
possible as an address has to be given; this Council provides 
both Royal Mail and Land Registry with the correct addresses 
and the electoral services office, as noted above, have these 
records supplied on a monthly basis.  On this basis level 4. is 
achieved but cannot be claimed under the above criteria.
Council tax and NLPG records are used to update the register 
during the year and also at canvass time.
Royal Mail and commercial websites such as Upmystreet and 
Streetmap are used to check our findings.  If additional 
properties are found/ or anomalies, these are checked out.  
Personal canvassers during annual canvass highlight new 
developments or developments coming on line. Regular 
contact with LLPG.  Council tax contacts informally provide 
information.

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We cross reference our records with those held by Council tax,
planning applications and completions, street naming and 
numbering and the Local Land Property Gazatteer.  We also 
use the register of Births, Deaths and Marriages. These 
records are checked monthly.
Royal Mail are contacted to check queries on addresses. 
Royal mail postcodes are also contacted to check for accuracy 
of post codes as and when needed. 
3. Council Tax and LLPG databases are used with access to 
Royal Mail postcodes for confirmation of any discrepencies.
The property database is maintained on a continual basis. The 
LLPG custodian provides up to date information regarding new 
build or change of use properties. Also the use of canvassers 
to deliver poll cards in their own "patch" means that people on 
the ground report back changes to the property database. The 
use of the planning databases together with the Royal Mail 
and other sources enables a checking of the various property 
databases in the authority with external sources. This is 
scheduled for each year mid way through the canvass to pick 
up any anomolies.

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We are sent emails from our GIS section informing us of any 
new properties built or details of amended addresses.
See 32 above.
Council tax, planning and building control records checked on 
an ongoingbasis

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Currently we update our property database from advice from 
our planning dept and also written feedback from our 
canvassers. We also update postal codes periodically. We are 
not yet receiving property data from our LLPG as we have yet 
to complete our data matching work but once completed in 
early 2009 we will rely soley on the LLPG for any property 
changes (any field information our canvassers pick up will be 
fed back to our LLPG) and we will update weekly. .
We receive updates from the councils planning department, 
have online access to the gazetteer and can inspect council 
tax records when needed.
Throughout the year we are proactive internally and externally 
regarding our property database. Internally we work closely 
with the Local Land and Property Gazetteer, The Street 
Naming and Numbering Officer, Local Land Charges, Council 
Tax, Housing Lettings and Parking Control Services within the 
Council to ensure that the electoral registration computer 
system maintains an accurate property database. Externally 
during the time of the annual canvass our canvassers identify 
a number new properties that we have not already been 
advised exist and prior to the canvass taking place we write to 
Roehampton University and St George’s Hospital Medical 
School in order to update the properties we have for Halls of 
Residence.

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Use of street naming lists from planning department to 
ascertain new developments or changes to existing dwellings, 
use of land charges info to double check address information.  
Use of Royal Mail website to query address/postcodes.
As in standard 1 - we use information from Ctax and Planning 
and LLPG
• Council Tax; Planning and Building Control records are all 
used in a continuous process to update and maintain and 
verify the electoral property database.
• The annual registration canvass is undertaken via personal 
canvass in all areas within the Borough and conducted with 
hand delivery of canvass, by appointed canvassers with 
precise instructions with regard to locating, canvassing and 
reporting any new residential units i.e. new, restored or 
property sub-divided into flats etc.

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Receive notification from Building Control/Street naming and 
numbering, of all new buildings and have viewing access to 
the LLPG to ensure property placed correctly in the Register of 
Electors. All notifications placed in a file, dated and processed 
as received. Properties to be eventually referenced direct to 
the LLPG. Note our Council LLPG system is a fully spatial 
system based on a GIS system. 'Street naming and 
numbering' consult with Royal Mail to resolve any address 
issues the ERO uncovers as this  is the preferred approach at 
this authority and then the result will be passed to all the 
departments that need to know.
Address development officer (LLPG) notifies relevant sections 
of new developments, house name changes etc.  We also 
receive completion notifications via Building Control and 
weekly lists of planning applications submitted. Valuation office
list also checked monthly.
Regular updates of property amendments are received from 
the LLPG Section and from Council Tax.  Minutes and reports 
from Planning Committees are also used to check property 
information and add/amend/delete properties.   Electoral 
Services staff also have 'read' access to the LLPG system to 
check property details and UPRNs.
LLPG custodian maintains the property database on a 
continuous basis, using information from Royal Mail,  
Valuation Office, Street Naming and Numbering  and Council 
Tax sections. Information will also be obtained from personal 
visits.
Electoral Services receives information and updates from the 
street naming and numbering officer and links to the GIS 
system.  Regular meetings with the LLPG and GIS officer take 
place to monitor progress towards compliance with data 
standards and address matching.

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The property database is continually updated throughout the 
year as a result of information from various sources.
Council tax records- weekly.  LLPG, street naming & 
numbering-monthly.  Royal Mail on a regular basis (when 
necessary to check postcodes etc.).  Building control inform us 
of demolished properties as and when necessary and send 
forms to new developers so that street naming & numbering 
dept are kept informed who in turn notify ERO.
Records held by Council Tax and the Local Land & Property 
Gazetteer (LLPG) are checked regularly throughout the year. 
Information from the Planning and Building Control 
departments is utilised by the LLPG Custodian to update the 
corporate property database.
In practice we only use planning and building control 
information to a limited degree, because our experience shows
that council tax and street naming and numbering information 
is more useful and reliable as it tends to relate more closely to 
the completion or occupation of properties.
The ERO works closely with LLPG Officer and has strong links 
with Buidling Control and Planning who advise of all completed
permissions and street and property namings.

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Information of new build properties, demolitions, split 
properties (ie flats and HMO's) received from Land Charges, 
Street Name and Numbering Dept, Council Tax on regular 
basis to update and amend property database as appropriate.
We liaise with the LLPG section when canvassers inform us of 
new properties found when they are delivering canvass forms 
and there is also liaison with Royal Mail on address and post 
code queries.  We also receive notifications from the LLPG 
section on a regular basis, informing us of any new properties 
and we then update our systems accordingly.
We receive details of new builds and address changes from 
the LPG and SN&N team and we do use the Council Tax VO 
report which details property changes
Liaise with Council Tax, LLPG records to ensure that all 
properties match.  Update records as when advised of new 
properties etc.
Receive regular updates from the LLPG.  Also use Council 
Tax or Council's GIS system to resolve anomolies.  
Canvassers are required to check properties that they visit and 
report on any differences that they find.  Royal Mail is used for 
further information.

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Sources of information used regularly to verify and validate 
property records held on the electoral register are those used 
by Council Tax, Building Control and Planning Section and 
Local Land and Property Gazeteer.  The Royal Mail have been 
contacted in the past and asked to assist with address and 
postcode queries, but they have been generally uncooperative 
and reluctant to provide assistance.    
see standard 1
Building control records fed through automatically from GIS, 
property database updated weekly to CORE standard.  Both 
Adur & Worthing council tax records and GIS used throughout 
the year including the canvass. Post office post code database 
also used throughout the year. Investigations made throughout 
canvass where canvassers find properties vary from database.
Council tax valuation lists and  building control records used to 
update the property database

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We use our LLPG, internal land and property system(Acolaid) 
and our GIS system to maintain our property database. We 
receive regular updates from the planning deparment with 
details of new builds and utilise our outside inspectors (in 
Council Tax and Housing) to check out the lie of the land if we 
cannot establish it from the GIS. We use the Royal Mail 
postcodes website and Up My Street. We use the canvassers 
at Annual Canvass to check any anomolies. We ask 
councillors and Parish Councils, who know they patch better 
than anyone to check registers and report anomolies which we 
then follow through  to conclusion.
It is the role of the LLPG Custodian to liaise with the Royal 
Mail and Land Registry and ultimately the LLPG Custodian 
supplies the information to the ERO so there is no need for the 
ERO to contact such agencies
Planning department supplies information on new properties 
and canvassers record any properties that may have been 
missed and ensure that they have a canvass form.
Monthly lists of completed properties are supplied by the 
councils Development Control section, detailing new address 
information.  Secondary checkes are made with the Royal Mail 
data base, but all addition and amendments are only made in 
conjuction with consultation with the LLPG.

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Performance standard 3
Canvasser training programme highlights requirements to visit 
properties who have not responsed to the annual canvass. We 
ask that they visit they visit every property on their list once, 
although some do visit more often.  Canvassers are asked to 
submit their completed lists at the end of the 'house to house 
enquiry' stage of the canvass, as well as any completed 
canvass forms.
Canvassers required to carry out a minimum of 4 visits, at 
different times of day, to non-responsing properties. They are 
required to record the date and time of each visit.  Doorstep 
assistance to the elector provided by the Canvasser upon 
request.  Use Council Tax for clarification on occasions.
The majority of our annual canvass forms are hand delivered 
by canvassers, 2.68% of the overall amount are posted by 
Royal Mail. These are the more rural areas where we receive 
an average response rate of 95%. All canvassers receive 
instructions as well as response sheets to record their 
deliveries and where issues have arisen. Door knockers are 
provided with an address list to mark the outcome of each 
property visited. Unfortunately we did not achieve 100% door 
knocking of the non returns at final reminder stage due to 
budget constraints. However the areas we did cover were very 
successful. We will be reviewing our annual canvass plan for 
2009, paying particular attention to the door knocking activity 
and how we can achieve 100% visits to all non-respondants. 

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The canvass plan and results are available for inspection.
During the annual canvass house-to-house calls are made to 
non-responding properties on two occassions by canvassers 
that are trained and work to a planned timetable. The 
canvasser's work is monitored and they are required to 
complete worksheets detailing their visits and any other 
relevant information that can be obtained. Contact is made 
with warden controlled properties to assist canvassers with 
access. Where there are queries on the information provided 
checks are made using Council Tax records, contact is made 
by letter or telephone for further informationto properties, site 
offices for new builds, college administrator for college 
properties and hospital administrator for staff accomodation 
queries.  In addition all properties receive a letter if they have 
refused to complete a registration form following a visit from a 
canvasser.
Canvass plan & Canvasser Guidance Manual in place.  House 
to house enquiries made on up to 3 occasions.  Response 
rates by canvass area tracked/monitored & issues managed in 
a timely way.  Canvassers complete worksheet noting 
time/date of visit(s) and any facts which may be of asistance.  
Guidance provided on accessibility issues.  Nursing 
Homes/Residential homes registration handled as a separate 
process. 

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• All properties on the Strand Database initially receive a 
canvass form delivered by Royal Mail.• This is followed up by 
a reminder also delivered by Royal Mail.• After the third and 
final reminder stage those properties which have failed to 
return a canvass form are matched to the Local Authorities 
Council Tax Database.
o Those properties where the tax payer and elector match and 
all rural properties are issued with a final reminder delivered by
Royal Mail
o Those properties where there is a mismatch are selected for 
a door-to door canvass.
• Canvassers given a comprehensive canvass instruction 
during training. This is reinforced with a written instruction for 
reference.
• Canvassers work is closely monitored by supervisors for 
progress and accuracy.
• Supervisors make regular contact with canvassers and 
provide positive feedback and support.
There is a comprehensive written project and risk 
management plan for undertaking the canvass, including 
training for canvassers and monitoring their progress; 
canvassers are only paid for registration forms returned and 
are instructed that the ERO expects them to make at least 3 
personal visits to any property at different times of the day 
(and to record those dates and times on the canvass form) if 
they cannot obtain the information earlier. All such canvass 
forms are returned to the office for checking that the dates and 
times are indeed recorded and to compare the existing 
registrants' details with Council Tax records. 
we have a canvassing plan on where.how and when visits are 
made with a canvass guide for all canvassers  and also have a 
canvassers results from each canvass.
The section works closely with Health and Safety Unit, Equal 
Opportunities, Central Call (councils call centre) and the Police 
to ensure the safety of canvassers at all times and also 
understand the needs of specialist groups of electors who may 
have problems completing their canvass forms.  Properties 
with potentially violent residents are identified and are not 
visited.  A system is in place with Central Call to monitor 
canvassers whereabouts and an escalation policy between ES 
and the Police is in place in the event of an incident involving 
canvass staff 

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Planning for house-to-house enquiries and identification of 
difficult to canvass areas are dealt with during the annual 
canvass as well as monitoring of canvasser performance.  
Lack of resources do not allow for personal house to house 
visits throughout the year.  Note canvassers do not undertake 
initial deliveries of Canvass forms and only go to non-
responded households.
The Electoral Canvass plan sets out the process for the 
annual canvass, which includes a minimum of two personal 
visits, by the canvasser, to houses that have not responded.  
All vists made are recorded.  Progress against the plan in 
terms of the number of returns and number outstanding are 
monitored on at least a weekly basis during the canvass.
Canvassing records are available in my office for inspection.  
However, it would be beneficial if more resource were 
available to carry out house to house enquiries throughout the 
year. 

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We feel we would normally be above the performance 
standard , however we have marked ourselves down this year 
as we had an issue with one canvasser in one area that 
caused  our overall canavass % return to decline. We had 
noted that we were not getting responses from the area but 
were assured that the canvass would be completed.  The 
reality was that the canvasser left it until the last few days 
when there was not time for follow up.  We do three mailings of
canvass forms and then a manaul canvass. Our view is that 
this should be changed to two mailings enabling more time for 
a manual canvass.  Our canvassers remuneration should also 
be changed, at present it is currently weighted to visiting a 
property rather than obtaining a response.
CANVASSING PLAN
SEE CANVASS TIMETABLE AND ONE PLAN EVIDENCE
SEE CANVASSER INSTRUCTIONS
CANVASS RESULTS RECORD
SEE CANVASSER LOG OF DATES VISITED AND TIMES 
ON FORMS
SEE CONTROL SHEET 1 FROM SUPERVISORS
CANVASSING STRATEGY
TIMETABLE FOR VISITS
CANVASSER/SUPERVISOR/CONTROL OFFICER 
INSTRUCTIONS
CANVASSER LIST OF STREETS/HELPFUL NOTES
INFORMATION IN OTHER LANGUAGES LEAFLET
CONTROL SHEETS TO MONITOR CANVASSER 
PERFORMANCE
EVIDENCE OF VISITS TO NEW DEVELOPMENTS 
THROUGHOUT THE YEAR TO IDENTIFY POTENTIAL 
NEWLY ELIGIBLE RESIDENTS
USE OF CITIZENSHIP CEREMONIES TO REGISTER NEW 
CITIZENS TO THE AREA
IDENTIFICATION OF 16/17 YEAR OLDS ADDED TO 
HOUSEHOLD FORM,THAT CAN BE ADDED AFTER 1 
DECEMBER 2008
USE OF COUNCIL TAX INFORMATION AT 2ND STAGE, 
AND AFTER PERSONAL CANVASS, TO LOG VOID 
PROPERTIES, AND LOG WHERE INFORMATION IS SAME 
ON COUNCIL TAX AS ON EROS.
DURING THE YEAR, PERMANENT STAFF WILL VISIT 
AREAS WHERE THEY HAVE QUEIRES AS TO 
RESIDENCE, NEW PROPERTY ETC. IF A CUSTOMER 
REQUIRES HELP AT HOME E.G. TO COMPLETE A 

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All properties that do not return a canvass form by the 4th 
stage (personal canvass) receive a visit from a canvasser if no 
one is home on the first visit, a card is left advising of the call 
and when a further visit will be made.  Canvassers receive an 
updated list during the canvass so they only carry out a further 
visit if we have still not received a return.  If there is no answer 
on the 2nd visit a further for is left with a card advising of need 
to return.  The canvassers are required to record the date and 
time of their visits and any further information on a canvasser 
record sheet which is provided for each property.  the forms 
returned by the canvassers are recorded against their canvass 
area so that I can monitor their response rates.
All canvass staff are issued with reminder forms and log 
sheets for non-responding properties.  They are required to 
record dates of visits and asked to call at least 2 times.  We 
monitor return rates for canvassers and award bonuses for 
high percentage returns.
Canvass project plan is reviewed following each annual 
canvass and is finalised each year in June.  The process 
includes training for Canvassers in August by means of written 
instructions, a powerpoint presentation followed by a question 
and answer session. Delivery of first form is performed by the 
Canvasser whilst undertakiing a survey of the area allocated 
for any changes. Forms are then printed for all non-responding 
properties and supplied to canvassers.  Each Form has two 
spaces for times and dates of visits to be recorded. Returned 
canvassed forms are checked on a daily basis to monitor 
progress and to identify any errors or poor performance. 
Canvassers are paid by results. Once all canvass forms have 
been completed and processed, final reminder forms and 
letters are posted to all outstanding properties. A registration 
day was held in an area where canvassing is not desirable, 
canvass staff spent  a day at a local community centre to help 
residents complete their forms.  Fliers to each non-responding 
property were delivered the week before, and a poster 
campaign was undertaken.
We employ canvassers to hand deliver all canvass forms and 
they then revisit all those propeties that have not returned a 
registration form up to three times.  Each canvasser completes 
a canvassers record of visit heet indicating aginst each 
property the dates in which they have visitied and whether a 
form was completed or a form was left for the householder to 
return.

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Blyth Valley does a personal canvass - all properties are 
visited. Liaise with Council Tax regarding empty properties.
Canvassers required to visit on at least two occasions and 
record the visits, as documented in the Canvass Plan.
2008/09 register canvass adopted a different approach to 
previous years and the evidence supplied outlines the 
processes and actions applied. Given that, as a result of a By-
Election the register was closed in early November we still 
returned a canvass response level of 92.87% which compares 
favourably with the previous years 91.78%. In addition to 
traditional canvassing electoral registration staff interrogated 
and updated the register using Council Tax records. 
visits are carried out at stage 3 of the annual canvass, notes 
and record of visits made.  Plan reviewed annually. 
A strategy is being developed to meet the objectives of the 
Canvass Plan, which will be fully implemented in 2009.
In addition we employ a special team of canvassers to visit 
large establishments such as nursing homes and houses of 
multiple occupation (HMOs).
We have not used personal canvasser's in the past we reach a 
high percentage and have found it quite difficult to recruit, but 
we are having lots of interest regarding hand delivery for poll 
cards.  We intend to use canvasser's  for this year's canvass.

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• We produce a Comprehensive Canvass Plan each year - 
showing how and when house to house enquiries made
• Progress monitored against Plan
• Each canvasser keeps a record of contact made with 
residents
• Canvassers performance closely monitored during canvass
Annual canvass includes a detailed canvasser manual, 
timetable and logsheets to record visits to non-responders 
after two forms have been delivered. Canvassers are required 
to make up to three additional visits at the final stage to obtain 
a response.
Targetted canvassing based on level of outstanding canvass 
returns. Contact with residents recorded through canvasser 
records 

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Canvassers receive training and are issued with 
comprehensive detailed guidance notes on how to carry out 
the canvass, including the purpose of the canvass, procedures 
involved, possible queries, personal safety. They must record 
on each form the date and time of each visit made to a 
property.
A canvass plan is drafted in the summer, highlighting where 
potential problems may arise. Canvassers are recruited with 
problem areas requiring more staff. Canvassers performance 
is monitored on a weekly basis during the canvass period.
Informal proceedure plan but not a "comprehensive written 
plan"  this is being undertaken with a general review of 
procedure in the light of other authorities experience and 
pending a report on a new structure / succession planning and 
staff levels grades following job evaluation.. Current procedure 
is to send a Canvass form preprinted with the previous 
electors details but addressed to the occupior  to all properties 
late August, followed by a Reminder then a Final Notice. Two 
year non responders are deleted from the Canvass Register 
prior to the start of the canvass to ensure a blank form is sent 
rather than a pre printed form (to encourage any "new" 
electors to complete). A letter is sent to all "No Elector" 
properties In February prior to an election.  Consideration is 
being given to writing to "all" electors prior to an election in 
future (a mini canvass) which would tie in Regsitration and 
promote the election. Use of Canvassers (door knocking) is 
considered in any particularly poor reponse areas (less than 
80% ) Our over all response rate is 86% . Use of Canvassers o
Personal visits are not undertaken throughout the year as is it 
felt that the thorough system adopted to reach all new 
occupiers by post through information from the council tax list, 
together with the postal canvass of all "empty" properties in 
Jan/Feb each year etc. and combined with the promotional 
activities undertaken is sufficiently adequate to identify and/or 
alert potential new electors. 

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An action plan for the annual canvass is produced each year , 
together with risk assessment and business continuity 
provision. The previous year's canvass and canvasser 
performance is evaluated in written reports. Records are 
maintained of properties where canvassers have contact with 
residents and forms with comments are scanned in to the 
property record on the Electoral Services IT system for easy 
identification.
During the Annual Canvass a personal visit is made by the 
Canvasser to all properties in thier area who have not returned 
a form 'A' .  A log is kept of all the dates and times of their 
visits and at least two visits must be made to each non 
responding property.

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Canvassers are given clear instruction on when & how to visit 
properties both verbally & in written format.  They are told to 
visit at a different time of day should their first visit be 
unsuccessful.  Specific advice is provided on dealing with 
holiday homes and service properties due to the number of 
these in our location.  Canvassers are contacted each day to 
feed-back what forms have been received by post and to 
reduce the number of unnecessary 2nd visits.   This daily 
personal contact assists with monitoring their performance and 
in identifying any potential problems.  We do not carry out 
personal visits outside of the canvass period.
House to house enquiries are made only in targetted areas 
where requisition response is particularly low.
 A canvass plan is in place to meet the objective of house-to-
house enquiries being made in respect of non-responding 
properties.  All contacts made by canvassers are recorded on 
an individual form for each property.
A three- postal reminder system is in operation before 
canvassers visit selected properties
Resources do not allow us to carry out house-to-house 
enquiries throughout the year.
Canvassers are requested to carry out a house-to-house 
enquiry for properties with a non return wherever possible.  A 
non-return form is completed with details of visits and filed. 
This year for the first time after the reminder forms were 
posted, the Elections Office sent out a strongly worded letter to
all non-responder properties.

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The ERO has a Canvasser Handbook detailing the 
requirements of the canvasser's role and health and safety 
guidance in undertaking house to house enquiries.  
Canvass areas identified and maintained on database. 
Reporting functions allow previous years % responses to be 
maintained for analysis. Written instructions and all 
canvassers have to attend a training session prior to 
commencing work. Performances monitored. Annually 
canvass reviewed to try and improve our responses and the 
number of canvassers employed and the quality of the 
canvass. 
Where a property has not responded to the annual canvass 
the canvassing plan requires two house to house enquiries.  
Each house to house enquiry is recorded by the canvasser of 
the outcome of the visit.

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The ERO has in place a fairly detailed canvass plan which 
covers all the elements required to meet the performance 
standard. It also contains elements of level 4 but could not be 
termed a strategy and as such the self-assessment errs 
towards defining current complaince as level 3.
Full time canvassers are employed from August until end of 
October, they are issued with an instruction manual, timetable 
and up to 4 copies of the canvass form for each property (2nd, 
3rd and 4th form if no response from property after initial 
delivery).
All canvassers have a sheet with the addresses they must call 
at, against the addresses they log the date and time of calling.  
When a form is received/completed on the doorstep the 
canvasser logs this on a separate sheet which is how they are 
paid.
3. Each canvasser is provided with a plan and deadline with in 
which to carry out door to door enquiries. Canvassers are 
provided with street registers in which they are to record the 3 
visits they must make to each property. 
canvass plan prepared  -  results are monitored in full detail on 
the electoral registration module of the election management 
software

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 The ERO has a policy of sending 3 registration forms by post 
and if no response is received then canvassers are used.   
However with the rural nature of the District not all areas can 
be canvassed.
Plans include "Canvassers Instruction manual, Canvass 
Planner/Spreadsheet.  During the canvass a daily responses 
report report is run off the system (by canvass area/polling 
district). Canvassers sign and return declaration of delivery at 
each canvass stage.
Canvassers are employed to visit all non-responding 
properties in the whole of the Borough. They are supplied with 
comprehensive written instructions and receive training 
beforehand. Their visits and actions taken are recorded on a 
worksheet. 
identify  how to conduct house to house enquires, monitoring 
of performance
Canvassers Record of visits
We meet the performance standard where we are able to 
recruit canvassers but we have not been unable to recruit 
canvassers for all areas.  A lot of the un-canvassed areas are 
in rural areas and there hasn't been a big difference in the 
number of returns for those areas since not being able to find 
canvassers. Having said that we are now targeting those 
areas.
Although there is no written plan, each canvasser is supplied 
with a detailed instruction letter which requires properties 
which have not responded to the annual canvass to be visited 
at least three times. Canvassers are asked to record their 
visits to such properties. A timetable is also supplied to each 
canvasser.

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Household enquiries to every non-responding properties.  All 
non-responders visited at least once.  Letters & forms sent to 
all non-responding households.
Elements of a strategy are in place, including the monitoring of 
canvasser performance.  However, this is centred around 
canvass time rather than year-round.
We have a written plan but could not recruit sufficient 
canvassers
The Council carries out house-to-house enquiries following the 
2nd reminder stage.  We have written instructions for the 
canvassers, whioch instructs the actions to be taken, includes 
health and safety advice and induction is held in advance on 
the house-to-house enquiries starting
House to house enquiries carried out for all non-responding 
properties. Each visit recorded in canvasser's logs.
A detailed plan for the canvass is produced detailing the 
canvass timetable including the dates for the design of the 
registration form, data runs sent to printers, dispatch of 
registration forms by Royal Mail, appointment of canvassers to 
visit non-responding addresses, training for canvassers, 
personal canvass stage, and checking against other Council 
records. All addresses that do not respond to either the initial 
registration form or a reminder form then get personal visits by 
canvassers. Borough is divided into 180 canvass areas. Each 
canvass area includes between 60 and 400 properties. The 
size of the canvass areas are reviewed at the end of each 
canvass to ensure that they are not too large. Canvassers 
must visit each address on 3 occasions, before delivering a 
final reminder form if no contact has been made by the third 
visit. Canvassers are expected to return completed forms on a 
weekly basis, and each canvasser's work is supervised by a 
member of the Electoral Services team to ensure that they 
keep to the timetable and they are correctly completing forms. 
Each canvasser must complete a logbook of the visits made to 

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We provide training for all canvassers prior to the personal 
canvass where they are required to make minimum of two 
attempts at contact.  Canvassers make a log of dates and 
times of attempts at contact.  We also encourage canvasers to 
make contact with scheme managers of any sheltered 
accommodation in their area to get their assistance in 
completing forms for residents and indentifying empty 
properties.
We moniter forms returned by canvassers and keep them 
updated as to the percentage of total forms issued to them.
The Electoral Registration/Elections Offcie itself is not 
resourced (finance and staff) for the last point of 4. above 
(personal visits) but Dartford does perform the other tasks 
listed in 4.
Written plan contained in a number of documents, for example 
canvass timetable, canvasser instructions and canvasser 
statements on door to door enquiries. Progress is monitored 
by software reports and return of cnvasser documents.
The department has a written guidelines for canvassers 
outlining the law, their duties and what is required. Canvass 
results are recorded and further investigations are made using 
other available sources, Council Tax, Housing Benefits, 
School Registers via the Education Department etc. Every 
canvassers has a workbook to record date, time and outcome 
of visits. Non response household details are recorded in the 
details column of the workbook. Canvassers are trained to 
record details of visits in their notes. For example - "Male mid 
thrities dark hair refused to give information, Black Ford Focus 
with personalised Number Plates M3 DRW parked on 
driveway". We train them to record any additional information 
which may be of use to us when making further enquiries 
using other records.

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Electoral Services carries out all of the functions to hit the 
'above performance standard' target, apart from making 
personal visits throughout the year.  Personal visits are, at the 
present time, limited to the annual canvass. However work is 
being undertaken to develop a canvassing strategy utilising 
support availble from Neighbourhood working including mini 
canvasses in areas low registration. 
*canvassesrs must visit the the property on three occassions 
and a diary is kept, * if no response after three visits a letter is 
left informing the resident of the consequences, copy of Form 
a returned to election office to obtain data from other 
registers.* payment to canvassers is performance related
The ERO has a comprehensive canvass action plan supported 
by a timetable which highlights all significant events between 
the start of the canvass in August and completion at the end of 
November.
Casual members of staff are engaged to support permanent 
staff members throughout this period and to ensure that a 
helpline is available to assist members of the public in 
completion of their form or in connection with telephone and 
internet registration.
All households receive a first form and two reminders if they 
do not respond, which is followed by visits from personal 
canvassers. Canvassers are required to call on more than one 
occasion
Residents have a choice of registration by post, by telephone 
and by internet.  Those with changes to their details must 
return their form by post.  It is not felt that making changes to 
details by internet is advisable as their needs to be 
consistency in the way details are entered and electoral staff 
must make decisions on eligibility etc. from written information. 
This can then be followed up with queries by phone or letter if 
necessary. There are also currently requirements in legislation 
Recruitment for personal canvassers commences in June/July 
The electoral Services Team undertake responsibility for superv
Appointment of canvassers is concentrated in the first instance 
Personal canvassers are required to complete forms with detail

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Fully monitored canvass.  Canvasser visits  carried out within 
specific time and records kept. Initial hand delivery for canvass 
form followed by two postal reminders prior to canvass to 
focus resources on visiting the non-responders.  New 
properties identified from street naming and numbering and 
valuation office are sent rolling registration forms.  These are 
posted not a personal visit.
Evidence: 2008 Canvass Timetable and Schedule of Tasks, 
Annual Canvass Report (evaluation of previous year's canvass 
and "lessons learned" together with results of canvasser 
feedback survey), Risk Register, DABVJB Service Plan, 
Canvass Responsibilities (work plan for staff/allocation of 
tasks). 

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Ealing has a robust and effective strategy for carrying out a 
successful annual canvass (97.2% return, despite being one of
the largets and most diverse boroughs in London). Canvass 
project plan in place (timescales, progress reporting, 
responsibilities, etc), canvassers well trained and performance 
closely monitored.  Canvasser patches identified and scored 
on difficulty levels, hostels, residential homes and sheltered 
housing seperately canvassed. Canvassers provided with 
translation materials and necessary equipment to carry out 
tasks successfully. Risk register compiled for canvasser safety 
along with robust risk assessments.  Outside of canvass 
'special initiatives' undertaken to identify residents from 'hard 
to reach' groups - 2007/08 concentrated on the Polish 
Community, vists to churches, advertising in Polish press, use 
of Polish Councilliors to raise profile, polish days registering at 
Polish shops, meeting places etc, this resulted in 30% higher 
registration rate - 2008/09 concentrating on British Somalian 
community, no figures as yet, much of the same employed. Vis
During the annual registration period, electoral staff and 
canvassers follow a canvass plan and timetable which outlines 
the process from start to finish.  House to house enquiries are 
made of those properties where despite 2 forms being sent by 
post, no form has been returned.  Canvassers are issued with 
worksheets where they record the number of visits and the 
outcome of that visit, the minimum number of visits being 2.  In 
addition to a bonus scheme which rewards high percentage 
returns, in 2008 we piloted a mop-up team to target those final 
polling districts where returns were still less than 90% with a 
further incentive of an increased payment per visit to property.
We have also chosen to prosecute two year non-responders 
and we start this process in January after each register is 
completed.
Unable to cover all of registration area due to being unable to 
attract canvassers to rural areas.

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 Training of Canvassers is carried out and they have a 
comprehensive guide to their duties, which includes a 
timetable for house-to-house enquiries. They are made aware 
of the timeteable for meeting obejectives contained in the 
quide. Canvassers are required to complete a Log Book/Work 
Record and forms for each non responding property to record 
visits,conversations and information obtained. Software 
produces data of returns which is used to monitor canvassers' 
progress.
The canvass plan is detailed in a file (impossible to email, but 
can be inspected).  Home to home enquiries are made to all 
properties where no response has been received.  Canvassers
forms are monitored to ensure high response rate, which is 
how success is measured (see example at Appendix D). Copy 
of timetable attached (appendix K).
We use an informal timetable plan. Due to staff shortages for 
the last year have not been able to produce a comprehensive 
plan.
Training includes a comprehensive training manual, health & 
safety guide, lone working policy, information about dangerous 
dogs and potentially aggressive people.  We have regular 
contact with canvassers and assess and acknowledge their 
achievements on a weekly basis.
At present, because we have relatively new software, I cannot 
print a short form of canvass results record showing each 
stage of the canvass. I can produce one showing the final 
results if necessary.

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We carefully monitor canvassers, ensure they are trained and 
follow the detailed hand book we prepare. We employ different 
strategies each year to improve results and similarly have a 
bonus system of payments. Translations of the registration 
process are given to canvassers and where necessary 
followed up from the office.
1. Timetable in place for all aspects of the canvass. 2. 
Procedure notes for personal canvassers are supplied and 
updated yearly to take account of any changes in legislation or 
to the local area. 3. Letters are also sent to non-responders 
after personal canvassers have been unable to contact or get 
a response from a property 4. Regular printouts are made at 
each stage of the canvass showing rates of response etc  
Canvass Instructions are issued to Canvassers.  Canvassers 
are instructed to undertake at least 2 personal visits to non 
responding properties.  Progress is recorded on each 
individual form as either a successful visit or date/time when 
canvasser visited property.
Whilst ranked at level 3, we do undertake some level 4 activity 
eg monitoring canvasser performance, considering the needs 
of particular areas. However, we do not have the resources to 
undertake personal visits throughout the year.  In 2008 we 
achieved 98.9% response from households and we continue to
pursue non-responders as well as use other records and pro-
actively invite new residents to register in order to maintain 
accuracy and completeness of register. 

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Although a full written plan is not currently used, information is 
maintained on non-responding properties, all canvasser visits 
and responses from households. 
House to house enquiries are made where there has been no 
return from canvass in both the current year and previous 
year. Records are kept of visits and outcomes in order to 
monitor results.
A canvass project plan is put in place during the annual 
canvass.  This includes a risk register,  canvass timetable, 
print details, telephone, internet and SMS contract, appointed 
canvassers, canvassers job description, guidance to 
canvassers, canvassers health & safety handbook, lone 
working policy and calling cards.  The project plan is monitored
using the canvassers working register, outstanding property 
lists and canvass results.

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Whilst there is no comprehensive written plan, an annual 
house to house canvass is carried out in accordance with 
legislation and guidelines. This includes personal visits, 
monitoring response to canvass at all stages including follow-
up personal canvass to non-responding properties. There are 
detailed instructions to canvassers, including risk assessment, 
so not sure if this meets Performance Standard or indeed 
above the standard.
Self assessment 3 has been chosen as we do not carry out 
personal visits throughout the year.  We have a detailed 
canvass action plan setting out a timetable to complete the 
annual canvass to ensure publication  of new register by 1st 
December.  Forms and 1st reminder are sent out via royal mail 
with canvassers employed to chase non responders.  Contact 
made by the Electoral Services Officer with the Welfare Officer 
at Army Camp, Student Services at Hartpury College and any 
new developers of new housing estates where access to these 
properties are difficult.  Canvassers also contact estate agents 
and housing associations within the area to ascertain if a 
particular property is empty.  A report from Council Tax as at 
15 October is also used to process and verify empty 
properties.   Monitoring of returns is conducted daily and 
canvassers contacted.  At the conclusion of the canvass 
period a further letter is sent to each property where a 
response is still outstanding giving them a further opportunity 
to register.
A comprehensive canvass plan is produced which includes 
when house to house enquiries should be made. Following the 
start of the personal canvas retuns are processed and and 
monitoired.Not every polling district is canvassed because it 
has not been possible to recruit sufficient canvassers (despite 
widespread advertising). However, for areas that have not 
been subject to a personal canvass further checks are made 
against council tax records. 
The ERO has a detailed canvass procedure which includes 
making house to house enquiries to non responding properties 
in the final stages to the canvass. The ERO also undetook an 
exercise to writing to non responding proerties and the 
conlsuion of the canvass outlinging the need to complet the 
canvass and attaching a final form for completion. As part of 
the Electoral Participarticipation pla the ERO will also 
undertake a more proactive campaigin of raising awareness of 
the canvass and the need to be registered. 

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The Council have a written plan for Personal Canvassers to 
ensure that each property in their Canvass area is personally 
visited on more than one occasion in order to obtain the 
required information. The ERO makes the necessary house-to-
house enquiries in accordance with (section 9A and 10(5) of 
RPA 1983. The register is divided into Polling Districts and a 
Personal Canvasser  is appointed to visit on at least  2 
occasions all non-responding properties. Each Canvasser 
receives comprehensive training on the procedure to visit 
properties and their progress is monitored by management 
reports from the electoral register system and by the numbers 
of returns received from each individual Canvasser. 
Canvasser's receive log sheets from the ERO of all 
outstanding properties within their area which they must 
complete and record progress after each visit including the 
time of day and the date when the property is visited. If at the 
conclusion of the 2nd visit a form has not been received, then 
Canvassers leave a further form and a card advising the 
householder that they have not been able  to obtain a response
Non responding households are identified by the Strand 
Electoral Registration system and lists produced for 
canvassers. Written instructions are given to each canvasser 
before they go out on survey. Canvass lists are checked on 
return.       
There is a Canvasser's Contract and Terms of Reference 
(which includes a timetable), backed up by training (including 
Health & Safety training). Canvasser results are monitored on 
a spreadsheet: questionnaires are sent to a random selection 
of electors in each polling district; questionnaires also to the 
canvassers for their suggestions on ways to improve the 
canvass and the associated training: Canvassers keep a 
record of all visits made to non-responding properties. 
Canvasser return rates are calculated and each canvasser is 
made aware of his/her own success rate. 

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We monitor all canvasser activity, including that referred to the 
part 3, by using reports produced by computer system. 
Canvassers are required to make at least three visits to non-
responding households, preferably at different times of the 
day, ending with a visit as near as possible to the qualifying 
date to check potential void properties. All canvassers are 
briefed and subjected to a timetable concerning their canvass 
activities. Canvass activity is monitored daily by electoral staff.
 As the department highlighted Aberdeen City as the area with 
the poorest response rate for Householder returns the ERO 
targeted this area for the house-to-house canvass during 2008 
rather than all three council areas within Grampian so as to 
make best use of resources available.  If there are problems 
with individual households permanent members of staff are 
available for doorstep visits as and when required.
I believe we meet this standard as we have a detailed 
Canvass Plan/Timetable which sets out the actions we must 
take to ensure the completeness and accuracy of our register.  
We have a canvasser pack which clearly lays out canvasser 
responsibilities; offers advice on aspects of their role and we 
provide them with training each year before the canvass 
commences.   All contact with canvassers during the various 
stages of the canvass process is recorded.  We maintain a 
canvass record and keep paper copies of all 
documents/reports/returns from canvassers.  During the 
personal canvass stage our staff are instructed to make notes 
on the registration form of any issues e.g.when they called 
upon the address, whether the resident was in on the 
registration form.  These forms are then scanned into the 
system and remain available to the team.  
Canvassers are used for house to house enquiries in poor 
responding areas.  They complete records of houses they visit 
and which properties are empty, holiday, new or commercial.  
They will also make a comment on the voter registration form if 
applicable, which are scanned into the system.

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House-to-house enquiries are only carried out during the 
autumn household survey, not at other times of the year to 
support the registration of electors outside that period.
An annual canvass is carefully planned and the progress of 
canvassers monitored.  Areas of difficulty are given special 
attention and allocated carefully chosen canvassers.  There is 
a canvass manual and timetable produced.
I feel that there are some elements of part 4 that we also meet 
and expect to incorporate all 4 elements by next annual 
canvass.
House to house enquiries were made resulting in the collection
of in excess of 700 registraions.  However, the standard is not 
met as this is not formally documented..The new Elections 
Manager will be tasked with meeting this standard.
The canvass strategy involves features such as a mid August 
start, a September reminder round and a personal canvass in 
October and November organised on  the Census 
methodology. In addition new build is identified to us 
throughout the year by property services.
Canvassers plan and instructions. Checks are made to 
highlight any properties where cautions is needed when 
approaching. Canvasser performance is monitored and 
payment made accordingly.

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All households receive a first form and then a reminder, if they 
still do not respond a canvasser makes a personal visit to the 
property. If the canvasser finds no one at home a second visit 
is made. Residents have a choice of registration by post, by 
telephone, by TEXT message and by internet. Those with 
changes to their details must return their form by post. 
Recruitement for personal canvassers commences in June 
each year. If a Parish is missig a canvasser a notice is placed 
on the Parish Notice board advertising the vacancy. Personal 
canvassers are required to complete forms with details of visits 
made,dates and times etc and they are asked to log where 
problems are encountered.  Canvassers are paid per 
household on their non-responder list but are then paid an 
additional fee for every form completed and returned as a 
result of their visits. this provides an incentive to get results. 
I have selected No. 2 and indicated that the ERO does not 
meet the stand on the basis that the ERO does not have a 
written plan.  However, the ERO does have a comprehensive 
system in place to ensure that all non-responding properties 
receive  a visit.  The system is documented in a number of 
documents: spreadsheets to monitor the progress of the 
canvass, training material for canvassers, a written timetable 
of canvass activities, risk assessment for the canvass and a 
risk register.  
All canvass contacts recorded and progress of returns tracked 
through canvass. More work could be done to improve 
process, but performance is well above level 2.
Personal Canvassers employed to target non-responding 
properties, those that have not responded for a number of 
years are highlighted with the Canvassers.  Canvasser returns 
monitored and final reminder correspondence hand-delivered 
to try to encourage response rate.

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Our canvassing plan is embodied in the detailed instructions 
which are issued to canvassers. Those instructions set out the 
timetable and requirement for 'door knocking' on at least one 
occasion where no form has been returned from the property.
Performance Standard 3
We believe we meet the performance standard for house-to-
house enquiries.
  
We employ door-knockers at the end of the annual canvass 
and they are instructed to call on properties twice.  
A written plan for the Canvass Process is in place which 
includes information on the role carried out by door-knockers.  
Non-responding property sheets are also completed by door-
knockers providing further information why a return has not 
been made.  We record all useful information from the non-
responding property sheets against the property record.
 
Supporting document:  
Canvass Process
Non responding property sheet
Canvasser has a working sheet/guidance on what is required 
for non responding properties.  Number of visiting/messages 
must be recorded on working sheets.   Canvassers have to 
clock in/out every time with a Supervisor.  After the work is 
back in we send out Canvassers to properties we have 
problems with, also recording everything.

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Field staff visit new properties as part of their CT duties and 
ensure that registration application forms are completed or left 
for completion if the property is unoccupied.  There is a 
comprehensive doorstep canvass regime consisting of three 
distinct phases: phase 1 - all properties where electors are due
to be deadwooded at the end of the canvass if no form is 
received; phase 2 - all properties where there are no electors 
but where CT benefits are being paid; phase 3 - all remaining 
properties where no return has been received after the final 
postal reminder has been issued.  Canvassers complete 
monitoring forms with their own observations and comments 
for each  property and are asked for suggestions at the end of 
the canvass.  Results are studied and considered when 
recruiting and training in subsequent years.
We have identified particular problem areas and these are 
subject to a more intense canvass - each year we have 
targetted one of the areas in particular.  We do monitor 
canvasser performance but at this time we do not arrange for 
personal visits throughout the year.  The Revenues Inspector 
will investigate queries on our behalf.
Every non-responding property in the authority is visited a 
minimum of three times (or until a response is obtained) but 
this is only undertaken during the annual canvass.
Canvassers keep a record of all their visits and we monitor the 
returns
Although the ERO provides written instructions to all 
canvassers and they are regularly monitored, not all properties 
are subject to house-tohouse enquiries.

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A comprehensive canvass strategy is in place. We continually 
monitor poor areas to reduce the size of canvass areas. We 
have 209 canvass areas and over 170 canvassers calling at 
these for 5 weeks. Payment is on results. We have a weekly 
stats run and advise canvassers of their performance at their 
compulsory weekly visits. Comprehensive set of data with 
previous year comparison to aid evaluation of new ideas.
The canvass plan is reviewed annually with a number of 
canvassers both post and pre canvass; supervisors are 
employed to assist with the monitoring of canvassers and the 
checking of their work; the percentage responses from each 
canvasser are monitored every day throughout the canvass. 
Canvassers are expected to make a minimum of 3 house to 
house calls to any property that has not responded to the initial
hand delivered form. 
Written instructions to canvassers along with providing 
canvassers their percentage returns.  The canvassers' 
canvass sheet provides written notes and dates of visits made.

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Summons type commucation at conclusion of canvass.             
"Super canvasser" employed to target low responding areas.
The ERO considers that we operate above the performance 
standard level, although we do not provide for personal visits 
throughout the year.  We have a comprehensive canvassing 
strategy supported by a canvass plan and timetable. We have 
a methodical approach to the allocation of canvass areas and 
have increased our number of personal canvassers from 56 in 
2007 to 104 in 2008.  The ERO feels that the approach to 
rolling registration described under Performance Standard 1 
ensures that as many people as possible are targeted 
throughout the year.

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Phase 1 - canvass of 12,271 properties with no registered 
electors but believed to be occupied - Aug to Sept 2009. 
Phase 2 - canvass of 4,649 properties where there was no 
response from original form and one reminder. This was 
targeted at those polling districts that had a response rate 
under 68% at beginnig of Nov 2008.                                           
We have a manual that is issued to all canvassers and they 
are required to complete the dates and times of visits to 
households on the forms used to undertake the visits and they 
are required to complete forms stating the number of forms 
received they have a target of 70% which is monitored and 
feedback is given to canvassers at the end of the canvass 
period. We also undertake canvasser feedback to determine 
any areas for improvement for the following year
Evidence to support Self Assessment: Canvassing Planning 
Document, Risk Register,Autumn 2008 Registration Form 
Production, Canvasser Information Pack, Canvasser 
Instructions, Canvasser Person Specification, Canvasser 
Training Presentation, Language Booklet, Canvass 2008 
Health and Safety Instructions, Outstanding Property 
Worksheet, FAQ for Telephone Registration, Canvass Return 
Statistics and Canvasser Feedback Form
The ERO has a comprehensive annual canvass plan and 
assesses the canvass results and performance of canvass 
staff. The 2008 canvass involved house to house enquiries 
both at stage 1 and  stage 2, with a postal canvass at stage 3 
and a stage 4 supplementary door to door canvass in areas 
with a relatively poor response . Records of contact with 
residents were required of canvassers and are retained on file. 
Additionally, as part of the strategy, each year the ERO sends 
a confirmation of residence letter to all registered electors in 
the borough to check/verify registration date held; and identify 
household changes.

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A planner is produced detailing when to carry out house-to-
house enquiries and full written instructions on procedure are 
given to canvassers detailing how to record results.
Canvassers performance is closely monitored. Bonus 
payments paid to canvassers with 97% return.  Literature is 
provided in foreign languages during the canvass, and foreign 
language rolling registration forms are available at Council 
offices.A protocol for the delivery of Electoral Registration 
forms and follow ups is issued to all canvassers.
Our canvassing strategy is included in the instructions to 
canvassers by way of marking up results, detailing empty, 
closed, demolished property and any new which is being 
constructed. We run a programme to identify 'difficult areas' 
and are targetting as appropriate. Canvasser performance is 
monitored, and results based pay structure provides 
incentives. Comparison is made as appropriate with other 
available records. As outlined in PS1 and 2 we identify new 
property and send a Rolling Registration form , but we do not 
have the resourses available to provide for personal visits, 
although we do provide a help desk facility and One Stop 
Shops assist with the completion of forms.
ERO has a comprehensive polling district profile plan which 
includes description of area, predominant property types in the 
area, method of canvass, return rates achieved, comments 
regarding success of canvass methods used and any 
particular problems encountered. Monitoring of canvassers 
including use of a canvasser feedback questionnaire to help 
identify good/bad practice. Making best use of available 
financial and human resources to give best value for canvass. 
Previous attempts to increase level of house-to-house 
enquiries have had limited success and this stategy is 
currently under review. 
Although we currently have our own canvass plan, 
Macclesfield Borough Council will cease to exist from 1 April 
2009 because it will be joining with Crewe & Nantwich, and 
Congleton to form the new Cheshire East unitary authority.  A 
new canvass plan will hopefully be structured incorporating EC 
guidance and Performance Standard requirements for the new 
authority.

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We are a very small authority and at the beginning of the 
canvass process the Electoral Management Officer and her 
Line Manager met to agree a strategy for house to house 
enquiries with a view to increasing the household response 
rate.  There was no need to write this down because the EMO 
has personal charge of the canvass and is in daily contact with 
her line manager.
We have a canvass action plan, timetable and provide training 
for canvassers.  The canvassers performance is monitored.
Also carry out many measures linked to level 4 (via equalities 
action plan - plans to identify single person properties/difficult 
to access properties/high risk properties and support provided 
by neighbourhood wardens to doorstep canvassers.
The ERO has a Canvass plan which is monitored throughout 
the project and subsequently evaluated in January every year. 
House-to-house enquiries are made wherever possible when 
no initial response is received. Canvassers are provided with 
log sheets to record their activities.
In Canvassers Instructions.  Copies of the House to House 
Record Sheets.  Details of time, date and outcome marked on 
the sheets.

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Min. three calls. Varying canvasser targets according to area. 
Full monitoring. Further min two calls before register 
publication. No house to house enquiries outside canvass 
periods but new build occupiers written to with voter regn. 
forms. All new builds also included in voter participation 
exercise. 
 Canvassers supplied with a manual covering every aspect of 
the canvass. Letters of instruction supplied at every stage. 
Collection sheets supplied for record of collections and non-
collections. Health & Safety presentation and manual supplied. 
Personal alarm supplied
We carry out house to house enquiries, where the annual 
canvass form has not been returned, and the canvassers 
record the results of their visits.
Canvass Plan specifies the criteria by which areas for house to
house enquiries are determined. These areas are logged and 
return results from the canvass are analysed. Canvasser 
contact is recorded and kept.
Canvass Plan in place.  Timetable in place. Canvasser training 
in place. Canvasser guidance in place. Records of house-to 
house visits. Records of Canvasser supervision/performance.
Contact with Registrars re new citizens
Milton Keynes satisfies all but the final part of level 4. We have 
a high percentage of new electors added during the year under
rolling registration (5200 in 2008) as a result of letters sent out 
in January to every household and  other initiatives.
Statistics are monitored throughout the canvass period to 
identify those areas where the response rate is poor. Areas to 
be canvassed are then agreed. Throughout the rest of the 
year, house to house enquiries may be undertaken by the 
ERO (e.g barn conversions, demolished buildings), where 
information is not available from other sources such as Council
Tax and Building Control.

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Phase 1 - canvass of 13,595 properties with no registered 
electors but believed to be occupied - Aug to Sept 2009. 
Phase 2 - canvass of 5,950 properties where there was no 
response from original form and one reminder. This was 
targeted at those polling districts that had a response rate 
under 68% at beginnig of Nov 2008.                           
As part of our physical canvass project management process 
the following documentation is utilised; Canvass Timetable 
and Project Overview Summary, Instructions for Canvassers, 
Signed Canvasser Work Sheets, Signed Canvass Completion 
Declarations, Registration Form Control Monitoring Reports.    
The ERO ensures as far as possible that all properties not 
responding to the annual canvass form are subject to at least 
one personal visit.  Areas which are not covered by a 
canvasser are predominatly rural in character and are 
traditionally areas with a high response rate.  These return 
rates are subject to monitoring throughout the annual canvass.
The canvass plan is reviewed annually with canvassers both 
post and pre canvass; supervisors are employed to assist with 
the monitoring of canvassers and the checking of their work; 
the percentage responses from each canvasser are monitored 
every day throughout the canvass.

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The ERO has established procedures to ensure that 
households which do not respond to the canvass form or 
reminder, receive up to two visits from door-to-door 
canvassers.  Accurate records of the contact made with 
residents is maintained and the performance of canvassers is 
monitored.  Canvassers have to complete a property 
worksheet, detailing dates, times and action taken, for each 
property they visit.  Electoral staff have daily contact with the 
Street Naming and Numbering Officer, which allows new 
properties to be identified at once.  The ERO has put in place 
a strategy for conducting house-to-house enquiries and has a 
strategy in place to provide personal visits throughout the year 
to anyone who requires assistance to complete an application 
form. 
The Council does have a plan for canvassing properties which 
have not responded to the annual canvass.  At present it is not 
possible to canvass every property required because of the 
costs of canvassing in such a rural sparsely populated area 
and the difficulty of attracting canvassers in such areas. The 
ERO has plans to address this.
We provide a canvass plan to enable canvassers "door 
knockers" to make house to house enquiries to confirm that 
eligible electors are resident or to confirm that properties are 
empty at the qualification date.
Records are maintained during the canvass of forms delivered 
to properties, dates and times of personal visits to properties, 
and numbers of forms collected by canvassers. Information is 
recorded where canvassers are unable to collect a form, the 
property is empty, or information is refused.

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1)detailed project plan and work timetable for the Canvass 
produced. 2) Canvassers have to make at least 2 attempts to 
make contact with the householder and have a work sheet to 
complete and sign off. They are not paid until this is produced. 
At the third stage of the canvass every non responding 
property is visited.  Where there is no response to the call a 
third form is left with a "final reminder" slip.  The canvassers 
are asked to complete a Record of Visits to indicate whether a 
form was collected, a form and final reminder slip was left or if 
the property is empty and a "empty property slip" is left.  They 
also record, giving the date, if the occupant refuses to fill in the 
form.  Where electors are identified as needing help due to a 
specific problem the canvassers are asked to call at the first 
stage of the canvass.  For example if their eyesight is poor and
they are unable to read the form.  A large print version of the 
form can be provided and the canvasser will help them fill in 
the regular sized version.  
Canvassers receive detailed reports of properties requiring 
house to house enquiries plus reports on forms subsequently 
received. Canvassers prepare and submit workbooks to 
documents calls made and actions undertaken as a result.
We have retained all our canvass results records which can be 
inspected together with a canvassing plan.

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Detailed log sheets from canvassers, records of each 
canvassers performance  
The canvass plan is part of an overall operational plan, which 
covers all the work that the Electoral Services team need to 
plan and carry out in the forthcoming year. 
All of the key elements which need to be considered for a 
successful canvass are documented here. This year the ERO 
decided to bring the personal canvass stage back in-house 
(after being outsourced in 2006 & 2007) and the the plan was 
revised to include the additional planning. The revised plan 
addressed recruitment, training, health & safety, insurance and
risk, administration and verification of completed forms handed 
over by the canvassers, collection and retention of all canvass 
paperwork, calculation of final canvass results, payments to 
staff and suppliers and the final evaluation. 
All stages of the personal canvass have been documented to 
provide a full audit trail.
The impact of the 2006 Act were recognised and a plan of 
action drawn up to include canvassing via house to house 
inquiries. The intention was to undertake this exercise once 
the register has been published to identify areas of concern. 
Almost reach Above performance.
All the above are carried out with the exception of personal 
visits throughout the year.
Detailed instructions exist for the carrying out of the canvass, 
canvassers submit written returns of succesful vists.
Canvasser's ensure two visits are made to each property 
where no response has been received. A targeted card system
is used to encourage response to 'no answer' properties. 
Consideration is being given to performing a 'mini-canvass in 
February.

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A comprehensive instruction manual is provided for 
canvassers detailing when and how house to house enquiries 
should be carried out.  The canvassers then have to record the
dates and times of their visits on the canvass form and must 
return their forms on a weekly basis to enable their progress to 
be monitored.   Low response areas have been identified and 
an appropriate translation leaflet is delivered with the forms 
and these areas are then targeted with teams of experienced 
canvassers.
Canvassing of non-responding properties following the 
delivery of two canvass forms is included in the action plan for 
the Annual Canvass and appropriately timetabled.  
Canvassers are trained and given forms to document date, 
times and outcome of visits and evidence of vacant properties, 
this is also checked against Council Tax records.
The ERO has a protocol in place for dealing with the canvass 
exercise and the monitoring of individual canvassers 
performance is pivotal to their levels of pay. We use the 
cautionary contact register and compile risks assessments for 
previously identified "problem areas". These areas can include 
student villages,nursing/ hospital accomodation, Hmo's and 
those premises where there is a language issue. We also use 
the facilities of Sign It and the Dorset County Ass for the Blind 
to assist in appropriate cases.
We have a canvassing strategy that works very well and the 
canvassers are instructed to make 3 calls on different days to 
each property.  We have a canvass project plan and the work 
is closely monitored.  The percentage return has increased 
almost 3% in 2008.

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Canvassing plan is put together and reviewed annually before 
the new canvass commences.  This plan identifies possible 
problem areas, rural areas and flats etc.  All canvassers report 
on a daily basis to the office and progress is monitored.  The 
results of all house to house enquiries are logged on a 
worksheet which shows the dates and times of visits and takes 
on board any comments from the canvassers.  Allocation of 
canvassers is with regard to the area type and amount of 
properties and an effective and realistic timetable has been put
in place and also a performance related pay scale.
D2D canvasser plan and training and guidance followed. 
Difficult properties identified. Difficult clients identified. 
Refusals pursued and ER3's sent with letter after 
audit/canvass. D2D performance monitored and debrief 
carried out. Do not meet above performance standard because
D2D canvassing not undertaken outside audit/canvass period. 
Weekly feedback reports to political Group Leaders during 
annual canvass - Scrutiny report reviewing annual canvass 
submitted to relevant Member Panel.
The ERO has a canvass strategy supported by a timetable 
which highlights significant events and processes undertaken 
from the start of the canvass in August to publication of the 
register in December. All households receive a first form and a 
reminder if they do not respond, by post. Canvassers are then 
engaged to undertake at least one personal visit to non 
responders. Residents have a choice of registration by post, 
telephone or internet. Those with changes must return their 
form. Canvass results are recorded electronically on Express 
computer system. A pay structure exists for casual members 
of staff who are engaged in the canvass, based on Council job 
evaluation grades. This ensures accuracy of the register as it 
is not 'performance based' and therefore there is no reward for 
falsely high results. Canvassers are given a 'patch' based on 
their experience, previous year's non response results and the 
difficulty of the area (eg low response areas or rural 
communities). Canvassers performance is monitored and 
feedback is provided daily, with a final report at the end of the c
We have a written training plan for our canvassers and hold 
training sessions prior to the commencement of the canvass, 
which includes a Health & Safety element and our lone 
working policy.  All canvassers are encouraged to make an 
assessment of the canvass and how it could be improved in 
future years.

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A canvassing plan detailing the tasks from June to December 
is compiled and revised on an annual basis.  A daily list of 
properties to call on is supplied to the canvassers employed 
during November and this is returned to the ERO with the 
canvassers notes on it.
This strategy forms part of the Joint Board's ER Guidelines for 
Staff.
Our canvass plan sets out when canvassers visit non-
responding properties and such properties have been visited 
on one or more occasions. We have achieved a response rate 
of 96.6%, an increase of 1% on the previous year.
The ERO had planned house-to-house enquiries this year but 
due to the calling of a by-election, the Canvass period was cut 
short and there was no opportunity to carry out this exercise. 
Plans will be put in place in time for this process in time for 
next year's Canvass.
We fall between the standard and above standard 
assessment. We have a timetable from the end of August to 
end of November. All canvassers receive training and their 
progress is monitored during their 3 week period. Property 
information is collected, recorded and used for the following 
canvass. Site Managers/wardens' contact numbers are 
recorded to assess if personal visits are required.  
Parts of section 4 are carried out.  Canvassing strategy needs 
to be developed.

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Canvassers performance is also recorded and monitored
The ERO provides comprehensive procedures to canvassers 
when carrying out house- to -house enquiries including 
contracts, health & safety information and a timetable detailing 
when the personal canvass should commence and finish.  (i) 
Canvassers are allocated rounds within their capability and 
required to visit non responding properties as often as 
necessary to obtain the information.  (ii) Canvassers  are 
provided details of the information to be obtained (iii) A list of 
the outstanding properties to be canvassed is  provided on a 
daily basis (iv) Any  difficult properties or hard to reach areas  
are administered from the election office (v) Canvassers are 
monitored on a daily basis with assistance given when 
necessary (vi) Forms  collected by house-to-house enquiries 
are counted  and recorded for canvasses  payment  (vii) 
Canvasser queries are addressed immediately (viii) 
Canvassers are set  property outstanding  targets for their 
round  with  additional  payments  made for  reaching their 
targets and penalties  implemented  where  targets are not met
(viii) Additional help and assistance is made available to high oc
The delivery and canvassing of properties is carried out by 
trained canvassers allocated to specific areas.  Once the 
canvass is underway canvassers follow a detailed manual and 
are regularly monitored by the ERO's staff.  RBC's Plan for the 
canvass sets out all stages and dates that work must be 
carried out.

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Except for providing for personal visits throughout the year, we 
would meet level 4. However, we are in the process of re-
structuring the work load and hope to be able to provide for 
this in the future.
Items that evidence our self assessment are: Annual Canvass 
FAQs, Press Releases, Canvass Timetable, Canvasser 
Feedback Forms, Canvasser Job Descriptions,Canvasser 
Training Presentation, Canvasser Instructions, Canvasser 
Outstanding Properties Worksheet, FAQ's for Telephone 
Registration, No Response Letter, Risk Register, Safety 
Leaflet, Sorry We Missed You Cards, Canvass Planning 
Checklist
In most years a further mini postal canvass is carried out early 
in the year.
The timetable for conducting house-to-house enquiries is 
included within the instructions issued to canvassers at the 
start of the Annual Canvass.  Canvass Form returns are 
monitored and canvassers are asked to visit non-responding 
properties on two occasions during early November each year 
where a response has not been received.  They are asked to 
note down any observations during house-to-house visits 
which are monitored and recorded by electoral services staff.

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The Electoral Registration Officer has an action plan and 
timetable which highlights all the significant events from the 
start of the canvass in Mid August until completion at the end 
of November.  All staff employed on the canvass have to 
attend a comprehensive training session and receive a 
handbook and various other guidance and information.  
Personal canvassers are required to complete forms with 
details of visits made, dates and times, and they are asked to 
log where problems are encountered and contact the office for 
advice.  All households receive an initial form and reminder, if 
they do not respond they are visited by canvassers.  
Householders have the opportunity to register by post, 
telephone or the internet.  Anyone who needs to make 
changes has to return the form. Canvassers are paid per 
household form returned.  No personal visits are undertaken 
outside the canvass period.
A comprehensive plan is in place and is monitored throughout 
the canvass period; a record is kept of date and time visits are 
made and any relevant comments returned to the ERO.  
However, not all objectives could be met due to lack of funding 
and the resultant inability to recruit sufficient canvass staff as 
well as the inability to accurately predict how many visits will 
be required from year to year.

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The ERO has a comprehensive canvass action plan supported 
by a timetable which highlights all significant events between 
the start of the canvass in August and completion at the end of 
November.
Casual members of staff are engaged to support permanent 
staff members within this period. A helpline is available to 
assist members of the public in completion of their form or in 
connection with telephone, internet and text registration.
All households receive a first form and then a reminder if they 
do not respond, which is followed by visits from personal 
canvassers.
Residents have a choice of registration by post, by telephone, 
by internet and text messaging. Those with changes to their 
details must return their form by post. It is not considered 
advisable to allow making changes to details by internet as 
there needs to be consistency in the way details are entered 
and electoral staff must make decisions on eligibility etc. from 
written information. This can then be followed up with queries 
by phone or letter if necessary.
Recruitment for personal canvassers commences in June each
Permanent members of staff are allocated responsibility for can
Statistical analysis from the electoral registration software is co
Personal canvassers are required to complete forms with detail
Canvassers attend a comprehensive training session and recei
Canvassers are issued with a canvass work document and 
instructions to ensure that all properties are visited at least 
twice and are issued with calling cards to leave if unable to get 
a response. Canvasser results are recorded and payments to 
canvassers are performance related. 
The Council operates a loan working policy, which makes it 
difficult to attract sufficient canvassers.  Therefore only poor 
responding areas are targeted, but it is difficult to get people to 
work in these areas for fear of verbal and physical abuse.  
Royal Mail deliver and subequent returns means that we can 
quickly identify empty, borded up properties, which enable us 
to target such.

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We are an authority that has always maintained a house visit 
by canvassers when other LA's to comply with EA Act had to 
appoint canvassers having already ceased that practice. Our 
canvassers are experiended, amny having done the task for 
many years. New canvassers when appointed are clearly 
instructed on the role expected of them. The quality of our 
canvassers regularly guarantee a canvass return level of 
99.5%
1. The canvass plan takes the form of written instructions to 
canvassers and a timetable of events for office staff. 2. 
Canvassers are issued a list of properties to call upon and 
record the action taken against each entry; the results are 
checked in the office.
Canvassers carry out all form deliveries and house to house 
enquiries and are monitored throughout.
Personal canvass carried out in areas of concern only, 
including both doorstep and telephone.  Issue of query letters.  
Further consideration of need to carry out house to house 
enquiries during annual canvass deferrred pending move to 
unitary authority.

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The ideal would be to carry out a house visit to every non-
responding property in our area.  Unfortunately due to limited 
resources we were only able to canvass our 3 worst 
responding Wards (14 Wards in total).  Our Action List for the 
canvass sets out what we do, when and how and who's 
responsible for undertaking it.
Due to limited resources and availability of canvassing staff, 
planned house-to-house enquiries are carried out in the worst 
performing areas only.  This is targeted down to polling district 
level to ensure the best use of resources.  The remainder of 
the Borough, where there is generally a good return rate, 
receive reminders by post.
The canvass forms are delivered by hand throughout the 
whole process, thus new properties or conversions/change of 
use are immediately identified. In the more difficult areas the 
canvassers commence knocking on doors at the first reminder 
stage. Additionally, payment is only made for sucessful 
registration thus, the incentive is to visit the property as many 
times as necessary to achive a signature (no payment is made 
for delivery or administration).  Moreover,  bonuses are 
available for achieving 96% and above.  The Deputy ERO 
monitors performance on a daily basis.
Canvass plan & Canvasser Guidance Manual in place.  House 
to house enquiries made on up to 3 occasions.  Response 
rates by canvass area tracked/monitored & issues managed in 
a timely way.  Canvassers complete worksheet noting 
time/date of visit(s) and any facts which may be of asistance.  
Guidance provided on accessibility issues.  

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All properties where a canvass form has not been received are 
visited by canvassers and if the form is not obtained at the first 
visit a second visit is made.  A written plan of the canvass is 
maintained of all actions with target dates of each stage which 
is monitored.  Canvassers are required to record the dates and
times of visits made to properties.
Canvassers are provided with comprehensive written guidance
on how to carry out the canvass and complete the written 
record sheet.  Contact with the office is ongoing through the 
canvass.  For 2008, the final return is 96.6%
We have a canvass timetable updated each year which we 
and our canvassers follow.  Each canvasser is required to 
record every visit to a property on a property visit log which is 
returned to this office for retention.
We have a written plan but it could be argued that it is not 
comprehensive enough to meet the standard. We employ 
around fifty electoral canvassers to carry out a house to house 
canvass throughout the district. There are one or two parishes 
where we fail to find a canvasser and this canvass is initially 
carried out by post. All canvassers are on email and they 
receive very regular updates with regard to their individual 
canvass. They are paid by results- ie per property where 
information is received, we know on a daily basis on what 
information has been received for every parish. Whilst we 
meet the majority objectives of our plan at this stage I cannot 
honestly say we record every contact made with residents 
made by the canvasser. We will look to implement further 
record keeping during the canvass next year.
We are a very rural area and therefore house to house 
enquiries are aimed at the more populated areas. However, all 
remaining non responding properties are checked against 
council tax records and new occupier letters sent where 
appropriate.  
We assign canvassers to visit non-responding properties and 
monitor returns regularly.  We do not have a written 
plan/strategy.

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The Canvass Instructions to staff include clear guidance to 
staff on the procedure to be followed at the house to house 
enquiry stage and deadlines for completion.  Return rates are 
monitored and contact maintained with canvassers employed 
in areas with lower than anticipated rates of return.
We do not have a document entitled Strategy - do have a Plan 
whhc you could consider a Strategy - do look at problem areas 
and switch canvassers and break areas down to amangable 
sizes.
To reach this standard we:
• Have a detailed project plan for the annual canvass.
• Employ 65 canvassers to carry out the door-to-door canvass.
• Review each canvass every year.  Factors reviewed are:
   - the number of properties allocated to a canvasser,
   - the number of weeks the canvasser is employed,
   - the rate payment per form - both the geography and 
demography of the area are taken into account.
• Ensure that each canvasser completes a working register, 
stating the date and time of each visit to each property.  Each 
non responding property is visited up to 4 times over a 4 week 
period.
• Carry out a postal canvass in the most difficult areas, for 
example farms, blocks of flats, where it is difficult to gain 
access.
• Employ Ward Supervisors to deal with canvassers at each 
delivery and on a daily basis during the door to door visits.  
Canvasser performance is monitored by the elections team 
and ward supervisors, action is taken where necessary if 
performance is poor. 
• Ensure that all canvassers attend a training session prior to 
the door to door canvass.
• Undertake a ‘mini canvass’ prior to an election each year.   
Although personal visits are not carried out during the ‘mini can
confirming the names of the people who are registered to vote a
whether they are postal voters or not and gives details of the el
Contact details are included so anyone request a postal applica
rolling registration form to register to vote before the election.  H
Our canvassers carry out two visits to each property which has 
an outstanding canvass form and make a note of the time and 
date they carry the visits out.

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• Timetable for annual canvass
• Training of canvassers
• Personal canvass undertaken on three occasions (where 
necessary)
• Monitor canvass performance – speak to canvassers 
personally
• Identify areas with low registration rates with a view to 
undertaking a mini canvass
• Production of translation booklets
• Send letters to empty properties
• Good communication with Regional Office of Electoral 
Commission
Resources available to electoral services do not allow for 
continuous canvassing. New residents are however identified 
in different ways - the 'One Touch' initiative provides all new 
residents in the borough with all the information they need to 
register for all council services, including registering on the 
register of electors. This initiative is recognised nationally as 
an effective means of bringing residents in touch with council 
services. As mentioned above, staff attend the citizenship 
ceremonies and provide information on registration.
We have a set procedure for canvasser's visiting properties 
and they record all visits made together with details of what 
information has been gathered.  I have constant contact with 
the Canvasser's to ensure that they complete the first visit 
within a certain period and the second visit within a certain 
time frame too.  Staff complete logs and confirmation of visits 
made.  If percentage returns are not increasing as expected, I 
contact the canvasser to establish to reason for this but this is 
very rare.
Canvassers are issued with a calling card to leave when 
occupiers are unavailable stating when they will return.

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I would assess the authority as being between levels 2 and 3, 
but closer to 3.  We have the written plan, timescales, and plan
each year to have the capacity in place to make house to 
house enquiries to all non-responding properties where 
required.  Unfortunately having conducted an all-postal 
canvass for a number of years prior to the Electoral 
Administration Act move back to a personal canvass we are 
finding it hard to build up the base of good canvassers.  
Recruitment is improving but still does not provide us with 
cover for the whole area of authority, so those canvassers 
available are targeted where it is practical to do so and to have 
the greatest effect.  Poor response rates in particular wards in 
Haverhill where the canvass was not of the quality we would 
have wished will be addressed by a further mailing and we are 
investigating some further house to house enquiries using an 
experienced canvasser from another area.
? partial Level 4 as canvass plan and canvasser instructions 
include the first two items.  Canvasser performance assessed 
using list of criteria at conclusion of canvass.  Personal visits 
not routinely carried out by electoral Services Staff.  
The canvassin plan holds dates of when the house-to-house 
are to be carried out. It does not hold objectives but they are 
included at training sessions.  Progress against the plan is 
monitored by canvassers recording any details onto forms 
which are then closely checked by us and any decisions made 
appropriately.

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We employ canvassers to make house-to-house enquiries to 
properties that have not returned a canvass form by 15th 
October.  We also liaise with Council Tax, Registrars, Adults 
and Communities Directorate to clarify information. We identify 
those areas that are and could be potentially difficult to 
canvass and therefore take into consideration the needs and 
any extra training or support for those particular canvassers.  
We monitor canvassers performance and have on-going 
communications to monitor their progress and to also give 
support.  We follow this up by writing to each canvasser to 
inform them of their measurement of performance with 
percentages return figures included.  We have designed an 
evaluation form and sought feedback and provisions are in 
place to carry out house-to-house enquiries throughout the 
year.  We also have negative and positive feedback in relation 
to the telephone and intranet registration system.
Team Plan, Canvass timetable, Canvasser guide, Response 
reports, Canvasser return / performance sheets
Cannot meet the standard due to a number of factors:  The 
rural nature of the district, staff time and avaliability, resource 
issues (ie cost) and the high return achieved via other means.
We have a canvassing plan and results from every canvasser 
house to house enquiries, collected and collated within the 
elections office.

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A personal canvass of all those properties who have not 
responded to the annual canvass is carried out between the 
middle of October and middle of November.  Comprehensive 
records are compiled by each canvasser about their visits and 
this information is stored on the electoral registration software 
against each property.
Nearly all non reponders receive at least two calls at the door 
as part of the annual canvass. Log sheets are completed by 
canvassers to aid monitoring of calls.
Two forms delivered and house visit made to all properties that
do not respond.  Further letter sent to say that they will be 
deleted as have not received a response for two years - this 
usually generates a few more responses.
Each canvasser is given a detailedf timetable of the canvass. 
Deliver a form to every household, Deliver a reminder to all 
non responders, carry out a house to house on non 
responders - canvassers must visit 3 times at different times 
and days, logging their visits, if it is a housing association or 
we have landlord details then they must make contact with 
them. Vacant.
The Team monitors a simple timetable to ensure key tasks are 
met on time.  Progress is measured by regular status updates. 
An example of the Timetable is attached in Appendix A.

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The 2008 Annual Canvass was undertaken in one month less 
than the usual timescale due to the timetable requirements of 
the Referendum on Transport in Greater Manchester.  The 
shortened timeframe meant that a thorough programme of 
house to house enquiries was not possible.  Therefore a 
concerted and targetted programme of written communication 
took place featuring three strongly worded letters, a thorough 
analysis of other data sources and a media campaign were 
undertaken.  The outcome was an increase in the response 
rate compared to the previous year.  In the previous canvass a 
programme of house to house enquiries took place.
Canvassers used mainly in urban areas or in polling districts 
where responses low - canvassers have full instructions and 
lists of properties that need visiting. Paid by how many 
succesful forms are completed.
The ERO targets specific areas where there has been a poor 
response to the annual canvass and arranges for a canvasser 
to visit. These properties are broken down into geographic 
canvass areas and the outcome of each visit is recorded. If the 
canvasser is unable to get a response after two visits they 
leave a further form and an accompanying explanatory letter. 
Results are not always clear as forms which are returned at 
this stage may or may not be as a result of the canvass.
Although there is no written plan in place house to house 
inquiries are usually carried out over most of the area; 
however, in 2008 this was not done as the canvasser who 
normally undertakes this work was not available due to illness 
but this was not established until it was too late to make other 
arrangements.

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The ERO has established procedures to ensure that 
households which do not respond to the canvass form or 
reminder, receive up to two visits from door-to-door 
canvassers.  Accurate records of the contact made with 
residents is maintained and the performance of canvassers is 
monitored.  Canvassers have to complete a property 
worksheet, detailing dates, times and action taken, for each 
property they visit.  Electoral staff have daily contact with the 
Street Naming and Numbering Officer, which allows new 
properties to be identified at once.  The ERO has put in place 
a strategy for conducting house-to-house enquiries and has a 
strategy in place to provide personal visits throughout the year 
to anyone who requires assistance to complete an application 
form. 
The electoral services office does not carry out house to house
calls apart from the canvass period and could not therefore 
claim level 4.  However, it does carry out all other aspects of 
level 4.
Timetable for canvass has been compiled.  Canvasser training 
takes place at beginning of personal canvass.  Staff monitor 
canvasser performance throughout personal canvass stage.  
The canvassing plan is a working document and is updated 
throughout the canvass accordingly.  The tasks outlined as 
above the performance standard are carried out but are not 
currently documented in an overall canvass strategy.  This will 
be developed in the near future.

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Door to door personal canvassing is a key part of our 
approach to producing an annual register. We undertake at 
least two personal visits to each non responding property. This 
is evidenced through the training programme and through 
monitoring of the return of personal visit forms / canvasser 
performance.
Torfaen give canvassers (where used) instructions and 
training in carrying out canvass.  Up dates lists are provided 
where properties have not responded together with percentage
of responses. 
4. Outreach Officer identified for LBTH to promote activities 
throughout the rolling registration period.  Each canvasser is 
given a job description, Risk Assessment and Contract of 
Employment prior to commencing their duties.  Difficult to 
canvass properties are identified and contact is made with the 
managing agents to gain access into private blocks.  
Canvassers make house to house enquiries from August to 
October (stages 1 & 2).  At Stage 2 canvassers are required to 
make at least 4 attempts to gain a response.  All Canvassers 
work is quality checked to identify any areas of concern.
A canvass plan, identifying when and how house to house 
enquiries should be carried out, is agreed on an annual basis 
with the political party group leaders. Areas of concern are 
highlighted and addressed. New processes or changes to the 
canvass method are introduced each year to maintain the 
current standard and strive for a higher return rate. A target is 
set for the ESU to aim for. The ERO monitors canvassers and 
has a full audit trail for the canvass returns from the 
canvassers, canvassers are paid on a bonus basis for 
completed forms. The ERO has a canvass timetable detailing 
when each action is required, and who is the responsible 
officer. An assessment of the risk of lone working is 
undertaken regarding several areas of the borough, where 
appropriate the canvassers work in pairs when making 
enquiries or the area is canvassed by post.

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House to house inquiries were made prior to the register being 
published.  Also carried out a telephone canvass in January to 
properties where no form was returned in order to confirm 
current details.
The ERO does not fully meet the performance standard but 
does more than is suggested in the tick box.  There is a 
canvass plan and canvass performance is monitored.  
However, only some 65% of non-responding properties are 
currently canvassed annually due to a lack of resources to 
undertake this task.
We carry out all of part 4 apart from the last section, we do not 
have financial or staff resources to carry out personal visits 
throughout the year.

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In 88% of our polling districts we employ a personal canvasser 
in October to go door knocking where both the initial and 1st 
reminder canvass forms have not been returned. A minimum 
of two visits are required and date / times of visits recorded on 
the canvass form itself.
Our canvassers are issued with work books so they can record
the date and times of all visits, they are also required to come 
into the office on a weekly basis. During these visits 
canvassers have a one to one meeting with their team leader 
where the forms they have collected are inspected and quires 
discussed and wrongly filled out forms are returned to them. 
Canvassers are given clear targets for returns and there 
progress monitored each week. Higher rates are paid to 
canvassers working in the more difficult parts of the borough.
The Annual Quality and Performance Review (AQPR) of 
Electoral Services for 2007/08 includes the canvass plan. The 
canvass instructions that are also produced annually then 
provide detailed information on how households will be 
canvassed and what canvassers should do in the case of non-
responding households this includes the canvass timetable 
which is also produced several months prior to the canvass 
taking place. As well as canvass progress reports being 
produced from the computer system, canvassers also 
complete various documents to record their work progress. 
This includes information relating to impossible to gain entry to 
properties that then have to be canvass purely via the postal 
system.

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canvass results are 98+%.  Comprehensive guidance to 
personal canvassers to door knock on several occasions to 
ascertain results.  Canvassers progress monitored daily and 
support given to "more difficult" areas.
Due to the geography of the District v resources we carry out 
the house-to-house canvass in the 4 Towns in the District.  
The rural and semi-rural areas have a good return of electoral 
registration forms. I don't have comprehensive plan written up -
but do have instructions for canvassers to follow and log 
sheets to record visits and information from properties.
• The annual registration canvass is conducted with all 
deliveries via appointed canvassers with precise instructions 
with regard to locating, canvassing and reporting any new 
residential units i.e. new, restored or property sub-divided into 
flats etc. 
• Annual Canvass undertaken via personal canvass in all 
areas within the Borough.
• Non-responding households from previous canvass year are 
personally canvassed (with as many visits necessary) from the 
start i.e. registration form not simply delivered at these 
addresses until just prior to reminder visit stage of the canvass 
when further calls are made to obtain completion of a reminder 
form if still un-responded. At such addresses canvassers are 
requested to get response, advise procedure and encourage 
prompt response in future years.
• Canvass areas generally coincide with polling districts, 
however, areas identified with particular difficulties i.e. 
geography, density of population etc. are divided further into 
more manageable canvass units – this exercise is considered 
after each and every canvass in order to ensure revised divisio
• Canvasser performance is monitored against previous attainm
• Canvassers are generally appointed to same ‘local’ areas eac

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We have a detailed timetable of the Canvass procedure and 
monitor results we also carried out some tasks above the 
standard. A three-way approach to the annual canvass in 2008
was adopted with equality and diversity being a paramount 
consideration.Firstly, in order to ensure there is a thorough 
engagement with all sections of the community, Electoral 
Services used the ‘Socio-Demographic database’ currently 
maintained by the Policy Team to identify those wards that 
appear to be the most deprived. These ‘deprived’ wards were 
personally canvassed all canvassers received training and 
guidance and recorded their visits.Secondly, for all areas 
those who wish to acknowledge that no changes have 
occurred in their household since the annual canvass in 2007 
& in order to help reduce the costs for the Council, an 
automated response service was available. Many households 
still chose to use the return envelope in 2007 and posted the 
form back to Electoral Services. Last year 7236 households 
used one of the automated options. In 2008 we introduced an 
automated text messaging service as well, which we hoped wo
Finally the Electoral Services Team has been liasing with sixth 
We do meet some of the criteria in the 'above performance 
standard' but not all.
Canvassers are used to make house hold enquiries at the 2nd 
reminder stage of the canvass.  Canvassers are required to 
keep detailed records of the dates they make personal  visits 
and the outcome of them.    Some visits/checks are made 
during the year, ie, if a resident requests help  or if it not clear 
if a property has changed in some way - ie, become a 
business premise or house has been divided into flats etc.
Action plan in place to bring us above the performance 
standard - Intend house-to-house enquiries to be carried out 
year-round by Visiting Officer (in process of recruiting) 
Comprehensive risk based canvass plan in place including 
training strategy for all external canvassers.  Detailed analysis 
of household visits kept on record to monitor progress and 
provides an appropriate audit trail of actions taken.

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Plans exist for the carrying out of the Annual Canvass, 
canvassers submit written returns of vists made and 
responses received.
The plan comprises the timetable for the canvass, detailing the 
dispatch dates for the initial forms and the reminder forms, 
together with the start/finish dates for the house to house visits 
by canvassers.  These simple objectives are met with, on 
average, a 98% return rate and timely publication of the 
revised Register.  Returns from canvassers are monitored and 
they are required to provide additional information for each 
property where they are unable to obtain a signed form.
Our plan is around the recruitment and engagement of 
canvassers, training for them and written instructions. 
Canvassers record their visits and other information on 
documentation which is returned to the elections office at the 
completion of their period of work. We have not however 
always been able to recruit canvassers for all areas, especially 
small rural parishes.We do not think, incidentally, that level 3 
accurately reflects the statutory duties.
The ERO carries out a full audit of non returning properties but 
this is not documented, evaluated or assessed. It is completed 
using the minimum of resources.

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Detailed records of canvass plan which includes timetable, 
training of canvassers and canvassers performance.  
Documentation available to record forms returned as result of 
visits.
Our canvassers carry out at least two visits to each property 
which has an outstanding canvass form.  They have a 
worksheet on which they record the time and date that they 
carry out the visits. The progress and performance of 
canvassers is regularly monitored and the overall process 
arguably achieves 4, except for the last bullet point.
We cannot get enough canvassers to fully cover all the non-
responding properties but we aim to post a 3rd form to as 
many non-responders as possible and we write to all the 
people that are being removed as they have not responded for 
2 years inviting them to register again if they still reside at the 
address.   However I hope to increase the fees slightly again 
and we may get more volunteers.
Personal Canvass not carried out in 2008 due to introduction 
of lone working arrangements which could not be satisfied in 
time.  Will be reintroduced in 2009
All non responding properties are visited at least twice during 
the annual canvass.  Canvassers record the details of their 
visits. 
We produce a comprehensive project plan for the canvass.  All 
households who do not respond to the mailed out forms are 
subject to house to house enquiries where appropriate.  
Canvassers record all visits to properties and outcomes of the 
visits.  Statistical reports produced on properties visited/not 
visited.

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Properties that have not responded to two enquiries by 
canvass registration form are subjected to a minimum of two 
house-to-house enquiries and are then left with another 
canvass form.  All canvassing visits are recorded in detail and 
monitored.  Canvassers are instructed to call at specific 
households to provide assistance if requested, or deal with 
queries by personal contact.    
We have a written canvass plan and canvass results records.
Canvassers trained and performance monitored, handbooks 
issued including health and safety handbook, Canvassing 
handbook, evidence recorded and looked at at election time. 

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We have a full canvass strategy, including action plan, 
timetable, training plan etc. We have performance monitoring 
in place and and full de-breif happens at the end of each 
canvass which informs any improvements for the following 
year. Risks are picked up in a team risk assessment and we 
have a business continuity strategy
Canvassers' detailed project plan updated yearly in line with 
new requirements and with regard to improving performance.  
The councils' visiting officers are provided with guidance notes 
on registration in order to capture eligible residents.
This takes place at the final stage of the canvass
All canvassers are provided with a log to complete when 
undertaking door knocking and have a set period to make 
visits of three weeks.  Properties that are on the staff warning 
register are removed for safety reasons but canvassers are 
expected to attempt to gain access to all difficult properties 
(such as flats).  

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Integrity
Performance standard 4
No written plan. The person opening the post has been alerted 
to look for anything she considers unusual on any form and 
give these to the manager of the section. (This is a small 
section). She then either makes face to face inquiries or 
forwards to the SPOC. Checks are made by manager where a 
property has more than 5 postal vote applications before issue.
All re-directed postal votes are examined and if necessary 
questioned by the manager. Registration forms are retained for
one year, (and scanned), original postal votes are maintained 
and updated. 
Registration and absent vote forms are scanned and retained, 
and paper copies of absent vote forms are also kept.
All absent vote applications acknowledged to elector's 
qualifying address.  Contact Managers of Nursing/Residential 
Homes to check appropriatness of absent vote 
applications/signature waiver applications.  All absent vote 
application forms kept in secure storage with restricted access.
Restricted password access to all electronic absent vote 
records. 
We regularly check residency with Council Tax if registration 
issues arise.  We also follow up any queries with dates of birth 
provided where these do not match.  However, this is not an 
area where we have experienced any major concerns to date.  
We are intending to produce a written plan.

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The process for dealing with such concerns is understood by 
the ERO's staff and appropriate processes are in place and 
supported by written guidance.
Currently there is not a written plan to deal with absent vote 
applications although all staff are fully aware of the potential 
for fraud and are very vigilant when they receive and process 
absent vote applications.   If there is any reason for further 
investigation this would be immediately brought to the attention
of a senior member of the team who would investigate fully 
and if necessary inform the SPOC.  There is an annual audit of
all absent voters and the software system allows for checks on 
the number of proxies appointed for more than two electors 
and this, together with a report for postals votes that have 
been requested to be sent to away addresses, are checked 
periodically and also prior to an election. 
The majority of actions to achieve the performance standard 
are undertaken e.g. threshold for absent vote re-directs is 6, 
Registration forms kept (1) rolling registration - up to 2 years 
and (2) Canvass forms kept for the life of register (in addition 
to electronic image), absent vote forms kept until refresh 
occurs, suspicious registration forms challenged and would be 
referred to SPOC if required - link established BUT it would be 
wrong to suggest a "comprehensive written plan" was in place. 
Rather, good teamwork and monitoring achieves the desired 
outcome

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Although no written comprehensive plan in place as such the 
details of checks in relation to threshold number of absent 
voting applications are in place, Forms are kept, any 
suspicious registration is followed up.
There is a written plan and risk assessment document 
containing the required details. All applications for registration  
are acknowledged prior to determination.
All postal votes being redirected to another address are 
queried.  We either ring the applicant or write to them asking 
why they want a redirection. 
There has never been a need to have any formal systems in 
place as there have never been any reports of electoral fraud.  
The section does have an informal system for checking 
applications for fraud.  Speadsheet is kept in the section of 
pv's that request a redirection.  All original forms are retained.

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This is a small local authority with very little uptake on Postal 
Voting - currently only approx 2,500 and the number of 
requests for redirection of postal votes is minimal as are 
signature waivers.  Any increase above 2 redirections to the 
same address would be instantly recognisable at the present 
time.  The same is relevant for suspicious registration 
documents, which have in the past, been referred to the local 
Police in accordance with EC advice.  Election candidates, 
local political parties, residential care homes, sheltered 
housing wardens are given advice on registration and absent 
voting at election time and as required at other times.  Checks 
are carried out on signatures and dates of birth on absent vote 
applications where clarification is needed due to poor 
completion of the form or where postal votes have been 
rejected at openings at more than one election.  
A threshold number of absent vote applications to a single 
property is in place.  The process for dealing with specific 
concerns about registration or absent vote applications is set 
out and registration forms are retained for the life of the 
registers and original forms are retained until the application is 
cancelled or replaced by a new form.
If more than two absent vote applications request the ballot 
paper to be sent to the same alternative address, the ERO 
investigates the circumstances behind this action. 
Being a small authority it is relatively easy to monitor absent 
vote applications.  The only concern I have is the number of 
absent voters delivered to residential homes.

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We believe we are marginally above the performance 
standard.  Whilst we currently do not have a risk assessment 
in place we do acknowledge all applications, not just on grant 
or refusal of the application.
WRITTEN PLAN
 VOTER REGISTRATION FORMS - WE DON'T 
ACKNOWLEDGE ON RECEIPT OF APPLICATION - BUT 
ONE PERSON IN THE OFFICE CHECKS ALL FORMS ON 
RECEIPT, SO THEY ARE AWARE OF ANY SIMILARITIES IN 
E.G. HANDWRITING, CONTENT, AND SENDS OUT 
LETTERS ASKING FOR FURHTER INFORMATION BEFORE 
ADDING ONTO THE COMPUTER.
SEE PROCEDURE NOTE ON HOW TO DEAL WITH 
POTENTIAL FRAUDULENT FORMS, AND CEXEC NOTES.
THE ERO ACKNOWLEDGES APPLICATIONS ON GRANT 
OR REFUSAL 
SEE NOTE RE DETAILS OF WHAT THE THRESHOLD IS 
FOR THE NUMBER OF ABSENT VOTE APPLICATIONS 
BEING DIRECTED TO ANY ONE ADDRESS
RISK ASSESSMENT DOCUMENTATION
DETAILS OF WHO THE ERO ENGAGES WITH AND HOW 
OFTEN AND WHAT IS DONE
POLICE – ECONOMIC CRIME UNIT - REGULAR MEETINGS
AUDIT – CHECKS FOR EACH ELECTION, AND ON 
DEMAND
POLITICAL PARTIES – AT EACH ELECTION, AND VIA 
EMMF COMMITTEE
DETAILS OF HOW THE SAMPLE OF ABSENT VOTE 
APPLICATIONS HAS BEEN DEVISED
KEEP LOG OF ADDRESSES CHECKED IN PREVIOUS 
YEARS; SELECTION MADE AT RANDOM ACROSS THE 
CITY; VISITS MADE WHERE FORMS HANDED IN OVER 
THE COUNTER IN BULK

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We do not currently have a written plan, however, staff are 
advised to look out for suspicious applications and any that are
received are referred to the SPOC.  We investigate further if 
more than 5 absent vote applications are directed to the same 
address however this is not documented.  We also retain 
registration forms for the life of the register and absent vote 
forms for the life of the absent vote.
Although we do not have a written plan for dealing with 
suspicious applications, we referred a number of postal vote 
applications to the police during the May 2008 elections.  All 
election staff are vigilant when processing postal vote 
applications.
A plan is in place regarding suspicious registrations and 
absent vote applications and redirections.  A recent case of 
multiple registration by one individual was reported to the 
SPOC and a successful prosecution followed.  Original 
postal/proxy applications are retained while in force, and 
electronic copies of registration forms are kept during the life 
of the register.  Threshold for redirections before checks are 
made is 4.
None.

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No specic written plan in place. Work on advice given and 
supplements from the Electoral Commission. Liaise with 
Special Point of Contact as and when necessary. Postal Vote 
applications are scanned in. Registration (canvass) forms kept 
for life of register.
Where suspision is aroused registration staff conduct initial 
investigations and where appropriate report cases to SPOC for
further investigation/prosecution
Although we don't have a comprehensive written plan, we do 
have a link with our local SPoC.  Our electoral registration 
software can produce a report to identify multiple re-directions 
of postal votes.  We also retain registration and absent vote 
forms for appropriate periods. 
We check all forms and are aware of any doubtful forms, we 
have had two lots of fraudulent forms that have been given to 
our SPOC.

---

• Integrity Plan in place
• Includes clearly defined objectives, guidance for staff, 
process undertaken, policy for retention of documents and risk 
assessment (covers level 4)
• We acknowledge all rolling registration and absent voting 
applications
Any suspicious registrations or absent vote applications are 
investigated and reported to local SPOC. Electoral Software 
will produce reports of above normal use of an address for 
absent voting. No written plan in place in 2008.
The threshold is 6 applications. Personal knowledge of SPOC 
police officer. All staff brief of requirements. Records held until 
cancelation/new application form.

---

Written procedures are in place for the processing of all forms. 
Rolling Registration forms and Absent voting forms are all 
acknowledged on receipt. The threshold for the number of 
absent votes being directed to one address is 2. All forms are 
kept for the life of the Register and all absent vote applications 
are kept until the application is cancelled or replaced. The 
Authority has a good working relationship with the local police 
and any matters referred to them are investigated. There is a 
Deputy Returning Officer appointed specifically to deal with 
any fraud issues.
The security and integrity of absent voting is included in the 
election risk assessment. All new applications are 
acknowledged when granted. Original applications are kept 
until cancelled.
Harsh score again because not a "Comprehensive written 
plan" although a Risk Assessments have been  put in place 
and a more formal written plan is being undertaken. (generic 
templates would be usefull ammended to local circumstance 
where necessary which could be applied UK wide as issues 
will be the same even if risk greater in some areas) Reference 
is made in the General Electoral Services Risk Assessment" 
Staff are very  experinced / aware and active in looking for 
"suspicious" applications and of the EC circulars / advice 
contained in EC manuals. Once completed this should rise to 
a level 4 / 5. There is particular concern in Gwent (South East 
Wales) identifying  a recognised SPOC who is aware of the 
issues. This has been raised in meetings with the EC Wales 
Office and is a matter for discussion with the Police lead officer
David Lowe. Whilst the instances of postal fraud is considerd a 
very low risk in this area it is recognised and accepted that 
there should be a more formal and written proceedure.
The ERO is pro-active with regard to rolling registration and 
receives large volumes of applications each month.  
Acknowledging receipt of applications is impracticable and 
would be an exeptionally costly exercise, particularly when 
within six weeks all applicants receive written confirmation of 
their registration, or otherwise, once they are added to the 
register.  Similar confirmation is sent to all deleted/amended 
electors.

---

The Electoral Registration Officer has a written plan which has 
been agreed with Council members on a all party Elections 
and Citizenship Working Party which meets regularly during 
the year.  Links are maintained with local SPOC and other 
police contacts and records of meetings kept. A threshold of 
six has been placed on absent votes to any one address which
would trigger further investigation. All hard copy forms are 
maintained for statutory periods and scanned as images to the 
elections IT system. 

---

We do not currently have a comprehensive written plan.  
However, staff know to report suspicious applications through 
the Senior Electoral Officer who would contact our SPOC.  We 
have a Postal Vote Fraud Analyser provided by 
Computershare (Strand) that will run a number of programme 
queries including if more than 3 postal votes are going to any 
one address.  We keep all original documents relating to the 
life of a register.
The 'written plan' is not particularly comprehensive.
Although there is no written plan, electoral services staff check 
all applications for postal votes to ensure that there is a valid 
reason for sending a postal vote to other than the elector's 
registered address.  Original postal vote applications are 
retained until the application is cancelled or replaced.  Original 
registration forms are kept for the life of the register and 
scanned forms are archived indefinitely.
None.
Fraud has not yet been an issue in this District or indeed this 
County, so resources have not been directed to deal with it.
If a property requires more than 2 postal votes to be redirected 
to an address, this would trigger the EO to investigate.  As the 
EO is the only person dealing with registration forms, any 
irregularties would also trigger the EO to investigate 
accordingly.  Registration forms are retained for the life of the 
register.  AV forms are retained for 5 years.  Rejected postal 
votes due to incorrect DOB or mismatched signature are dealt 
with after election when a letter is sent out together with a new 
postal vote application form.  During election any evidence of 
possible fraud would be dealt with by the police.  All postal 
votes are acknowledged by letter.

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THE ERO's staff (2) are vigilant in dealing with applications for 
inclusion on the electoral register and absent vote 
applications.  The staff understand the processes to be 
followed when suspicious documents received including 
reference to the SPOC.  These procedures are documented 
and also included in the service's risk management plan. Six 
absent vote applications being directed to one addreess is the 
threshold that triggers further enquiries unless there is 
evidence to support the request.  e.g. residential care home, 
HMO etc . 
We use written plan originally produced for another office but 
supplemented by local guidance and advice. Well trained staff 
are aware of their registration area and easily identify multi-
registration addresses. Reports are available to select criteria 
on number of registered electors per address, multiple absent 
votes etc. As we deal with domestic and institutionnal 
properties for local taxation electoral staff have access to 
detailed information about property so that a set threshold 
number of absent votes is somewhat irrelevant as the number 
of electors or absent voters should match the type of property.  
By checking Council Tax lists (and other council records when 
supplied) differences are identified and enquiries made, 
electors reviewed. Any incomplete applications are send 
further enquiries an and suspicious applications refered to 
senior member of staff . SPOC details known and senior 
member of staff will contact if required. SPOC is contacted 
once a year in respect of general issues even if there is no 
suspected fraud. Documents are retained in accordance with o

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The ERO has written procedures which cover fraudulent 
registration and malpractice in respect of rolling registration 
applications and the conduct of the canvass. They also 
examine the integrity of abesnt voting in the context of the 
processing of applications, the checking of personal identifiers 
and the granting of waivers. Whilst the ERO has the details of 
the local SPOC there is in practice little need to call upon their 
services or refer matters to them.
We have a step by step guide of dealing with any suspicious 
forms.  Monthly a list is run off our computer system of 
address which have more than one postal vote being sent to 
that address, these lists are then checked.
We use the EC guidance which says that upto 5 postal votes 
can be delivered before checks need to be made.
Plan in place. 
written plan including the threshold for the number of absent 
vote applications prepared

---

There is no "written plan" as there are only ever a maximum of 
3 experienced staff dealing with postal vote/registration 
applications added to the system.  However, these staff would 
discuss any suspicious applications for either postal voting or 
registration and know how to deal with these.
Plan and Risk Assessment.
We look for unusual trends in applications and pay attention to 
alerts from the Electoral Commission about particular names 
to be aware of when suspicious activity has occurred 
elsewhere. In the event of suspision we would refer the form(s)
to our SPOC. We retain registration forms for the life of the 
register and original absent vote applications are kept. 
ERO acknowledges all applications to register
Registration forms kept for life of register.  Abesent Vote forms 
kept until cancelled or replaced.
Whilst we do not currently meet the performance standard we 
do meet some of the elements within that standard.

---

We have a written plan and proven track record in checking 
and pursuing possible fraudulent applications with our SPOC. 
The threshold for absenty vote applications being sentto any 
one address is 6.
We will look at producing a comprehensive written plan for the 
future.
Software used to report on any more than 5 absent votes to a 
registered address and 3 to an away address. No problems 
have been found, but no cross checking of signatures or DOBs
to other records
There is written plan for staff on the processes that they should
follow if suspect rolling registration or postal vote applications 
are received. This plan includes details of what checks should 
be undertaken by Electoral Services staff, how forms should 
be handled, contact details for the borough's allocated SPOC 
and guidance on when the SPOC should become involved in 
any investigation. All rolling registration applications are 
acknowledged in writing when they are processed, and again 
when they are added to the Register. Rolling Registration 
forms are scanned so an image is saved and the original form 
is kept until the end of the next canvass. All absent vote 
applications are acknowledged in writing when processed. The 
original application form is kept on file until the elector cancels 
their postal vote, it expires, or the elector is no longer 
registered. Reports of any national or regional fraud are 
monitored through the London Branch and national AEA, and 
from communications from the Electoral Commission, and 
Electoral Service staff are then briefed thoroughly. Reports high

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We have an office procedure for checking and processing 
rolling registration and absent vote forms to ensure they are 
completed correctly and what steps we need to take if they are 
not.  These steps include when we need to make further 
enquires about age/nationality etc and when to be vigilant 
about potential fraudulent/irregular applications and reporting 
such applications to SPOC.
We monitor postal applications to away address and have a 
threshold trigger of 6 that would cause us to consider referring 
them to SPOC if there was no obvious reason (eg known 
HMO)
Whilst there is no written plan, for 3. above we are in good 
contact with our SPOC and have referred suspicious 
applications; our threshold number of Avs to an away address 
before we review closely is 2; we retain registration forms for 
the register life and original AV forms until cancelled/replaced.
No written plan but staff made aware of criteria for suspicious 
applications. Computer monitors the number of postal votes 
being sent to one address and prompts if exceeded.
The ERO does not have a written plan at present but an 
informal system set with a threshold of 3 redirections to one 
address is utilisied. All applications are kept for the life of the 
absent vote registration. We utilise the guidance in the 
Managing Electoral Registration Manual Issued by the 
Commision Under Section G10 as the base of our informal 
system.

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Electoral Services has a written plan detailing how to handle 
suspicious forms received.  We have referred suspicious 
applications to our local SPOC and compared housing benefit 
application and council tax record information to validate 
applications.  We also acknowledge all applications for 
registration and absent votes.  We retain household 
registration forms for the life of a register and keep all absent 
vote applications until cancellation or receipt of a new form.
* reports from system identify households with more than five 
absent vote applications, not including care homes,* all 
application forms are held for the life of the register and a 
scanned copy attached to each property record.* AV vote Pis 
are kept for the life of the application and scanned to each 
elector record.*All applications are acknowledged on 
reciept.*all AV applictions are confirmed. * name of SPOC 
know by election staff
The council is in the process of appointing to a full-time post 
which amongst other duties will take a lead role in ensuring the
integrity of the absent vote process.  This will include working 
with managers to ensure that all permanent and temporary 
staff are trained in absent voting procedures.
A documented procedure is in place to assist in preventing 
and detecting electoral malpractice, particularly in the weeks 
prior to an election.  This written procedure is given to all staff 
who process rolling registration and postal and proxy 
applications.
In the event that a potential issue was identified this would be 
raised with senior members of the elections team and 
preliminary investigations undertaken. Following this if it were 
felt that felt that the circumstances warranted the matter would 
be referred to the Police through the local SPOC (single point 
of contact) or other appropriate contact.
The threshold number of redirections is four and although this 
number may be legitimate it will be investigated.
The ERO retains scanned images of all rolling registration form
The ERO is aware of the particular problems surrounding multi-
The ERO acknowledges all applications for registration and wri
All procedures with regard to identifying and dealing with regist
The ERO is pro-active in carrying out checks on signatures and
All postal vote statements rejected at the opening of postal vote

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Postal vote applications received in a batch are checked for 
similar hand writing.  Check also made between canvass form 
and postal application when necessary.  Check made against 
Council Tax records in respect of a claim being recieved for an 
unknown property to ensure residential.  All applications are 
acknowledged.
Although there is no formal written plan in place all rolling 
registration application forms are checked against council tax 
records.  In cases where records do not appear to match, 
contact made initially with council tax team for officers to make 
visits to the property to establish occupancy.  If the need arises
any suspicious registration or absent vote application forms 
referred to the SPOC at West Midlands Police Economic 
Crime Unit.  Reports run from the Elections Management 
system to ensure that there are no high number of absent 
votes being re-directed to a single address.   Registration 
forms retained for the life of the register, absent vote 
application forms retained until cancelled or replaced.
Evidence: Risk register for the Canvass and for Rolling 
Registration which includes "Integrity".   There are written 
instructions for staff regarding Integrity and Absent Voting in 
general which includes a threshold for the number of absent 
vote forms being directed to any one address.   PI Collection 
Notice has been matched to original applications and where 
signatures did not match we wrote out to electors.  We 
contacted multi-elector establishments through our Electoral 
Participation Strategy and this is recorded separately.   
DABVJB Service Plan.

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Robust system in place for checking registration and absent 
voting applications. All applications are manually checked for 
signs of fraud, team has been on 2 day course specifically on 
Fraud Awareness. Registration forms sent directly to 
applicants address and only issued at offices with suitable 
identification, registration forms unavailable to download, 
downloaded EC forms accepted, however additional forms 
sent to addresses to confirm validity, all applications 
acknowledged. Postal voting forms also acknowledged, 
address checks on two or more 'away' addresses, non 
accepted PI statements (Sigs/DOB's) electors written to. PI's 
refreshed every 2 years as opposed to 4/5. Postal poll cards 
sent (since 2002). 100% checks on PI's at election. 
Candidates/Agents briefed prior to elections on EC guidance 
'handling PV's', local political agreements on handling bulk 
registartion and postal voting applications. Close liaison with 
internal Audit office and local police force - two successful 
prosecutions in the last 3 years on registration fraud, one high 
profile - both initially identified by office staff using procedures i
A written plan of steps to be taken should a registration or 
absent vote application arouse suspicion are in place.  A 
threshold of 6 absent vote applications per property is used at 
Easington.  A file containing details of the local SPOC is kept 
and updated regularly and where necessary irregular 
registration forms referred to that person.  Registration forms 
are scanned against the property record and paper copies are 
kept for the life of the register.  Original absent vote 
applications are retained and annually a cleansing of the forms 
takes place, new forms replace older versions which are 
securely destroyed.  Both registration forms and absent vote 
applications are stored securely with limited access to the 
area.
Informal system in place but do have experience of this and 
have dealt with local SPOC.

---

Informal checks are made and staff are aware and alert to 
requirements.
Houses of multiple occupation are listed, and any returned 
registration forms with an unusual number of occupants are 
checked against this when returned.  1 query generated last 
year which showed new influx of farm based workers. Any 
registrations generating concern would be referred to the 
SPOC if there were fraud concerns.
Every application is acknowledge and any suspect forms are 
inspected fully including checking with other declarations held 
and signed by the elector.  We also check with Council Tax 
records to verify occupancy.
Absent voting records are checked regularly to see if any 
patterns emerge on re-directions. The software produces a 
report which can be tailored to the number of postal votes 
requested for any address. Applications are handled by only 
two officers who share an office so it is easy to spot any 
potential problems. So far there are none here.
Informal system only as the Area has not historically had 
significant integrity issues.

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Some aspects of "Above the performance standard" e.g. 
acknowledging all applications on receipt.
We check through the register data each year for multi pv 
applications we also hand deliver postal votes to ensure that 
they reach the addresses we have and not any forwarding 
address. There are also checks made of canvassers and 
where necessary reference is made to internal audit and the 
police.
Suspicious registration applications are referred to the SPOC, 
with whom we have regular contact. Actions taken about these 
applications have been documented and are on file. No 
suspicious absent vote forms have been received to date 
provision is in place to meet the performance standard. All 
original registration & absent forms are retained in paper 
format until out of date/or replaced by new ones. Form A forms 
are retained for 2 years.
Written plan is issued to all staff who handle Rolling 
Registration and Absent Vote applications.
Have undertaken risk assessment.  Election services team 
discuss integrity issues, build awareness; undertake periodic 
reviews of risk assessment; continuous monitoring.  
Insufficient resources to undertake level 5 activity but risk 
assessment indicates this is not a high risk in this area at this 
time.

---

Although a written plan is not currently available, the following 
steps are taken. A letter is written to the claimant 
acknowledging receipt of application which should highlight 
any person not living at that address.  Any queries are 
checked with Council Tax records.  Reports are regularly 
produced and checked for 1) absent vote address comparison, 
2) postal vote address differing from qualifying address, and 3) 
list of electors with multiple absent votes.
Whilst there is no written plan all suspicious entries are 
investigated and where thought fraudulent reported to Police 
SPOC (case currently ongoing). Software system allows a 
check of more than 3 postal votes to a particular address and 
when someone is a proxy to more than 2 people. Registration 
forms are kept for the lifetime of the register (and longer 
electronically) with original absent vote applications kept until 
cancelled or replaced (AVPI's also held electronically). 
The Electoral Registration Officer has a written plan in place 
which includes guidance to staff involved in processing 
application forms, how to report suspicious applications to the 
relevant police contact and a policy for the retention of 
registration and absent vote forms. All rolling registration 
applications are acknowledge before they are processed.   A 
letter is also sent to confirm when the elector has been added 
to the Register of Electors.  All absent vote applications are 
acknowledged.

---

Details of enquiries to be made/actions to be taken by the 
Electoral Services Officer in the event of receipt of a 
suspicious voter registration form is available.The system is 
interegated following the input of a large number of postal 
voting applications i.e. end of the canvass and during run up to 
election to show the number of postal votes going to another 
address other than the qualifying addresss and where there 
are more than 3 postal votes going to the same address.  
Voter registration forms are kept for one year with original 
postal voting applications being kept for 12 months following a 
cancellation or another form being received.  Where a postal 
vote application is to be forwarded to a different address a 
letter of confirmation is sent to the qualifying address and the 
ballot paper address. 
Guidance notes on maintaining the integrity of registration and 
absent vote applications are provided to staff. Details of how 
long associated records are required to be kept are also 
included with the guidance
The ERO is currently in the process of establishing a plan for 
engaging with Care Homes etc regarding the absent voter 
registration process. In particular in relation to the need for 
staff to understand what they can and can't do in helping 
voters to complete their absent votes. The ERO also checks 
absent vote application masters against all rejected security 
statements at election time and contacts all absent voters who 
had their vote rejected to update/establish their information is 
correct and up to date.

---

The ERO has a written plan in accordance with parts D and G 
of 'Managing Electoral Registration in Great Britain' that deals 
with concerns about specific registration or absent vote 
applications to which all staff are made aware. The ERO 
constantly monitors the applications that are received. If more 
than 4 applications for an absent vote are redirected to the 
same property, or suspicious registrations are received then 
the local police contact (SPOC)is notified of the possible 
problem. A meeting has already been held with the local 
(SPOC) DI Kevin Fidler who is fully aware of concerns 
regarding registration and absent voting. All absent vote 
applications that are received are checked by name with the 
Council Tax Office. All applications for absent votes that are 
received and accepted are acknowledged and notification of 
the award of an absent vote sent to the relevant address. A 
duplicate name check is also undertaken at canvass time to 
ensure that electors are not registered at multiple properties. 
The checks are all undertaken by the Electoral Registration 
Assistant who deals with all absent vote applications and amen
Where an applicant for registration is not registered at a 
previous address, proof of residence and proof of nationality is 
requested. If satisfactory evidence is not provided, the 
application is rejected. Two or more postal vote applications 
from unrelated persons requesting that the ballot paper be 
sent to the same address would generate further enquiries and
would be passed to the police if fraudulent activity was 
suspected. A single point of contact with local police is 
maintained. All applicants who request that a ballot paper be 
sent to a business premises are contacted and questioned by 
senior staff. All absent vote applications are retained whilst the 
applicant remains registered
There is a document in the Electoral Services Staff Handbook 
outlining how to handle postal votes, and what to look for 
regarding 'away addresses' and signatures. All registration 
applications are acknowledged the day they are processed; 
postal vote applications are acknowledged on a weekly basis. 
Nursing Homes, and other properties where they may be 
multiple WAIVER applications, are sent information regarding 
how to deal with postal votes, and recommending non-
interference, at election times. The ERO has links with the 
Police/SPOC. Registration forms are kept for the life of the 
register (this includes Rolling Registration forms and canvass 
forms). Postal vote applications are kept until no longer valid - 
e.g. voter has moved/died/cancelled/changed their voting 
arrangements. 

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The Council has by comparison with other authorities only a 
small number of postal voters (approximately 6000). This has 
lead to a more informal but nonetheless dedicated approach to 
the checking process, which is monitored as a matter of 
routine. Any suspected fraudulent applications (none identified 
to date) would be recorded on an informal basis and referred 
to the Police. Candiadtes/agents/political groups follow our 
advice about canvassing for absent votes, and this advice is 
based on that offered by The Electoral Commission. We are 
currently working on meeting the performance standard.
At election time, one in ten postal vote applications are 
checked and compared with the Householders' return as a 
cross-check.  Staff are constantly aware of the possibility of 
attempted fraud.  Staff are experienced and can be relied upon
to use their local and general knowledge of "their" areas to 
highlight potential/possible fraud or other anomolies that need 
further investigation by Senior Staff.  There are good lines of 
communication with the local police, who are used to check 
out potential fraud. The ERO is satisfied that the department 
more than meets the expected standard albeit a written plan is 
still in draft form. Real work requires to take precedence - 
Action rather than words!
We have a comprehensive Canvass Plan/Timetable.   Our 
trigger to alert us to potential fraud would be the submission of 
5 or more applications from one property.   Our Electoral 
Services officer would determine whether or not there were 
any grounds to refer the matter on to the Electoral Commission
or our point of contact in the police.  In fact she has dealt with 
such a case (referred to in our data return) and did not place 
the applicant on our file. Postal vote applications 
(new/changes) are also checked thoroughly and Personal 
Identifiers scanned.  We can confirm that we retain registration 
forms for the life of the register and all original absent vote 
applications are kept until the application is cancelled or 
replaced by a new form.
 A risk assessment is in place, however there are a small 
number of staff dealing with applications therefore fraudulent 
registrations would be picked up easily. Our software produces
a report on absent voters postal vote being sent to an 
alternative address, which we run periodically.

---

No established relationship or procedure has been made with 
the borough SPOC, and it is unclear what resource or benefit 
there would be for any such referrals.  It is unlikley that the 
SPOC would have the capacity to deal with large numbers of 
"routine" referrals, and may realistically only be able to deal 
with apparently "serious" apparent irregularities, which leaves 
all other applications unassigned.
Again there are elements of parts 4 and 5 that we meet.
The new Elections Manager will be tasked with meeting this 
standard
The absent vote applications threshold is 5. All applications 
are acknowledged as per the description.
Complaints are recorded and dealt with centrally on our HCRM
system. Manual and data copy of all transactions and sale of 
the register are kept.

---

With a very small team of staff it is very easy to see patterns 
emerging from Absent vote applications.  We have very few 
postal votes sent to an away address. Any concerns are raised
with the Elections Manager and after preliminary investigation 
if it is felt necessary the matter is raised with the local SPOC.  
The threshold number for redirections  is four althought this 
number may be legitimate it will be investigated.  The ERO 
retains rolling registration forms for 3 years in paper format 
although all forms are scanned on to the registraiton system. 
Original Postal vote application will be retained for 5 years 
after which electors will be asked to supply fresh personal 
identifiers.  The ERO is proactive in sending out new postal 
applications where electors have changed their name through 
marriage.
The ERO carries out checks on all registration and absent 
voting applications and when suspicions have arisen over an 
application they have been passed to the police via POC is 
limited to election periods.  The ERO has not documented 
these procedures.  All registration and absent  applications are 
acknowledged on receipt and original applications are retained 
for the life of the register or until an absent vote application is 
cancelled.
Previous issues with applications have not been collected by 
SPOC, interest in issues by Police is limited. System cannot 
provide data relating to mutiple applications and will not until 
1/12/09. Applications are scanned but not held beyond the 
statutory requirments. Performance is well above level 2
Continuous process as electors are removed, absent votes are
also cancelled.   As with Rolling Registration forms, Absent 
Voting applications are reviewed and considered as they are 
submitted.  Any multiple requests are checked.  Registration & 
Absent Vote forms are retained in accordance with regulations.

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The activities identified in this standard are, in practice, carried 
out in reliance upon custom and practice within the office and 
the knowledge and experience of the electoral administration 
staff. However we have not as yet specifically produced the 
sort of comprehensive written plan required by this standard.
Performance Standard 4
We believe we meet the performance standard for maintaining 
the integrity of registration and absent vote applications.  
We currently identify and refer suspicious registration and 
absent vote applications to the police (SPOC).  
We maintain a separate file with absent vote application forms 
from households with 4 or more absent voters.  
We keep a separate file on all absent voters with alternative 
addresses. 
All postal vote applications are monitored.  
Registration forms are kept for the life of the register and 
original absent vote applications are securely stored.
Supporting document:
Written plan.
Don't have a written plan as yet, but are in the process of 
doing a procedure.  Any forms that are suspicious are 
forwarded to SPOC.  Postals going to one address we have a 
lot of Nursing Homes where we are setting a workshop for the 
Managers of the Homes to go through the postal system and 
applications. 

---

Staff have a written instruction to alert senior staff to any cases
where they suspect either that an applicant is not entitled to 
register on the grounds that the property is not their main 
residence, or where fraud is suspected.  The latter category 
are reported to the SPOC.  Our software allows checks for 
duplicate addresses for absent votes (3 or more) or proxies to 
2 or more people and these are scrutinised prior to elections.  
Supervisory staff have copies of the EC manual 'Managing 
Electoral Registration' to ensure that they are aware of and 
follow good practice guidelines.
We also follow up absent votes rejected at election time 
because of incorrect signatures/dates of birth and check 
signatures against other documents held on record and with 
the elector.  So far our rejection rate has been 1% or less.
We are above standard (ie No 3) in some areas but as we do 
not have a comprehensive plan I have ticked No 2.  
Suspicious registrations are forwarded to our SPOC and we 
also forward them a report with duplicate postal votes to an 
address , and we retain paper records.
Hyndburn is a small Borough Council, with the size of the area 
concerned and the experience of the staff dealing with 
registration and absent vote applications there isn o written 
plan for identifying or dealing with concerns.  The software 
system currently used can provide various reports of use and 
the AEA and EC websites are monitored for large scale 
examples of irregular rolling registration.  Any suspicious 
applications are passed to the SPOC or local police.

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1. We use the EC guidance as the basis of our policy on 
integrity. All staff are made aware of how to deal with 
suspicious forms. Contact is maintained to some degree with 
SPOC and local police. 2. We use EMS to identify and assess 
all same away addresses for postal votes. All hard copy 
registration forms are kept for the lifetime of register and 
absent vote application for lifetime of request.
There is currently no written plan for dealing with suspicious 
registration or postal vote applications, although an informal 
system is in place.  Any suspicious applications are "bagged 
and tagged" and passed to the Electoral Services Manager (an
ex Local Authority Fraud Investigator of 16 years) for further 
initial enquiries. The forms are retained for in this manner until 
either cleared to be processed or passed on to the SPOC. Any 
enquiries that the ESM can not conduct are passed to the 
Authority Corporate Fraud Investigation Team and from there 
to the SPOC if necessary. All Postal Vote applications 
requesting an away are address are referred to the ESM for 
verification. 
Contact with SPOC if we receive any suspicious registrations 
and applications.  Acknowledge all applications for an absent 
vote.

---

The Electoral Registration Officer checks if more than two 
applications are being redirected to any one address.
Although only the Performance Standard level has been 
selected the ERO does feel that the service operates above 
this level to some extent.  There is a documented procedure in 
place to assist in the detection of fraud and this is given to all 
staff who process absent vote applications and rolling 
registration applications.  A senior member of staff has 
responsibility for integrity issues and ensures that all 
permanent and temporary staff are trained in these 
procedures.  The ERO is proactive in referral of suspect 
applications to the local SPOC.  All postal votes rejected at the 
opening are investigated after the election and electors 
approached for new identifiers to be matched against the 
master records.  A formal detailed risk assessment is not in 
place but all procedures are kept under constant review.  The 
ERO does not acknowledge all applications upon receipt as 
acknowledgements cannot be issued until they are processed 
and the volume received makes this impracticable.  All original 
canvass forms and rolling registration applications are kept for 
the life of the register. The original postal vote applications are 
Suggested improvement for Knowsley - Introduce sample 
check of PV Applications.

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Nb paragraphs 3 and 4 of Section 3 above are done and also 
the ERO engages with staff in other council services to carry 
out checks and offers advice to staff of multi- elector 
establishment such as landlords, wardens, care staff and other 
accommodation administrators on the registration and absent 
voting processes as set out in Section 5 above.
We do not have a written plan in place to deal with concerns 
about specific registration or absent vote applications. There is 
an informal threshold for the number of redirections - 5 
applications or more. However we do keep the original 
registration forms for the year of the register and also original 
postal vote applications.
Evidence to support Self Assessment:The Procedure for the 
Receipt & Processing of Rolling Registration Applications, The 
Procedure for the Receipt of Postal Vote Applications and the 
The Monthly Procedure for Rolling Registration.
The ERO has a written plan which is among other things, used 
in cases where there are concerns about possible fraudulent 
registration and postal vote fraud. This includes criteria for 
referring cases of potential fraud to the local SPOC. All 
registration forms are  retained for one year and absent vote 
applications are retained until superceded. All registration and 
absent vote applications are acknowledged on receipt.

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We fall between Standards 2 and 3. With regard to 
registration, we have had occasion to document suspect forms 
and refer them to local police/SPOC.
Detailed written instructions are provided to cover all aspects 
of this standard. They follow closely the relevant section of the 
EC guidance Manual, which deals with all the points raised. 
The computer system identifies where five or more 
applications are received from a particular property, or where 5
or more postal votes are directed to one address. This 
information is shared with the Police single point of contact. 
There is also a trigger mechanism which identifies where four 
or more applications have been received from the same 
property in different names
Mail and processing staff are trained to be aware of any 
potentially suspicious applications and will alert a Manager in 
such cases. After carrying out routine checks any application 
considered suspicious would be referred to the local SPOC for 
investigation. The threshold used for reporting on AV 
applications being directed to any one address is 2 or more.   
Although we don't have a formal written plan outlining the 
steps that need to be taken with regards to specific 
applications, staff are fully aware of what might be termed 
'suspicious'.  We have had cases in the past which we have 
referred to the Police - one of which has led to prosecution.  
We do retain documents for the life of the register and 
originals kept etc.  Again - a formal plan will hopefully be 
documented for the new Cheshire East authority.

---

We do not have a written plan, but carry out the requirements 
of the performance standard.
Any concern about applications are investigated.  Documents 
are retained - original postal vote applications are kept until the
application is cancelled by the elector or updated.
We meet all points in 3. With the exception that we have a 
comprehensive sytem but it is not yet written up.
We do not have a written plan but all staff are aware of the 
steps we need to take if we have any concerns.  E.g. Fraud file
with records on actions taken with previous cases of potential 
malpractice, EC guidance on irregular forms is used.
Written instructions.
Attempts have been made on a number of occassions to 
contact the identified Police SPOC.  Unfortunately these 
attempts have met with a distinct lack of response from the 
Police and arrangements have therefore been made with 
colleagues to make contact on a regional basis which will 
hopefully be more successful.

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Procedures for all applications. Voter regn. images retained 
ten years. All applications require previous address and date 
of move. Council tax checks. Absent vote signature 
comparison with regn. form. All discrepancies with postal vote 
statements written to. Investigation of all away addresses. 
Always review registration where appears not resident.
Fraudulant claims previously identified and reported to Police. 
Procedures in place to identify multiple receipt of forms and 
postal votes for one property.  All forms scanned and held 
electronically.  Written procedures for staff to follow. 
Confirmation letters sent.
Plans to conduct random checks
No written plan dealing with suspect applications exists, 
though application forms are retained for the life of the absent 
vote
Currently the ERO does not have a comprehensive written 
plan outlining steps to be taken when dealing with concerns 
regarding specific registration or absent vote applications. Nor 
has a threshold for the number of absent vote applications 
being directed to any one address been agreed. However, the 
ERO does established links with the SPOC. Also, the ERO 
does retain registration forms for the life of the register and 
original absent vote applications are kept until the application 
is cancelled, or replaced by a new form . Requests for 
signature waivers for absent votes are checked, albeit 
informally, especially those received from nursing homes. All 
absent vote applications are formally acknowledged in writing.

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A basic outline plan is utilised referring closely to the ERO 
guidance manual (Part E). The threshold for the number of 
absent voting applications being directed to any one address 
(other than a residential home) is currently set at five 
applications.
The ERO has a process in place to identify potential fraudulent 
applications for registration or absent voting.  Absent voting 
applications are monitored on a monthly basis using the postal 
voting fraud analyser software.  If any potential fraud issues 
are identified these will be refered to the SPOC for Notts with 
whom links have been established.
The ERO does not currently have a written plan although an 
informal system is in place.  The forms are retained for their 
life existency; suspicious applications will be referred to the 
council's fraud team and/or the SPOC, dependent upon the 
nature of the potential anomaly.
We have a comprehensive procedure in place, however it is 
not yet fully documented or process mapped. The failure of 
Gwent Police to appoint a SPOC would prevent a higher score 
in this section.

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The ERO processes absent vote applications and takes steps 
to ensure that lists are accurate and up to date.  The ERO 
takes steps to ensure that electors who are reported as having 
died or moved away from the area are removed from the 
absent voter's lists.  Anyone who moves house within the 
ERO's registration area will have their absent vote deleted for 
their previous address and a new application form sent to their 
new address.  Without a system of individual voter registration 
we believe that sample checks of signatures and dates of birth 
cannot be conducted effectively.    
We closely follow the advice given by the Electoral 
Commission in the comprehensive guide on "Managing 
electoral registration in Great Britain"and any additional advice 
received through circulars and alters.  We have contact with 
the local police through the Single Point of Contact.
Although the ERO does not have a written plan, the other 
activities in the performance standard are carried out. All 
canvass forms, rolling registration forms, and absent vote 
applications are checked to ensure they have been fully and 
correctly completed. Applications in respect of properties not 
on the database are checked with council tax records to see 
that they exist. Staff are aware to check multiple applications 
and to look out for specific patterns of fraudulent forms that are
notified nationally from time to time, as has happened 
previously. All applications are date stamped on receipt. If a 
pattern of potentially suspicious applications is detected, the 
envelopes are retained and handling is kept to a minimum. 
Where appropriate, the relevant police SPOC is advised.  All 
rolling registration applications and absent vote applications 
are acknowledged. All requests for redirection of postal votes 
are checked (including personal contact with electors where 
necessary).

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Application forms are pre-printed with elector details and 
security barcode.  Local political parties provide applicant 
names and addresses for issue of all postal vote applications 
from the office rather than being supplied with blank forms.  
Software records when a form is issued from the system.  All 
registration forms are scanned into the system on the day of 
receipt and absent votes are scanned on a weekly basis 
during non election periods.  Acknowledments are sent out 
within a week of receipt for all types of form.  Information is 
available from the Registrar of Births and Deaths.  Canvass 
forms are scanned and attached to the relevant property for 
the life of the register.  The paper copies are kept for the life of 
the register.  All special registration forms are scanned and 
attached to the elector for the life of the registration period.  
Absent vote forms are scanned and attached to the elector 
record for the duration of the registration.  The scanned image 
is deleted if the elector cancels the absent vote.
Written acknowledgement of all application forms for rolling 
registration and absent voting (allows existing occupants to 
query suspicious applications in advance of their entry into the 
register). Links to SPOC in place  and used when required. All 
applications kept for their period of currency. Electoral 
software iutilised to provide reports on multiple applications at 
one household.
We have a written plan which includes the threshold number of
absent vote applications and how we deal with suspicious 
registration and absent vote applications. We can also confirm 
that we retain the registration forms for the life of the register 
and the absent vote forms are retained for as long as they are 
valid. These are available for inspection.

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The ERO does not have a written plan outlining how to deal 
with suspicious registration or absent vote applications. The 
Electoral Services team is a small team of dedicated staff who 
have been trained to identify suspect applications, and 
anything unusual would be brought to the attention of the team 
leader and investigated further. The team leader would then 
follow legislation and guidance from the Electoral Commission 
and request further information, delaying processing of the 
application form until this was received. The team can also 
request that a Council Tax Inspector visits the property, in 
these cases, to ascertain whether the property does exist and 
who is residing there. 
Due to awareness of fraudulent applications elsewhere in the 
U.K. that have been obtained by downloading forms off the 
internet, the ERO has implemented some further checks as a 
security measure. Although a registration form is available to 
download off the Nottingham City Council website proof of 
residency is also requested when completing a form in this 
way. The ERO is aware that this cannot be enforced if anyone w
All applications are checked very closely and the ERO would no
The Electoral Services Manager has liaised with our SPOC and
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Good links with Police as we have had major fraud issues in 
past.
Written plans exist for all aspects of the registration process 
including absent votes, and some other categories of electors 
i.e. Overseas.
Software system unusual integrates number of applications 
made per household. Close scrutiny made by small dedicated 
team.

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The ERO has written procedures to be followed where there 
are concerns about registration or absent vote applications 
and any suspicious applications are passed to the local SPOC 
with whom regular meetings are held.  The threshold for the 
number of absent votes being directed to any one address is 
two.  All applications for registration are acknowledged on 
receipt of the application. Registration forms are kept for the 
life of the register and original absent vote applications are 
kept until the application is cancelled or replaced by a new 
form.
PCC has undertaken pioneering work in this area which has 
been recognised nationally due to problems encountered with 
electoral fraud.  This has included carrying out a 'blank' 
canvass in 2007 to cleanse the Register, working with Benefit 
Fraud and alongside the private housing sector to ensure 
identification of HMOs, logging of postal votes, carrying out 
checks on duplicate names, reviews, engaging and liaising 
with the local police. 
The ERO uses the express software to its full extent which 
monitors applications from multi-resident properties. All 
applications for registration are acknowledged as are all 
applications for postal votes where the acknowledgments are 
sent to the registered address as well as the address for the 
receipt of the postal vote. We have a close working 
relationship with the relevant members of Dorset Police 
including the designated SPOC.
Risk assessment documentation is in place and adequate 
training for staff to investigate registration and absent vote 
aaplications that may be of concern to this authority.

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2nd homes are an issue in Purbeck and a flow chart has been 
developed in order to assist with the determination of any 
applications based on occupancy and reason for residency 
etc.  Canvass forms are scanned and retained for 1 year and 
absent vote applications are also scanned and filed by polling 
district and surname order for ease of access for checking 
purposes.  Aware of thresholds for residential properties (8) 
and how this may change for nursing homes and care homes.
PVA's and ER3's routinely scrutinised upon receipt. Forms 
checked to ensure not a p/copy and in date. Signatures 
checked with previous records after scanning. DOB's routinely 
checked. HMO reports regularly checked. Established links 
with Police - SPOC. Suspicious forms referred to Anti-Fraud 
and house visits undertaken in order to verify. PV threshold to 
one address is 8. Support from internal Audit also supplied. 
100% scanning of PV's achieved, 2008 Local Elections, 
Internal Audit involved in authorisation process.
Only 2 members of staff in the same office process registration 
or AV applications, which ensures consistency but also 
enables patterns of fraudulent activity to be identified. Electoral
Commission guidance is used to continuously check the 
process of AV applications and Rolling Registration form 
processes. The ERO cancels any AV arrangements in place if 
there is a change of surname or the property has been 
vacated. In the event of a death, the LA automatically removes 
any AV upon receipt of official notification. If no response is 
received from householders within 2 years, the AV is cancelled
and electors are removed. For new AV applications, all new 
arrangements receive a written acknowledgement letter. The 
threshold number of PV redirections is 5 and these will be 
investigated. Liaison with the police SPOC is maintained and 
any suspect fraudulent activity is passed to them for 
investigation. Any rejected PV statements are given to the 
police SPOC. The ERO retains all Rolling Registration forms 
for the life of the register and retains scanned images of all 
postal applications and correspondence. All original postal vote
We report any suspicious registration and postal vote 
application forms to the Police SPOC for our area.  Any 
doubtful registration form is checked with a written request 
being sent out for futher information to be provided.  All 
documentation is retained within the Electoral Service Team. 
Being a small unit we have the benefit of most applications 
being processed by a single Officer, and therefore we have a 
better chance of spotting 'patterns' and suspicious 
registrations than some larger authorities.

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Although the ERO does not have a formal written plan.  A 
check is kept on the number of applications being directed to 
or received from any one address.  The ERO retains 
registration forms for the life of the register and all original 
absent vote applications are kept until the application is 
cancelled or replaced by a new form.
Having access to survey data for domestic subjects allows 
checks against size of house and number of apartments where
a concern is raised.
We do not have a comprehensive written plan on how to deal 
with suspicious applications for registration or absent votes. 
However, staff are briefed to bring any suspicious applications 
to the attention of the Senior Electoral Services Officer. We 
retain originals and scanned images of all annual canvass 
forms for the current and previous years register. We also 
retain originals and scanned images of all current absent 
voting applications.
The ERO has contacted the local police with 
registration/absent vote applications of concern in the past . 
The system is informal at present but a written plan will be 
drafted in the near future.
We fall between the standard and above standard 
assessment. All forms are entered onto the computer system 
by one member of staff and checked by another. Our computer
system can run reports to check for multiple applications for 
postal votes. The AEA web site is checked daily for any 'rogue' 
applications which are occuring in other authorities. 

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All absent vote applications are acknowledged and letters of 
confirmation are sent to all electors registering under rolling 
registration.
EROs are advised to accept postal vote applications on face 
value. We always remain vigilant when receiving applications 
requesting redirection. Office procedures are followed and a 
threshold has been set. Applications without an reason  for 
redirection or when instructions are unclear are  returned for 
additional information.  Any data submitted on registration or 
absent voting applications causing concern are checked 
against information held by other council services e.g. names 
& addresses.  Multi -elector establishments such as nursing 
homes and other high occupancy establishments are given 
written guidance on assisting with canvass, rolling registration 
and absent voting applications.  Prior to elections additional 
information is sent to these establishments to remind them of 
their responsibilities and legal obligations when assisting with 
postal votes. Waiver applicants are required to provide 
reasons for not providing a signature and need to be 
countersigned by an assistant.  All valid absent voting and 
registration applications are acknowledged. Monthly lists of elec
The Rossendale Borough is a small area and the ERO's office 
staff comprises of 1.5 full time staff.  Due to the size of the 
area concerned staff have excellend knowledge of the areas 
involved and generally monitor registration and absent vote 
applications by running reports available from software 
applications.  Any suspicious aplications are passed to the 
SPOC or local police who are in regular contact with the 
service.  Unfortunately there is no detailed written plan at the 
moment.
Whilst we have scored a Level 3 in this standard, we do not 
have a written plan, although it is intended to produce this in 
the near future.  To balance this we are in the process of 
improving our registration system which will see us 
acknowledging registration on receipt of the application and we
intend this year to do more work with multi residence 
properties.

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In addition to the measures above, we also write in January 
each year to all absent voters who have their ballot papers 
sent to an address other than their qualifiying address to check
that this is still required.This acts as a reminder and has 
proved a very useful exercise.
Items that evidence our self assessment are:  The receipt and 
processing of rolling registration procedure, Procedure for the 
receipt of postal vote applications and monthly rolling 
registration procedures.
The Council has a number of measures in place to ensure 
integrity but does not meet the performance standard as 
documented.
Electoral Services staff have been issued with the EC's 
guidance on electoral fraud, together with internal guidance.  
They are aware of the action they should take should any 
triggers of potential electoral irregularies occur.  However, no 
internal written plan is in place as the EC's guidance is 
considered sufficient.  In addition, local knowledge amongst 
key electoral staff is invaluable and any potential irregularities 
would undoubtedly be picked up. The outcome of a recent 
Audit concluded that "given the fact that Rutland is a small 
rural county, and given the experience of the Senior 
Democratic Services Officer, the residual risk is felt to be low.  
Assurance was gained that controls in this area were sound."

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We do not have a written plan.  We have a small team and 
applications for postal votes are usually dealt with by two 
members of staff who have both been trained in absent voting 
procedures.  Again rolling reigstration forms are usually dealt 
with by two members who would quickly spot any anomalies.  
Any concerns they have are raised with the Elections Officer 
and after preliminary investigations if it is felt that matter 
should be raised with the Police, contact is made with the 
Local Single Point of Contact Officer at Northallerton.   All 
applications for postal votes are acknowledged.  Letters are 
also sent to all applicants whose applications to be included on
the register have been approved.   We also write to electors 
who have moved out of the Borough and we have been 
notified that they are registered with another local authority.  
All postal vote applications are retained and scanned images 
of postal vote applications retained so long as the application 
is valid.  Changed annual canvass forms are kept in addition to
being scanned in.  We have just started retaining the monthly v
All absent vote applications received are checked against any 
other signatures held by the department, every signature 
provided following the introduction of the new regulations was 
checked against the original application held on file.  All forms 
are stored to allow checking of new applications at future 
elections.  Postal applications are reviewed weekly in the run 
up to elections to check any where more than two ballot 
papers are going to the same address, any applications to re-
direct an existing postal vote is followed up by contacting the 
elector by telephone where possible.  Contact is made with the 
wardens of sheltered housing complexes and the relevant 
officer in charge of Care Homes when an election is 
announced to provide advice and assistance, direct to the 
elector if required.

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Any concerns are raised with the electoral services manager 
and after preliminary investigations if it is considered that 
matters should be raised with the Police, contact is made with 
the local SPOC ( single point of contact).
The threshold number of redirections is four and although this 
number may be legitimate it will be investigated.
The ERO retains all rolling registration forms for the life of the 
register and retains scanned images of all postal vote 
applications as long as the application is in place. All original 
postal vote applications made in the months prior to an 
election are kept until all investigative work in connection with 
mismatching postal vote statements has been completed after 
an election.
The ERO does not acknowledge all applications for 
registration because to enable this procedure with the volumes 
received in Sedgefield all applications would have to be 
processed immediately. The ERO is pro-active with regard to 
rolling registration and receives large volumes.  
Acknowledging upon receipt is impracticable and would be an 
exceptionally costly exercise, particularly when within six weeks
All procedures with regard to identifying and dealing with regist
Signature waivers are offered to persons who it is considered a
The ERO acknowledges all applications for registration on 
receipt of the application. A list of 'away' addresses is 
produced periodically to check that no more than 3 
applications are being directed to one address. Original absent 
vote applications are retained and checked annually against 
the register ie to check for name changes etc.
In addition to this, the ERO consults with other ERO's within 
the sub-region as part of a framework partnership.  All those 
invoved in the electoral process are provided with instructions 
per EC guidance.

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There may be no written plan but the two man Election and 
Electoral Registration team is experienced and have been in 
post some years and are competent to vet applications and 
take necessary action. We accept that being a small rural 
district council doesn't necessarily preclude us from fraud, we 
do not have the risk factor of some of our large metropolitan 
neighbours.
On the one occasion that we were sure of a fraudulent 
application to register (through our own investigations) we 
gave all the information to SPOC and received no response, in 
spite of reminders.
When applications are received the handwriting is checked on 
each form and signatures compared.  Addresses are checked 
with GIS and building control if the property does not exist on 
our database.  Acknowledgements are sent out to each 
individual and if this is returned via Royal mail then a visit is 
made to ensure property exists.
Action taken - Acknowledgement of all applications received 
via non-confirmed sources (eg letters from residents, 
downloaded internet registration forms) to comply with 5-day 
objection period.  Scrutinise and reject applications, involving 
the Police where necessary.  Allow registration only after 
residents have taken residence to avoid possible registration if 
prospective move falls through.  Regular checks undertaken 
for duplicate names on register.  Registration forms kept for 
the life of the register and absent vote forms kept so long as 
they are replaced or cancelled.  Consideration of formal 
procedures deferred pending move to unitary authority.

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Our Practice Manual sets out what to do if we feel any 
application is suspicious.  We have a limit of 8 postal votes in 
one property when we would make further enquiries and refer 
anything suspicious to the Police, with whom we have very 
good links.  Registration forms are retained for the life of the 
Register and AV forms are retained until cancelled.
See attached documentation.
A number in excess of 4 at the same would generate further 
investigation
The majority of actions to achieve the performance standard 
are undertaken e.g. threshold for absent vote re-directs is 6, 
Registration forms kept (1) rolling registration - up to 2 years 
and (2) Canvass forms kept for the life of register (in addition 
to electronic image), absent vote forms kept until refresh 
occurs, suspicious registration forms challenged and would be 
referred to SPOC.

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We do not currently have a written plan outlining the steps to 
be taken to deal with concerns about registration or absent 
vote applications although we would refer anything suspicious 
to the local police/SPOC.  We do meet the other 2 parts of 
level 3 and have a threshold number of absent vote 
applications being directed to any one address and retain 
registration forms for the life of the register and original absent 
vote applications are kept until cancelled or replaced.
In 2005 five registration forms were received for one property; 
this, together with a pre-warning from the AEA, alerted staff to 
investigate.  These applications were found to be fraudulent 
and the Police were notified.  Canvass forms are scanned and 
original postal vote applications are scanned and retained on 
file.
Although 4 is appropriate we also undertake part of 5 as we 
contact staff in other services and wardens, landlords, 
managers of nursing homes etc., and also randomly check 
signatures against others held where necessary.
We currently have an informal system in place in checking 
registration forms and absent vote applications. The Electoral 
and Licensing Team has five members and this information is 
dealt with within the team. The Electoral Services Manager 
and the Senior Electoral Services Officer have meetings with 
the SPOC from time to time when the need arises. 

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South ribble has an historically low rate of multiple absent vote 
applications, all of which relate to existing electors.  
We do NOT have a written plan - task for 2009! We do liaise 
with our SPOC though; we retain forms either electronically or 
hard copy we have had back for the year ad we have always 
acknowledged all registrations. 
To reach this standard we:
• Check all absent vote applications before processing them.  
Any suspicious applications are investigated, other signature 
records are checked and where necessary a further 
application form is requested.
• Send confirmation letters to all successful postal vote 
applicants.
• Check all rolling registration forms and query any points 
necessary (for example any unsigned are returned for 
signature.)
• Send a confirmation letter to all people who have been added
to the register, or people whose details have been amended 
(for example change of surname) during rolling registration.
• Keep all Voter and Rolling Registration forms for the life of 
the register.
• Keep absent vote application forms for the required 5 year 
period until they are challenged again and replaced with a new 
application form or deleted.
• Produce and check postal vote reports regularly detailing if 
more than 3 postal votes are redirected to one address.
• Monitor postal vote applications from care homes closely.  
Personal visits are made to assist electors to complete the 
forms if required.
• Monitor and challenge signature waiver requests yearly.
• Challenge redirected postal votes, where ballot papers are be
each year.
• Contact the SPOC as and when appropriate.
We do an annual refresh of all the absent vote forms, 
removing the forms from electors who have moved out of the 
area.  If any look suspicious we write to the elector and 
request further information.  Once the annual refresh is carried 
out we write to those electors who ask for their absent vote to 
be sent to an address other than their registered one if they 
still wish this to continue. We run a report every two months to 
check how many absent votes are being redirected and our 
threshold is 5 absent votes.

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• Postal vote applications sent individually to houses in 
multiple occupation and residential homes
• All postal vote applications are personally acknowledged
• Monitoring of any mail returned as undelivered
• Systems to identify duplication of records
• Review of personal identifiers (waivers)
• Use of other available records to validate data
• Ensuring complete and accurate property database
• Special Point of Contact - Meetings
• Retention of documents policy
• Postal vote poll cards indicate that person concerned has a 
postal vote
• Staff training
The retention of canvass forms and postal vote forms is 
contrary to council practice on document storage. The ERO 
has considered the risk implications of not retaining the 
documents, and is of the view that the risk is manageable. It is 
the view of the ERO that requiring documents to be kept as an 
item of meeting the performance standard is inappropriate, as 
this suggests that retaining these documents is essential to 
maintaining electoral integrity. In the circumstances of this 
borough, lack of storage facilities and cost considerations 
make it impossible to keep the paper copies, and yet the ERO 
believes that electoral integrity in the borough is not at risk.
We monitor applications for registration and postal votes very 
closely.  Any situation that gives rise to suspicion is followed 
up by requesting additional information, ie, passports, driving 
licence, bank statements/utility bills.  If no response provided 
we will refer to police.
All absent vote application forms as well as rolling registration 
forms are scanned against the property for the term of 
occupancy.

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Again I feel we are between 2 and 3, but as there is no one 
written plan have evaluated us as 2.  Elements of a written 
plan are there - for example a waiver policy was agreed with 
the ERO when the syste of postal vote identifiers came in.  We 
do also currently retain both registration forms and absent 
voting forms whilst current.  However a forthcoming move to 
new premises were storage is at a premium means that we are
having to consider the viability of holding all the forms.  Of the 
two types it is the registration forms which would not be 
retained as we have the image captured and over the last 5 
years have only referred to the original on a small number of 
occasions, and then only to demonstrate that the image is an 
accurate record, not because it was required for verification.  
Although we do not have a full written plan we were the 
authority which identified the first of the three waves of 
attempted fraudalent rolling registration applications based 
around downloading EC forms and providing typed returns 
from people who have not been registered.  We alerted other a
Level 4 - on receipt applications  are processed straight away 
and the acknowledgment forms part of the grant/refusal letter 
as they are dealt with on a daily basis and explains that subject
to the objection period they will be added from a given date.  
The letter is sent to the householder so it cannot be redirected 
and specifies the elector details in the body of the letter.  Level 
5 - Always compares signatures of absent vote forms with 
previous records
We do not  hold a written plan within our office.  We are a 
team of 2 and regularly discuss any situations regarding 
absent applications.  We hold all registration forms (scanned 
images) for the life of the register and also for previous years.  
Original absent vote applications are held within the 
background of the computer system and overwritten with any 
new requests.  We feel we do cover the standard and are 
working on the relevent documents.

---

Staff are fully trained to look out for any fraudulent applications 
and are made aware of any issues under investigation.  We 
follow certain checking procedures and keep all references on 
file, we would evaluate any individual cases should they arise.  
Should a registration and/or absent voters application be 
assessed as suspicious we would refer these to the local 
police and/or SPOC as we have contacts with them.  Our 
software system is capable to run an automated programme to 
produce a report of duplicated records we then check these 
against other systems and Council records.  We do take action 
and investigate reasons behind multiple redirections or absent 
votes.  If necessary we would endeavour to make any validity 
checks with the information that we hold.  For example we 
could only validate a electors signature if we have their sample 
signature on file.  Considering we have nearly 30,000 
applications for absent votes we would have the resources to 
check the validity of all identifiers.  We retain and file all 
registration and absent vote applications until the necessary tim
Integrity of information Table (Procedure Manual)  
In addition to the standard elements SDC also: Acknowledges 
all applications for registration on receipt of the application and 
engages with other council services including council tax, the 
council's fraud section, care homes, military bases and the 
registrar of births and deaths
Any absent vote application that has raised concern is 
checked with records we have available to. Where there 
appears to be a problem this would then be forwarded to the 
police. All registration forms are retained for the life of the 
register and original absent vote applications are kept until the 
application is cancelled or replaced by a new form.

---

The performance standard is being met in part.  Whilst 
currently we do not have a written plan in place regarding 
arrangements for absent voting, this will be addressed after 
the European Elections.  Electoral Registration Staff are alert 
to suspicious registration and absent vote applications and 
would refer any concerns to the local Police Officer (SPOC.)  
In addition, registration forms are scanned and stored in hard-
copy for the life of the register and all applications for postal 
votes are filed in order until such time as they are cancelled.
Check number of postal votes going to the same away 
address and number of proxies a person has been appointed.
All postal vote applications are sent a receipt of application 
and we are fully aware to be cautious of any pattern of high 
registration in properties or re-direction of postal votes
Some basic documentation exists but these need to be 
collated into one comprehensive plan.

---

Although a comprehensive written plan is not in place a variety 
of mechanisms are used to maintain the intregrity of 
registration and absent vote applications.  Applicants for postal 
votes during the canvass period on the 'A' Forms result in an 
application form being sent to the individual concerned.  On 
receipt of all applications for postal votes a letter is sent to the 
applicant advising them that the application has been 
successful/unsuccessful, providing them with an opportunity to 
query.  All staff involved in inputting data for registration and 
postal vote are trained to identify suspicious changes or large 
numbers of applications and to bring them to the attention of 
the manager who would liaise with the local police.  All 
registration forms are kept in hard copy for one year and on 
elections software for a number of years.  All postal vote 
applications are retained both in hard copy and on elections 
software.  All requested for re-directions are monitored and 
letters sent to the electors confirming arrangements, providing 
the opportunity to query.
All applications for rolling registration and absent votes are 
acknowledged. Absent votes with an away address 
acknowledged to both address's. Reports run on away 
addresss for postal votes. Watching brief kept on high 
occupancy properties.
The ERO has a database system which produces reports of 
duplicate names. This is checked and names validated prior to 
publication of the Register. The system also produces reports 
to identify where someone is a proxy for more than one 
elector. This is checked at every election.  Similarly the system 
can be interrogated to provide a report on the number of postal
votes being directed to a particular “away” address. It allows 
the ERO to set a different threshold for each enquiry. 
Suspicious registration and absent vote details would be 
referred to local police. Staff are trained on the "integrity" issue 
and are aware of the procedures in this respect. The ERO 
retains registration forms for the life of the register and those 
of the previous year and absent vote records (updated with 
new signatures and dates of birth) are kept for the minimum 
legislative period.

---

The ERO processes absent vote applications and takes steps 
to ensure that lists are accurate and up to date.  The ERO 
takes steps to ensure that electors who are reported as having 
died or moved away from the area are removed from the 
absent voter's lists.  Anyone who moves house within the 
ERO's registration area will have their absent vote deleted for 
their previous address and a new application form sent to their 
new address.  Without a system of individual voter registration 
we believe that sample checks of signatures and dates of birth 
cannot be conducted effectively.  The ERO is currently in the 
process of producing a written plan and identifying specific 
criteria concerning suspicious applications and a threshold for 
redirections of absent votes, in order to meet the performance 
standard.  The ERO has developed appropriate links to police 
forces for referrals of suspicious applications. 
In addition to meeting the performance standard, the ERO 
uses other records to check signatures and dates of birth 
where necessary.  All applications are acknowledged on 
receipt and then confirmed on approval in the monthly tasks. 
We do engage with other departments informally to carry out 
checks and offer advice but this is not documented.

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Any suspicious activity is checked against Council Tax records 
and, depending on circumstances, checks may also be made 
against Housing Benefit records. Scanned images of forms are
kept for the life of the register. A maximum of one absent vote 
form is sent out per elector. 
Before election a programme is produced to identify pv's sent 
to same address without reason eg nursing home. All pv's are 
acknowledged and DOB inforamtion is contained in letter to 
alleviate mistakes at election time and elector's vote not 
counted. 
3.  Suspicious applications are referred to the Police for 
investigation.  The threshhold number of absent votes granted 
to an away address is currently three.  The ERO 
acknowledges all applications for both registration and absent 
vote applications.
There is a written plan for how to deal with applications which 
cause concern. In the event of a suspicious form being 
received the SPOC is advised. Original postal applications are 
retained until the five yearly review, cancelled applications are 
also retained until the completion of the review. All redirections 
are dealt with by one member of staff so that if more than one 
application is recieved for the same property it is immediately 
identifiable. If the postal vote application does not appear to 
relate to any of the residents at the property there is no 
threshold - investigations would take place immediately. If 
there was a clear number before suspicions were acted upon 
we believe this may delay the detection of serious fraud.

---

A written plan is not currently in place.  However, all absent 
vote forms are kept and sorted.  They are kept up to date and 
any old forms are removed to just leave all relevant and 
existing postal vote applications in the file.   I have information 
on our SPOC readily to hand in case of any suspicious 
application forms.
There is no system in place to undertake integrity checks but 
suspicious applications are examined carefully.  There is a 
report of away addresses for postal votes that is checked if it 
appears that a number of ballot papers are being directed to 
the same away address.
We do have a office plan for recognising and dealing with 
possible fraudulent applications. The Electoral Commssions 
Guidance is used along side this.
Informal system only as the Area has not historically had 
significant integrity issues.
The ERO also meets many, but not all, of the 'above standard' 
requirements, in both sections 4 and 5

---

Staff monitor incoming applications and discuss within the 
office if there are concerns. Electors are contacted either in 
writing or over the phone if staff feel that details need to be 
clarified and where necessary electors are asked to produce 
supping documentation before applications are excepted.
Where ever possible all forms are sent from the office with 
details such as a name and address pre-printed to prevent 
misuse and fraud.  It is expected that a written plan will be in 
place by December 2009.
We carry out many of the processes detailed in Levels 3, 4 
and 5 as part of our daily duties and all applications are 
scrutinised and checked thoroughly plus all electors written to 
in order to confirm information held on them. However, as we 
do not have written plans or procedures regarding these 
processes we only meet the requirement of Level 2. This will 
be reviewed for 2009.

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A detailed written plan is not in place as yet, however any 
query applications will be investigated further by senior staff.
• All rolling registration and absent vote applications are 
received and scrutinised with regard authenticity. Any suspect 
application i.e. invalid former address or multiple deliveries to 
single address point are and have been investigated further 
with Council Tax record checks etc. although no written 
practice note of this procedure currently exists.
• In addition to scrutiny of rolling registration applications 
regular notification of deaths from the Registrar of Births and 
Deaths, enable early deletion of appropriate records to assist 
in preventing the possibility of misuse of details in connection 
with electoral or credit fraud.
•  Effective SPOC links have been established and 
questionable postal vote returns at elections held in both 2007 
and 2008 were investigated, possibly fraudulent votes 
prevented and effective notice given with regard to security of 
genuine and detection of potential fraudulent postal votes at all 
elections conducted within the Borough.

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Information from other Councils is processed in accordance 
with legislation. Lists of Deaths are also processed accordingly 
and the documents are filed in the appropriate rolling month. 
Absent Voter records are removed if required but after the 
publication of the Register, all 10,000 are checked.Written 
procedure in office and have links with SPOC.Threshold is 
zero electors above the number registered in a property as any
anomalies would be picked up during the checking process 
after publication of the Register and a report is run during the 
election process to look at all postal votes going to ‘away’ 
addresses (Usually less than 30 out of the 10,000!) so 
anomalies would be noticed.Registration forms and canvass 
forms are kept for a year and absent forms in lever arch files in 
secure cupboards.
Actions include: acknowledgements sent to register claimants -
this can alert us to suspicious claims;  threshold number of 
absent votes sent to away address is set at more than 2, 
checks are run on proxy appointments to ensure non-relatives 
are not appointed for more than 2, suspicious claims are put in 
plastic wallets with all relevant documentation once referred to 
SPOC.
Action plan in place to bring us above the performance 
standard - written plans and risk assessments are being 
prepared. All applications for registration are acknowledged. 
Registration forms are kept for the life of the register and 
absent vote applications are kept until replaced or cancelled.
Good networking and the sharing of information with 
stakeholders underpins our determination to ensure the 
integrity and security of our processes.  We regularly brief our 
party agents about integrity and all requests for absent vote 
information are managed by Electoral Services.

---

Written plans exist for all aspects of the registration process 
including absent votes, and all other categories of electors i.e. 
Overseas, Service, Local Connection.
No formal plan or risk assessment, but suspicious registration 
forms and/or postal vote applications are ckecked against 
other records, where applicable. If necessary, concerns are 
referred to the local police/SPOC. Consideration is given to the
number of applications directed to any one address, taking into
account the type of property (ie: HMO, nursing/residential 
home, etc.). Registration forms are kept for the life of the 
register and absent vote applications are kept until the 
application is cancelled or the elector is removed from the 
register. All applications for registration received outside of the 
canvass period are acknowledged in writing. During the 
canvass period, only applications other than the statutory Form
As are acknowledged. 
We (i) use EC advice and guidance; (ii) have stated criteria 
which will result in Electoral Registration Officer personally 
being made aware of possible concerns; and (iii) use our 
software to check instances where more than two postal 
ballots are being redirected to the same address. This 
standard should more explicitly refer to rolling registration 
rather than the annual canvass (level 4). In addition to the 
matters in level 3 we acknowledge all applications for a 
redirected postal vote to both the registered and the ballot 
paper address, and also send a postal poll card to both 
addresses
A cursory check is done of absent voters and any anomalies 
that are highlighted by returned mail.  No formal system in 
place or documented.

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At present there is no written plan of a system to check the 
integrity of forms although the process is in place as common 
practice.  This will be addressed as the Unitary Council is 
estabished.  Registration forms are scanned and paper copies 
held for the life of the Register.  Postal vote applications are 
also scanned and paper copies held until cancelled or 
superceded by a new form.  Regular checks are made and 
staff trained to flag if more than 2 postal votes going to same 
address.
Written procedures are in place. We do an annual refresh of 
all our absent vote forms, removing the forms of electors who 
have moved out of the area and further information is 
requested from the elector (via telephone call or enquiry form) 
on any applications that look suspicious (e.g. same address re-
occuring which is not electors own). Registration forms are 
kept for the life of the register, as are original absent vote 
applications, on site. Checks are also made on multiple 
applications for proxy votes.
Certain applications are always dealt with by experienced full 
time staff rather than casuals.  Ie: requests for postal ballots to 
be sent to an away address or overseas as always dealt with 
by permanent experienced staff so that we can monitor if there 
are a number going to the same address or if people are living 
abroad but still registered as though they were in the UK and 
being allowed to vote in elections that they would not be 
entitled to vote in.
Process for dealing with suspicious registration/postal vote 
application forms during the election period is set out in the 
Memorandum of Understanding, and are referred to Surrey 
Police for investigation.  At other times of the year, these are 
also referred to Surrey Police.  Details of properties where 4+ 
postal votes are sent are analysed.  
We have a written plan which incorporates how to deal with 
concerns regarding registrations or AV applications, details of 
the SPOC and policy regarding retention of application forms.

---

The ERO meets the performance standard but does not have 
a formal written plan.  Regardless of the number of electors 
involved (ie irrespective of any "threshold") all absent votes 
being sent to addresses other than the qualifying address, as 
well as all requests for redirection of absent votes are treated 
with suspicon and are are manually checked.  This is 
facilitated by a report from Express that lists all absent votes 
that are being sent to alternative addresses.   Any suspicious 
applications for registration or absent votes would be referred 
to the West Midlands Economic Crime Unit and often verified 
and investigated by Council Tax, Housing benefits and/or the 
Council's Audit team.  All registration forms are retained for 
two years and absent voting forms retained until the 
application is cancelled or the circumstances change.   
We have a plan in place for absent voting and registration 
fraud . We inform our SPOC when necessary.
No written plan. The person opening the post has been alerted 
to look for anything she considers unusual on any form and 
give these to the manager of the section. (This is a small 
section). She then either makes face to face inquiries or 
forwards to the SPOC. Checks are made by manager where a 
property has more than 5 postal vote applications before issue.
All re-directed postal votes are examined and if necessary 
questioned by the manager. Registration forms are retained for
one year, (and scanned), original postal votes are maintained 
and updated. 
Whilst the majority of the steps required for 'meeting the 
standard' are followed, no written formal plan currently exists 
but informal system exists.

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We have a full 'anti-fraud' plan in place for both registration 
and absent votes. Concerns are fully investigated and reported
to the police where necessary. A proper document retention 
strategy is also in place.
No detailed written plan currently available.  All applications 
(Rolling Registration or absent vote) are view by two members 
of staff to increase likelyhood of irregular applications been 
spotted.

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Performance standard 5
Record is kept of each request, method of supply and payment
for the register, year round as well as after publication.
Those entitled to receive the register are sent copies (paper or 
data as required) on 1 December, and after each monthly 
update.  Registers are sold in accordance with the legislation, 
and staff have guidance on access and usage of the register.  
Data is encrypted when sent to ensure security.
All Registers and monthly updated provided to those entitled to
receive them.  Correct procedure in place for dealing with 
telephone enquiries relating to the Register.  Record kept of all 
Register sales.  Inspection of the Register and Lists under 
supervision.
Any complaints are dealt with through the Corporate 
Complaints Procedure.  We maintain records of the supply and
sale of the full and edited register; and refer to the Electoral 
Commission's guidance on checking details of those 
organisations and individuals entitled to receive it.

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Appropriate training is provided to staff and copies of guidance 
are available for inspection
The ERO publishes and supplies the electoral register and 
absent voter lists to those that are entitled to receive it.  A copy
of the regulations are supplied to all recipients, and staff are 
aware of the restrictions on the use of the register and the 
confidentiallity of the information it contains.  There is a record 
of all registers supplied and a record of all sales of the 
Electoral Register.  All complaints are required to be logged 
under the Ashford Borough Council Complaints Registerand 
are therefore dealt with in accordance with the Complaints 
Procedure. 
Guidance supplied to Customer Services team who supervise 
access to the register and Electoral Services Manager attends 
briefing sessions to explain restrictions.  Warning of misuse of 
register notice always supplied.  AVDC complaints system 
records issues arising and action taken.  Record of 
transactions/sales of register maintained and list of those 
organisations/individuals entitled to receive a copy held.

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• Those prescribed in legislation as being entitled to copies of 
the register are required to sign a document stating in which 
format they wish the register and that the information will only 
be used for the purpose it was supplied for.
• Cash receipt book for recording sales of the register and 
letters of confirmation.
• All data issued via Royal Mail is sent recorded delivery and 
electronic data is encrypted.
Details of when copies are made available are recorded on a 
spreadsheet. There is a training plan for staff that includes  
references to the appropriate section of the Electoral 
Commission manual dealing with access to the register. Every 
person receiving a copy of the full register (and every person 
inspecting it) is provided with a statement regarding the use to 
which the information in the register may be put. Each sale is 
recorded in a book kept for the purpose and each copy of the 
full register is sent in accordance with the Council's 
procedures for dealing with confidential and/or sensitive 
information.
all staff are trained and users are given guidance on the uses.
Supply and distribution of the register is maintained on a 
secure spreadsheet in accordance with the sections Access to 
Data Protocol.  Sales of registers are also kept on this 
spreadsheet with information on payment date and method, 
this can also be backed up with the Councils SAP system.  
Any complaints received are logged on the corporate 
complaints database.

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All aspects of the Standard are recorded in accordance with 
legislation
The Electoral Register is published as required.  Copies of the 
register and absent voter lists are supplied to those entitled to 
receive them and as requested.  Training is given to staff that 
supervise access to the register and guidance is provided to 
recipients of the register.  The register is supplied in 
accordance with information security requirements. i.e. 
encrypted.
I am the only person who supervising access to the full 
register.  

---

DETAILS OF PUBLICATION OF THE REGISTER DATE
SAMPLE LETTERS SENT TO ALL RE PUBLICATION
POSTER SENT TO LIBRARIES AND NEIGHBOURHOOD 
OFFICES ABOUT PUBLICATION
WEB PAGE UPDATED
TRAINING PLAN OR COPY OF GUIDANCE GIVEN TO 
STAFF
COPY OF PROCEDURE NOTE
COPY OF GUIDANCE GIVEN TO RECIPIENTS
COPY OF NOTE GIVEN TO CANDIDATES ETC
LOG OF COMPLAINTS OR ENQUIRIES, AND ACTION 
TAKEN DUE TO THEM
3 CS LOG
RECORD OF TRANSACTIONS AND SALES
REPORT SHOWING WHO GIVEN TO, WHEN AND COST 
AND WHAT FORMAT
LIST OF WHO IS ENTITLED TO WHAT

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Staff are provided with the Electoral Commission guidance 
manual for reference purposes.
All staff are fully trained regarding use of the register and who 
is entitled to copies of it.  All internal departments who are 
entitled to a copy are required to sign a form stating that they 
are aware of what their copy can be used for, all 
Councillors/Party Agents/Constituency Offices are also asked 
to sign a form.  We record all transactions and sales.  The full 
register is only available for inspection in our office, we do not 
display it in libraries or Council reception areas as they could 
not guarantee supervision.
Registers are supplied to all entitled to receive them.  
Encryption software has been purchased to safeguard emailed 
copies. Guidance notes are in place for staff at public 
counters, and for recipients. Records are maitained of all 
transactions and sales.
A fully comprehensive list is kept of all those that are entitled 
and have received a copy of the register and a copy of all 
receipt of payments are kept.  All complaints are logged and 
records kept of action taken.  

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A note is placed on the front of both full and edited registers as 
to how they can be used. This information is also detailed in a 
letter to Councillors when they receive their register together 
with a copy of the Hansard note.  Full register is kept in the 
Election Office at all times and can only be viewed under 
supervision of the Election staff.
Those entitled to receive a copy of the register are required to 
sign a request form which sets out the limitations on use of the 
register.  Annual reminders of the restrictions are also supplied 
on publication of the new register.
All complaints regarding Electoral registration including the 
supply of registers would be dealt with in accordance with the 
Corporate Complaints procedure. To date No complaints 
regarding supply have been made. All requests for the register 
are recorded and transactions detailed both on the 
computerised database and on manual file.
we record all transactions, sales and supply of the full and 
edited register and maintain an up to date record of those 
entitiled to recived it.  We also keep a record of signed 
declarations by members as to the use of the full register.  
These are kept on record for the current year.

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• We give details of publication dates on registration forms, our 
website and issue press releases
• Staff are given detailed guidance Notes on Supply and 
Access of Register and Absent Voters Lists + full training 
given by Manager at Team Briefing
• Guidance notes provided to all recipients of the register
• Effective documented complaints process in place (Getting It 
Right)
• Full up to date record of transactions of sales, and people 
and organisations entitled to receive documents
All requests for supply of the register or absent voters list are 
checked against legislative lists, fully recorded and 
despatched in a secure encrypted data file or printed via 
recorded delivery. Staff are fully trained on process and 
legislation. All reci[ients of the register are informed of the 
covering legislation regarding use of the register.
The Council has a published corporate complaints scheme 
which encompasses electoral registration. All sales and supply 
recorded and password protected issue where necessary (ie 
full register). Written notices provided to appropriate staff on 
access/inspection arrangements. 

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Complaints are logged in the electoral office and where 
possible actioned. If necessary the complaint is then taken 
through the Councils corporate complaints procedure. 
Recipients of the Electoral register are recorded, with the 
appropriate section of legislation under which they are entitled 
to receive a copy. Transactions are recorded and receipts 
issued. Staff/recipients are given guidance on the correct use 
of the Register, and where the Register is available for 
inspection, the manager there gives an undertaking that 
inspection of the Register will be supervised.
All staff are aware of restrictions on the usage of the elctoral 
register. All transactions of the full and edited register are 
recorded accordingly, and audited every two years.
None.

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Training is given to office staff and guidance supplied to library 
staff for use of the edited register ( Camden libraries cannot 
offer supervision of the full register). A complaints procedure 
operates and is reported monthly to the Councils' Democratic 
Services Management Team. Actions taken as a result of 
complaints are also also logged as improvements in the 
Electoral Services ISO system with followup action recorded 
(Camden Elections Office has full ISO accreditation). All sales 
and transactions of the full and edited registers are recorded 
on Excel and monthly records kept with full reconciliation.

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We have a complaints procedure that is logged through our 
legal department for forwarding to the ERO (Chief Executive) 
office.  This must detail what action was taken.  It is extremely 
rare for anything to be logged by Electoral Services on this 
register due to the small number of complaints received.  We 
keep records of details of the supply and sale of data.  A 
detailed list of those who are entitled to receive data is 
contained within the sale of data file.
Corporate complaints system is in operation.
The register publication date is recorded.  Guidance is issued 
to staff who supervise public access to the register.  
Recipients of the register, both in printed and data form, are 
given a statement of the statutory requirements regarding 
supply and use of the register.  There is a written record of 
those entitled to receive copies of the register, when and in 
what format it is supplied.  Although few complaints concerning
supply of the register are received, any made are recorded.  A 
record is kept of all sales of the register, including fees paid.  
None.
We fall between Levels 2 and 3, as we do record all 
transactions of sales but we do not have a complaints 
procedure in place. 
Any complaints would be dealt with by the Councils 
Complaints Officer through the complaints procedure.  Details 
of requested registers both free and purchased are kept on 
file.  Lists of organisations entitled to free copies are constantly
updated.

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Formal complaints about the publication and supply of the 
electoral register are dealt with under the Council's Corporate 
Complaints Procedure, which specifies a time period in which 
action must be taken in addressing complaints.  A mailing list 
of organistations entitled to receive the full register is 
maintained and updated on notification from government 
departments,EC etc. A record is kept of the sales of the edited 
register. .
A list of all recipients of the register and all sales is maintained.
No formal log of initial "complaints" is kept but any received 
are refered to senior staff to investigate and respond.  If 
recipient is dissatisfied with the response they are advised of 
the formal complaints procedure and any such complaint 
would be logged and dealt with.  List of places of publication 
maintained and published on website. Libraries etc are 
annually issued with guidelines and relevant staff have been 
trained in supervision.  
All staff who supervise and deal with access to the register, 
and receipients are given guidance notes as to the correct 
usage of the register.

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The ERO maintains the records and guidance required to meet
levels 3 and 4. As, within this authority, committee and 
electoral services are carried out by one team, the complaints 
procedure and recording arrangements cover both activities.
2. Register provided and published to this entitled. This is 
accurately recorded. Guidance is provided to staff and to 
individuals who wish to inspect the register. This is recorded 
and a record kept. All transactions are recorded with payments 
section. 
Publication date and tables indicating those entitled to free 
supply and those entitled on request produced. Guidance note 
issued to staff who supervise access . Electoral management 
system automatically produced guidance for recipients of hard 
copy . Guidance given by email to those receiving data.

---

Covering letter with all registers. Printed notes on use on front 
of each register. Training/briefings given to Customer Services 
Staff. Council complaints procedures. Sales recorded on  
council debtors system and sales of registers file kept.
Full Register held with Electoral Services Section and ES Staff 
supervise with full knowledge of its usage.  Edited Register 
held in Depts with guidance given to other staff within the 
Authority.
Meet the performance standard but in addition we record all 
transactions of sales and supply of the full and edited register 
and maintain an up to date record of the details of those 
organisations entitled to receive it.

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The register was published on December 1. The ERO 
provides guidance to all staff  supervising access and to 
recipients in respect of their responsibilities regarding usage of 
the register.
Details of the publication dates of the Register are published in 
Council Offices, posted on the Council's website, and are on 
rolling registration forms produced from the electoral 
registration software system. All staff that have been given 
access to the Council's online Register facility (Express 
Register) are given written guidance on what it can be used 
for, and they and their line manager must sign a statement 
confirming why they want access to the Register, and that they 
understand the restrictions on the Register's use. Contact 
Centre staff who deal with Electoral Services calls are all 
trained on how they can use the Register, and also receive 
regular briefings and briefing notes from the Electoral Services 
Manager. Written guidance is supplied to recipients of the 
published Register. A record of all supply and sales of the Full 
and Edited Registers are kept.

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All persons inspecting the register are advised of the legal 
requirements as to the use of the information.  A copy of this is 
sent to all receiving copies in paper/data format. A record is 
kept of who has received a copy of the register
Complaints/compliments are recorded on the council's 
complaints system together with a record of action taken
The ERO uses DBC's recorded compalints procedure i.e. 
recording complaints received and action taken; The ERO also 
records all sales of full and edited registers and maintains an 
up to date list of those entitled to receive it.
No written plan but staff made aware of criteria for suspicious 
applications. Computer monitors the number of postal votes 
being sent to one address and prompts if exceeded.
The ERO supplies on request copies of the register & absent 
voting lists on request only to receipients. The register is 
supplied in paper and data format. All requests must be in 
paper or e-mail format and are kept in a file. The Registers 
and monthly updates are sent automatically from our software 
system. Data files are encrypted and password protected. 
Passwords are sent under a seperate cover to the recipients. 
Sales of the register is noted in he departmental receipt book

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Electoral Services meets the performance standard and, in 
addition, all transactions of sales and supply of both registers 
and details of those organisations entitled to receive are 
recorded. Robust measures are in place to ensure the sanctity 
of data is not compromised particularly secure emails and 
password encryption. 
* all managers sign to acknowledge that they are aware of the 
uses of the register and accept reposibility for there 
staff.*election staff are trained on the lawful use of the 
register.* councillors advised by email of their responsibilities 
with regard to the use of the register
Copies of the electoral register are provided to those persons 
entitled to receive them in accordance with statutory provisions
and where appropriate on payment of the prescribed fee.  A 
record of all copies of the register provided and whether this is 
the full or edited version of the register is maintained.  All 
applications for a copy of the register are required to be in 
writing stating the purpose for which it is to be used and these 
are checked to ensure that they meet the provisions of the 
legislation before the copy is provided. Guidance is provided 
on the use that may be made of the register.

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Set procedures in place for requests for supply of the register 
and/or postal vote lists.  Following on from request:- 1) In 
respect of Credit Reference a check is made that they have a 
valid licence and are operating.  2)  Data is sent with relevant 
regulations specifying restrictions on use. Data sent password 
protected and by special delivery.3)  We monitor the delivery 
of posting via royal mail web site.   4) Confirmation of receipt 
of data is received.  5)  Password provided.    Details recorded 
together with evidence of tracked  receipt of documents.  
Records maintained for the sale of both full and edited 
regisgters.  
Evidence: DABVJB Service Plan, Customer Comments and 
Complaints Policy, Customer Consultation Policy, Customer 
Consultation Reports, Record of Sale and supply of Registers, 
DABVJB Electoral Register Distribution List (annual and 
monthly) including specific guidance for staff - in accordance 
with legislation "on publication" and "on request".   NB - we 
haven't had any complaints in respect of the supply and 
publication of the electoral register.

---

Strict procedures in place for the supply and publication of the 
register. Full register requests must be supported. All requests 
and who and when supplied enetered upon register planner 
against those entitled to receive. All register information sent 
out externally, by data is password protected and hard copies 
by recorded delivery. All sales transactions recorded and 
examined in-house by internal auditors.
The register is published by 1st December each year and 
supplied to those entitled to receive it in line with the Council's 
procedure for sale/supply of the electoral registers.  The file 
contains a record of all transactions/sales and contains a list of 
those organisations/persons entitled to receive the register.  
Staff guidance is provided to those staff who oversee access 
to the register as well as advice for public inspection of the full 
register of electors.
We ticked box two although we do keep a record of all 
transactions of the sales of registers and maintain up to date 
records of who can have them.

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Details regarding the canvass and publication of the Register 
are given in the Council's free community newspaper 
distributed to all households.  Details of those entitled by right 
and on request are maintained. When registers are supplied 
details of the restrictions on the use of the information is 
included . Request forms supplied include the details of the 
relevant legislation concerning the use of the register. Staff 
guidance is given and a copy of the regulations is kept with the 
copy of the Register used for public inspection.
All sales are recorded.  The register is published and provided 
to all those entitled to receive it.  An update is provided to 
Customer Service Network staff and information is provided 
that only staff have access to, to guide them. This is provided 
by way of information attached to the register (attached as 
appendix E). Information is provided to CSC staff at their team 
leaders briefing in advance of publication.  
We do record all transactions of sales etc but we rely upon the 
Council's ordinary complaints system.
We have a speadsheet of all who request registers, the format 
they require. All data is encrypted with a password and 
password recorded as well as date data is sent. Statements of 
responsibility and use of the register are issued. We also keep 
a record of all transactions of sales.
Every eligible person entitled to receive the revised register on 
publication or request is supplied with the relevant part(s) from 
publication.  All money received in payment for the redige is 
receipted and a record kept of what has been supplied.
Only two officers would supervise register inspections and they
are well versed in the legal requirements.  Each person 
inspecting the register is supplied with the legal requirements 
and must sign a form to say that they will adhere to those 
requirements.  Name, address and signature is recorded.

---

We check the applications for registration and if necessary ask 
for proof of address. However we need to be more thorough 
ensuring that those who supervise the access to the register 
fully comprehend its importance. We do have a procedures for 
recording complaints and response and records of sales and 
who receives the Register free of charge. 
We also have for many years recorded all transactions of 
register sales and have a yearly updated despatch file so that 
a record is kept of who has been sent what & when. 
The Register is published on 1 December of each year.

---

The revised register published on 1 December and updates 
are sent to all recipients entitled to receive it who have sent a 
written request. Staff who supervise the access to the full 
register have received guidance notes and training.  All 
recipients of the full register ,and electors and who view this 
document under supervision, are warned by way of a notice in 
the front of the register, of the regulations relating to its usage.
Publication dates are available as are records of when 
registers are distributed to legal recipients. Display copies 
have instructions to those staff providing access and guidance 
on legal use is provided to recipients of the full register. Sale 
transactions are recorded and bona fide recipients of the full 
register are known.
The Electoral Registration Officer publishes the register by 1 
December.  Records are kept of who is entitled to a copy of 
the electoral register and absent voter lists and who has 
received a copy.  Details are also recorded of who has 
purchase a copy of the electoral register.  Guidance is 
produced for staff involved in supervising access to the 
register and as the full register of elector is only available for 
inspection at County Hall, Mold it is the responsibility of 
electoral services staff to supervise access.   All recipients 
receive guidance as to the correct usage of their copy of the 
register.

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Any complaints would be dealt with under the council's 
complaints procedure and would be recorded. Similarly, a 
record is maintained on the sale of registers to organisations 
and individuals. Again, on this basis, could possibly be above 
standard.
Self assessment between 2 and 3.  A list of recipients entitled 
to receive the register is kept up  to date.  Information is 
provided with details of the register as to the use of the 
information contained in the register and the consequences of 
any breach.  The full register is available at the offices.  
Electoral Services staff supervise anyone wishing to view the 
register and questions are asked as to the purpose of the 
viewing to ensure there is no breach of the regulations.  A list 
of persons/organisations who have been supplied with a copy 
of the full or edited register is available together with the 
amount paid where applicable.
Details of how and when registers are provided to qualified 
receipients and information on the restrictions on the use of 
the register is held on a file in the office (Not electronic). 
Guidance notes are provided to staff who supervise the 
inspection of the register and for those who receive the 
register.
The ERO has detailed records of all transactions and sales of 
the Register together with details of who is entitled to receive 
and access the register. Detailed guidance is reviewed and 
provided to all recipients of the register. Complaints are dealt 
with as part of the Councils corporate complaints procedure 
"Have Your Say"

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The Electoral Register is published on the first working day 
that is nearest to the 1 December each year. Each member of 
staff is given and is aware of the duty of the ERO to supply 
copies of the full register of electors to various organisations. 
Staff are aware that the ERO has a duty to supply free copies 
of the electoral register to various organisations and 
individuals, and legislation imposes restrictions on how this is 
done. (Regulations 94 to 109A, RPR 2001) In addition, Staff 
are made aware through written information that the  full 
register of electors can only be purchased by credit reference 
agencies and supplied to government departments. Staff have 
been informed and are aware of the requirement that only the 
edited register is available for sale, without restrictions. 
Recipients of the electoral register are given  the following 
statement:- Public Inspection or Sale of the Full Version of the 
Register of Electors.
In accordance with the Representation of the People (England 
and Wales) (Amendment) Regulations 2002 your attention is 
drawn to the following:
1. This Register is open to public inspection, under supervision 
2. If your details are incorrect or your name is not included in th
3. Extracts from this register may only be recorded by making h
4. Information taken from this register should not be used for co
5. The Register must only be used for the purpose and manner
Under the Regulations referred to above, anyone who fails to o
Contravention of the above is a criminal offence in accordance
The Register is published on 1st December annually and 
distributed securely to all who are entitled to receive it. Monthly
supplements are distributed securely at the beginning of each 
month.  A page is inserted into each register which gives 
warnings about copyright. Notes about supervision and 
copying of the register are distributed with the registers to 
libraries.    
A standard note on how to use the register is sent with each 
paper copy: public access to the published register is currently 
restricted to the Elections  Office.  All registers sent in data 
format are encrypted with a password; paper copies are sent 
by Royal Mail 'Special Delivery'. The ERO records all details of 
sale of the register and issue receipts to all who buy it. 

---

The complaints procedure is administered as part of Council 
policy which I am required to use. A list of recipients having 
purchased the edited register is maintained and published in 
the office reception area for public viewing. A similar list (an 
extract which is believed to be from an  Electoral Commission 
Circular) is published in respect of the full register.
All stakeholders who display copies of the register are advised 
of the legislation with regard to inspection of the register under 
supervision by members of the public.  Included in the bound 
copies of the register which go on display is a page 
highlighting the provisions of the legislation.  The ERO has a 
documented  complaints procedure which is also on our 
website.  There is a formal record of all recipients of the 
register and monthly updates with all sales and banking details 
fully documented.
I believe we meet this standard as we keep detailed and 
accurate records of those we supply with a copy of either the 
full or edited version of the register,  the menu within our 
system to produce the data, the amount paid and the receipt 
number.   The rules as to who can be provided with a copy of 
the full register (these are listed in the EC Manual Part C) are 
strictly adhered to and all recipients are reminded in the 
letter/e-mail enclosing the register that the information is to be 
used for electoral purposes only and that once no longer of 
use should be disposed of securely.   The manual also lists 
who can be provided with absent voter lists (although these 
are normally only requested as election times). 
A letter is given to all those who receive the register, outlining 
the guidance.  Reception staff have control of the Edited 
Register only, the Full Register is kept in the office and 
supervised by the Electoral Services staff, who have full 
training. 

---

A notice as to the correct use of the register is attached to the 
front of the registers for those inspecting it and staff are fully 
aware of the restrictions.  A record of transactions and sales 
are kept.  Letters are sent to all elected councillors (borough, 
parish and county) and all parish clerks explaining the 
restrictions on use.  Every elected councillor and parish clerk 
must return a form stating that they understand the restrictions 
otherwise the data is not released to them.  A log of complaints
and enquiries is kept and action taken also recorded.
Register is provided only to those who are legally entitled to 
receive it.  Security measures are used to ensure data is 
transmitted securely - secure websites, personal collection and
courier services.  Recipients required to sign document setting 
out restrictions on use.
All of the features of number 3 have been in place for some 
time and the complaints procedure is monitored and controlled 
by the authority's central performance division. The credentials 
of new organisations such as new credit reference agencies 
are checked.

---

We have a corporate complaints procedure.  Registers are 
supplied together with a letter outlining what a recepient is 
entitled to do with it.
ERO adopts local authority complaints process. All 
organisations in receipt of register recorded and all registers 
encrypted on transmssion, training & support offered to library 
service
The ERO used the Council's official Complaints Procedure to 
record and deal with any issues received.  Records maintained
of those entilteld to receive registers, including format/charges. 
Updated in accordance with Electoral Commission 
Circulars/Manuals.  Guidance provided on access and use of 
the register.  All registeres provided include guidance notes on 
front cover.

---

Supervision of access to the Register is only undertaken by 
staff within the electoral services team. Training/guidance as 
to the requirements for supervision of such access is provided 
as part of overall training.
Performance Standard 5
We believe we are above the performance standard for the 
supply and security fo the register and absent voter lists.  
We record all transactions for the supply of the register either 
as a spreadsheet or on file. 
We publish and supply the register and absent voter lists only 
to those entitled by law to receive them.  
Training and guidance is provided to those staff who supervise 
access to the register.  
We provide guidance for recipients of the register i.e. we have 
a "warning" letter in place which is used for recipients.  
A log is kept of complaints and the Council has its own 
complaints procedure.                                                                 
The security of completed registration forms and postal/proxy 
application forms is paramount and these are kept in secure, 
alarmed accommodation.
Supporting evidence:
Guidance to staff
Sample letter to those provided with registers
Sample spreadsheet of those supplied with registers
The Council has a complaints procedure.  Everyone that 
requests a register, has a letter with restriction notices.  All 
sales are recorded and receipted, including those that are 
entitled to it as per legislation.

---

All registration staff have details of register timetables and 
publication dates.  Limited numbers of staff are allowed to 
supply registers or lists and these staff are fully aware of the 
terms of the Regulations.  Recipients requests and 
confirmation of the limits on the use of registers are kept.  
There is a general rather than specific complaints procedure in 
operation which has been confirmed as robust by the 
Ombudsman.
Records made of transactions & sales, but no log of 
complaints or enquires made other than log of people who 
have inspected the register at the council offices.
The complaints are logged under the Councils complaints 
procedure and we keep a copy of the correspondence.
All sales are recorded although the point about the complaints 
is not understood.
The ERO maintains a schedule of those bodies/organisations 
entitled to copies of the Register of Electors which includes 
legislation under which they are entitled to receive it.  The 
schedule includes guidance notes for staff and lists sales.  
Recipients of both the full and edited versions of the Register 
are provided with guidance as to what their Register can be 
used for.

---

With reference to No. 3 - the Council has a complaints 
procedure in place.
1. We have a comprehensive list of those entitled to registers. 
2. We keep copies of all request documentation. 3. We 
maintain a spreadsheet of who receives registers whether 
yearly/monthly updates and in what format (paper/data) 
included addresses and contact info. 4. We keep full records 
of all edited register sales on spreadsheet. 5. We have a 
corporate complaints procedure but no complaints ever 
received regarding supply of registers. 6. We also keep 
records of increasing number of FOI requests relating to 
Edited register sales and responses to them.
The council has a formal complaints system and the Electoral 
Services section has signed up to this. There have been no 
recorded complaints in the last 12 months with regards to the 
supply of Registers or Absent Voter lists, although there are 
sometimes "time" issues, normally due to "data protection 
issues"; Sales of both the full and edited Registers are 
recorded, including details of purchasers. Staff who supervise 
inspection of the Register are fully trained as to their 
responsibilities; 
All sales and supplies of the register and monthly updates are 
recorded.  All recipients of the full register are given a 
statement outling the use of the register and the fine imposed 
for misuse.
Any complaints are recorded on the Corporate Complaints 
Register

---

Written guidance is sent to the Central Library where the 
register is normally inspected.
The ERO supplies all registers to statutory recipients on time.  
All staff are trained in supervision of the register and guidance 
is issued to staff in main libraries and information points who 
supervise the register.  A guidance leaflet highlighting their 
responsibility is produced which is sent to all statutory 
recipients.  The corporate council complaints procedure is in 
operation and a log of action taken is kept.  A full record is 
kept of all sales of the register.
Suggested Improvement for Knowsley - Centralise complaints 
procedure and action taken.
We have a corporate complaints procedure which records and 
monitors alll complaints. We keep records of all sales and 
supply of copies of the full & edited register.

---

All complaints received would be dealt with under the Councils 
corporate complaints procedure. We use the Canvass Module 
of the Strand system to record all sales and supply of registers 
this system also maintains contact details. Receipts are issued 
for every register sale and all receipients are required to sign a 
compliance sheet.
Evidence to support the Self Assessment: Advice on the use 
of the Register to every recipient of the Register. Examples 
sent to Councillors, Local Constituency Parties and Political 
Parties are supplied as evidence. Additional evidence is the 
Distribution Record 2009, Guidance for Libraries for the 
Inspection of full version of Register of Electors and Library 
Inspection Guidance
An ‘Electoral Services Practice Note’ has been developed and 
issued to staff covering all aspects of supply and sale of the 
electoral registers. This includes statutory requirements and 
local arrangements/procedures, including logging enquiries 
and complaints and recording transactions and sales.

---

Guidance notes provided with registers to ensure that staff and
recipients are aware as to the correct usage.
Complete list of transactions of sales/supply of full/edited 
registers is maintained. Recipients are required to sign a form 
to confirm that the information provided is used in accordance 
with the legislation.  If a complaint was received, the 
complainant would be advised of the authority's Complaints 
Procedure.  No complaints have yet been received.
The requirements as to the publication and supply of the 
Register are set out in legislation and sufficient documentation 
exists to show that the publication is prior to 1st December, or 
the first working day of each relevant month for Rolling 
Registration. A detailed record is kept of those requiring the 
Register, either edited or full, and of the standard letters sent 
with the registers about the restrictions on its use, and 
inspection, if appropriate, under supervision. All transactions 
are recorded and receipted, and if ever complaints are 
received they will be registered along with the action taken in 
the Councils complaints procedure. The help desk at the call 
centre will help an individual check if they are registered and 
assist with RR forms, and a full hard copy is held at the Central
Library, along with the statutory guidance applicable to the 
viewing of the Register
The ERO publishes and supplies the Register and AV list to 
those entitled to receive them and maintains an up to date 
distribution list of those recipients. Staff are provided guidance 
regarding appropriate supervision of access to inspect the 
Register and guidance is also given to recipients. The ERO 
maintains a record of all Register sales. The ERO has a formal 
customer care policy which includes details of the complaints 
procedure. All complaints received are lodged and note action 
taken. 
We meet the standard and also those requirements above the 
standard.  We do not have a specific ERO complaints 
procedure but would use the corporate complaints procedure 
for the council.

---

All transactions relating to sales of the register are recorded 
and distribution lists kept up to date annually.  Training is 
provided to staff dealing with the supply of registers.  
Guidance is provided as to the proper use of Registers 
supplied to  each individual outside bodies.
Existing corporate complaints procedure would deal with any 
complaints received about supply of the register. All 
transactions for purchase of the register are logged by the 
ERO and Medway exchequer services.
A log is recorded of all enquiries relating to the register of 
electors including those highlighting errors on the system.  A 
record is kept of all those organisations entitedl to a copy of 
the register and a list of those that have not formally requested 
access to it in accordance with regulations.
Staff have undergone information security user awareness 
training and procedures have also been put in place to comply 
with GCSx  interaction since the authority became the first in 
Wales to implement the connection

---

ERO uses local authority's complaints procedure. 
Spreadsheets maintained with detail of all those supplied.
Full detailed list of all registers supplied together with receipts 
for all payments received. Complaint letters and action taken 
recorded.
The register is always published just before 1st December, 
and copies are sent to those who have requested them, 
together with a statement outlining the restrictions as to their 
use of the register.
Guidance provided to staff and recipients
Proforma register request form in place - outlining uses and 
restrictions of use etc.  Proforma letter to libraries in place - 
outlining uses and restrictions of use etc (register are only 
supplied to those libraries who supply written confirmation that 
registers are supervised, stored securely etc). Election staff 
provided with training/guidance.Corporate Complaints 
procedure would record complains in respect of 
supply/publication of electoral register. Record of all 
transactions and sales of the register 

---

It is our standard practice to publish the Register of Electors at 
the very end of the annual canvass period to allow the 
maximum period possible for updating the database between 
September and November. The Register of Electors 2009 was 
published on 28 November 2008.  A record of all transactions 
is maintained and a basic training plan utilised which follows 
closely the guidelines as laid down in the ERO manual (Part 
H).
The ERO issues guidance with each register to ensure 
compliance with regulations.  Staff responsible for supervision 
are given guidance in relation to use of the registers.  All 
registers are sent via secure data transfer or registered post 
and records maintained.  Complaints are logged in accordance
with the Council's complaints procedure.
The council's complaints system is utilised - there have been 
no recorded complaints in the last 12 months; staff who control 
the full register are fully trained as to their responsibilities; 
sales and recipients are recorded.

---

There is demonstrable and timely publication and supply of the 
electoral registers and absent voter lists to all those entitled to 
receive them and the ERO provides guidance to staff who will 
be supervising supply of and access to the register.  All 
transactions of sales of the full and edited register are 
recorded via the Council's Financial Management System and 
an up to date record is held of the persons and organisations 
entitled to receive the register.  The ERO provides guidance to 
recipients of the register as to the correct usage of their copy 
of the register.  The ERO fully participates in the Council's 
complaints and compliments monitoring system and detailed 
records are kept of all complaints and compliments received 
and actions taken. 
We publish the electoral register as required by law.  Access 
to the full register is strictly through members of the Elections 
Team who advise in accordance with the Electoral 
Commission guide on "Managing electoral registration in Great 
Britain".  
In addition to the performance standard, some of the activities 
in the 'Above the performance standard' are carried out. The 
register absent vote lists are supplied in accordance with the 
Regulations and a complete record kept of all sales and supply
of registers and absent vote lists. Guidance is issued to all 
council employees regarding access to, and use of, the 
electoral register. This is reinforced to relevant staff when 
copies of the register are made available for inspection.

---

1) Use the Councils comprehensive Complaints procedure and
enquiry system. Manual records kept of sale of Register both 
full and edited. Register is not supplied until payment is 
received. 2) Work to RPR 2001 re who is entitled to the 
Register.
A full copy of the Register of Electors and all monthly updates 
are supplied as published, to the 12 Local Access Points 
(LAP) throughout the district for inspection purposes.  Contact 
is made during the annual canvass by 
letter/proforma/disclaimer with all those who are entitled to, or 
have requested a copy of the register/monthly updates in the 
previous year to ascertain the new requirements.  Registers 
are only issued on receipt of the proforma/signed disclaimer.  
All those supplied with a copy of the register are required to 
complete a disclaimer concerning the use of the register 
specific to their requirements.  Comprehensive "master control 
sheet" records all those who receive a copy, under which 
regulation, in what format and date of issue.  All sales are 
recorded on a spreadsheet and register of remittances.  A 
complaints procedure is in place. All LAP's receiving 
training/guidance on the legal position for dealing with public 
registers
Register provided to those entitled and issued with guidance 
regarding terms of use. Full Register only available for 
inspection within Electoral Services office under supervision of 
trained staff. Full records of all Register supplies are 
maintained. Corporate complaints process in place. All data 
copies of Register supplied password protected or encripted.
We ensure that all recipients are issued with a letter giving 
advice about the restrictions and the correct useage of their 
copy of the Register. We also have a guidance note for staff 
on how the implement the rules around the Register correctly. 
The electoral registration system is set to a default to ensure 
the date of publication of the Register appears on its front 
page.

---

Detailed records of sales and supply of all register. Guidance 
sheets for OSS staff.
The ERO has always published the register on time and has 
supplied it to everyone who is entitled to receive it, whether 
free of charge or on payment of the prescribed fee.  All staff 
within Electoral Services are aware of the legislation and are 
given guidance on the supply and sale of the register. 
The full register is only available for inspection at the Electoral 
Services office and a member of the Electoral Services team 
would supervise anyone inspecting the register at all times. 
They would also advise  them of the rules in relation to 
inspecting the register. 
The ERO writes to all Councillors and M.Ps  with a form for 
them to request their copy of the register. This form also 
advises them that they must only use it for the purpose for 
which it was supplied. 
The ERO also provides guidance to those who purchase a 
copy of the register (such as credit references agencies) and 
this guidance gives details of their responsibilities once they 
have been supplied with the information. Credit reference 
agencies are also requested to sign and return a declaration.
Nottingham City Council’s complaints procedure is used to reco
Th ERO k
d
f ll
t f
th
i t
d th
Register published on 1st December 2008. Guidance issued to
counterstaff and the public on the use og the edited and full 
registers.
All recepients of the register are advised of the legal 
requirements relating to its use. A simple guide is appended to 
the register on public deposit. 
None.

---

A schedule giving details of those entitled to receive the 
electoral register is updated annually.  Guidance is given to 
staff and recipients on the use of the register and all 
transactions and sales of the full and edited registers are 
recorded.  The ERO records all complaints received in respect 
of Electoral Registration and Elections and then puts them 
through the Council's Corporate complaints procedure to 
ensure they are dealt with appropriately. 
Registers supplied in accordance with entitlement.  Records 
are kept on Xpress (software system) and securely on hard 
copy file of requests, formats supplied, monthly updates and 
payments.  All Registers are issued with correct guidance on 
usage.  PCC has a formal 3 stage complaints procedure where
complaints are logged, referred to appropriate Director/Head of
Service, investigated and actions recorded.
The ERO uses the Councils in-house complaints monitoring 
system called LAGAN. In accordance with the Council's 
financial regulations a detailed record book is maintained for 
register sales.
A full record of all transactions and sales is kept.  A log of any 
complaints or enquiries is also kept and a record of how many 
people ask questions about the full and edited registers.

---

The authority keeps a log of any complaints, when the 
complaint was made, what action was taken if any and how 
improvements can be made to ensure further complaints of a 
similar nature do not occur again.  The ERO maintains a log of 
all persons who have purchased the register and all persons 
supplied under the current regulations.
Complaints records kept electronically. Receipt book, emails 
and budget monitoring sheets show amounts received. 
Monitored monthly. File kept in the office in a locked cupboard 
of organisations entitled to receive registers.
The ERO maintains a written record of transactions relating to 
the sale and supply of the Edited and Full versions of the 
Register. A register is kept of entitled recipients. Guidance is 
given to those staff who will be supervising access. Guidance 
is provided to all Members as to the correct use of their copy 
of the Register. All electronic versions of the register are 
compressed, encrypted and password protected before supply.
Hard copies are hand delivered or arrangements made for 
special delivery. Any new requests are checked, including their
ICO notification (which should indicate credit reference 
agency), OFT status and certificates of entitlement. If the LA is 
not sure, their entitlement is questioned in writing. The date of 
expiry of any certificate is checked for repeated requestors. 
The Corporate Complaints Procedure deals with any 
complaints regarding the supply and publication of the 
Register, with an electronic record kept of the complaint and 
action taken.
All requests for the register, both electronic and paper, are 
recorded and all receipts filed.  All Registers are supplied with 
full guidance for their use.  Training is given to all staff who 
may be asked for information from the Register, both edited 
and full.

---

The ERO published and supplies the electoral register and 
absent voters list in accordance with the regulations in place.  
He also supplies to the recipients of the register guidance as 
to the correct usage of their copy of the register.  An email is 
sent to the Team Leaders of the Council's Help Line and Help 
Shops staff updating them as to the procedures to be adopted 
when members of the public call with registration queries.  This
is supplemented at the time of the annual Council elections 
with a full briefing of all the Help Line and Help Shop staff 
which covers both Electoral Registration and the forthcoming 
elections.
Whilst the ERO complies with the Commission's guidance on 
access and supply, there are no training plans/guidance notes 
in place at present. 
A list of credit companies is placed on the website.  Details of 
any other sales will be available as and when.

---

Sales of the register are recorded and an up to date list of 
organisations entitled to receive the edited or full registers is 
maintained.  A list of those who receive the monthly update list 
is also maintained along with the dates the updates were 
despatched.
All eligible recipients of the full register are required to stipulate
whether it is required in paper or data format together with a 
request for the monthly alterations.  A record is kept as to who 
has requested the information, when it was sent and whether 
in data or paper format. Licences are check to ensure credit 
reference agencies are eligible to receive the information. 
Included with the  data are detailed information and guidance 
notes as to how, when and where the information should be 
used. The full register is only available in the council's election 
office and is available to view by appointment. Details of 
persons wishing to view the register are logged and informed 
about the restrictions and usage of the information.   An up to 
date log of complaints and record of funds received from the 
sale of the registers is kept.  Any paper registers despatched 
are sent by secure means e.g. hand delivered to councillors 
and local libraries etc: and data sent by e-mail is encrypted or 
password protected.
The ERO maintains and annually updates a plan detailing 
those persons entitled to copies of registration information and 
the legislation under which they are entitled.  The plan includes
guidance notes for staff and recipients and records all 
transaction of sales and supply of the Register.  
Scored at Level 3, but in addition we do keep a record of all 
transactions of sales and supply of the full and edited register 
and we do maintain an up to date record of the details of those 
organisations entitled to it, so we are working towards this 
level.

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Items that evidence our self assessment are:AV list request 
form, Register request form, Ec25 - Supply of Registers 2008, 
Inspection notices, Library Correspondence, Inspection 
Guidance
Detailed records are maintained in respect of statutory and "on 
request" recipients of both the full and edited versions of the 
Electoral Register, absent voter lists, street indexes and 
overseas electors.  Recipients are appraised of which 
Regulation (Representation of the People Act) applies in 
respect of their request and the restrictions on use of the Full 
Register data.  Electoral staff are guided in supervising 
inspection and access to the full Electoral Register.

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No training plan written but staff in Customer First units are 
aware that people cannot take copies, can only make hand 
written notes of the full register and people looking at the  
register are supervised by Customer First operatives. 
Guidance notes available for staff. We keep a record of all 
sales and supply of the full and edited register and maintain an 
up to date  list of those organisations who receive it. Everyone 
who receives a copy of the register is supplied with notes on 
guidance about its use.
The ERO also participates in the Council's customer 
satisfaction survey

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Sedgefield's electoral registration system holds lists of 
recipients of the electoral register and records the date the 
register is issued and how they will be provided. The file sent 
by the electoral registration system includes details of the 
restrictions on use of the register data. 
Staff and elector guidance explaining the rules for inspecting 
the register of electors appears on the file containing the 
register which is available for inspection.
No complaints have been received in respect of the publication
and supply of the register. A record of transactions and sales 
of those supplied with copies of the register including fees paid 
is maintained.
The local authority has a robust complaints proceedure to 
ensure recording and action taken. Copy of guidance on the 
use of the register is given to all recipitents. Records of all 
sales and free register supply are kept, and all registers that 
are supplied in data format are encrypted and password 
protected - including monthly updates. Acces to register is 
limited to election staff only. Disclosure direction given.
Registers are provided as prescribed in legislation.  Any 
inspection of the register is done under supervision and 
registers are only sent to libraries where they also have a 
facility to supervise such. There is a problem with local press 
FOIing the sales of registers or a regular basis which means 
accurate records must be kept.

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We record all copies of the register supplied together with RR 
updates. Copies sold are receipted with copies kept. NO 
record of compliants or enquiries are held as none have been 
received.
1. Office staff have comprehensive lists for the supply of 
registers on a monthly basis and at the annual revision. 2. 
Office staff have been fully trained on the legal requirements 
and written guidance is available. 3. Guidance is issued to 
recipients on each occasion. 
Complaints procedure in place.  Copies of all correspondence 
are kept on file.  All transactions of sales and supply of 
registers are kept and maintained.
Comments, compliments and complaints form/scheme in 
operation which logs information and action taken. 

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Detailed records of registers supplied are kept to ensure any 
organisation only receives the information they are entitled to.  
A copy of the Restrictions on Use of the Register accompanies 
every register supplied.  Supervising access to the Register is 
only undertaken by the Electoral Services Manager or her 
assistant, both of whom are fully aware of the restrictions in 
place.
See attached documentation.
All sales and transactions are recorded and a comprehensive 
record of correspondence is maintained.
Guidance supplied to Customer Services team who supervise 
access to the register and Electoral Services Manager attends 
briefing sessions to explain restrictions.  Warning of misuse of 
register notice always supplied.  Council complaints system 
records issues arising and action taken.  Record of 
transactions/sales of register maintained and list of those 
organisations/individuals entitled to receive a copy held.
The Council's corporate complaints procedure is used 
Register provided to those entitled and issued with guidance 
regarding terms of use. Full Register only available for 
inspection within Electoral Services office under supervision of 
trained staff. Full records of all Register supplies are 
maintained. Corporate complaints process in place. All data 
copies of Register supplied password protected or encripted.

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A list is kept of all recipients entitled to receive the register and 
monthly updates which is used to record the dates of issue of 
the various lists/data to each recipient.  Guidance is given to 
staff who supervise access to the registers.  A guidance 
notification is sent to each recipient with the register/data as to 
the correct usage of the information.
Although 2 above is appropriate, part of 3 is also undertaken, 
that is recording all sales and supply of full and edited 
registers.
 The Electoral Services Manager and Senior Electoral 
Services Officer, both of over 20 year standing at South 
Norfolk are the only two officers who handle these issues, we 
will be training the other members of the team in due course. 
Details of publication dates are published on our web site. 
Recipients must sign a request form which includes guidance 
on what the full register may be used for. We sell extremely 
few copies of the edited register. We will be producing a 
guidance sheet for all staff
The ERO publishes and supplies the register as at 1 
December of each year and provides absent voter lists when 
requested.  Written guidance is provided with the register and 
guidance on use issued to staff.

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The department maintains records of complaints with one 
officer dedicated to updating the records. A record of sales 
transactions is maintained as is a comprehensive record of 
entitlements to the register including preferred formats. 
To reach this standard we:
• Send a copy of the relevant regulations with all registers 
supplied.
• Send Information on security guidance with all data copies of 
the register supplied by email, on cd or via secure online file 
transfer. .
• All complaints are logged using a Corporate Complaints 
Procedure. The system also records any action taken following
the complaint.
The following tasks are carried out which are above the 
standard
• A record is kept of all sales and supply of the full and edited 
register.
• Comprehensive lists of who can receive the registers are 
kept up to date and all staff involved in the distribution of the 
register receive verbal and written guidance on the supply of 
the register.
We published our register on Friday 28 November and was 
distributed to those entitled to a copy along with a cover sheet 
setting out the relevant legislation relating to its correct usage.

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• Full register is provided to organisations in accordance with 
the law, e.g. credit referencing agencies and political parties
• Full register is provided electronically and password 
protected – confirmation of receipt required before password is 
released
• Full register can only be viewed under supervision by ERO 
staff
•