Paper On Demand
Make certain every member is included. You can let members vote via paper without the cost of printing and mailing a ballot to every member.
An alternative method of allowing members to vote via paper without incurring the expense involved in a mass mailing of ballots is ‘paper on demand’. COOPBallot provides a dedicated toll-free number where members may call and request a paper ballot be mailed to the address they have on record with the co-op. A United States Post Office mailbox and a Business Reply Mail Permit are included to facilitate receiving paper ballots.
Paper ballots can be custom designed for each election based on the requirements of the co-op.
As each paper ballot is received, it is typed into a data entry screen by two people independently. This permits cross-checking of all entries and if a discrepancy occurs it will be resolved by examining the ballot in the presence of a third person. Ballots will be entered into the system as they are received and the date and time of each entry will be recorded in the database. The paper ballots will be stored in a fire-resistant safe for a period based on the record retention policy of the co-op.
The paper ballots can be validated using a member number, signature, unique PIN or other methods. The identifier can be entered on the ballots by the voting member or preprinted on each ballot.
Duplicate voting by any member, regardless of method, is detected and prevented