Ballot Card Manufacturing and Finishing



California Code of Regulations

Title 2. Administration

Division 7. Secretary of State

Chapter 4. Ballot Card Manufacturing and Finishing

Article 1. General

20200.   Applicability of This Chapter.

The procedures specified in this chapter shall govern the manufacture, finishing, quality standards, distribution and inventory control of ballot cards for use in California elections. The provisions of this chapter also govern certification of ballot card manufacturers and ballot card finishers and the biennial inspection of manufacturing, finishing and storage facilities for ballot cards.

Note: Authority cited: Section 13004, Elections Code. Reference cited: Sections 13004, 13005 and 13006, Elections Code.

History
  1. New Chapter 4 (Articles 1-8, Sections 20200-20267, not consecutive) filed 2-11-81; effective thirtieth day thereafter (Register 81, No. 7).
  2. Amendment of chapter heading, section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).

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Article 2. Definitions

20201.   Ballot Card.

Ballot card means card stock processed to final form for use by voters to punch, slot, or mark their choices in California elections.

Note: Authority and reference cited: Sections 10002 and 10002.5, Elections Code.

History
  1. Renumbering of former section 20203 to section 20201, including amendment of Note, filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20202.   Ballot on Demand System.

Ballot on demand system means a self contained system that allows users to manufacture or finish ballot sheets or unfinished ballot cards into ballot cards on an as-needed basis. Users that want to implement a ballot on demand system at their facility are subject to the same requirements as a ballot manufacturer or finisher, as determined by the functionality implemented by the user.

Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. New section filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20203.   Ballot Sheet.

Ballot sheet means a blank sheet of paper cut to the width and length of a single ballot card.

Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Renumbering of former section 20203 to section 20201 and new section 20203 filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20204.   Card Stock.

Card stock means paper manufactured in accordance with certain specifications rendering it suitable for use in card reading equipment.

Note: Authority and reference cited: Sections 10002 and 10002.5, Elections Code.

History
  1. Amendment of Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20205.   Finisher.

Finisher means a Secretary of State certified facility that processes sheets or unfinished ballot cards to make ballot cards to be used in California elections.

Authority cited: Section 13004, Elections Code. Reference cited: Section 13004, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20206.   Format.

Format means the pattern of voting locations of unfinished ballot cards or ballot cards for hole style punch cards.

Note: Authority cited: Section 13004, Elections Code. Reference cited: Section 13004, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20207.   Manufacturer.

Manufacturer means a Secretary of State certified facility that processes card stock to make sheets or unfinished ballot cards, or to make ballot cards by a continuous process involving a single machine, to be used in California elections.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20208.   Physical Inventory.

Physical inventory means any sheets, unfinished ballot cards, or finished ballot cards maintained by the manufacturer or finisher.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Renumbering of former section 20208 to section 20209 and new section 20208 filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20209.   Release.

Release means authorization by the Secretary of State to manufacture ballot cards for a user or to remove sheets or unfinished ballot cards from the warehouse for finishing or shipment to a finisher. Each release will specify the items listed in Article 5.

Note: Authority cited: Sections 13004 and 13005, Elections Code. Reference cited: Sections 13004, 13005 and 13006, Elections Code.

History
  1. Renumbering of former section 20208 to section 20209 and new section 20208 filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20210.   Roll.

Roll means card stock in web form, trimmed to a width of the size of the ballots or multiples thereof. Rolls are normally produced as an intermediate step in the production of unfinished ballot cards.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Renumbering of former section 20210 to section 20211 and renumbering former section 20209 to section 20210, including amendment of section and Note, filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20211.   Sheet.

Sheet means card stock, tinted for use in California elections, sufficiently large for more than one ballot card and later to be cut, after printing, into individual ballot cards (compare unfinished ballot card).

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Renumbering of former section 20211 to section 20213 and renumbering former section 20210 to section 20211, including amendment of Note, filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20212.   Sheet Dimensions.

Sheet dimension means the length and width of the ballot sheet or sheet in inches.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Renumbering of former section 20212 to section 20214 and new section 20212 filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20213.   Tint.

Tint means a color assigned pursuant to Elections Code section 13002 that is printed on card stock for ballots to be used in California elections.

Note: Authority cited: Section 13004, Elections Code. Reference cited: Section 13002, Elections Code.

History
  1. Renumbering of former section 20213 to section 20215 and renumbering former section 20211 to section 20213, including amendment of section and Note, filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20214.   Unfinished Ballot Card.

Unfinished ballot card means card stock, tinted for use in California elections, cut to the width and approximate length of a single ballot card, and requiring one or more steps in the production of a ballot card. Unfinished ballot cards may have a transitory existence in those processes in which ballot cards are produced directly from untinted card stock (compare sheet).

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Renumbering of former section 20214 to section 20216 and renumbering former section 20212 to section 20214, including amendment of section and Note, filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20215.   User.

User means any local election jurisdiction - county, city, or district - that conducts elections pursuant to the California Elections Code.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Renumbering of former section 20213 to section 20215, including amendment of section and Note, filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20216.   Warehouse.

Warehouse means any storage facility, including a building or portion of a building, used for the storage of sheets, unfinished ballot cards, or ballot cards.

Note: Authority cited: Sections 13004 and 13005, Elections Code. Reference: Sections 13004, 13005 and 13006, Elections Code.

History
  1. Renumbering of former section 20214 to section 20216, including amendment of section and Note, filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20217.   Watermark.

Watermark means an image assigned pursuant to Election Code section 13002 that is printed on card stock for ballots to be used in California elections.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13002, Elections Code.

History
  1. New section filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).

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Article 3. Certification of Manufacturers, Finishers and Ballot on Demand Systems

20220.   Manufacturer and Finisher Certification Required.

As either a principal or subcontractor, no vendor shall manufacture or finish ballot cards, sheets, ballot sheets or unfinished ballot cards for use in California elections, and no vendor shall accept or solicit orders for ballot cards, sheets, ballot sheets or unfinished ballot cards prior to certification as a manufacturer or finisher by the Secretary of State.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of article heading, section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20220.5.   Ballot on Demand System Certification Required.
  1. No vendor may sell or install and no user may use a ballot on demand system to manufacture or finish ballot sheets or unfinished ballot cards for use in California elections unless the ballot on demand system has been certified by the Secretary of State.
  2. The Secretary of State may impose security measures for the ballot on demand system if the system is to be connected to a network in order to ensure system integrity.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. New section filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20221.   Form of Application for Certification.

Applications for certification shall be made in writing to the Secretary of State and contain the following documentation:

  1. Name and address of the facility requesting certification.
  2. A contact person's telephone number, fax number and email.
  3. Documentation detailing how the user intends to comply with the requirements detailed in these regulations.
  4. A confirmation letter from the voting system vendor for which certification is being sought that confirms test ballots processed by the manufacturer or finisher meet the voting system requirements.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20222.   Inspections of Facilities Prior to Certification.

Prior to certifying a manufacturer or finisher, or to certifying a change in equipment or procedures, the Secretary of State may make inspections, with or without prior notice, of such facilities and records of such manufacturer or finisher as the Secretary of State deems necessary.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20223.   Certification of Application.

The Secretary of State will certify in writing any applicant whom the Secretary of State determines to be capable of manufacturing or finishing ballot cards, sheets, ballot sheets, rolls, or unfinished ballot cards, to Secretary of State specifications.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section heading, section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20224.   Revocation of Certification.

Certifications are valid until revoked by the Secretary of State. The Secretary of State will revoke a certification at any time upon determining that the manufacturer or finisher is no longer capable of manufacturing or finishing ballot cards, sheets, ballot sheets, or unfinished ballot cards or has failed to comply with these regulations without good cause which is acceptable to the Secretary of State.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20225.   Change in Manufacturing and Finishing Procedures.

No change in the equipment or procedures used by any manufacturer or finisher to place tint, watermark, or ballot images on ballot cards, rolls, sheets, ballot sheets, or unfinished ballot cards shall be made without the prior express written certification of the Secretary of State. Applications for such certification shall be in writing and shall show substantially the same information as the initial application for certification of the manufacturer or finisher.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20226.   Publish List of Certified Manufacturers, Finishers, and Ballot on Demand Systems.

The Secretary of State shall publish a list of certified manufacturers, finishers and ballot on demand systems no later than January 1 of each year and within ten days of any changes to the list.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section heading, section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20227.   Subcontracting of Manufacturing or Finishing.

If any part of any authorized order for manufacturing or finishing is to be subcontracted, then:

  1. The subcontractor shall be a facility certified by the Secretary of State.
  2. The principal manufacturer or finisher shall inform the Secretary of State of the subcontract and shall state the quantity of ballot cards, sheets, ballot sheets, or unfinished ballot cards to be manufactured or finished under the subcontract.
  3. The Secretary of State will issue releases in the same manner as for a principal contract.
  4. Subcontractors shall be governed under these regulations in the same manner as principal contractors.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13005, Elections Code.

History
  1. Repealer of former section 20227 and renumbering of former section 20238 to new section 20227, including amendment of section heading, section and Note, filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).

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Article 4. Inspection of Facilities.

20230.   Inspections of Facilities; Enforcement of Regulations.

To ensure compliance with these regulations, the Secretary of State may make biennial inspections, with or without prior notice, of each warehouse and of the facilities of each certified manufacturer or finisher, and of the records of any warehouse, manufacturer, or finisher as the Secretary of State deems necessary.

The Secretary of State reserves the right to make additional inspections and, should the Secretary of State find that any warehouse, manufacturer, or finisher is not or may not be in compliance with these regulations, shall take corrective action necessary to enforce compliance. The action may include, for warehouses found to be not in compliance with these regulations, requiring the withdrawal of ballot cards, sheets, or unfinished ballot cards from such warehouse, and the transfer of such ballot materials to warehouses which are in compliance with these regulations. This action may also include, but is not limited to, the withdrawal of certification of the manufacturer or finisher to manufacture, store, or finish ballot cards, sheets or unfinished ballot cards tinted for use in California elections.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).

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Article 5. Request for and Release of Ballot Cards, Sheets, and Unfinished Ballot Cards.

20235.   Request for Ballot Card Release Required.
  1. Any user wishing to purchase ballot cards directly from the manufacturer, or wishing to have a finisher remove sheets or unfinished ballot cards from a warehouse for finishing, shall request in writing a release from the Secretary of State.
  2. No ballot cards, sheets, or unfinished ballot cards shall be manufactured, and no sheets or unfinished ballot cards shall be removed from the warehouse for finishing, prior to issuance of a specific release from the Secretary of State for such manufacturing or finishing. No ballot cards shall be manufactured or finished except in the format, sheet dimension, tint, watermark, and quantity specified in the applicable release.
  3. No tinted card stock shall be used for any purpose other than manufacturing ballot cards for use in California election.
  4. Manufacturers wishing to tint rolls in anticipation of receiving releases shall request in writing authorization from the Secretary of State to tint a sufficient number of rolls to meet expected orders. Such requests shall be substantially in the form of a request for release.
  5. Requiring a written request for a release shall not prevent any user from making a request to obtain a release by telephone from the Secretary of State when time is of the essence. Such telephoned request shall be confirmed by the requestor as soon as practicable in writing.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13005, Elections Code.

History
  1. Amendment of subsections (b), (d) and (e) and amendment of Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20236.   Form of Request.

Each written request shall contain the following information.

  1. Name and date of election.
  2. Name of ballot card manufacturer, and finisher(s) if different.
  3. Sheet dimension, watermark and tint of card stock.
  4. Quantity for each sheet dimension, watermark and tint.
  5. Name, address, and phone number of requestor.

Note: Authority cited: Section 13004, Elections Code. Reference: Sections 13005 and 13006 Elections Code.

History
  1. Amendment filed 7-23-81; effective thirtieth day thereafter (Register 81, No. 30).
  2. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20237.   Purchase of Ballot Cards from the Secretary of State; Request. [Repealed]

Note: Authority and reference cited: Sections 10002 and 10002.5, Elections Code.

History
  1. Repealer filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20238.   Purchase of Ballot Cards from the Secretary of State; Request. [Repealed]

Note: Authority and reference cited: Sections 10002 and 10002.5, Elections Code.

History
  1. Repealer filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).

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Article 6. Manufacture of Ballot Cards, Sheets, and Unfinished Ballot Cards.

20245.   Activity Report.

Manufacturers and finishers shall create an Activity Report that shall set forth the following:

  1. The process involved:
    1. If the process involved is manufacturing, the report shall show whether sheets or unfinished ballot cards are being produced for shipment to a warehouse or finisher, or ballot cards are being produced for shipment to a user.
    2. If the process involved is finishing, the report shall show that the sheets or unfinished ballot cards are withdrawn from the warehouse to produce ballot cards for shipment to a user.
  2. User Name.
  3. Release number; date of release; and quantity released, if applicable.
  4. Purchase order number, if applicable.
  5. Format or sheet dimension.
  6. Tint and watermark. Supply information requested in g(1), g(2), g(3), g(4), or g(5) as appropriate:
    1. In the case of sheets, unfinished ballot cards, or ballot cards received from a warehouse or manufacturer, or to be finished by the manufacturer:
      1. Quantity received, or transferred to finishing equipment if to be finished by manufacturer.
      2. Quantity finished and shipped to user (show date).
      3. Quantity scrapped in process.
      4. Quantity not finished and placed in warehouse or shipped to a warehouse specified by the user (show date).
      5. Quantity manufactured and destroyed (show date).
    2. In the case of ballot cards or unfinished ballot cards produced from rolls:
      1. Dates each printing plate, used for overprinting tint, was removed from and returned to storage; name of each person involved; and, the old and new seal numbers.
      2. Press counter start number and date.
      3. Press counter stop number and date.
      4. Quantity manufactured.
      5. Quantity finished and shipped to user (show date).
      6. Quantity manufactured and shipped to finisher (show date).
      7. Quantity scrapped in process.
      8. Quantity not finished and to warehouse or shipped to a warehouse specified by a user (show date).
      9. Quantity not finished and destroyed (show date).
    3. In the case of production of sheets:
      1. Dates each printing plate, used for overprinting tint, was removed from and returned to storage; name of each person involved; and, the old and new seal numbers.
      2. Press counter start number and date.
      3. Press counter stop number and date.
      4. Number of sheets produced.
      5. Length and width of sheet.
      6. Number of ballot cards to be printed on each sheet.
    4. In the case of production of tinted rolls:
      1. Dates each printing plate, used for overprinting tint, was removed from and returned to storage; name of each person involved; and, the old and new seal numbers.
      2. Number of rolls produced.
      3. Length of roll.
    5. In the case of ballot cards or unfinished ballot cards produced from sheets or tinted rolls:
      1. Quantity manufactured.
      2. Quantity finished and shipped to user (show date).
      3. Quantity manufactured and shipped to finisher (show date).
      4. Quantity scrapped in process.
      5. Quantity not finished and returned to warehouse or shipped to a warehouse specified by a user (show date).
      6. Quantity not finished and destroyed (show date).

Note: Authority cited: Section 13004, Elections Code. Reference: Sections 13005 and 13006, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20247.   Warehouse Inventory Control Record.

Manufacturers and finishers shall maintain a Warehouse Inventory Control Record by tint, watermark, format and sheet dimension, and shall show:

  1. Release number.
  2. Purchase order number.
  3. Format or sheet dimension.
  4. Tint and watermark.
  5. Activity date.
  6. Quantity placed in warehouse.
  7. Quantity removed.
  8. Balance on hand in reams, number of unfinished ballot cards or ballot cards.

Note: Authority cited: Section 13004, Elections Code. Reference: Sections 13005 and 13006, Elections Code.

History
  1. Amendment of first paragraph and subsections (d) and (h) and amendment of Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20249.   Printing Plate Security; Report.
  1. When not in use, printing plates used to overprint a tint on card stock for use in California elections shall be kept either in an enclosure which shall be secured with a numbered seal, or in another enclosure approved in writing by the Secretary of State.
  2. Each time the printing plates are removed from storage, used for tinting or returned to storage, an Activity Report shall be completed to record the transaction and use.
  3. Where the printing plate is destroyed and is not stored, an Activity Report shall be completed to record the person who destroyed the plate, the date, time, and image or design.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section heading, section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20249.5.   Ballot Images Encrypted and Secured.
  1. Any manufacturer or finisher using electronic ballot images to produce ballot cards must encrypt the files containing the electronic ballot images and store them on a secured or closed network within the certified facility. Any employee who requires access to these files must have a unique log in ID and password and their user activity must be logged. These logs must be maintained for no less than ninety (90) days after the date of an election.
  2. A log shall be maintained each time the electronic ballot images are deleted or destroyed. A copy of this log shall be sent to the Secretary of State with the Activity Report.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. New section filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20250.   Scrap Destruction; Report.

During the manufacturing process, all scrap shall be cut or otherwise rendered unusable as ballot cards after each shift. Activity Report entries shall be prepared at the time of destruction.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20251.   Unused Unfinished Ballot Cards; Report.
  1. Unused unfinished ballot cards, clearly marked with the quantity, shall be returned to the warehouse and the quantity entered on the Activity Report and the Warehouse Inventory Control Record.
  2. Unused unfinished ballot cards shall be rendered unusable as ballot cards, and an Activity Report entry setting forth destruction shall be made.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13006, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20252.   Unused Sheets; Report.
  1. Unused sheets, in ream lots, shall be returned to the warehouse and the quantity shall be entered on the Activity Report and the Warehouse Inventory Control Record.
  2. Unused sheets in less than ream-lot quantity shall be rendered unusable as ballot cards, and an Activity Report entry setting forth such destruction shall be made.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13006, Elections Code.

History
  1. Amendment of Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20253.   Activity Reports Transmitted to the Secretary of State.

Completed Activity Reports shall be sent to the Secretary of State by each manufacturer or finisher within seven (7) calendar days of the manufacturer's or finisher's completion of any work authorized by any release.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20254.   Physical Inventories.

Physical inventories shall be taken on January 15th, April 15th, July 15th, and October 15th of each year. Inventories shall be completed and a report in writing showing the quantity of each item in the warehouse shall be sent to the Secretary of State within seven (7) calendar days of these dates. If a vendor does not maintain a physical inventory, the vendor shall notify the Secretary of State on the dates detailed in this section that it does not maintain a physical inventory.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).

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Article 7. Distribution of Ballot Cards, Sheets, and Unfinished Ballot Cards.

20255.   Storage; Security.

All sheets or unfinished ballot cards not shipped from the manufacturer's facility shall remain in a secured area of the manufacturer's facility until converted to ballot cards, shipped, or placed in a warehouse. All sheets or unfinished ballot cards that are to be finished by the manufacturer will be placed in a warehouse unless finishing will take place within the same business day, except where the facility is running and is staffed and secured 24-hours a day, in which case the manufacturer or finisher can maintain the sheets or unfinished ballot cards in a secured area of the manufacturer's facility until the finishing is complete. Finishers shall store in a warehouse all unfinished ballot cards they receive from a manufacturer until they are ready to finish them. All manufacturers and finishers shall store in a warehouse all ballot cards until shipped.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20256.   Packaging Ballot Cards.

All ballot cards shall be packaged in accordance with the instructions of the user.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20257.   Shipment of Ballot Cards; Report.

Upon finishing ballot cards, each finisher shall complete an Activity Report, and send it to the Secretary of State as prescribed in Section 20253. Upon receipt, each user shall report, independently of the finisher's report, the quantity of ballot cards of each format and tint received from the finisher. The shipment shall be identified by release number(s).

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20258.   Shipment of Unfinished Ballot Cards; Report.

Manufacturers shipping unfinished ballot cards shall complete an Activity Report, and:

  1. The unfinished ballot cards shall be packaged in containers which completely enclose them.
  2. Such containers shall be placed in humidity-proof cases.
  3. Each such case shall have affixed thereto a label containing the following information:
    1. Format or Sheet Dimension.
    2. Tint and Watermark.
    3. Purchase Order Number.
    4. Date of Shipment.
    5. Factory Order Number.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20259.   Shipment of Sheets; Report.

Manufacturers shipping sheets shall complete an Activity Report and:

  1. Sheets shall be packaged in multiples of whole reams, ream marked.
  2. Each package shall be wrapped in a manner that protects the ballots from water, which bears a label stating:
    1. Sheet Dimension.
    2. Tint and Watermark.
    3. Number of Reams in the package.
    4. Direction of grain.
    5. Purchase Order Number.
    6. Date of Shipment.
    7. Factory Order Number.
  3. All sheets shall be shipped in accordance with the instructions of the user.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20260.   Transportation Methods.

Unfinished ballot cards or sheets shall be shipped by covered motor freight, by train, or by air. Covered motor freight shall not include pickups, flat-beds, or stake-side vehicles whether or not covered by a tarpaulin.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20261.   Security; Responsibility.

The company shipping the ballots is charged with full responsibility for the security of all ballot cards, sheets, or unfinished ballot cards until acceptance of delivery at destination.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20262.   Shipment of Sheets or Unfinished Ballot Cards.

Manufacturers shipping sheets or unfinished ballot cards shall report to the Secretary of State immediately upon shipment the quantity shipped and the scheduled delivery date.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).

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Article 8. Warehouse Access Control.

20265.   Warehouse Security.

At all times a physical inventory is maintained, a warehouse shall be secured with a numbered seal. Any unauthorized access to this warehouse must be detectable.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20266.   Authorization for Access.
  1. A letter listing those persons proposed for authorized access to each warehouse shall be submitted to the Secretary of State. A copy of this letter shall be placed in the warehouse Inventory Control Record. Access shall be limited to those persons named therein.
  2. Secretary of State personnel are authorized for access, when visiting a warehouse site, to have temporary access during the visit.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of section and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).
20267.   Access Log.

An access log shall be maintained within the area of the warehouse where the sheets, unfinished ballot cards, or ballot cards are stored. This log shall record:

  1. The name of each person entering the warehouse.
  2. The seal number destroyed in entering.
  3. The seal number resealing the warehouse.

Note: Authority cited: Section 13004, Elections Code. Reference: Section 13004, Elections Code.

History
  1. Amendment of first paragraph and Note filed 3-26-2013; operative 7-1-2013 (Register 2013, No. 13).

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Administration




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