Image of someone counting paper voting ballots

After the votes are counted, what happens to paper ballots? These records represent voters’ voices and carry sensitive information that must be protected. This article explores the journey of paper ballots from election night through storage and eventual secure destruction, shedding light on the regulations, procedures, and security measures to ensure voter privacy.

The Lifecycle Of Paper Ballots

Once ballots are cast and the election concludes, they don’t just disappear. Local, state, and federal laws require that election materials are handled securely, stored for specific periods, and eventually destroyed according to strict regulations. Here’s a breakdown of what happens:

1. Initial Counting And Verification

  • On election night, ballots are counted either manually or by machines. Any necessary recounts or verifications take place immediately, and the results are confirmed by election officials. At this stage, all ballots are carefully tracked and securely stored.
  • After verification, ballots enter a secure storage phase mandated by both federal and state laws. For federal elections, the law requires ballots to be stored for at least 22 months. This storage period ensures that any disputes, recounts, or audits can take place if necessary.
  • During storage, ballots are kept in secure facilities with restricted access. Election officials ensure that these records are protected against tampering, loss, or damage.

3. Retention Period And Record Management

  • The retention period varies by state and election type. Some states may require ballots to be retained longer, especially in cases of local or state elections. Election boards and officials must adhere to these timelines, ensuring that records are properly managed and accessible if needed for an audit.

4. Audit And Review Processes

  • After the retention period, an audit may be conducted on a random sample of ballots. This ensures transparency and reinforces trust in the election process. Audits also verify that ballots have been stored securely and handled according to established procedures.

The Secure Destruction Of Paper Ballots

When the retention period ends, the secure destruction of ballots begins. Here’s why it’s essential:

1. Ensuring Voter Privacy

  • Paper ballots contain sensitive information that can potentially link votes to specific individuals, making voter privacy a top priority in the electoral process. To safeguard this privacy and ensure the integrity of the voting system, election boards turn to certified document destruction companies specializing in secure shredding services. These companies employ advanced techniques and equipment to securely shred ballots, ensuring no trace of the information remains. By utilizing these secure services, election boards can protect voters’ identities and maintain public confidence in the democratic process, fostering a sense of security among the electorate as they cast their votes.
  • PROSHRED Minnesota, for example, provides secure shredding services that comply with regulatory standards. These services ensure that all election materials are destroyed completely and cannot be reconstructed.

2. Reducing The Risk Of Fraud

  • Destroying ballots after the retention period is crucial in safeguarding sensitive information, as it minimizes the risk of these documents falling into the wrong hands. Secure shredding services ensure the destruction process adheres to certified methods that comply with regulatory requirements. These services not only prevent unauthorized access but also eliminate any possibility of document reconstruction or fraud, providing peace of mind to organizations and individuals alike. Moreover, implementing secure shredding protects confidential information and demonstrates a commitment to data security and privacy, which is increasingly important in today’s digital age.

3. Environmental Responsibility

  • Shredded ballots are often recycled, contributing to sustainable practices. Shredding companies like PROSHRED Minnesota ensure that all shredded materials are recycled, helping to reduce waste and protect the environment. Recycling just one ton of paper can save 17 trees, 7,000 gallons of water, and 4,100 kilowatts of electricity. By choosing recycling, we make a significant impact on our planet!

The Role Of Secure Shredding Companies In Elections

Securing shredding services is crucial once the election retention period ends. Shredding companies play an essential role in:

  • Complying with Legal Standards: Secure shredding companies like PROSHRED Minnesota are certified to meet the strict standards required to destroy sensitive materials, including election ballots.
  • Maintaining Transparency and Trust: Shredding records provide proof of destruction, and companies like Proshred® Minnesota offer certificates of destruction, allowing election officials to verify that all ballots were securely disposed of.
  • Sustainability Efforts: Election boards can ensure that destroyed ballots are recycled responsibly by partnering with environmentally responsible shredding companies.

Conclusion

Paper ballots go through a careful, legally regulated journey after Election Day, from secure storage and audits to certified shredding and recycling. This process not only preserves voter privacy but also upholds the election system’s integrity. Secure document destruction services like those provided by PROSHRED Minnesota ensure that paper ballots are responsibly disposed of in a way that prioritizes security, compliance, and sustainability. Contact PROSHRED Minnesota today to learn how we can assist you with secure shredding needs and compliance with privacy laws.