Appendix 1- Ballot Production Guide 9.2023.pdf

Ballot Production Guide

Printing Guidelines ES&S Electionware Ballots

Election Systems & Software, LLC Manual Version 3.8, September 2023

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Ballot Production Guide for EVS. All rights reserved. Printed in the USA.

© 2015 - 2023 by Election Systems & Software, LLC 11208 John Galt Blvd., Omaha, NE 68137-2364

Disclaimer

Election Systems & Software, LLC (ES&S) does not extend any warranties by this document. All product information and material disclosure contained in this document is furnished subject to the terms and conditions of a purchase, lease or other agreement. The only warranties made by ES&S are contained in such agreements. Users should ensure that the use of the product complies with all legal or other obligations of their governmental jurisdictions.

All ES&S products and services described in this document are registered trademarks of ES&S. All other products mentioned are the sole property of their respective manufacturers.

United States Election Assistance Commission Notification for Approved Voting Systems

In accordance with the United States Election Assistance Commission (EAC) Testing and Certification Program Manual, Version 3.0, ES&S hereby notifies the purchaser that any changes or modifications to an EAC approved voting system which have not been tested and certified by the EAC will void the EAC certification for such EAC approved voting system.

Document Distribution

This document contains proprietary product information and/or proprietary procedures that are confidential or sensitive to ES&S and is intended only for the use of the individual or entity named below. The information may not be used, disclosed or reproduced beyond the indicated entity without the prior written authorization of ES&S and those so authorized may only use the information for the purpose of evaluation consistent with such authorization.

Document Security Level

Customer Confidential – Contains proprietary product information and/or proprietary procedures that derive independent economic value. Approved for customer use only.

Printing Guidelines for ES&S Electionware Ballots Manual Version 3.8, September 2023

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Table of Contents Chapter 1: Introduction

About This Manual Chapter and Section Numbers Informational Icons

Warnings Contact ES&S for Technical Support

Chapter 2: Tabulators, Ballots and Activation Cards Digital Ballot Tabulators

Central Count Systems Precinct Count Systems

Electionware Paper Ballot Timing Mark Alignment Timing Mark Spacing

ExpressVote/ExpressVote XL Card Specifications Pre-Printed Review Box Pre-Printed Initial Boxes Pre-Printed Precinct Activation Barcode Pre-Printed Party Code

Chapter 3: Ballot Paper ES&S CountRight Ballot Stock

Ordering CountRight Ballot Stock CountRight Specifications Paper Storage and Conditioning

Storage Conditioning

Color Strip Identification Color Rendering

Shading Guidelines Card Stock for Activation Cards

Storage and Shelf Life Recommendations Activation Card Stubs

Chapter 4: Offset Production Ballot Ink for Offset Production Offset Pre-Press Preparation Prepare Ballot Stock

Offset Preparation, Printing, and Proofing

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Offset Cutting Cutting Scoring Ballots Folding Ballots Perforating and Numbering Ballot Stubs

Chapter 5: Digital Printing and Packaging Preparation and Proofing

Pre-Production Overlays and Registration

Using Registration Overlays Print Inspections

Preparation for Transport Packaging Binding and Shipping

Appendix A: ExpressVote Test Deck Printing Requirements and Specifi-cations

Printing with a BOD Printer Recommended Paper Stock BOD Printers

Chapter 1: Introduction

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Chapter 1: Introduction

The ES&S Ballot Production Guide provides specific instructions for printing EVS Electionware® ballots. ES&S Print Services uses the specifications in this manual to set up, print, and proof election ballots.

This guide also provides specifications for non-ES&S associated printers to produce ExpressVote®/ExpressVote® XL activation cards.

If using a non-ES&S associated printer, please direct any questions or concerns to the printer manufacturer, as ES&S cannot provide support for non-ES&S associated printers.

The non-ES&S associated ballot print service (and the jurisdiction requesting the ballots) should maintain a database of the ballot printing laws and regulations for the state where the ballots are being printed. By maintaining such a database, the ballot design and order specifics can be checked against it to ensure compliance before printing ballots, thus ensuring their legality.

1.1 About This Manual

This manual contains cross-references to other chapters or sections that contain information relevant to the topic under discussion. If you are using the electronic version of this manual, click the blue cross-reference link to jump to that information. If you are using a printed version of this manual, the cross-reference tells you which chapter or chapter and section to consult.

1.1.1 Chapter and Section Numbers

Each chapter is assigned a number to indicate its place in the manual. Each section within a chapter is assigned a two- to four-position heading number that reveals its place in the chapter. The first position in a heading number indicates the chapter to which it belongs. The subsequent positions indicate the heading(s) under which that heading falls. For example, heading number 3.2.3 indicates the information is in Chapter 3, under the second major heading of that chapter, and in the third subheading below that heading.

The products and features described in this document may or may not be supported in the customer’s voting system.

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1.1.2 Informational Icons

The following icons are used throughout the manual to call attention to specific types of information.

Icon Meaning

The Tip icon appears next to suggestions for optional steps from our experienced users.

The Best Practices icon appears next to procedures you can implement that may help to complete a process efficiently.

The Note icon appears next to information that is helpful but not necessarily critical to your election.

The Reference/Resources icon directs you to other documents or sources containing pertinent information.

The Contact icon appears next to procedures that may require you to contact ES&S for technical support.

The Settings icon appears next to suggestions for system parameters.

The Staff icon appears when personnel, experience, training or special access is required to perform certain tasks.

The Jurisdictional icon appears next to procedures that may require you to modify them according to the requirements of your jurisdiction.

The Security icon is used to alert users to information, requirements or suggestions for maintaining election integrity.

The Important icon appears next to information that could be critical to your election.

The Caution icon appears next to information that could help avoid errors in your election.

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1.2 Warnings

• Allow sufficient printing time to dry ballots without the use of wax or offset powder.

• Do not use cornstarch to thicken ink and add to the grain of documents.

• Toner processing, heat transfer, or other pressure fusing techniques to print ballots must have prior approval from ES&S.

• Do not spray wax onto printed documents to prevent offsets during drying.

Wax adds to the caliper (thickness) of the ballot stock and interferes with the application of a second color or additional ink to the ballot.

• Do not shift the voting tracks or change the orientation of the tracks with improperly produced ballot art or incorrectly cut ballots.

1.3 Contact ES&S for Technical Support

This guide provides assistance in printing ES&S ballots. However, if you need additional assistance, or if a processing issue or system error occurs, ES&S technical support staff can provide advice and help you resolve the situation.

Support representatives are available Monday through Friday, between 7:00 a.m. and 7:00 p.m. Central Time.

ES&S support services are subject to the prices, terms, and conditions in place at the time of service.

The Warning icon appears next to procedures that could cause damage to the election if improperly executed.

The Electrical icon indicates procedures that expose the operator to a risk of electric shock or fire. Any operation that requires opening the enclosure exposes operators to dangerous high voltages. To reduce the risk of electric shock or fire, do not attempt to open the enclosure without proper training from an ES&S Field Services technician.

Contact an ES&S Support Representative

Telephone: 877-377-8683 (U.S. and Canada)

Email: technicalsupport@essvote.com

Icon Meaning mailto:technicalsupport@essvote.com

Chapter 2: Tabulators, Ballots and Activation Cards

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Chapter 2: Tabulators, Ballots and Activation Cards

2.1 Digital Ballot Tabulators

ES&S tabulators use digital scanning technology similar to that of a copying machine to create two scanned images of the front and back of the ballot or vote summary card at the same time. These digital images are then processed by ES&S’s image processing software, which creates a cast vote record (CVR). The CVR contains data from the front and back of the ballot/card and lists all vote selections made on the ballot/card. At the time of poll closing or data export, the CVRs are totaled to create aggregate results for that ballot scanning device.

Results from individual scanning devices can be combined using ES&S results accumulation software.

ES&S supports central count voting systems and precinct count systems.

When using an approved marking device and ballot paper, ES&S tabulators read from only a single ballot sheet at a time. Accuracy testing confirms that bleed-through does not skew ballot scanning. In addition, each tabulator is built with a multi-sheet detection sensor to ensure that multiple ballots/cards are not processed simultaneously.

2.1.1 Central Count Systems

Jurisdictions with central count systems generally collect ballots/cards at multiple polling places and transport them back to election headquarters for scanning after the polls close. During the voting process, the tabulators record votes from each ballot/card and add results to an internal results total. The results are then loaded into the ES&S results accumulation software, which consolidates the voting totals into final election reports.

2.1.2 Precinct Count Systems

Jurisdictions that use precinct count systems record election results at individual polling places as voters cast ballots/cards. Voters place their ballots/cards directly into precinct tabulators. The tabulators record votes from each ballot/card and add the data to an internal results total. At the end of the day, election workers load ballot/card data from the tabulators into the ES&S results accumulation software from flash drives, or via modem. The ES&S results accumulation software combines results from all of the precinct tabulators in a jurisdiction to produce final election reports.

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2.2 Electionware Paper Ballot

Electionware ballots are one- or two-sided.

Machine-readable components are areas of the ballot that ES&S tabulators recognize to record marks.

Voting Targets (Ovals) – A voting target is an oval that appears next to each candidate name (or referendum response). Voting targets are marked by the voter to indicate selection. Properly printed ovals are invisible to optical sensors.

Place ballot text, tint, or ruling lines no closer than 0.20 inches (0.508 cm) from the oval. The oval line thickness is configured in Electionware. The value entered must be within the range of 0.004 inches to 0.006 inches.

For proper scanning and tabulation, the actual printed line must not exceed 0.008 inches in thickness. Use a micro ruler to validate proper thickness of the printed oval line.

Timing Marks – Timing marks are the rows of black squares used by the digital scanner and tabulator to control ballot processing speeds. These marks serve to validate ballot registration and locate the voting targets.

Code Channel – This is the column of numbered black squares on the left side of the ballot. The tabulator uses them to determine the precinct, split, type, and style of the ballot.

Registration Crosshairs – In early versions, these marks were used to verify that the ballot was within ES&S registration specifications. This function is now fulfilled by the Timing Marks. Registration Crosshairs can still be optionally added to the ballot PDF.

Cut Marks – These marks are used to guide you or your print service when cutting the ballots down to correct size.

To reduce the likelihood of scanning errors, avoid design choices that result in oval targets on one side of the ballot overlapping or aligning with oval targets on the opposite side.

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2.2.1 Timing Mark Alignment

The timing marks create a virtual grid over the ballot. Each voting target position on the ballot is aligned within the intersection of a row and column.

The tabulator uses the timing mark alignment to compensate for any image distortion and accurately locate the voting targets.

The timing mark area of the ballot is reserved. This applies to both the front and back of the ballot, even if the back of the ballot is blank.

Placement of content in the timing mark area, including text and/or images, is not permitted.

Registration Crosshairs Cut Marks

Timing Marks Code Channel

Vote Targets

Electionware Paper Ballot

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2.2.2 Timing Mark Spacing

The timing mark spacing (also referred to as density) varies according to ballot length and number of voting targets per inch, allowing for different row counts for each size. When checking the ballot, be sure to use the correct overlay for ballot size and timing mark spacing.

2.3 ExpressVote/ExpressVote XL Card Specifications

ExpressVote and ExpressVote XL devices use thermal card stock to initiate a voting session and capture a paper record of all vote selections. Initially, the thermal card stock is either blank or pre-printed. At this stage, it is referred to as an activation card. Then, the ExpressVote or ExpressVote XL prints the text and associated bar codes of the voter’s contest selections onto the inserted activation card. The activation card is now referred to as a vote summary card.

Due to the thermal nature of the activation card paper stock, activation cards for use in ExpressVote and ExpressVote XL devices are printed on one side only.

Certain components of the activation card may be pre-printed. These include:

• Review box

• Initial boxes

• Precinct activation code

• Party code

Table 2-1: Column Widths According to Ballot Length & Ovals/Inch

Length 5mm 0.20"

(5 ovals per inch)

6.5mm 0.26"

(3.8 ovals per inch)

8mm 0.31"

(3.1 ovals per inch)

11" 50 38 N/A

14" 65 50 41

17" 81 62 50

19" 91 70 56

For information on printing vote summary cards for logic and accuracy (L&A) testing, refer to Appendix A: ExpressVote Test Deck Printing Requirements and Specifications.

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2.3.1 Pre-Printed Review Box

Jurisdictions may use the pre-printed review box feature for provisional ballots, which requires a mark indicating that these ballots should be set aside for later review. The election definition determines whether and how the review box option is used.

This box is printed near the leading edge of the activation card, as shown in the following example.

Example of review box on activation card

Images in this section are not to scale.

Print width = 832 dots/8 dots per mm.

1 pixel = 0.005 in.

The review box has a detection threshold of 3 pixels around the outside of the box as well as 3 pixels within the box.

The line weight for the review box may be no more than 3 pixels.

Before pre-printing a large number of cards, thoroughly test the review box.

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2.3.2 Pre-Printed Initial Boxes

Jurisdictions may use the pre-printed initial boxes feature for enabling the activation cards, which requires a mark with the judge’s initials or other signature. The election definition determines whether and how the initial boxes option is used.

Up to two pre-printed initial boxes can be printed near the leading edge of the activation card, as shown in the following example.

When using a non-ES&S associated printer, it is essential for the initial boxes to match the size and location shown in the example below.

Example of initials boxes on activation card

The review box has a detection threshold of 3 pixels around the outside of the box as well as 3 pixels within the box.

The line weight for the review box may be no more than 3 pixels.

Before pre-printing a large number of cards, thoroughly test the initial boxes.

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2.3.3 Pre-Printed Precinct Activation Barcode

When the election definition holds different precincts, voters can be given a pre-printed precinct activation card that contains an eight-digit precinct activation barcode to select the correct ballot.

When the voter inserts this pre-printed card, the system scans the precinct activation barcode and displays the correct ballot for the voter.

The precinct activation code matches a given Ballot Id encoded by Electionware.

When using a non-ES&S associated printer, it is essential for the barcode images to be 50 pixels in height. The printer must position the precinct activation barcode according to the following specification.

Example of precinct activation barcode on activation card

When printed, precinct activation barcodes must not exceed the area specified for this barcode.

Before pre-printing a large number of cards, thoroughly test the precinct activation method.

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2.3.4 Pre-Printed Party Code

In primary elections, voters can be given a pre-printed party activation card that contains a four-digit party barcode to select the correct ballot.

When the voter inserts this pre-printed card, the system scans the party barcode and displays the correct ballot for the voter.

The party code matches the list order to which parties are assigned in Electionware.

When using a non-ES&S associated printer, it is essential for the barcode images to be 50 pixels in height. The printer must position the barcode and party code according to the following specification.

Example of party code on activation card

For further details, refer to Electionware Vol. II: Define Guide.

When printed, party codes must not encroach on the barcode area.

Before pre-printing a large number of cards, thoroughly test the party code activation method.

Chapter 3: Ballot Paper

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Chapter 3: Ballot Paper

3.1 ES&S CountRight Ballot Stock

ES&S CountRight™ Ballot Stock has been specially engineered to run on ES&S tabulators and meets all ES&S specifications for the ES&S tabulators.

As the manufacturer of the scanning equipment, ES&S understands the critical synergy required between the ballot paper, the ink on the paper, and the tabulator logic. As a result, CountRight Ballot Stock was designed with specific consideration regarding the following measurements:

Caliper – Thickness of the paper

Opacity – Amount of light absorbed vs. reflected by the paper

Brightness – Reflectance of the paper when measured under a calibrated wave of light

Smoothness – Measurement of surface “roughness” of the paper

Basis Weight – Mass (expressed as weight) per number of sheets

ES&S paper-based tabulators are designed to use digital CountRight Ballot Stock, which is blank with no pre-printing.

The use of CountRight Ballot Stock is highly recommended when printing for ES&S equipment.

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3.1.1 Ordering CountRight Ballot Stock

When ordering stock, it is critical to tell ES&S what type of tabulator(s) you are using in order to ensure that correct stock is ordered. CountRight is available from two sources:

• As the only authorized distributor of CountRight, Veritiv offers parent sheets and rolls in several sizes and formats.

• ES&S stocks and markets CountRight Ballot Stock in several sizes and formats.

3.1.2 CountRight Specifications

Contact ES&S Customer Service at 1-877-377-8683 with any questions or orders. Allow four weeks for delivery.

Table 3-1: Ballot Specifications

Grain Direction on Finished Ballot Long

Basis Weight 80# text weight (36.2874 kg)

Thickness 0.0061 in. (0.015494 cm)

Smoothness 140 Sheffields

Moisture 4.8 percent

Opacity 96.0

Brightness 96-97

Pages per Inch (PPI) 338

Table 3-2: Tolerances

Ballot Width 8.5 in. (+.027, -.02)

Ballot Length 11, 14, 17, 19 in. (+/- 0.03)

Ink Density 1.15 to 1.25 wet ink density; 1.10 to 1.15 dry ink density

Oval Thickness The value entered in Electionware must be within the range of 0.004 inches to 0.006 inches.a

a. For proper scanning and tabulation, the actual printed line must not exceed 0.008 inches in thickness.

Use a micro ruler to validate proper thickness of the printed oval line.

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3.1.3 Paper Storage and Conditioning

For optimal print quality and paper performance, follow these recommended guidelines.

3.1.3.1 Storage

Preserve the paper quality by storing in proper containers and climate.

Containers

Leave the paper sealed in its original wrapping and/or shipping carton until it is time to load it into the printer. Once opened, it is more likely to be affected by moisture, which can cause curling, waves, and other damage to the paper.

Once a ream of paper is opened, if some paper is not immediately used, reseal the wrapper with tape, and/or store the unused paper in a sealed plastic bag.

Stacking

Stack individual reams or cartons carefully on top of one another to avoid crushing edges.

Stack cartons no more than five high, and pallets no more than three high.

Climate

Store paper at a temperature of 68°F/20°C to 76°F/24.4°C, at relative humidity of 35 to 55%.

The ES&S paper-based tabulators can accommodate activation cards.

The ES&S paper-based tabulators cannot read colored ballot stock.

Avoid using adhesive stickers or labels and avoid embossing or embellishing when printing ballots. Any technique that changes the caliper of the ballot stock may cause read errors during scanning.

Do not store paper in the printer’s paper trays.

Do not store paper on the floor. Use pallets, shelves, cabinets, etc.

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3.1.3.2 Conditioning

Paper conditioning refers to the time required to acclimate to print room conditions before printing.

Separating the cartons speeds up conditioning.

Use the chart below to determine the exact amount of time required between moving the paper into the print room and starting to print.

Conditioning coated paper is generally a longer process than conditioning uncoated paper.

“Temperature Difference” refers to the difference between the temperature during transport and the temperature of the print room.

Table 3-3: Conditioning Hours for Ballot Paper

# Cartons

Temperature Difference (Degrees F/C)

10/5.5 15/8.5 20/11 25/13 30/17 40/22 50/28

Hours

1 4 8 11 14 17 24 34

5 5 9 12 15 18 25 35

10 8 14 18 22 27 38 51

20 11 16 23 28 35 48 67

40 14 19 26 32 38 54 75

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3.2 Color Strip Identification

To assist with correct ballot distribution at the polling place, ES&S ballots can use a color strip instead of full color tinting.

The strip can be any color and darkness, as it is placed on a part of the ballot that the tabulator does not read, and can be horizontal or vertical.

Along the long edge of the ballot, the color strip can be flush with the borders of the inner frame. Along the short edge of the ballot, the strip must be 0.10 inch from the border of the inner frame.

The strip is considered ballot art, and must be 0.20 inch away from the nearest voting target. This limits the height of a horizontal strip, and the width of a vertical strip.

Example of vertical color strip layout

Text or ballot art can appear within the color strip. However, because the scanned image will be black and white, the strip may appear black, rendering dark text unreadable. Check with your jurisdiction to see if white text can be used against a particular color strip.

0.1”

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3.3 Color Rendering

Because the ES&S paper-based tabulators render images in black and white (no gray), the color strip will be rendered as either black or white.

Refer to the color chart and table on the following pages when selecting color for use on the ballot.

3.3.1 Shading Guidelines

• For any shaded areas with dark text, ES&S recommends that shading not exceed 10%.

• For 100% shading, ES&S recommends a high contrast color for text (e.g., white text on black shading).

• Shading does not affect tabulation. It only affects human readability of text in shaded areas.

This table is provided as a reference only. Colors may be rendered differently depending on different parameters, including ink (dye quality) and printer manufacturer.

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The following table lists standard Pantone Matching System (PMS) colors used for bars.

Table 3-4: Ballot Layout Color Guidelinesa

a. Colors with an asterisk (*) are usually rendered as white by the DS200® due to the green light it uses for scanning.

Color Threshold for White Threshold for Black

Black < 30% > 40%

Red < 30% > 40%

Green < 50% * Cyan < 50% * Orange < 35% > 50%

Blue < 30% > 40%

Magenta < 30% > 40%

Yellow < 50% * Purple < 40% > 55%

Table 3-5: Standard PMS Colors Used for Bars

Color PMS Number

Blue Process blue

Green PMS 354

Orange PMS 151

Salmon PMS 151 20% screen

Yellow Process yellow

Red PMS 185

Purple PMS 252

Brown PMS 168

Pink PMS 176

Gray 20% screen of black

Black N/A

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3.4 Card Stock for Activation Cards

The ExpressVote and the ExpressVote XL use specially manufactured thermal paper to record printed images such as barcodes and contest selections. The unit’s thermal printer selectively heats the paper on one side to activate the dye(s) in the paper. The activation card thermal paper stock is processed to prevent moisture from causing the paper to curl.

Approved grades are PTI’s “PTI 351 14N,” and Appvion’s “Resiste 800-5.3.”

Activation card thermal paper stock is only available from ES&S. Contact ES&S Customer Service at 1-877-377-8683 with any questions or orders. Allow four weeks for delivery.

Activation card thermal paper specifications are provided in the table below and illustrated on the following pages.

Uncoated (non-thermal) paper stock, which can be used to print test cards, is also available from ES&S. For more information, see Appendix A:

ExpressVote Test Deck Printing Requirements and Specifications.

Table 3-6: Activation Card Thermal Paper Specifications

Type Thermal heat-sensitive paper

Color White

Thickness 134 Microns ± 6 Microns (0.005275” ± 0.000236”)

Lengths Available 11, 14, 17, and 19-inches ± 0.015” tolerance for all lengths

Width Available 4.260 ± 0.015” tolerance for all paper lengths

Die-cut Corner 0.750 ± 0.015” tolerance on two sides (see the figures on the following pages)

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3.4.1 Storage and Shelf Life Recommendations

Shelf Life – Store activation card thermal paper stock in a dark place at a relative humidity between 45% and 65% and a temperature below 77°F (25°C). Adhering to these recommendations will ensure satisfactory performance for at least three years from the date of manufacture.

Image Life – Once an ExpressVote or ExpressVote XL vote summary card has been imaged, the image is expected to remain completely legible for at least seven years, assuming the documents are properly stored with compatible materials under normal filing conditions, with a relative humidity between 45% and 65%, as well as a temperature below 77°F (25°C).

After seven years, the image may begin to deteriorate. After twenty years, the image may no longer be visible.

Exposure to heat renders the card stock black and unusable.

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Activation card thermal paper stock: 11 inch and 14 inch

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Activation card thermal paper stock: 17 inch and 19 inch

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3.4.2 Activation Card Stubs

For jurisdictions requiring activation cards with stubs, the ExpressVote and ExpressVote XL can accommodate stubs on most card lengths.

The activation card is inserted into the ExpressVote or ExpressVote XL with the stub attached. After the voter makes selections and ejects the vote summary card, the stub is removed and the ballot is tabulated with a precinct or central count machine.

Table 3-7: Activation Card Stubs

Card Length After Stub Removal Stub Length Total Card Length With Stub

11 inches 3 inches 14 inches

14 inches 3 inches 17 inches

17 inches 2 inches 19 inches

19 inches Not supported Not supported

The 19-inch card with a 2-inch stub — which results in a 17-inch card — is not supported on the ExpressVote XL.

In Electionware, when the Allow Stubs feature is enabled, Print Card Size refers to the size of the cards that will be scanned and tabulated after stubs have been removed. For example, if you select 11 inches and Allow Stubs, the ExpressVote and ExpressVote XL will accept 14-inch cards to account for the attached stub, and tabulators will accept 11-inch cards after stubs have been removed.

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Activation card thermal paper stock: 14-inch card with 3-inch stub. Removal of the stub results in an 11-inch card.

3.

00 STUB

.0

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Activation card thermal paper stock: 17-inch card with 3-inch stub. Removal of the stub results in a 14-inch card.

3.

00 STUB

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Activation card thermal paper stock: 19-inch card with 2-inch stub. Removal of the stub results in a 17-inch card.

2.

00 STUB

Chapter 4: Offset Production

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Chapter 4: Offset Production

4.1 Ballot Ink for Offset Production

Print all of the machine-readable components with high quality, commercially available black ink (extra or double-black) and note the following guidelines:

• Use inks with high tack.

• Only use readable black ink to print ballot components.

• Make sure that all offset is solid and dense without voids, breakthroughs, dirt, foreign particles, white hickeys in the timing marks, or gray lines.

• Print with a minimum density of 0.95 and a maximum density of 1.50. Test at the press using a densitometer.

• For best results, use a density of 1.15.

• Do not use powder or varnish.

• Do not smear, smudge, or spray the ink when handling the ballots.

• Do not print text in the active voting tracks.

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4.2 Offset Pre-Press Preparation

Before going to press, use the instructions that follow to prepare the ballot layout for mass printing.

In offset printing, use diazo-coated aluminum or high quality vinyl plates to preserve the integrity of the film image. (Paper plates do not maintain the side-to-side dimensions of the ballot image.)

1. Image the PDF file to film negatives or direct to plate at 100%. A PDF file can vary as much as 0.5%, depending upon how the software is handled by the output devices.

2. Use the registration overlays obtained from ES&S to verify that the PDF is sized correctly, that all machine-readable components are aligned, and that all cut marks and score marks appear on the ballot.

3. Inspect the ballot for accuracy with registration overlays, hard copy laser prints (if one is sent) and a visual inspection of the document image. Check the ballot for wrapping, overprinting, dropping lines, text outside the text areas, or other signs of a corrupt file.

To obtain the registration overlays, or for additional assistance, contact ES&S Print Services.

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4.3 Prepare Ballot Stock

Only use ES&S CountRight Ballot Stock and ballot ink that adheres to the specifications in this manual.

4.3.1 Offset Preparation, Printing, and Proofing

1. Print 150 make-ready sheets and cut to the final size. Check the following:

• Ballots are square.

• Front-to-Back registration is accurate by holding ballot to the light.

• Width is accurate by using a registration overlay.

• Any visible spots or scratches on the ballot or printing plate.

2. Turn the ballot over and do the tests again on the back of the ballot. If all four tests on each side fall within tolerances, the tabulator will be able to read the ballot.

3. After performing registration checks, print and inspect the ballots. Allow the ballots to dry.

4. For every 500 sheets printed on the main production run, check the following and initial accordingly:

• Ink density with a densitometer.

• Overall print quality – visible flaws, spots, or marks on the ballot or printing plate.

• Make any corrections/adjustments necessary to the printer. Reprint, and replace ballots as needed.

For paper stock specifications, see Chapter 3: Ballot Paper. For ballot ink specifications, see 4.1 Ballot Ink for Offset Production.

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4.3.2 Offset Cutting

The first few sheets should be taken to the cutter immediately to determine if all is square. Stack ballots in lift sizes of 3 to 5 inches (7.62 to 12.7 cm). The weight of the ballot stock may cause offset during the drying process if placed in stacks higher than 5 inches (12.7 cm).

4.3.3 Cutting

To ensure ballots are the proper size, use the overlays to determine overall ballot width and length.

ES&S CountRight Ballot stock is already cut to size; however, check the ballot stock with the appropriate overlay to ensure it is properly cut.

If printing from a roll-fed machine, or cutting down from offset press sheets, periodically check with the appropriate overlay to ensure the ballots are cut to the correct width and length.

4.3.4 Scoring Ballots

Ensure that scoring/folding does not intersect with any ovals.

Keep ballot stock clean before, during, and after printing. Avoid grease, water, ink splatter or spray, and dirt. Always wash hands before handling ballot stock.

Scoring followed by folding may result in the ballot separating at the score/ fold line.

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4.3.5 Folding Ballots

A folding machine should be used to expedite the process of folding ballots. In addition, roller pressures should be reduced to about 2-3 times the thickness of ballot stock.

4.3.6 Perforating and Numbering Ballot Stubs

A ballot stub is a non-readable portion of the ballot that election workers remove at the polling place for auditing purposes. Stubs usually contain at least one identification number (such as a precinct identification number or sequence code number) and a sequentially printed number that matches the number on the ballot, used to audit ballots that have been cast. Ballots should be perforated for easy separation.

• Do not fold across timing marks, ovals, write-in spaces (marked or unmarked), or arrows, as this may cause tabulation errors.

• To allow more space for folding between timing marks, use a less dense ovals-per-inch setting whenever possible.

• Fold as few times as possible.

• When removing from envelopes, place all ballots in the same orientation for proper back-bending.

Chapter 5: Digital Printing and Packaging

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Chapter 5: Digital Printing and Packaging

When printing, use the tools listed below to check the following:

• Registration Overlay:

• Registration

• Ballot width

• Ballot length

• Go/No-Go Gauge:

• Ballot width

• Densitometer:

• Ink/toner density

• Micro-ruler:

• Oval line thickness

On every ballot inspected, check the following:

• Overall print quality - any visible flaws, spots or marks

• Front-to-back registration

• Proper toner/ink adhesion

Contact ES&S Print Services to obtain the registration overlay and correct Go/No-Go Gauge.

If any of the above measurements do not align with ES&S specifications, make any corrections / adjustments necessary to the printer, reprint and replace ballots as needed.

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5.1 Preparation and Proofing

After receiving the files, all ballot sequences must be proofed to ensure that information on the ballot is correct.

5.1.1 Pre-Production

Before printing, verify that the following components on the ballot PDF match those on the ballot order form (also referred to as the BQRL), and record the results on the form:

• Correct party or ballot style

• Stub, sequential numbering, or color requests

• Scoring/folding, stapling, gluing, or any special finishing requests

• Type/sequence/split or style number

5.1.2 Overlays and Registration

A PDF can change, depending upon the software used, and although the change may not be visible (about 0.5%), it could be enough to cause read errors or ballot rejection on ES&S equipment. Use the registration overlays provided by ES&S to ensure that the ballots being produced are within ES&S specifications.

5.1.2.1 Using Registration Overlays

• Ensure that you have a “front” and a “back” overlay.

• Align the top and right edges of the ballot with the “edge of paper” lines on the overlay, and inspect the printed ovals. The ovals must be printed entirely inside the boxes. If any part of the oval is outside the box, the ballot is not within registration. The PDF or printer must be adjusted, and the ballots reprinted, until the sizing and registration are correct.

• Verify that the black timing marks and code channels are within the boxes printed on the overlay. The left and bottom edges of the ballot must fall between the Min. and Max. lines when the top and right edges are on the “edge of paper” line. If any part of the marks is outside the box, the ballot is not in registration. The PDF or printer must be adjusted, and the ballots reprinted, until the sizing and registration are correct.

Check front-to-back registration on the ballot by holding it up to a light. The timing marks must line up evenly.

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Example: EVS Registration Overlay

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5.1.3 Print Inspections

For every 250 ballots run, check and initial the following:

• Check registration, width, and length using the registration overlay.

• Check front-to-back registration on the ballot by holding it up to a light. The timing marks should line up evenly.

• Measure oval line thickness with the micro-ruler.

• Check overall print quality (any visible flaws, spots, or marks).

Make any necessary corrections/adjustments to the printer. Reprint and replace ballots as needed.

For every 1,000 ballots run, check and initial the following:

• Measure width using the overlay.

• Measure ink density using the densitometer.

• Check overall print quality (any visible flaws, spots, or marks).

• Check proper toner adhesion.

Make any necessary corrections/adjustments to the printer. Reprint and replace ballots as needed.

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5.2 Preparation for Transport

5.2.1 Packaging

Before shrink-wrapping and shipping the ballots, perform these final tasks:

• Fan through the pages (both front and back) to visually identify any visible errors or marks. Reprint and replace ballots as necessary.

• Use chipboard when shrink-wrapping quantities of fewer than 50 ballots.

• Do not shrink-wrap quantities greater than 250.

• Include a packing list or label each ballot box to clearly indicate which ballots are in each specific box for easy customer recognition.

5.2.2 Binding and Shipping

• Bind, number, and box the ballots for shipping. If the ballots are to be glued or stitched, do so at the bottom of the ballot stub.

• Do not bind ballots at the top.

• Ship the exact number of ballots that have been requested in shrink-wrapped packaging.

• Package ballots with a backer to provide support and prevent damage.

• Ship ballots in containers large enough to hold in the ballots and strong enough to withstand damage that may occur during normal shipping and handling.

• Label the outside of the cartons “ELECTION MATERIALS” and include a shipping manifest unless directed to do otherwise.

For labels, or for further assistance, contact ES&S or the client.

Appendix A: ExpressVote Test Deck Printing Requirements and Specifications

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Appendix A: ExpressVote Test Deck Printing Requirements and Specifications

This Appendix lists requirements for printing the ExpressVote Test Deck PDF file created in Electionware Toolbox. When printed to ES&S specifications, the vote summary card images included in this PDF file can be used in logic and accuracy (L&A) testing on the ExpressVote, ExpressVote XL, and paper-based tabulators.

After generating a test deck PDF, you can order professionally printed vote summary cards or print your test deck on uncoated (non-thermal) paper using the ballot on demand (BOD) printer included with your system.

A.1 Printing with a BOD Printer

If you intend to use a BOD printer to print ExpressVote Test Deck PDF files, follow the guidelines below to ensure card images print and scan properly.

A.1.1 Recommended Paper Stock

To print the test deck, use only 70-lb, uncoated paper.

Instructions for using the ExpressVote Test Deck feature are located in the Electionware Toolbox User Guide, which is delivered as a supplementary resource of the TDP.

To begin, follow the procedures in Chapter 2 for generating a touch screen test pattern with the ExpressVote Test Deck PDF File option set to either Single PDF File or Multiple PDF File.

Uncoated paper stock is more fragile than the thermal stock used for activation cards. ES&S recommends printing extra test cards in case some become damaged or unreadable during use. All test cards must match the dimensions specified in 3.4 Card Stock for Activation Cards.

To order supplies of printed or blank test cards, contact ES&S Customer Service at 1-877-377-8683. Allow four weeks for delivery.

Appendix A: ExpressVote Test Deck Printing Requirements and Specifications

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A.1.2 BOD Printers

While both OKI® and Brother® BOD printers are capable of printing 11”, 14”, 17”, and 19” test cards, the back ends of the 17” and 19” sizes require additional support on printers with short paper guides. See the table below.

Printer Model Additional Support Required

OKI B432 Requires manual support for 17” and 19” cards.

OKI C712 Requires manual support for 17” and 19” cards.

Brother HL-L6400DW None; uses built-in paper guide to support 17” and 19” cards.

Brother 9310 Color None; uses built-in paper guide to support 17” and 19” cards.

Electionware Toolbox and Brother printers are not required to be part of the certified system; however, these components were used to facilitate testing and demonstrate system interoperability.

For detailed information on BOD printers and software, contact ES&S Technical Support to request the Ballot on Demand User Guide.

Revision History

Printing Guidelines for ES&S Electionware Ballots Manual Version 3.8, September 2023

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Revision History

Revision Date Description

2.0 10.26.2015 All: Removed obsolete information.

Chapter 2: Tabulators, Ballots and Activation Cards: Made terminology uniform for timing track marks/check marks, explained use of machine-readable marks, updated graphic. Updated tabulator information.

Chapter 3: Ballot Paper: Expanded information about color strips and color rendering. Added EV card stock storage & shelf life recommendations.

Chapter 5: Digital Printing and Packaging: Rearranged chapter for ease of use. Revised Preparation & Proofing according to ES&S QA checklist. Added example registration overlay.

2.1 12.16.2015 Chapter 1: Introduction: Updated phone/email for Print Services.

Clarified warnings.

Chapter 2: Tabulators, Ballots and Activation Cards: Clarified oval setting.

Chapter 3: Ballot Paper: Modified recommendation for CountRight stock

& updated ordering information. Removed webstore and copyright references. Clarified image life recommendations.

Chapter 4: Offset Production: Clarified offset pre-press production steps.

Removed printing plate preparation. Removed statements regarding frame alignment and duplex requirements. Moved Squaring content to Offset... section.

Chapter 5: Digital Printing and Packaging: Changed Printing to Digital Printing. Added important inspection information to Overlays and Registration. Clarified section on overlays & registration. Removed Registration Boxes section. Changed Packaging to Preparation for Transport; revised section.

2.2 01.18.2016 Chapter 3: Ballot Paper: Listed approved grades for EV stock.

2.3 04.22.2016 Chapter 2: Tabulators, Ballots and Activation Cards: Corrections to column widths table.

Chapter 3: Ballot Paper: Added DS450 where tabulators are named.

2.4 10.28.2016 All: Updated filename / footer format.

Chapter 2: Tabulators, Ballots and Activation Cards: Updated content placement specification under Voting Targets.

2.5 12.12.2016 Chapter 4: Offset Production: Separated 4.3.4 Scoring and Folding Ballots into two subsections: 4.3.4 Scoring Ballots and 4.3.5 Folding Ballots.

2.6 04.28.2017 All: Updated filename to new naming convention. Removed references to ERM/AutoMARK. Removed references to checkmark vote target (for now).

Chapter 1: Introduction: Removed note saying this BPG is for all ES&S products (Unity & certain EVS have their own documents).

2.7 05.18.2017 Chapter 2: Tabulators, Ballots and Activation Cards: Digital Ballot Tabulators: Description of tabulator accuracy and processing.

2.8 06.27.2017 Chapter 3: Ballot Paper: Added shading guidelines.

Chapter 4: Offset Production: Expanded caution regarding ballot handling/folding.

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2.9 09.19.2017 Chapter 2: Tabulators, Ballots and Activation Cards: Results accumulation software (change in terminology). Added marks/definitions, reworded timing mark terminology.

3.0 01.23.2018 All: Updated copyright date.

3.2 03.11.2019 Chapter 2: Tabulators, Ballots and Activation Cards: Revised voting target specifications. Updated definitions/terminology for machine-readable marks. Adjusted timing track mark spacing.

Chapter 3: Ballot Paper: Added paper ballot storage/conditioning info.

Color Strip Identification: Corrected/combined sections for horizontal and vertical color strip. Updated card stock provider name.

Chapter 4: Offset Production: Replaced “go-no-go gauge” with overlay.

Scoring: Revised section. Removed micro perfing wheel.

3.3 10.21.2019 All: Updated Note formatting to new standard.

Chapter 1: Introduction: Added introduction for ExpressVote and

ExpressVote XL activation cards.

2.3 ExpressVote/ExpressVote XL Card Specifications: Added ExpressVote and ExpressVote XL card specifications for review box and party code.

3.4 Card Stock for Activation Cards: Revised activation card descriptions.

3.4 01.04.2021 All: Updated copyright date.

1.2 Warnings: Removed sentence discussing offset powder.

2.2.1 Timing Mark Alignment: Added Note to caution users against placing content over reserved timing track area.

2.2 Electionware Paper Ballot: Added note to recommend ballot designs…