FOI Request LEX5098, Schedule of Released Documents [PDF 134KB] (pdf)
Download cached file | Download from AEC--- Page 1 --- Document No. Exemption Decision on Access Sections 22, 47F Release in part Sections 22, 47F Release in part Section 22 Release in part Release in full Section 22 Release in part Sections 22, 47F Release in part Sections 22, 47F Release in part --- Page 2 --- Document No. Exemption Decision on Access Sections 22, 47F Release in part Sections 22, 47F Release in part Sections 22, 47F Release in part Section 22 Release in part Sections 22, 47F Release in part Sections 22, 47F Release in part Sections 22, 47F Release in part
LEX5098 documents [ZIP 6.5MB] (zip)
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- Document 1.pdf (pdf)
- Document 10.pdf (pdf)
- Document 11.pdf (pdf)
- Document 12.pdf (pdf)
- Document 13.pdf (pdf)
- Document 14.pdf (pdf)
- Document 2.pdf (pdf)
- Document 3.pdf (pdf)
- Document 4.pdf (pdf)
- Document 5.pdf (pdf)
- Document 6.pdf (pdf)
- Document 7.pdf (pdf)
- Document 8.pdf (pdf)
- Document 9.pdf (pdf)
Document 1.pdf (pdf)
Download file--- Page 1 --- STATE OF THE ELECTORAL ROLL Branch Contact Updated Printed 10/10/2023 16/10/2023 Section 47FSection 22Section 22Section 22Section 22 --- Page 2 --- Page 2 of 8 Section 22Section 22 --- Page 3 --- Page 3 of 8 Section 22Section 22 --- Page 4 --- Page 4 of 8 Section 22Section 22Section 22 --- Page 5 --- Page 5 of 8 Section 22Section 22 --- Page 6 --- --- Page 7 --- --- Page 8 ---
Document 10.pdf (pdf)
Download file--- Page 1 --- STATE OF THE ELECTORAL ROLL Updated Printed 23/08/2023 22/08/2023 Section 22Section 22Section 22Section 47F --- Page 2 --- Background Current state of the roll • The enrolment rate is calculated on a monthly basis using federal enrolments and Estimated Eligible Population (EEP) primarily based on Australian Bureau of Statistics (ABS) data. The ABS information uses census-year populations by citizenship, updated for post-census interstate and overseas migration, deaths, and population ageing, then projected to the reference date and adjusted for new citizens, pre-1984 British Subjects, those who because of unsound mind are unable to understand the nature and significance of voting, and overseas electors. Page 2 of 7 Section 22Section 22Section 22 --- Page 3 --- Page 3 of 7 Section 22Section 22 --- Page 4 --- Page 4 of 7 Section 22 --- Page 5 --- --- Page 6 --- 2. Removal of deceased electors • The AEC employs a robust process to remove deceased electors from the roll and prevent deceased persons from being added to the electoral roll. • The AEC manages the removal of deceased electors from the roll by collecting and analysing information from a variety of sources, including advice from the elector’s family and data from state registrars (Births, Deaths and Marriages), and other electoral authorities. • In the 12 months ending 31 July 2023, the AEC removed 153,000 deceased persons from the electoral roll. Page 6 of 7 Section 22Section 22Section 22 --- Page 7 --- Page 7 of 7 Section 22
Document 11.pdf (pdf)
Download file--- Page 1 --- OFFICIAL Briefing 1 Section 22Section 22 --- Page 2 --- Section 22 --- Page 3 --- Section 22 --- Page 4 --- Section 22 --- Page 5 --- Section 22 --- Page 6 --- Section 22 --- Page 7 --- Section 22 --- Page 8 --- Section 22 --- Page 9 --- Section 22 --- Page 10 --- Section 22 --- Page 11 --- Section 22 --- Page 12 --- Section 22 --- Page 13 --- Section 22 --- Page 14 --- Section 22 --- Page 15 --- Section 22 --- Page 16 --- Section 22 --- Page 17 --- Section 22 --- Page 18 --- Section 22 --- Page 19 --- Section 22 --- Page 20 --- Section 22 --- Page 21 --- Section 22 --- Page 22 --- Section 22 --- Page 23 --- Section 22 --- Page 24 --- Section 22 --- Page 25 --- Section 22 --- Page 26 --- Section 22 --- Page 27 --- Section 22 --- Page 28 --- Section 22 --- Page 29 --- Section 22 --- Page 30 --- Section 22 --- Page 31 --- Section 22 --- Page 32 --- Section 22 --- Page 33 --- Section 22 --- Page 34 --- Section 22 --- Page 35 --- Section 22 --- Page 36 --- Section 22 --- Page 37 --- Section 22 --- Page 38 --- Section 22 --- Page 39 --- Section 22 --- Page 40 --- Section 22 --- Page 41 --- Section 22 --- Page 42 --- Section 22 --- Page 43 --- Section 22 --- Page 44 --- Section 22 --- Page 45 --- Section 22 --- Page 46 --- Section 22 --- Page 47 --- Section 22 --- Page 48 --- Section 22 --- Page 49 --- Section 22 --- Page 50 --- Section 22 --- Page 51 --- Section 22 --- Page 52 --- Section 22 --- Page 53 --- Section 22 --- Page 54 --- Section 22 --- Page 55 --- Section 22 --- Page 56 --- Section 22 --- Page 57 --- Section 22 --- Page 58 --- Section 22 --- Page 59 --- Section 22 --- Page 60 --- 1 Section 22 --- Page 61 --- Section 22 --- Page 62 --- Section 22 --- Page 63 --- Section 22 --- Page 64 --- Roll Integrity --- Page 65 --- --- Page 66 --- --- Page 67 --- OFFICIAL:SENSITIVE AEC Roll Integrity Assurance System Talking Points Updated 11 July 2023 Page 1 Section 22 --- Page 68 --- Page 2 Section 22 --- Page 69 --- Page 3 Section 22 --- Page 70 --- Page 4 Section 22 --- Page 71 --- Page 5 Section 22 --- Page 72 --- OFFICIAL:SENSITIVE High integrity roll program Page 6 Section 22 --- Page 73 --- Page 7 Section 22 --- Page 74 --- Deletions (duplicate, death, and eligible overseas electors) • Removing electors from the roll to maintain accuracy and integrity is important to ensure the roll is always up to date. Deletions from the roll can occur for several reasons. Specifically, an enrolment can be deleted when: o existing records are merged (if there are duplicate enrolment records) o an elector has died • Duplicate enrolment records occur when an elector’s name appears on the current electoral roll more than once. This can occur when a State Direct, Federal Direct, or ordinary enrolment application is processed without being matched to a current enrolment. The AEC investigates and corrects duplicate enrolments on a fortnightly basis. Page 8 Section 22Section 22 --- Page 75 --- OFFICIAL:SENSITIVE • The AEC receives death notifications from a variety of sources including the registrar of Births Deaths and Marriages, electoral events, state and territory electoral authorities, Public Trustees, and members of the public. • The AEC processes death notifications from Births Deaths and Marriages monthly; and receives notification directly from relatives and interested parties. Notifications are matched to current and deleted enrolment records (e.g. where a person has been removed from the roll by objection). Once matched with a death notification, further investigation is required before re-enrolment can occur. This process is an important integrity measure that reduces impersonation opportunity. Page 9 Section 22 --- Page 76 --- OFFICIAL:SENSITIVE High trust data sources as inputs Talking points • The Electoral Act provides for the AEC to obtain and use data from other government agencies to assist in reviewing and maintaining the roll. These data sources include: o Australian Bureau of Statistics o Services Australia o Australian Taxation Office o National Exchange of Vehicle and Driver Information System (NEVDIS) (licence holders in each state and territory) o Births, Deaths and Marriage registries (in each state and territory) o Australia Post • Data from these sources is used to support the following roll management activities: o death deletions o identity verification Page 10 Section 22Section 22Section 22Section 22Section 22Section 22 --- Page 77 --- OFFICIAL:SENSITIVE Roll management data sources Page 11 Section 22 --- Page 78 --- Death notification data • The AEC employs a robust process to remove deceased electors from the roll and prevent deceased persons from being added to the electoral roll. • The AEC manages the removal of deceased electors from the roll by collecting and analysing information from a variety of sources, including advice from the elector’s family and data from state registrars (Births, Deaths, and Marriages), and other electoral authorities. • In the 12 months ending 30 June 2023, the AEC removed 145,000 deceased persons from the electoral roll. Page 12 Section 22Section 22 --- Page 79 --- Page 13 Section 22 --- Page 80 --- OFFICIAL:SENSITIVE Human checks and system checks Talking points Human checks Monthly Roll Integrity Checks • As part of the Roll Program, the AEC utilises system code to generate internal lists (from the current electoral roll data) that identifies elector records with similar and or exactly matching client details. The lists are distributed to trained operators across the country. In this, operators review records on the electoral roll for applications with: o same Given Name/DOB/Address data o identical Elector Names and Addresses data o review of Electoral Twins data (‘Electoral Twins’ are different individuals with the same name and date of birth) o other potential duplicates identified for transactions processed in the last month • There are genuine instances in which two separate clients have matching details. The roll integrity checks identify genuine processing errors where a client’s existing record was not matched correctly. • An amendment is a transaction used to correct any error made by the AEC during enrolment processing. An ‘error’ can take many forms including a data entry error or incorrectly matching an elector. • A Federal Direct Enrolment Update (FDEU) transaction is corrected if the AEC has information that the transaction was wrongfully applied. Page 14 Section 22Section 22 --- Page 81 --- Page 15 Section 22 --- Page 82 --- Page 16 Section 22 --- Page 83 --- Page 17 Section 22 --- Page 84 --- Page 18 Section 22 --- Page 85 --- Page 19 Section 22 --- Page 86 --- Page 20 Section 22 --- Page 87 --- Page 21 Section 22 --- Page 88 --- Page 22 Section 22 --- Page 89 --- Page 23 Section 22 --- Page 90 --- Page 24 Section 22 --- Page 91 --- OFFICIAL:SENSITIVE Joint Standing Committee on Electoral Matters (JSCEM) Page 25 Section 22 --- Page 92 --- Page 26 Section 22 --- Page 93 --- OFFICIAL:SENSITIVE Questions Other remarks • On any given day we estimate that more than 7,000 people on the roll either move house or die, thereby necessitating a change in their enrolment. o These are identified through a range of mechanisms (self-initiated, death deletion, FDEU etc.) but this cannot be done on the day it occurs due to varying factors. o The AEC processes on average 10,000 transactions each day to add and remove people from the roll or make changes to address and/or name and other details – the roll is highly current and accurate. Page 27 Section 22Section 22 --- Page 94 --- OFFICIAL:SENSITIVE • The final safety net of roll integrity for an electoral event is the Close of Rolls period. Applications are accepted up to 8pm (local time) on the seventh day after issue of the writ. • During the Close of Rolls period, the focus of AEC advertising is for people to enrol or check their enrolment and update their details if necessary Page 28 Section 22 --- Page 95 --- Page 29 Section 22 --- Page 96 --- Page 30 Section 22 --- Page 97 --- Senate Assurance --- Page 98 --- Federal Senate processing and assurance brief Page 1 Section 22 --- Page 99 --- Page 2 Section 22 --- Page 100 --- Page 3 Section 22 --- Page 101 --- Page 4 Section 22 --- Page 102 --- Page 5 Section 22 --- Page 103 --- Section 22 --- Page 104 --- Section 22 --- Page 105 --- Section 22 --- Page 106 --- Section 22 --- Page 107 --- Section 22 --- Page 108 --- Section 22 --- Page 109 --- Section 22 --- Page 110 --- Section 22 --- Page 111 --- Section 22 --- Page 112 --- Section 22
Document 12.pdf (pdf)
Download file--- Page 1 --- From: To: Cc: Subject: Date: Attachments: Tom Rogers Briefing Materials [SEC=OFFICIAL:Sensitive] FW: Monday, 21 August 2023 11:24:48 AM image004.png 2023 08 23 - Briefing Pack.pdf Meeting papers attached, saved in diary also Executive Leadership Team Australian Electoral Commission From: Sent: Monday, August 21, 2023 10:55 AM To: Subject: FW: Hi I’ve put all the documents for the Kath would like a copy. Regards, , Briefing Materials [SEC=OFFICIAL:Sensitive] meeting into a PDF and it saved here if Tom and Deputy Electoral Commissioner Australian Electoral Commission Jeff Pope APM From: Jeff Pope <Jeff.Pope@aec.gov.au> Sent: Friday, August 18, 2023 4:55 PM To: Subject: FW: Grateful if the documents in this link can please be placed into a pdf and placed into my diary as meeting papers for Wednesday. Regards, Jeff Pope | Deputy Electoral Commissioner Executive Leadership Team Australian Electoral Commission Briefing Materials [SEC=OFFICIAL:Sensitive] From: Kath Gleeson <Kath.Gleeson@aec.gov.au> Sent: Friday, August 18, 2023 4:38 PM To: Tom Rogers <Tom.Rogers@aec.gov.au>; Jeff Pope <Jeff.Pope@aec.gov.au> Cc: Subject: FW: Hi Tom, Jeff, Just letting you know that we have our pack of material ready (link below) for our meeting with Briefing Materials [SEC=OFFICIAL:Sensitive] next week. I will do a final review of the pack over the weekend and talk with you on Monday re approach. Section 47FSection 47FSection 22Section 22Section 47FSection 47FSection 47FSecti Section 47FSection 47FSe Section 47FSeti Section 47FSection 22Se Section 22Section 22Section 22Section 22Section 47F --- Page 2 ---
Document 13.pdf (pdf)
Download file--- Page 1 --- From: To: Cc: Subject: Date: MPS Mailbox Executive Leadership Team; Executive Support Team; FOR INFO: Estimates briefing pack | Update 20/10/2023 PM [SEC=OFFICIAL] Friday, 20 October 2023 2:45:21 PM Andrew Johnson; Sally So ; MPS Mailbox Good afternoon, A further round of updates have been made. Kind regards Ministerial and Parliamentary Services Parliamentary, Governance and Assurance | Deputy Electoral Commissioner Group Australian Electoral Commission From: MPS Mailbox <min.parl@aec.gov.au> Sent: Friday, October 20, 2023 10:31 AM To: Executive Leadership Team <ExecutiveLeadershipTeam@aec.gov.au>; Cc: Andrew Johnson <Andrew.Johnson@aec.gov.au>; Sally So <Sally.So@aec.gov.au> Subject: FOR INFO: Estimates briefing pack | Update 20/10/2023 AM [SEC=OFFICIAL] Good morning, MPS will update your Estimates folders today. The online pack is available in the MPS SharePoint > Briefing packs library. Open in Browser for Bookmarks to navigate or download a point-in-time copy. Updates made: Update 1 Item No. Issued 20/10/2023 09:30AM Item name What has changed Section 47FSection 47FSection 47FSection 22Section 22Section 22Section 22Section 47FSection 47F --- Page 2 --- Kind regards Ministerial and Parliamentary Services Parliamentary, Governance and Assurance | Deputy Electoral Commissioner Group Australian Electoral Commission Section 22Section 47F
Document 14.pdf (pdf)
Download file--- Page 1 --- From: To: Cc: Subject: Date: MPS Mailbox Executive Leadership Team; MPS Mailbox; Executive Support Team; FOR INFO: Estimates briefing pack | Update 20/10/2023 AM [SEC=OFFICIAL] Friday, 20 October 2023 9:31:05 AM Andrew Johnson; Sally So Good morning, MPS will update your Estimates folders today. The online pack is available in the MPS SharePoint > Briefing packs library. Open in Browser for Bookmarks to navigate or download a point-in-time copy. Kind regards Ministerial and Parliamentary Services Parliamentary, Governance and Assurance | Deputy Electoral Commissioner Group Australian Electoral Commission Section 47FSection 22Section 22Section 47FSection 47F
Document 2.pdf (pdf)
Download file--- Page 1 --- Electoral roll integrity Talking points • The AEC undertakes both ongoing and periodic activities aimed at maximising the integrity of the electoral roll. These include: o removing deceased people from the roll Lead branch Contact Updated Printed 09/10/2023 16/10/2023 Section 22Section 22Section 22Section 22Section 47F --- Page 2 --- Roll integrity activities Page 2 of 5 Section 22Section 22 --- Page 3 --- 3. Removal of deceased electors • The AEC employs a robust process to remove deceased electors from the roll and prevent deceased persons from being added to the electoral roll. • The AEC manages the removal of deceased electors from the roll by collecting and analysing information from a variety of sources, including advice from the elector’s family and data from state registrars (Births, Deaths and Marriages), and other electoral authorities. • In the 12 months ending 30 September 2023, the AEC removed 156,000 deceased persons from the electoral roll. Page 3 of 5 Section 22Section 22Section 22 --- Page 4 --- --- Page 5 ---
Document 3.pdf (pdf)
Download file--- Page 1 --- Reporting on the Electoral Roll Results, Activity and Trend June Quarter 2023 --- Page 2 --- Jun 2023 State of the RollPage 2 of 23Section 22 --- Page 3 --- Jun 2023 State of the RollPage 3 of 23Section 22 --- Page 4 --- Activity 7. Additions and Deletions ................................................................................................16 8. Objections .....................................................................................................................18 Jun 2023 State of the RollPage 4 of 23Section 22Section 22Section 22Section 22 --- Page 5 --- Jun 2023 State of the RollPage 5 of 23Section 22 --- Page 6 --- Jun 2023 State of the RollPage 6 of 23Section 22 --- Page 7 --- Jun 2023 State of the RollPage 7 of 23Section 22 --- Page 8 --- Jun 2023 State of the RollPage 8 of 23Section 22 --- Page 9 --- Jun 2023 State of the RollPage 9 of 23Section 22 --- Page 10 --- Jun 2023 State of the RollPage 10 of 23Section 22 --- Page 11 --- Jun 2023 State of the RollPage 11 of 23Section 22 --- Page 12 --- Jun 2023 State of the RollPage 12 of 23Section 22 --- Page 13 --- Jun 2023 State of the RollPage 13 of 23Section 22 --- Page 14 --- Jun 2023 State of the RollPage 14 of 23Section 22 --- Page 15 --- Jun 2023 State of the RollPage 15 of 23Section 22 --- Page 16 --- 7. Additions and Deletions to the Federal Roll Additions and deletions - With impact on enrolment s n o i t i d d a d n a s n o i t e l e D 100,000 80,000 60,000 40,000 20,000 0 -20,000 -40,000 -60,000 -80,000 Jun 22 Jul 22 Aug 22 Sep 22 Oct 22 Nov 22 Dec 22 Jan 23 Feb 23 Mar 23 Apr 23 May 23 Jun 23 Jun 22 Jul 22 Aug 22 Sep 22 Oct 22 Nov 22 Dec 22 Jan 23 Feb 23 Mar 23 Apr 23 May 23 Jun 23 Changes Additions Deletions Net additions 162,860 265,250 171,443 14,623 22,198 -7,575 32,084 29,404 2,680 31,025 22,334 8,691 93,246 38,130 9,279 28,851 182,782 271,892 72,712 20,111 52,601 51,435 18,010 33,425 40,843 7,364 26,393 -19,029 397,459 103,645 311,844 215,598 216,942 170,903 80,317 15,495 64,822 32,159 38,316 -6,157 76,984 58,995 17,989 43,436 15,940 27,496 42,683 12,814 29,869 86,702 26,551 60,151 End of quarter enrolment 17,259,041 17,265,284 17,274,169 17,302,252 17,357,121 17,390,519 17,371,123 17,436,045 17,428,391 17,446,514 17,476,223 17,505,259 17,565,728 Key Electoral Events SA LGA elections COR Tas LGA elections COR SM161 apply SM162 apply Vic State election COR SM166 apply SM167 apply Enrolment stimulation event NSW State election CORs SM169 apply (VIC) SM172 apply SM173 apply SM163/4 apply Vic State election SA LGA elections COR SM168 apply NSW State election SM170 apply SM165 apply Aston by- election COR SM169 apply SM171 apply Fadden by- election COR SM174 apply 17.6 s n o i l l i M 17.5 17.4 17.3 t n e m o r n E l 17.2 17.1 Jun 2023 State of the RollPage 16 of 23 --- Page 17 --- 7. Additions and Deletions to the Federal Roll National - Additions and Deletions to the Roll Over Time 100,000 90,000 80,000 70,000 60,000 50,000 40,000 30,000 20,000 10,000 0 Jun 22 Additions Deletions Trend (Additions) Trend (Deletions) Jul 22 Aug 22 Sep 22 Oct 22 Nov 22 Dec 22 Jan 23 Feb 23 Mar 23 Apr 23 May 23 Jun 23 Note All enrolments including Deletions with Federal entitlement and all ages Additions include all new and reenrolments and reinstatements Dotted lines represent the trends in additions and deletions over the period Jun 2023 State of the RollPage 17 of 23 --- Page 18 --- 8. Objections People removed from the roll in June quarter 2023 - Objections and Death Jurisdiction NSW VIC QLD WA SA TAS ACT NT National Death Apr 2023 May 2023 Jun 2023 3,247 3,606 4,402 2,993 2,634 3,271 2,369 1,933 2,736 1,185 916 1,273 973 1,036 1,195 375 314 433 148 115 211 78 63 81 11,368 10,617 13,602 * Includes Provisional, Not Naturalised, Imprisonment and Miscellaneous Jun 2023 State of the RollPage 18 of 23Section 22Section 22 --- Page 19 --- Jun 2023 State of the RollPage 19 of 23Section 22 --- Page 20 --- Jun 2023 State of the RollPage 20 of 23Section 22 --- Page 21 --- Jun 2023 State of the RollPage 21 of 23Section 22 --- Page 22 --- Jun 2023 State of the RollPage 22 of 23Section 22 --- Page 23 --- Jun 2023 State of the RollPage 23 of 23Section 22
Document 4.pdf (pdf)
Download file--- Page 1 --- MARK OFF ROLL PRELIMINARY SCRUTINY ROLL CLOSE JRP DEC VOTES EQAP ELECTOR INFORMATION REPORT MULTI / NON- VOTERS ELECTORAL EVENTS ROBUST LEGISLATED PROCESS INDEPENDENT REVIEWS & AUDITS INTERNAL AUDITS FRAUD INVESTIGATONS ARIR PRISONERS ATO DVS CITIZENSHIP CEREMONIES LICENSING DEATHS LOCAL COUNCILS GEOSCAPE SERVICES AUSTRALIA PASSPORT DATA OBJECTORS HIGH TRUST DATA SOURCES AS INPUTS AEC ROLL INTEGRITY ASSURANCE SYSTEM EXTERNAL REVIEWS & AUDITS ANAO JSCEM OAIC REPORTING COMMUNITY ENGAGEMENT PUBLICLY AVAILABLE ROLL HUMAN CHECKS & SYSTEM CHECKS HIGH INTEGRITY ROLL PROGRAM DUPLICATE DELETIONS ENROLMENT STIMULATION PROMPTS OBJECTIONS ADDRESS REGISTER MAINTENANCE FDEU SELF INITIATED TARGETED COMMUNICATION ERA PAT PROVISION OF ROLLS TO MP SELF CHECKS
Document 5.pdf (pdf)
Download file--- Page 1 --- OFFICIAL:SENSITIVE AEC Roll Integrity Assurance System Talking Points Updated 11 July 2023 Page 1 Section 22Section 22 --- Page 2 --- Page 2 Section 22 --- Page 3 --- Page 3 Section 22 --- Page 4 --- OFFICIAL:SENSITIVE Electoral events Talking points Federal elections • Additional data is collected and analysed during an electoral event to ensure the completeness and accuracy of the Electoral Roll. This includes information about: o Elector Information Reports completed by polling officials to advise of corrections to the electoral roll, to notify if an elector is unable to vote, or to notify that an elector has died. Page 4 Section 22Section 22Section 22Section 22 --- Page 5 --- OFFICIAL:SENSITIVE • Following an electoral event, updates are made to the Electoral Roll from information provided on declaration envelopes and Elector Information Reports. Page 5 Section 22 --- Page 6 --- OFFICIAL:SENSITIVE High integrity roll program Talking points Page 6 Section 22Section 22 --- Page 7 --- OFFICIAL:SENSITIVE Page 7 Section 22Section 22 --- Page 8 --- OFFICIAL:SENSITIVE Deletions (duplicate, death, and eligible overseas electors) • Removing electors from the roll to maintain accuracy and integrity is important to ensure the roll is always up to date. Deletions from the roll can occur for several reasons. Specifically, an enrolment can be deleted when: o existing records are merged (if there are duplicate enrolment records) o an elector has died • Duplicate enrolment records occur when an elector’s name appears on the current electoral roll more than once. This can occur when a State Direct, Federal Direct, or ordinary enrolment application is processed without being matched to a current enrolment. The AEC investigates and corrects duplicate enrolments on a fortnightly basis. Page 8 Section 22Section 22 --- Page 9 --- OFFICIAL:SENSITIVE • The AEC receives death notifications from a variety of sources including the registrar of Births Deaths and Marriages, electoral events, state and territory electoral authorities, Public Trustees, and members of the public. • The AEC processes death notifications from Births Deaths and Marriages monthly; and receives notification directly from relatives and interested parties. Notifications are matched to current and deleted enrolment records (e.g. where a person has been removed from the roll by objection). Once matched with a death notification, further investigation is required before re-enrolment can occur. This process is an important integrity measure that reduces impersonation opportunity. Page 9 Section 22Section 22 --- Page 10 --- OFFICIAL:SENSITIVE High trust data sources as inputs Talking points • The Electoral Act provides for the AEC to obtain and use data from other government agencies to assist in reviewing and maintaining the roll. These data sources include: o Births, Deaths and Marriage registries (in each state and territory) • Data from these sources is used to support the following roll management activities: o death deletions Page 10 Section 22Section 22Section 22Section 22Section 22 --- Page 11 --- OFFICIAL:SENSITIVE Roll management data sources Federal Direct Enrolment and Update (FDEU) Page 11 Section 22 --- Page 12 --- OFFICIAL:SENSITIVE Death notification data • The AEC employs a robust process to remove deceased electors from the roll and prevent deceased persons from being added to the electoral roll. • The AEC manages the removal of deceased electors from the roll by collecting and analysing information from a variety of sources, including advice from the elector’s family and data from state registrars (Births, Deaths, and Marriages), and other electoral authorities. • In the 12 months ending 30 June 2023, the AEC removed 145,000 deceased persons from the electoral roll. Page 12 Section 22Section 22 --- Page 13 --- OFFICIAL:SENSITIVE Page 13 Section 22 --- Page 14 --- OFFICIAL:SENSITIVE Human checks and system checks Talking points Human checks Monthly Roll Integrity Checks • As part of the Roll Program, the AEC utilises system code to generate internal lists (from the current electoral roll data) that identifies elector records with similar and or exactly matching client details. The lists are distributed to trained operators across the country. In this, operators review records on the electoral roll for applications with: o same Given Name/DOB/Address data o identical Elector Names and Addresses data o review of Electoral Twins data (‘Electoral Twins’ are different individuals with the same name and date of birth) o other potential duplicates identified for transactions processed in the last month • There are genuine instances in which two separate clients have matching details. The roll integrity checks identify genuine processing errors where a client’s existing record was not matched correctly. • An amendment is a transaction used to correct any error made by the AEC during enrolment processing. An ‘error’ can take many forms including a data entry error or incorrectly matching an elector. • A Federal Direct Enrolment Update (FDEU) transaction is corrected if the AEC has information that the transaction was wrongfully applied. Page 14 Section 22Section 22 --- Page 15 --- OFFICIAL:SENSITIVE Page 15 Section 22 --- Page 16 --- OFFICIAL:SENSITIVE Page 16 Section 22 --- Page 17 --- OFFICIAL:SENSITIVE Page 17 Section 22 --- Page 18 --- OFFICIAL:SENSITIVE Page 18 Section 22 --- Page 19 --- Page 19 Section 22 --- Page 20 --- OFFICIAL:SENSITIVE Page 20 Section 22 --- Page 21 --- Page 21 Section 22 --- Page 22 --- OFFICIAL:SENSITIVE Section 22 --- Page 23 --- OFFICIAL:SENSITIVE Page 23 Section 22 --- Page 24 --- OFFICIAL:SENSITIVE Page 24 Section 22 --- Page 25 --- OFFICIAL:SENSITIVE Page 25 Section 22 --- Page 26 --- OFFICIAL:SENSITIVE Page 26 Section 22 --- Page 27 --- OFFICIAL:SENSITIVE Questions Other remarks • On any given day we estimate that more than 7,000 people on the roll either move house or die, thereby necessitating a change in their enrolment. o These are identified through a range of mechanisms (self-initiated, death deletion, FDEU etc.) but this cannot be done on the day it occurs due to varying factors. o The AEC processes on average 10,000 transactions each day to add and remove people from the roll or make changes to address and/or name and other details – the roll is highly current and accurate. Page 27 Section 22Section 22 --- Page 28 --- OFFICIAL:SENSITIVE Page 28 Section 22 --- Page 29 --- OFFICIAL:SENSITIVE Section 22 --- Page 30 --- OFFICIAL:SENSITIVE Page 30 Section 22
Document 6.pdf (pdf)
Download file--- Page 1 --- --- Page 2 --- OFFICIAL:SENSITIVE 7. The recently approved Quality Management System (QMS) establishes the framework and principles that govern effective process development and implementation to achieve compliant and effective objectives / outcomes. The QMS Implementation Plan has the Roll being considered post Referendum and includes roll (enrolment) management (Including EQAP, electoral twins, de-duplication, fraud investigation, address register maintenance). The work of the QMS is complementary to any activities undertaken by Internal Audit. Prepared /Cleared by: 6 July 2023 Cleared by ELT: Tom Rogers, Electoral Commissioner 13 July 2023 Agenda Paper: Executive Leadership Team Page 2 Section 22Section 22Section 22Section 47F --- Page 3 --- Classification: OFFICIAL Attachment A: Roll Integrity Past Audit Activity Section 22 --- Page 4 --- Internal Audit Activity OFFICIAL 2013 Review of Roll Management (Deceased Electors) To review the processes and controls established for the processing of deceased electors to ensure the integrity of the Electoral Roll (the Roll) and compliance with the Act has been maintained. Section 22Section 22 --- Page 5 --- OFFICIAL Section 22 --- Page 6 --- Classification: OFFICIAL:SENSITIVE Section 22
Document 7.pdf (pdf)
Download file--- Page 1 --- STATE OF THE ELECTORAL ROLL Updated Printed 26/02/2023 27/02/2023 10:23 AM Section 22Section 22Section 22Section 47F --- Page 2 --- Background No: 52 Current state of the roll • The enrolment rate is calculated on a monthly basis using federal enrolments and Estimated Eligible Population (EEP) primarily based on Australian Bureau of Statistics (ABS) data. The ABS information uses census-year populations by citizenship, updated for post-census interstate and overseas migration, deaths, and population ageing, then projected to the reference date and adjusted for new citizens, pre-1984 British Subjects, those who because of unsound mind are unable to understand the nature and significance of voting, and overseas electors. Page 2 of 11 Section 22Section 22Section 22 --- Page 3 --- Page 3 of 11 Section 22Section 22Section 22 --- Page 4 --- No: 52 Page 4 of 11 Section 22Section 22 --- Page 5 --- Roll integrity • The AEC undertakes both ongoing and periodic activities aimed at maximising the integrity of the electoral roll. These include: No: 52 o removing deceased people from the roll Roll integrity activities Page 5 of 11 Section 22Section 22Section 22 --- Page 6 --- No: 52 3. Removal of deceased electors • The AEC employs a robust process to remove deceased electors from the roll and prevent deceased persons from being added to the electoral roll. • The AEC manages the removal of deceased electors from the roll by collecting and analysing information from a variety of sources, including advice from the elector’s family and data from state registrars (Births, Deaths and Marriages), and other electoral authorities. • In the 12 months ending 31 January 2023, the AEC removed 148,500 deceased persons from the electoral roll. Page 6 of 11 Section 22Section 22 --- Page 7 --- No: 52 Page 7 of 11 Section 22Section 22 --- Page 8 --- Page 8 of 11 Section 22Section 22 --- Page 9 --- Page 9 of 11 Section 22 --- Page 10 --- Page 10 of 11 Section 22 --- Page 11 --- Page 11 of 11 Section 22
Document 8.pdf (pdf)
Download file--- Page 1 --- --- Page 2 --- Roll integrity activities Page 2 of 7 Section 22Section 22Section 22 --- Page 3 --- 3. Removal of deceased electors • The AEC employs a robust process to remove deceased electors from the roll and prevent deceased persons from being added to the electoral roll. • The AEC manages the removal of deceased electors from the roll by collecting and analysing information from a variety of sources, including advice from the elector’s family and data from state registrars (Births, Deaths and Marriages), and other electoral authorities. • In the 12 months ending 31 March 2023, the AEC removed 147,700 deceased persons from the electoral roll. Page 3 of 7 Section 22Section 22Section 22 --- Page 4 --- Page 4 of 7 Section 22Section 22Section 22Section 22Section 22 --- Page 5 --- Background • The AEC exports 30 roll extracts at the end of each month and applies 37 conditional rule checks to yield integrity scores. This real-time analysis is completed on individual elements or fraud factors including: o same driver licence or passport or citizenship numbers used o elector has not voted at previous elections o number of applications submitted with the same person confirming identity o number of applications submitted in the same street and locality o number of applications submitted in the same electoral area Page 5 of 7 Section 22Section 22
Document 9.pdf (pdf)
Download file--- Page 1 --- --- Page 2 --- Background Current state of the roll • The enrolment rate is calculated on a monthly basis using federal enrolments and Estimated Eligible Population (EEP) primarily based on Australian Bureau of Statistics (ABS) data. The ABS information uses census-year populations by citizenship, updated for post-census interstate and overseas migration, deaths, and population ageing, then projected to the reference date and adjusted for new citizens, pre-1984 British Subjects, those who because of unsound mind are unable to understand the nature and significance of voting, and overseas electors. Page 2 of 9 Section 22Section 22Section 22 --- Page 3 --- Page 3 of 9 Section 22Section 22Section 22Section 22 --- Page 4 --- Page 4 of 9 Section 22 --- Page 5 --- Page 5 of 9 Section 22 --- Page 6 --- 2. Removal of deceased electors • The AEC employs a robust process to remove deceased electors from the roll and prevent deceased persons from being added to the electoral roll. • The AEC manages the removal of deceased electors from the roll by collecting and analysing information from a variety of sources, including advice from the elector’s family and data from state registrars (Births, Deaths and Marriages), and other electoral authorities. • In the 12 months ending 31 March 2023, the AEC removed 147,700 deceased persons from the electoral roll. Page 6 of 9 Section 22Section 22 --- Page 7 --- Page 7 of 9 Section 22 --- Page 8 --- Page 8 of 9 Section 22 --- Page 9 --- Page 9 of 9 Section 22