Patent Application
20060049252
The present invention relates to preparing mail pieces for delivery, in particular to satisfy requirements for mail contents that cannot include information identifying the intended recipient, for example as in a vote-by-mail system.
Voting by mail is becoming increasingly popular. Several western States use voting by mail as their primary method of voting. Voting by mail is also used extensively in connection with absentee voting. For voting by mail. a ballot package needs to be prepared by the voting authority and sent to the voter in advance of election day. The ballot package typically includes a ballot, some instructions, and a return envelope to send the ballot back in. The ballot package may also include a sample ballot and a security envelope. Different districts require different candidates/measures on the ballot. Also, within a district ballots are required for different language, different precincts, and rotation of vote choices.
To maintain voter privacy and anonymity, the ballots themselves must not include any way to identify the voter. However, there must be some way to verify that the vote came from the individual authorized to cast the absentee vote. For this purpose, the return envelope is typically signed. The signature on the envelope is compared to the signature of record for the voter to determine whether the absentee ballot can be validly counted. Once the return envelope is validated, the ballot can be removed and counted separately.
In the past, much of the work in preparing ballot package to send to voters has been done manually. Also, much of the work of receiving, validating and counting returned ballots has also been done manually. Such work has been costly, time consuming, and sometimes less reliable than desired. Some attempts at automating the processes have been tried. For example, U.S. Patent application US 2004/0041017, filed Mar. 4, 2004, (incorporated herein by reference) describes some of the difficulties and solutions for voting by mail processes.
The present invention overcomes disadvantage of the conventional methods and systems by providing making the voting by mail process more efficient and cost effective. Also, ballot packages can be processed more reliably and with greater accuracy, security, integrity, accountability and auditability. Automated processes also provide some additional privacy, because fewer people need access to voter ballots.
It should be noted that the preferred embodiments of the invention are directed to preparing ballots, and accompanying materials, to be mailed to voters and returned to the voting authority for processing and counting. However, instead of ballots, the methods and systems disclosed herein can be applicable to any kind of document. It is believed that the system is most useful for systems where the mail content includes documents, such as a ballot, that, by their nature, do not include recipient information on them. Accordingly, it should be understood that even though voting-by-mail is the preferred application for the system described herein, the system can be used to mail any kind of documents substituted for ballots.
Accordingly, a new system and method are provided for processing of incoming mailed ballot packages. An incoming ballot package includes a voter ID code and a verification signature on the envelope and a ballot enclosed within the envelope. Prior to receipt of the incoming ballots voter signatures have been electronically stored and associated with voter ID's.
Incoming ballot packages are fed and transported on automated machinery, such as a sorting machine. While transported, voter ID's are scanned. Also, the cameras are used for capturing images of the verification signatures from the ballot packages. Based on the scanned voter ID's the electronically stored voter signatures are retrieved.
Next, is a step of comparing the captured verification signatures with the stored voter signatures corresponding to the scanned voter ID's. Based on the comparison, a validation file is generated that indicates which ballot packages had verification signatures that were successfully matched with stored voter signatures during the comparing step. Finally the automated equipment sorts ballot packages using the validation file to separate validated ballot packages, where the signatures were successfully matched from unvalidated ballot packages, where signatures were not successfully matched.
The steps processing the incoming envelopes are preferably done in two passes. In a first pass the steps of scanning and capturing images is performed. The second pass does the sorting based on the signature validation results.
In one preferred embodiment, the step of comparing further comprises concurrently displaying an image of the stored voter signature with the captured verification signature. In this embodiment, the step of generating the validation file further includes receiving operator input based on the operator's judgment as to whether the displayed images were matching signatures. Alternatively, the step of comparing further comprises automated comparison of the captured verification signatures with the stored voter signatures.
The step of generating the validation file may include associating a validation indicator signal with the voter ID. In this embodiment, the step of automated sorting may further include scanning the voter ID's on the ballot packages and performing sortation based on the corresponding validation indicator signal.
The automated sorting equipment may also be arranged to open envelopes for validated ballot packages to facilitate removal and counting of ballots. The automating sorting equipment may also print validation information on the envelope of validated ballot packages. Such validation information may preferably include at least a date and an operator identification. After the printing validation information, images of the validated ballot packages may be captured and electronically stored in association with the corresponding voter ID's. Electronically storage may include associating digital signatures with the captured validated ballot package images so that the captured images may be later authenticated. Electronically storing may also include encrypting the captured validated ballot images to prevent tampering and to allow authentication of the images.
Further details of the present invention are provided in the accompanying drawings, detailed description, and claims.
The improved ballot processing system includes complementary features that are useful for many different aspects of an absentee voter, or vote-by-mail, system.
Next, mail preparation software 6 can be used to update address lists, or to put voter mailing addresses into a preferred postal format. At step 7, the ballots and accompanying materials are assembled and inserted into envelopes to be transported by the United States Postal Service (USPS) 8 to the voter 9. The voter 9 indicates her voting choices on the ballot and places it in the provided return envelope 10. At step 11, the USPS returns to ballot to the voting authority. At step 12, the voting authority receives and verifies the ballots to be opened, sorted, counted and tallied in step 13. Any changes to voter information or preferences as part of the voting-by-mail process can be used to update the voter files 2.
File Preparation
The current AV file 23 typically includes data 28 for voters in the jurisdiction. Data 28 might typically include voter name, address, ballot style, precinct, and voter ID. Different precincts most likely require a variety of different format ballots to be provided to the voter. Also, different ballot styles may be necessary for different languages required by voters.
The CASS software module 24 includes software to standardize addresses to conform with postal regulations, and appends zip+4 zip codes. The standardized and enhanced addresses (along with the rest of the enhanced data) are filed in the enhanced AV file 30, so that the cleansed addresses can be applied to the mail with an ink jet printer 32 connected to the mail preparation equipment.
A move update module 25 checks the voter file 23 against the USPS database of people who have moved. If the move update module 25 finds that an individual has moved, then the file preparation module 20 creates a move update file 21 to provide to the voting authority. The voting authority can then use the move update file to amend its current voter registration file 22, which in turn will modify the current absentee voter file 23.
Presort software module 26 can rearrange the list of voters so that mail going to voters in proximal postal delivery areas, such as the same zip code, can be prepared together. Thus, using the presort software module 26, presorted batches of created mail can meet postal regulations in order to receive postage discounts. Based on the presort software 26, the enhanced AV file may include flags to indicate priorities for grouping the creation of mail pieces.
The PLANET code generator 27 is used to create one or more unique barcodes to be associated with the voter identification and the enhanced voter file 30. PLANET codes are proprietary USPS barcodes that are used to track mail pieces as they travel through the postal delivery system. In a first embodiment, the enhanced AV file 30 is updated to include a return PLANET code (see exemplary enhanced AV file 28′), that will allow tracking of the return mail piece from the voter back to the voting authority. In another embodiment, discussed in connection with
The present invention is preferably used in connection with a “ballot on demand” system. In such a system AV file preparation module 20 identifies how many of each style of ballot are required to satisfy the list of absentee voters from current AV file 23. An enhanced BOD (ballot on demand) file is created identifying the exact number of ballots of each style that need to be created. A laser printer 31 can be used by the voting authority to create the ballots 33.
A ballot on demand system is preferred to older style systems in which the voting authority would order estimated quantities of ballots of all the different styles from an offset printer. In order not to run out of ballot styles under the old system, extras had to be ordered, often leading to many wasted ballots and other materials. Also, if it is determined that if an error occurred in creating a voter's ballot package, then the appropriate new materials can be easily printed on demand to make a new package.
Ballot Package Components
In
Barcode 39, of the embodiment in
This inbound tracking code can give the voting authority advanced notice of quantities of incoming return ballots. This notice can assist in planning staffing and schedules for personnel to count the ballots. Fraud detection is an additional benefit of this tracking scheme. If the number of tracked mail pieces does not match the number of ballots counted, then there is likely a problem that needs to be investigated. For example, if one thousand ballots were tracked in the mail, but only eight hundred were processed and accounted for, then a problem may have occurred.
If inserter 40 is a table-top inserter, that embodiment will likely require that the inserted ballot packages be carried from the output of inserter 40 to an input feeder 42 of an auto ballot mailer machine 41. For the higher volume applications, the inserter 40 will be directly interfaced to the auto ballot mailer machine 41 and the feeder 42 will instead be a transport interface transport linking the two.
An important aspect of the present invention is that the inserter 40 need not have any intelligence about whom the ballot will be sent to. The processes requiring intelligence, such as matching a voter with the ballot, are all carried out within a relatively short span of equipment located at the end of the process. By limiting the intelligence to the last part of the process, the opportunity for errors to occur is limited to a small portion of the equipment. In this way integrity is more easily maintained. Also, this approach allows conventional inserter equipment to be easily adapted for use with voting by mail without any special programming for intelligence.
It is the output device 43 that includes the scanning equipment and the intelligence to determine who will be receiving the ballot packages. The output device 43 (describe further in
Downstream of the output device 43, a mailing machine 44 may be used to print the appropriate postage mark on the carrier envelope 37. Mailing machine 44 would preferably be a Pitney Bowes DM series postage meter. Finally, an output stacker 45 can be used to neatly stack the finished ballot packages to be transferred to the postal service.
A scanner 52, positioned above the transported ballot package 51 in this embodiment, scans voter identification information from the front 51F of the ballot package and provides the information to the system controller computer 54. A second scanner 53, in this embodiment positioned below the transported ballot package 51, scans the ballot style code through the back window of the carrier envelope on side 51B. The system controller computer 54 confirms from the enhanced AV file 30 that the voter identification obtained from scanner 52 correctly corresponds to the ballot style code read with the second scanner 53. Preferably, an integrity check record for each ballot package is sent to an output file 59.
If the ballot style does not correctly match the voter, an error signal 56 is generated, and record is created in a reprint file 57 indicating that the ballot package for that particular voter must be recreated. Mail pieces 55 that pass the validity test are transferred to an output stacker device 50. Output stacker device 50 can perform sorting on the finished ballot packages to receive optimum postal discounts. Also, a camera 58 on sorter 50 can be used to capture an image of the front 51F of the ballot package. The captured image can then be associated with the output file 59 so that an operator at a workstation 60 can view the integrity status information from output file 59 along with an image of the ballot package.
In the preferred embodiment described above, camera 58 is a high speed imaging camera such as those known in the art and available from Lake Image Systems, Ltd. from the United Kingdom. Controller computer 54, or any computer described herein, is preferably a conventional personal computer. Alternatively, the computer can be a dedicated processor associated with the corresponding equipment. Sorter 50 is preferably a high-speed, high volume, sorter such an Olympus model sorter available from MailCode, Inc. of Lafayette, Ind.
Stuffed ballot packages 67 from inserter 40 are transferred directly or manually to the auto ballot mailer machine 41. In the preferred embodiment, ballot packages 67 received from transport or feeder 42 are processed by a device 78 to verify that the package 67 includes the expected quantity of contents. Device 78 is preferably a thickness detector that will generate an error signal if the package 67 is too thick. A package 67 that is too thick might indicate that more than one ballot 34 is enclosed within, and it is undesirable that any voter receive more than one ballot. Device 78 could also be a scale that dynamically weighs packages 67 and compares their weight against expected criteria. When an error is detected by device 78, a diverter 70 removes the flawed package from further processing.
Prior to reaching the auto ballot mailer machine 41, the stuffed ballot packages 67 do not include any indication of an intended recipient. Within its discrete processes the ballot mailer machine 41 identifies the intended recipient and marks the ballot package 67 accordingly. A scanner 72 reads the style code 38 showing on the back of the ballot package 67 and transmits the style to controller computer 71. The controller computer 71 accesses the enhanced AV file 30 that includes lists of voters, and the corresponding ballot types that they are supposed to receive. The controller computer 71 selects a next voter with a ballot type corresponding to the scanned style code 38, and instructs the printer 32 to print the voter's name, address, voter ID code, and other tracking information onto the back of the reply envelope, through the open window FW in the front of the ballot package 67.
After printing, an audit camera 73 captures data printed on the ballot package 67 and sends the data to the controller computer 71. Controller computer 71 validates that the decoded data includes the voter the data expected for that package, and updates the status in the output log file. If an error is detected, controller computer 71 controls diverter 74 to remove the erroneous package.
Also, audit camera 73 can be used to capture an image of the face of the ballot package 67. This image is associated with the voter record and is stored in the image archive 77. After processing a run of ballot packages, the controller computer 71 checks the enhanced AV file 30 to determine voters for whom a finished and validated ballot package has not been prepared. The list of unserved voters is stored in an exception file 76 which is used in turn to create ballots on demand of the appropriate type needed. Print information for creating the replacement ballots is included in the ballot on demand file 29.
Scanner 72 and audit camera 73 are preferably high speed image capture cameras such as those from Lake Image Systems. The controller computer 71 is a conventional personal computer. Controller computer 71 may also be more than one computer that shares information between different nodes of the system. Printer 32 is a conventional address and/or barcode printer such as the kind available from Prism, Inc. of Duluth, Ga.
In the figures, barcodes B and P are depicted as having a particular orientation with respect to the mail packages. However, it will be understood by one of skill in the art that the barcodes can have any orientation, and be read. In particular, in an alternative embodiment, the barcodes may be turned by ninety degrees so that the long dimension is parallel to the direction of travel of the envelopes.
Inbound Ballot Package Processing
The captured images from the signature verification file 94 and a recorded image of the voters signature from the current voter signature file 95 are transmitted to a workstation 96 for validation. In the preferred embodiment, an operator compares the signature from the envelope with the signature from the voter's record. Alternatively, the signature from files 94 and 95 could be compared with known signature analysis software. The voter's electronically stored signature in file 95 is obtained at the time the voter registers to vote.
Based on the comparison done at computer work station 96, a validation file 97 is generated. For each envelope 36 for which the signature was examined, the validation file 97 indicates whether the validation was successful or not. The validation file 97 is provided to sorter 91 which again processes the entire set of envelopes 90. Envelopes 90′ that were successfully validated are separated from unvalidated envelopes 98. Unvalidated envelopes 98 must be specially handled to determine if they should be counted.
Preferably, the sorter 91 also includes a printer that prints a time and date stamp and an operator identification for the validation. Also, an image of the face of the validated envelope 36′ can be captured and stored in an image archive file for future reference.
Outbound and Inbound Tracking
At step 141, the process for applying the tracking codes begins by creating a pair of PLANET codes. The identity of the related pair of codes is stored for future use. Preferably, the codes may also be related to each other by a predetermined formula. For example, the second code may be one digit greater than the first.
PLANET codes are selected because that is the barcode format used by the United States Postal Service to allow tracking of mail pieces. However, any other type of code could be substituted. Once the pairs of PLANET codes 143 are created, a first PLANET code is printed on the front of the ballot return envelope. The second PLANET code is printed on the back of the ballot return envelope. At step 145 the ballot package contents, with the return envelope, are inserted into a carrier envelope.
At a next processing step 147, the second PLANET code, now the outbound tracking code, is scanned through a front opening in the sealed carrier envelopes 146. Next, the ballot style code is scanned from the ballot through another opening on the back of the carrier envelope at step 148. At step 150, the next voter is selected from the cleaned and sorted AV file 149 whose required ballot style matched the ballot type scanned in step 148. The selected voter's name, address and delivery point bar code are printed onto the back of the return envelope through a window in the carrier envelope (step 153).
Optionally, a final scan is performed after printing to capture the outbound PLANET code, the delivery point barcode, and the ballot style (step 154). This scan is used to verify that the information all matches as expected, and to update an audit record 151. Finished and sealed envelopes 155, are then ready for transmittal to a delivery service.
In a first embodiment of the dual tracking code feature, the paired tracking codes are not pre-printed on the reply envelopes 36. Thus, exemplary regions 151A, and 152A have blank areas where PLANET codes can be printed later on. In the preferred embodiment, however, the return envelope 36 has paired PLANET codes pre-printed in the voter address region 151 and the return address region 152, as shown in examples 151B and 152B.
The back 37B of the carrier envelope includes another window 161 through which the ballot style code can be read. For the embodiment where the dual codes need to be printed, then the inbound PLANET code is printed through window 163 onto the enclosed return envelope 36.
Next, in
Views 172 and 173 show the assembly of ballot package components for the embodiment where the pair of PLANET codes is printed after assembly of the package. In this embodiment, the return envelope 36′ has a large flap that folds across the main body of the ballot 34. A portion of the ballot 34 having the style code is folded under a lower portion of the return envelope 36′ so that the style code will still be visible through window 161 when the assembly is inserted. Then the PLANET code pair can be printed with the outbound one printed through window 160, and the inbound one is printed through window 163.
In this embodiment, where printing occurs after assembly of the package, printing is required on both sides of the ballot package. This can be done by having printers both above and below the package transport. Alternatively, the transport can be modified in a known way to flip the packages to be printed on both sides.
Although the invention has been described with respect to preferred embodiments thereof, it will be understood by those skilled in the art that the foregoing and various other changes, omissions and deviations in the form and detail thereof may be made without departing from the spirit and scope of this invention.
This application is a continuation of provisional application 60/608,402, filed Sep. 8, 2004, titled Automated Mail Creation and Processing System with Verifiable Integrity, which is hereby incorporated by reference in its entirety.
| Number | Date | Country | |
|---|---|---|---|
| 60608402 | Sep 2004 | US |
