EXCERPT FROM THE MINUTES OF THE REGULAR EN BANC MEETING OF THE COMMISSION ON ELECTIQNS rie omens HELD ON MARCH 24, 2015 ees tis SiC) FON ELECTIONS Ma ae Present: EDUCATICN TS aHPDRMALICN DEPARTMEN Acting Chairman Christian Robert S. Lip, ps ge = Commissioner AIA. Parrefio RECEIVED Commissioner — Luie Tito F. Guia, +n i | Commissioner amar Lim oe (ne aL l| XXX % 5/0256. IN THE MATTER OF THE ADDITIONAL REMEDIAL MEASURES TO BE UNDERTAKEN BY ELECTION OFFICERS (EOs) FOR PROTECTION OF REGISTRATION RECORDS This pertains to the Memorandum dated March 20, 2015 of Director Teopisto E. Elnas, Jr., Election and Barangay Affairs Department, as referred by Executive Director Jose M. Tolentino, Jr, on the Additional Remedial Measures to be undertaken by Election Officers (EOs) for protection of registration records. The Memorandum of Director Elnas reads: “This pertains (0 Minute Resolution No. 15-0152 dated February 24, 2015 which directed the Election and Barangay Affairs Department to submit recommendation on the remedial measures to be undertaken to ensure that the. applicants whose biometrics are no longer available due to the failure of the Election Officers to create daily back-up will not be delisted in the forthcoming election. In Minute Resolution No. 14-0597 dated August 19, 2014, the following remedial measures were approved by the Commission En Bane in order to address the problem in case of corrupted database, as follows. 1. Request for the recapturing of biometrics data shall be submitted (o the EBAD, with the following attachments: a. Certification of the CVL Technician stating the fact that the record of the concemed Voters Registration System (VRS) but the biometrics data is corrupted or erroneously encoded; and b. Copy of the Voter's Registration Record. 2. EBAD shall forward the verified request to the Information Technology Department (ITD) which shall validate the said certification and which shall provide technical assistance to the requesting Office of the Election Officer (OEO). After verification and approval, the ITD shall release the required passwords to allow the system to recapture the biometrics. 3. Upon approval of the said request, the Election Officer (EO) concerned shall notify the affected voters to appear before the OEO to have his/her biometrics taken during the registration period. 4, In taking the biometrics data, the OEO shall undertake the following: a. Print the VRS generated Voter Certification, sign, annotate it with the phrase ‘FOR BIOMETRICS RECAPTURING’, and attach the same to the Voters Registration Record, i ofPage 2 of MLR. No. 15-0258 a ‘ b. Delete the subject record with INCORRECT ENTRY as reason for the deletion. c. Encode the demographies information of the voter and capture the biometri¢s data under REGISTRATION type of application. 5. Immediately thereafter and prior to the printing of the LIST OF APPLICANTS for the current period, the EO shall report to the ITD the . Said VRS transaction and request for technical assistance. 6. The ITD shall immediately cause the restoration of the original date of registration as well as the type of application and shall ensure that the said transaction is properly accounted for without affecting the accuracy of the data in the Quarterly Progress Report (QPR). 7. Requests for recapturing of biometrics for the purposes of changing the biometrics data of a voter shall ke counted under the general category Application for Change/Correction of entry, without affecting the entries provided for in the QPR. This kind of request shall undergo Election Registration Board (ERB) hearing and approval. The ERB shall be required to reflect in their Minules of Hearing, among others, the specific number of requests filed, approved or denied for the change/recapture of biometrics data. In addition to the foregoing remedial measures, this Department hereby further recommends the following actions to be undertaken by the Election Officers, to wit: A. For new applicants: 14. Send final notices with waming that their applications will be disapproved by the Election Registration Board (ERB) if they fail to submit for biometrics recapturing; 2. Recapturing of biometrics data shall be given priority during the remaining registration period; and 3. The conduct of satellite registration and validation in the areas affected by the corrupted database shall be given preference. B. For Old registration records: 1. Request for back-up of database shail be made to the Information Technology Department (ITD); and 2. In the absence of back-up database due to the non-submission of SNPDAT to the ITD after the ERB hearing, the procedures provided in item A shall be observed except the requisite of ERB approval/disapproval. However, this Department would like to emphasize that the foregoing remedial measures will not exonerate those ening Election Officers from any administrative sanction for failure on their part to comply with the mandatory requirement of creating back-up files for the newly captured records during the registration period. : Respectfully submitted for your Honors’ information.” The Commission RESOLVED, as it hereby RESOLVES, to apprave the recommendation of the Election and Barangay Affairs Department. that in wtPage 3 of MR. No. 15-02u6 addition to the remedial measures in Minute Resolution No. 14-0597, the Election Officers shall undertake the following actions for protection of registration records, to wit: ‘A. For new applicants 3 1. Send final notices with warning that their applications will be disapproved by the Election Registration Board (ERB) if they fail to submit for biometrics recapturing; 2. Recapturing of biometrics data shall be given priority during the remaining registration period; and 3. The conduct of satellite registration and validation in the areas affected by the corrupted database shall be given preference B. For old registration records: 1. Request for back-up of database shall be made to the Information Technology Department (ITD); and 2. In the absence of back-up database due to the non-submission of SNPDAT to the ITD after the ERB hearing, the procedyres provided in Item A shall be observed except the requisite of ERB approval/disapproval. RESOLVED, however, that the foregoing remedial measures will not exonerate those erring Election Officers from any administrative sanction for failure on their part to comply with the mandatory requirement of creating back- up files for the newly captured records during the registration period Let the Election and Barangay Affairs Department and the Information Technology Department implement this Resolution SO ORDERED. CHRISTI‘ RORERT S. LIM Acuny Cnairman oo Commissioner ARTH D. LIM Commissioner Gx Acting Charman Ail Cammistoners Exocutive Director Deputy Execitive Director for Operations Doputy Executive Directo fr Adminstration Election and Barangay Affairs Department Information Technology Department F ar