Approved by Decision # 27/103
adopted by Central Election Commission
of the Rrepublic of Azerbaijan,
dated on May 27, 2006
INSTRUCTION
on the rules for preserving official documents related to the conduct of elections in the Republic of Azerbaijan
Rules for preserving and canceling official documents related to the conduct of elections in the Republic of Azerbaijan shall be regulated pursuant to Article 111 of Election Code of the Republic of Azerbaijan (hereafter referred to as – Election Code) and this Instruction.
1. Rule for preserving official election documents
1.1. Second copy of the final protocol on voting results compiled by Central Election Commission of the Republic of Azerbaijan (hereafter referred to as – Central Election Commission) and the documents attached to it, first copy of the protocols on voting results compiled by Constituency and Precinct Election Commissions (Con.EC and PEC) and the documents attached to them, financial reports of election commissions, final financial reports of the registered candidates, political parties, political party blocs and campaign groups on referenda shall be preserved at Central Election Commission at least within a year pursuant to Article 111.2 of Election Code since the day of official publication of the decision on the appointment of the next elections.
1.2. Second copy of Con.EC protocol and the documents attached to it shall be preserved by Con.EC Secretary till the end of the activity of the commission pursuant to Article 107.5 of Election Code.
1.3. Second copy of PEC protocol on voting results and the documents attached to it shall be preserved by Con.EC Secretary till the end of the activity of the commission pursuant to Article 106.8 of Election Code.
1.4. Ballot papers and voting cards shall be delivered to the Con.EC two days prior to the day when the term of PEC activity ends. Ballot papers and voting cards shall be preserved at Con.EC at least within 6 months since the day of official publication of electoral results.
1.5. Voter lists shall be preserved at Central Election Commission within 5 years.
2. The rule for the cancel of official documents related to the conduct of elections
2.1. After preserving first copy of PEC and Con.EC protocols on the voting results and documents attached to them, financial reports of election commissions, final financial documents of the registered candidates, political parties, political party blocs and campaign groups on referenda at Central Election Commission at least within a year since the day of official publication of the decision on the appointment of the next elections pursuant to Article 111.2 of Election Code, if they were not included in the list of the documents to be turned over to the state archives by State Record Office, then they shall be canceled by being burnt.
2.2. Second copy of PEC and Con.EC protocols and the documents attached to them shall be canceled later than when the activity of commissions ends.
2.3. Third copy of PEC protocol shall be canceled by being burn after being hanged on the information board within 5 days.
2.4. Third copy of the protocol compiled by Central Election Commission and copies of Con.EC protocols shall be canceled by being burnt after being preserved on the information board within 15 days.
2.6. Ballot papers and voting cards shall be canceled by being burnt after 6 months since the day of official publication of electoral results.
2.7. Voter lists shall be canceled by being burnt after being preserved at Central Election Commission within 5 years.
2.8. The cancel of the documents the cancel of which are considered at PECs and Con.ECs shall be implemented by chairmen of these election commissions via the decisions adopted by relevant commissions and the cancel of the documents the cancel of which are considered at Central Election Commission shall be implemented by Secretariat of Central Election Commission.
