Paper Ballot Election Solutions
Survey & Ballot Systems (SBS) provides paper ballot voting solutions to ensure accurate, safe, and smooth election processes for your organization. Whether you typically provide mail-in paper ballot options to your voters or prefer to conduct elections that combine online and paper methods, you can trust our paper ballot solutions to encourage participation and streamline the voting process.
Our Paper Voting Solutions
From design review to final production, SBS ensures every ballot is printed correctly and ready for distribution. Ballots can be fully customized to reflect your organization's needs, including logos, branding, ballot language, layouts, candidate order, write-ins, voting options, QR codes, and election-specific instructions. Rigorous quality assurance helps ensure accuracy before ballots ever reach voters.
When you choose SBS for paper voting, you can enjoy a range of services tailored to meet your needs. Our paper ballot or paper proxy options include:
- Custom ballot designs: We offer multiple ballot sizes in different formats to help you find one that speaks to your organization.
- Envelopes: Our envelopes come in a range of colors, styles, and sizes. We also offer postal permits to ensure the best rates for shipping.
- Additional materials: We can include any supplementary printed materials with your ballot, such as candidate biographies, bylaw information, meeting notices, and financial information.
Testimonials
“We know all the ballots are sent to SBS and tallied there – we don’t see any of the results until election night, just like the members. It gives us peace of mind. We can confidently tell our members that we have no involvement in the results, and they can trust the election process.”
-Kallie Baxter, Todd-Wadena Electric Cooperative
Multiple Voting Options
Our mail-in paper ballots can be a standalone voting option. Alternatively, you can combine them with another voting method, such as virtual or onsite voting. In addition to mail-in ballots, we offer paper components for the following:
- Onsite balloting
- Postcards
- QR codes
- Special letters
The Benefits of Our Paper Ballot Voting Solutions
SBS offers paper ballot voting options designed to increase your election’s security, accuracy and efficiency. We use a proven process that includes:
A sophisticated chain of custody: We closely follow and accurately document election mailings so you can trust that they remain secure and valid.
Comprehensive quality assurance:Â From address proofing to camera systems that match inserts to envelopes, our processes assure quality.
Stringent security standards: We follow tight security protocols, such as storing physical ballots in a securely locked vault, to ensure the integrity of your election.
Trustworthy results:Â Administrators can watch a private live stream as SBS opens, scans, reviews and counts votes.
Ballot Solutions
SBS manages every step of the paper ballot process with documented chain of custody controls and proven election expertise. As a full-service election partner, this includes ballot and envelop design, printing, mailing, tabulation and retention.
Whether you're conducting a annual election, proxy vote, capital expenditure, or shareholder votes, SBS delivers secure, fully managed paper ballot services with customizable ballot designs and documented chain of custody controls.
- Director elections
- Mergers
- Bylaw votes
- Contract approvals
- Articles of incorporation
Why SBS?
Accurate results you can trust.
Our experienced election specialists use proven processes and technology to accurately capture and tabulate paper ballot responses while upholding voter integrity. Paper ballots are scanned using secure processing and tabulation technology, and any questionable marks identified during the scanning or imaging process are reviewed by SBS election specialists. This careful review process helps ensure voter intent is accurately reflected while maintaining the integrity and accuracy of the final results.
- Accurate ballot scanning
- Quality assurance reviews
- Procedures for handling damaged or unclear ballots
- Accurate vote tabulation and reporting
- Integrated management of paper and online votes
Tools for Boosting Election Turnout
At Survey & Ballot Systems (SBS), we’ll collaborate with you to discover your priorities and determine which of our solutions align with your election goals. We also offer several additional election services to reduce your administrative load, increase voter participation, and improve member satisfaction. Here are the services we offer:
Election Analytics
Election analytics turn your data into actionable insights, helping you analyze member behavior and improve participation.
Explore Election Analytics Features
One-Click Voting Links
Expand participation with one-click voting links. When you opt for this service, we’ll send one-click voting links to your voters’ emails that takes them directly to their ballot — no username or password setup needed.
Inside One-Click Voting Links
QR Codes
Incorporating QR codes on election resources, like fliers, posters, and mail-in ballots, can direct members straight to your voting webpage or directly into their ballot.
Harness the Impact of QR Codes
Single Sign-On
Single sign-on (SSO) significantly simplifies online voting by allowing members to log in through your website’s member-only portal using their existing credentials. Once logged in, voters are directed to the election website and their ballot — no need for new usernames or passwords.
Simplify with Single Sign-On
Voting Participation Reminders
SBS offers targeted voter reminders through postal mail, iCalendar alerts, automated texts, and email notifications. Ideal for member organizations with a diverse voter pool, these voting reminders are a proven way to increase participation in elections.
Enhance Voter EngagementFrequently Asked Questions
Basics
How does paper ballot voting work with SBS?
SBS manages the printing, mailing, collection, and tabulation of paper ballots for organizations that want to offer voters a traditional voting method. Paper ballots can be used on their own or as part of a hybrid election alongside online or in-person voting.
In what scenarios are paper ballots typically used?
Paper ballots are a versatile choice for a variety of organizational needs, including director elections, mergers, bylaw votes, contract approvals, and voting on articles of incorporation.
Which types of organizations benefit from mail-in paper ballots?
Since 1990, SBS has provided customized paper voting solutions for many member-based organizations, including cooperatives, credit unions, labor unions, homeowners associations (HOAs), and mutual insurance companies.
Key Features
What customization options are available for ballots and envelopes?
SBS offers custom ballot designs in multiple sizes and formats to suit your organization’s specific needs. Additionally, envelopes are available in a range of styles and sizes, with postal permits provided to ensure the best rates for shipping.
Can supplementary materials be included with the ballot mailing?
Yes. SBS can include additional printed materials alongside the ballot, such as candidate biographies, meeting notices, bylaw information, and more, to ensure voters have all the information they need.
What other printed election materials does SBS offer?
In addition to paper ballots, SBS can print and mail postcards, special letters, onsite voting materials, and other election communications featuring QR codes that direct voters to their online ballots.
Is support provided throughout the paper voting process?
Yes. SBS provides full-service customer support led by an experienced project manager. This dedicated team ensures the project stays on schedule and aligns with your organization's specific requirements and goals.
Security & Trust
How is the security of election mailings guaranteed?
SBS utilizes a sophisticated chain of custody process. We closely follow and accurately document all election mailings to ensure that every ballot remains secure and valid from the moment it is sent until it is counted.
Can administrators monitor the opening and counting of ballots?
Yes. SBS allows administrators to observe the opening and counting of ballots either onsite at our office or through a private live stream. Administrators can watch as our team opens, scans, reviews, and counts ballots in real time to provide trustworthy and transparent results.
What quality assurance measures are used during the mailing process?
To ensure accuracy, SBS employs comprehensive quality assurance protocols, including address proofing and specialized camera systems that match specific ballot inserts to the correct envelopes.
Learn More About Our Mail-in Voting Options
SBS proudly maintains a tradition of success and client satisfaction, so you can trust our dedicated service to benefit your organization. We have the accurate, secure and efficient paper voting solutions you need to streamline and enhance your election process. Contact us today to learn more about our mail-in voting options.
