Sub: EPIC & Continuous Updation- Reg. Abstract from Circular issued by CEO West Bengal

(1) Regarding last mile EPIC coverage:

Although a good number of EPIC is prepared and distributed on NVD across the state, the task of last mile EPIC coverage still remain incomplete. Large scale EPIC programme in decentralised manner should, therefore, continue. Merging and preparation of EPIC should be continued using the same EPIC database that has been used before NVD. Care should be taken to prepare EPICs free of errors. Also Correction of erroneous EPICs should be given due importance.

(2) Regarding preparation of Supplement-2:

“Roll Data Entry” software will be provided shortly to enter data for Supplement-2 (continuous updation) which would be finalised on the last date of nomination. The Addition list of Supplement-2 will contain photographs of new electors. New electors mean those who appear in the electoral roll for the first time through continuous updation process started after final publication of roll’11. Photographs of existing electors whose photographs are merged after final publication’11 will appear in the “Correction List” of Supplement-2. Existing electors mean those who are already enrolled in the finally published roll’11. After completion of roll data entry in respect of Supplement-2, using “Roll to EPIC” utility software the new electors’ entries will be copied into the existing EPIC database. Then EPIC will be prepared for the new electors from the EPIC database by scanning & merging. The next step is merging of EPIC database with Roll Database using “EPIC to Roll” utility software. Finally, the Supplement-2 PDF will be generated from the Roll Database. The “Roll to EPIC” and “EPIC to Roll” utility software will be provided in due course. (3) No Section wise sorting in the List of Addition of Supplement-2:

One very important point in connection with Supplement -2 is that the electors in the addition list will not be sorted Section wise. Since serial numbers of the electors are to be communicated to them immediately after disposal (for accepted cases), the serial nos. of the electors could not be changed later and that is why Section wise sorting is not possible in Continuous updation (Chapter VIII, Para 21 of Handbook of EROs,2008). It may be noted that Roll Data Entry Software used in summary revision has the feature of sorting electors Section-wise. Now the Software is being modified so that electors are not sorted Section wise and Serial Numbers are not changed during data entry. (4) Communication of the result of disposal under Continuous Upadtion Process :

In every case where applications under Section 22 & 23 are allowed, that fact should be communicated to the applicant. In this regard, instructions contained in Chapter VIII, Para 34 of Handbook of EROs, 2008 should be followed strictly. (5 No suo-motu deletion except confirmed death case:

Provisions of Suo-motu deletion should not be resorted to during the current phase of continuous updation except in confirmed death cases, that too with documentary evidence (Chapter VIII, Para 30 of Handbook of EROs,2008). (6) Control Table Correction:

For the purpose of top sheet information corrections, software will be provided soon so that district can make such corrections at their end. The Supplement -2 that would be finalised on the last date of making nomination will have the corrected top sheet. (7) Web reporting:

The progress of Continuous updation and EPIC preparation and distribution should be furnished through web reporting system on weekly basis (every Friday) without fail.

I had VC with ROs today. As discussed, please prepare EPIC photography and image collection programme to cover 100 % electors.