A result PDF is easy to read, but evidence also depends on original documents, ballots, versions and verification records. Prepare an orderly decision file, not just a polished summary.
Keep the proposed decision, agenda or notice and the attachments supplied to participants. Record the version, delivery date and process window. A later edit must not obscure what participants actually considered. The current file can differ from the historical version used in a vote.
Retain the basis used to identify eligible participants and count votes, alongside required mandates and other lawfully collected evidence. Do not publish all these records online. Grant access according to responsibility, purpose and applicable data-protection requirements.
Check the voting window, participation, choices, applicable counting rule and result status. Distinguish paper records from electronic ballots and prevent duplicate counting. Pending or rejected records must not appear to be accepted counted votes. Flag missing information rather than filling it with assumptions.
A printed name, signature image or signed label does not by itself establish a qualified signature. Where electronic signing was used, retain the original signed file and available validation evidence. Printing a PDF again may not preserve the original cryptographic signature. Assess signature level and validation status separately.
Protocol, evidence and original-document archive exports are implemented subject to user permissions and process mode. The protocol summarises platform records; the archive must also identify missing originals. Downloading a file does not certify that everyone signed with a qualified signature. Production Smart-ID signing remains inactive, so that outcome is not currently promised.
A secret ballot must not automatically produce a named ballot export. Check the voting mode and the recipient's access rights. Supply the data necessary for the handover purpose rather than the largest possible dataset. Verify that files open, archive contents match the summary and no other building's documents have been included.
Sources reviewed on 11 October 2026. The ministry's 2021 explanation provides historical context, not a substitute for the current consolidated law. Before a formal decision, check current legislation, association rules and the question-specific procedure with a competent professional. This guide prescribes no universal majority or quorum.
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