Introduction – Trust at the Core of Global Governance
“Archives are the memory of nations and societies. They shape identity and are a cornerstone of the information society.”
This statement perfectly captures the mission of the International Council on Archives (ICA): preserving collective memory and strengthening trust in institutions worldwide.
With more than 2,000 members across 149 countries, ICA brings together archival professionals and institutions around a fundamental question:
Can we trust archives?
Trust lies at the heart of ICA’s mission — and naturally extends to its own governance. Each year, the ICA General Assembly is a key moment of transparency and democratic decision-making, requiring processes that are secure, inclusive, verifiable, and representative on a global scale.
Choosing a Secure and Accessible Online Voting Solution
After several disappointing experiences with other online voting platforms — often too rigid, unreliable, or poorly suited to an international audience — ICA was looking for a solution that could combine:
- Ease of use for a global membership
- High security and auditability
- Expert support before, during, and after the vote
ICA selected Voteer to organize a hybrid General Assembly, bringing together members on-site in Barcelona and remotely via Zoom, using a single, secure online voting platform.
To learn more about the secure online voting solution used by international organizations, explore the Voteer platform.
A Hybrid General Assembly: In-Person and Remote Participation
ICA’s objective was clear: enable all members to participate equally, regardless of location, while maintaining the same level of reliability and security.
With Voteer, the distinction between in-person participants and remote participants was handled seamlessly. Attendance tracking, proxy management, online voting, and Q&A were centralized within a single, intuitive platform, ensuring a smooth and consistent experience for all participants worldwide.
Voteer supports multiple online voting formats, designed for hybrid General Assemblies and global organizations.
Key Features Supporting Transparent Global Governance
The General Assembly relied on several core Voteer features:
- Digital attendance tracking with QR code, enabling fast and verifiable check-in for on-site participants
- Targeted email reminders to maximize international participation
- Flexible proxy management, fully compliant with ICA’s representation rules
- Q&A opened at the time of the official notice, encouraging early and transparent debate
- Live online voting, accessible simultaneously in Barcelona and via Zoom
- Real-time vote counting and result sharing, both in the room and online
- Backstage access, giving ICA full autonomy to monitor and manage the event in real time
Operational and Technical Support at Every Stage
Voteer’s team supported ICA before, during, and after the General Assembly, including on-site assistance in Barcelona to ensure perfect coordination between local and remote teams.
Every step — from AGM preparation to result publication — was anticipated, tested, and secured, providing ICA with full peace of mind.
“Organizing our General Assembly with Voteer was a smooth and reassuring experience. The platform allowed us to manage every stage, from Q&A to online voting, with outstanding simplicity and reliability. This end-to-end support, fully aligned with our mission of trust and transparency, made all the difference.” — Clémence Almeras, Website and IT Coordinator, International Council on Archives
Results: Transparency, Efficiency, and Trust at a Global Scale
The General Assembly ran flawlessly, with a high participation rate and a smooth live voting process. Results were shared instantly both in Barcelona and online, reinforcing member confidence in the decision-making process.
After two unsatisfactory experiences with other providers, ICA found in Voteer a partner fully aligned with its standards — a solution that embodies the same values upheld by the Council itself: trust, transparency, and the reliable preservation of proof.
