Establish a deadline for patches or modifications to prevent unnecessary confusion.
Create a timeline for election preparation. If you are introducing
DREs, expect to quadruple the amount of time necessary for preparing
precinct-specific units. Preparation, testing and staging all require
Conduct a risk analysis - where are you most vulnerable to problems?
At what points are the system - both the administrative system and the
machines - most likely to break-down. For example, is there an
indispensable person? If so, develop a plan for dealing with his/her
absence. Develop contingency plans, such as off-site storage of all
software and data.
Cross-train election staff to perform multiple tasks.
Ensure all software, including patches, is certified.
New York uses bar codes to track delivery of lever machines in anticipation of transitioning to DREs.
Develop sound documentation of all election administration
procedures that will allow you to identify the cause of problems after
an election. Keep a log of receipt of equipment and software, who
performed the programming and testing, and delivery to staging area or
polling place. all paperwork that may be relevant in recreating how a
failure might have occurred.
If the state is the contract holder, develop Memorandums of
Understanding (MOUs) with state election office on authority over the
system maintenance and modifications, including appropriate liens of
Develop rules for access to any sensitive equipment.
Keep a maintenance log for all voting system equipment. This log should track who has had access to the machine(s).
Computers used for ballot definition should be stand-alone PCs unconnected to servers or the Internet.
Conduct risk analysis of the delivery system.
Develop agreements with each polling place delineating the responsible election office and the facility.
Establish chain of custody.
Develop checklist for delivery.
Use bar-coding to ensure proper delivery of all machines to polling places.