The adoption of a new technology for electoral purposes may result in incremental or radical changes. In either case, there may be a need to convert data from the old system format to the new one. This conversion can consume time and resources and needs to be carefully considered when choosing and evaluating new technologies.
When switching from one office automation software to another, the issue of converting data might not be too important, because this software comes often with automatic converter programs.
However, where data is stored on out-of-date systems, particularly those no longer supported by the companies that created them, data conversion can be a serious issue. In these cases, it may be difficult if not impossible to convert the data into a format that can be read by the new software.
There are a number of strategies that can minimize the problems of data conversion:
- regularly back up data in a standard non-proprietary format, such as ASCII (American Standard Code for Information Interchange)
- consistently update software to ensure not only that it conforms to current standards but that related data can be automatically converted to the newer formats
- use standard data formats across applications
- document the data collection, storage and archive practices, so that information on the data hold by the office and its characteristics is kept.
- clearly label archived data, so that it can be identified in the future
- ensure that data is stored in a current storage medium so that they can be read at a later time. While new and more efficient data storage devices are being developed, often the old devices are no longer supported by the current technology. This is the case with many types of magnetic tapes that were once widely used to store data. As a result, several institutions can no longer access important data that was stored for future use.
- ensure that the computer operating systems are capable of sharing data with the newer operating systems, since data stored using an out-of-date operating system may be unrecoverable
- ensure the conversion of data stored in a system that is going to be replaced by a new one. This includes not only the storage medium but also the hardware and software that make it possible to manipulate the data.
- keep hardcopy records of crucial data so that if all else fails, there is a possibility to convert the data by re-keying or scanning data from hardcopy records.
Often conversion issues arise when there is a need to update systems using products from different companies. Many software products include conversion programs that convert data stored under another program into their own format, but this usually only includes the most widely used ones.
When new software is being considered, it is important to check if existing data will need to be converted into a new format and how this can be done. Even where conversion facilities exist, some functions may not be supported by the new software. As a result, some data may be lost and a great deal of work may have to be put into converting the data.
