As Election Management Bodies (EMB) need to use several computer systems, they also often need dedicated administration services. Some of the best practices recommendations for managing computers include:
- Identification of the services that need to be automated;
- Ensuring that information technology (IT) has the support of all
stakeholders and users, and that they understand the role of IT in
getting the work done;
- Estimation of total costs including maintenance and specific software development contracts;
- Preparation of a complete inventory of computer equipment and peripherals;
- Setting of standards for computer hardware and software;
- Preparing clear documentation on all procedures needed to be followed
in a regular basis to run the computer systems and to maintain the
computers and peripherals;
- Monitoring compliance with set information technology policies;
- Preparing user manuals and documentation to support the computer
systems, so that a new staff that needs to use the system can get to
speed in a short time;
- Planning for computer system replacements;
- Assessing staff expertise needed to develop, implement, run and maintain the computer systems;
- Organizing a programme of ongoing training to maintain staff up to date;
- Organizing training for users as needed;
- Assessing computer system's security risks, installing firewalls and
antivirus software and ensuring that security software is regularly
updated;
- Developing security procedures including control of access to the systems, backup procedures and disaster recovery plans.
This said, depending on the size and budget of the EMB it can be more convenient and cheaper to outsource some of these tasks to private service companies, so that the EMB can afford the service of highly specialized experts without incurring the full cost of a permanent in house expert.
Depending on the computer platform used, there are specialized software that can be used to monitor and manage an election management body's (EMB's) computer systems. This software can perform diagnostics, analyse and report on system performance and system availability and can identify whether there are any problems that need to be addressed. As demands on computer systems increase, monitoring of system performance becomes more important, as such monitoring may identify the need to upgrade or modify system capability to meet the greater demand.
If the EMB decides to outsource management of its computer systems, relations with vendors need to be set in a carefully drafted contract and its implementation regularly monitored to decrease the risks involved with relying on a third party for technology services.
Other Considerations
Computer systems are complex, and the number of different tasks involved in developing and implementing them make computer systems administration an important element of managing technology.
Depending on the EMB size, it is advisable to establish an EMB's computer systems administration and an overall information technology strategy. This is needed to ensure that there is a consistent approach across the EMB and that administrators are aware of the overall context in which a particular computer system sits.
All computer technology relies on hardware. As a result, hardware management is a significant part of technology implementation. Typical hardware can include:
- Personal computers (networked or stand alone;
- Network servers;
- Backup storage devices;
- Printers;
- Photocopiers;
- Computer peripherals;
- Voting machines;
- Scanners;
- Communications equipment
Ideally hardware is purchased in accordance with the organisation's overall information technology strategy. Hardware sourced from common manufacturers or suppliers is more likely to be compatible with each other than if a range of suppliers or manufacturers are used.
Asset registers can be used to keep track of hardware. Bar codes placed on hardware assets and read with bar code readers are a useful method of conducting checks on assets.
Covering all these items of hardware in a documented maintenance program and scheduling routine upkeep and inspection by trained technicians can be an effective means of ensuring their proper working order.
Server management is particularly important. As networked systems rely on the smooth operation of their servers, building reliable server systems will likely be a key priority. Server systems generally include a range of backup methods to ensure that network down time is minimized or eliminated and that data is regularly backed up. These methods can include using batteries of servers (or 'server farms') with data mirrored on various hard drives and computers, and alternative cabling routes from workstations to servers.
