One of the surest ways to minimise the risks in using technology is to provide for manual or alternative contingency systems. That way, if the principle technology fails partially or totally, there will be a backup system that can be brought into operation.
An alternative contingency system might be a manual system, but it could also include a backup copy of the same technology, a different use of technology or a different type of technology altogether.
The types of manual or alternative contingency systems that could be used are as varied as the range of uses that can be found for applying technology to the electoral process. Some possible contingency systems could include:
- using stand-alone personal computers or laptop computers with backup data if the computer network fails
- using paper ballots if electronic voting systems fail
- counting paper ballots by hand if electronic or mechanical counting systems fail
- using handwritten scrutiny sheets and hand-held calculators if computerised scrutiny/spreadsheet systems fail
- using handwritten forms to replace on-screen data capture where computers fail (so that business can continue while the system is down—the data can be entered when the system is restored)
- mirroring computer systems on backup hardware with backup software, in case the main system fails
- ensuring alternative power supplies are available if the main power system fails
- using fax machines, telephones or couriers to transmit election results if on-line systems fail
- issuing printed election results or other information if on-line display systems fail (in a tally room situation, for example)
- ensuring presenters are available and equipped to give “live” presentations if an electronic presentation fails (in a training situation, for example)
- having alternative equipment available on stand-by, so that it can be brought on-line at short notice
Manual or alternative contingency systems will be most effective if they are not implemented as an afterthought, but included in the overall technology strategy from the beginning. The level of resources committed to contingency systems will depend on the level of risk involved. It will also depend on the time-critical nature of the electoral activity. Provision of contingency systems will be most important where the risks are high and the process is extremely time sensitive.
Any equipment or forms needed for contingency systems can be included in the relevant purchasing plan and be available for use if needed during the event. With luck, they will not be needed. However, if they are needed they will be well worth the extra expense.
