The processes of adding, amending or deleting data in a voter register will likely need to be carefully controlled. Safeguards can be enacted to ensure that only authorised users can gain access to perform these tasks, and adequate audit trails can be designed to verify that all additions, changes and deletions are properly made. This is essential to preserve the integrity of the voter register and to guard against fraud.
Data Creation and Maintenance
There are several different elements involved in processing data in an
election management body's (EMB's) voter register database.
The methods used to add data to a voter register database depend on the type of data collected (such name, address, birth date, photo and other biometric data), required documentation and the different ways in which voter data can be received meaning personally, by telephone or by e-mail.
On the other hand, data amendment can be required for a number of reasons, including:
- where the voter has notified the need for an amendment (such as a change of address notification)
- where an external agency has notified the need for an amendment
- where the EMB has identified an error in data input
- where an event has occurred requiring data to be updated (such as a change to electoral district boundaries)
The methods used to amend data in a voter register database will also depend on the different ways in which the amendments can be notified.
Data may need to be deleted when:
- new data is received that supersedes old data
- notice is received that a voter is deceased or has left the jurisdiction
- notice is received that a record was created through fraud or error
For transparency and audit purposes, it is usually appropriate to keep a record of data deletions. In many cases, rather than delete data, it is appropriate to move out-of-date data to an archive file where it can be accessed if needed.
In particular, where changes are made to a voter's records over time such as changes to names or current addresses, it may be desirable (depending on local operational and legislative requirements) to keep a history of such changes.
Data validation
Various data validation routines can be applied to data to assist in identifying errors or fraud. Some validation routines that can be used include:
- requiring address data to conform to a standard geographic base
- performing automatic qualifications tests (such as ensuring the voter's date of birth is within the permitted age range or checking that a person's declared citizenship details satisfy the voter eligibility criteria
- checking whether spelling of names conforms to a standard list (thereby identifying possible spelling errors)
- checking whether the number of voters registered at a particular address exceeds the number of persons capable of living at that address
- where signatures, photographs or finger/thumb prints are digitised, electronically checking whether any of these identifying features submitted by a voter matches any other records on the database
It is important that a voter register should only include one current record for each eligible voter, to ensure the register facilitates the democratic principle of one person, one vote.
Software can perform various comparison routines and electronic searches to determine whether a person applying for registration is already registered, perhaps to another address. As people do not always use the exact same name every time they complete a form, software comparison routines need to make use of “fuzzy matching” techniques to help identify possible duplicates. Using fields other than names can also assist, particularly date of birth records. Even with dates of birth, people can show different dates on forms over time, and “fuzzy matching” may also be needed when comparing dates of birth.
“Fuzzy matching” involves programming a computer system to search for matching data by applying various criteria. For example, a possible match could be identified where a name is the same except that one letter might be different. Possible matches could also be identified where first names and surnames match but middle names do not match or are absent in one record but not another.
Names can also be matched using “aliases”. A system can be set up that compares different variations on the same name that can be used by a person at different times. For example, aliases for John could include Jon, Jonathon or Johnstone; aliases for Kate could include Katherine, Catherine, Caterine, Katerine, Cate and so on.
Matching techniques also need to take account of people changing names. In some societies a woman typically changes her surname when she marries. People also change their names by deed poll. Where this occurs, matching by surname will generally not find a match with an earlier record using the old name. In these cases matches can be found using first name or given name fields and dates of birth.
To assist with the data duplication process, it is desirable to ask voters on their registration forms whether they have changed their names since their last registration, and to ask for their previous registered address. This data, if supplied, can greatly assist in finding out of date entries.
Fuzzy matching programs often produce several possible matches with a current record, some or all of which may not be actual matches with the person concerned. A human operator at this point can determine whether any possible matches are actual matches and alter the relevant records as necessary.
Reports
A voter register database should be capable of producing a range of statistical collations of data. This information could be used for a wide range of purposes, including performance management and statutory reporting. Statistical collations are usually produced as reports, which can be printed or made available on-line.
Some examples of statistical reports that could be produced by a voter register include:
- total numbers of voters in the whole jurisdiction, with subtotals for other geographic areas, such as states, electoral districts and sub districts
- total numbers of voters in various voter categories
- total number of transactions processed in the database, such as additions, deletions, alterations, transfers into electoral districts, transfers out of electoral districts and transfers within electoral districts
- total numbers of voters registered for small geographic areas, such as census tracts for redistricting purposes
- summaries of data from the geographic base, such as types of dwellings, numbers of voters registered at dwellings and numbers of dwellings with no voters registered
Production of some reports can be a considerable load on a database system, particularly where calculations on large data files are undertaken. Such system overload can be prevented or minimized by running complex reports as overnight “batch” requests, that run during system "down times" to avoid overloading the system during peak usage times. Another method is to run routine report requests on a regular basis, often as overnight batch requests, and make those available to users, rather than make on-line requests an option.
Where system resources permit, however, it may be desirable to allow users to have on-line access to reports on demand. This empowers users to receive the specific data they want, when they want it, and can be useful in circumstances where up-to-date information is needed quickly (such as during an election period). On-line access to reports can include user-specified variables, such as start dates and finish dates that allow users to extract customized data.
Targeting groups for special attention
A voter register database can be used for targeting groups for special attention. These might include:
- specific addresses or types of addresses (such as vacant dwellings and institutions, e.g. universities, hospitals, nursing homes, military barracks and flats/apartments)
- societal groups (such as people from specific ethnic backgrounds or people living in remote areas or disadvantaged areas)
