Voting operations generate a vast amount of information, not only internally, but also in interaction with the voting public's information needs. Early assessment of needs and planning for upgrading communication facilities to cope with the increased load will be necessary. Without the ability to communicate accurate information reliably, it will not be possible to make informed decisions in what is often a rapidly changing environment.
Communication networks will need to be set up between voting stations and electoral management body offices. In many situations, there will be no suitable existing communications facilities in voting station premises, and arrangements will need to be made for additional fixed line or mobile telecommunications.
There will be vastly increased communication traffic between electoral management body offices and existing facilities will need to be augmented to cope with both increased voice traffic and the need to communicate documents and acknowledge their receipt speedily. Requirements of public information programmes (e.g. telephone-based information hotlines) need to be integrated into overall telecommunications plans.
Communication Network Needs
For internal communications, examination of available infrastructure and its possible augmentation will address the following needs:
• Voice, document, and data communication between central, regional, and local voting operations administrative offices;
• voice and possibly document or data communications between all voting locations and their supervising electoral district offices;
• voice communication between staff in transit and their base, such as mobile training teams, mobile voting stations, and roving voting station supervisors;
• voice communications between electoral district managers, security force commands, and emergency services.
• voice and possibly document and data communication between counting centres and their supervising administration office;
• facilities needed for public information centres.
In higher security-risk environments, the potentially intensified interaction between electoral managers, security forces, and emergency services may be simplified by using joint operations centre
Infrastructure Capacities
Accurate infrastructure assessments must inform strategies for communications. For example, basing voting station communications on fixed line or mobile telephones where the infrastructure has neither the tested capacity or assured reliability for this is dangerous.
Similarly, reliance on computer data transfer for amalgamation of results or document communications between electoral management body’s local, regional, and central offices is dangerous where reliability of data transfer lines is doubtful.
Early Planning
In many societies, augmenting telecommunications capacity can entail long lead times. Early planning and notice to telecommunications authorities of the need for additional fixed lines is always advisable.
Involving telecommunications provider representatives when developing communication plans will facilitate early verification of the practicality of proposed plans. This can also prevent the use of unworkable solutions, such as proposing the use of mobile phone contact in areas with unreliable reception.
Testing
Where new or augmented communications facilities are being used, it is vital that they are properly tested prior to implementation date.
It is important that the tests cover not only individual pieces of equipment, but also simulate the total expected load on communications infrastructure. For large scale data and telecommunications loads, comprehensive trial runs are vital.
Service
Arrangements should be made with telecommunications providers to have service available on urgent call throughout voting day. For critical data communications links, an on-site service presence may be warranted.
Communications Procedures
Effectiveness of communications will be enhanced if there are standard procedures for routing of information, whether in traditional hard copy or data transmissions.
It is important that all staff, particularly those temporarily engaged for the election, are aware of these standards.
Asset Security
Strict asset control over communications equipment issued to staff is vital. Mobile phones, radios, portable fax machines, and computers in particular are highly portable items that can easily be concealed.
Effective allocation, recording, and personal accountability systems will be required to ensure that communications equipment is all returned after the electoral process is complete.
Cost-Effectiveness
The cost-effectiveness of solutions to communications problems must be considered. Considerable extra funds can be expended on strategies that may offer little more in the way of speed or reliability or offer features that are redundant.
Considerations would include:
• is it really necessary to put a fax machine in every voting station? How often will it be used? Can results be as effectively phoned in?
• does all headquarters staff need mobile phones, or is it sufficient to have enough phones for use by staff when out of the office?
• is daily courier service to all electoral district offices really necessary or is every other day, backed up by existing fax facilities, sufficient?
• should there be a limit on the mobile phone usage, for voting station managers? How should the cell phone costs be monitored and maintained?
