In many cases new technology adopted for electoral purposes is not a radical departure from previous practice. In such cases technological change is incremental rather than radical. In these cases there is often a need to convert data from old systems to new systems. Consequently, data conversion might be a crucial consideration when new technologies are being chosen and evaluated.
In the 2000s most current data storage software is capable of converting data to and from various types of software formats. As such, data conversion is generally not a difficult issue with up-to-date software.
However, where data is stored on out-of-date systems, particularly those no longer supported by the companies that created them, data conversion can be a serious problem. In these cases it may be difficult if not impossible to convert the data into a format that can be read by modern software.
There are a number of strategies that can be employed to minimise the problems that can be experienced with data conversion. Such strategies include:
- Regularly backup data in a standard non-proprietary format, such as ASCII (American Standard Code for Information Interchange)
- Regularly backup data in the form used by your system, and keep multiple copies of it at different locations
- Regularly update software to ensure that it conforms to current standards
- Use standard data formats across applications
- Document your data collection, storage and archive practices, so that you know what data you hold and how to make sense of it
- Clearly label your archived data, so that you can identify it in the future
- Ensure data is stored in a current storage medium, otherwise you might have trouble finding a device that can actually read your data - some storage media are becoming less common, for example, magnetic tape and floppy disks are gradually being replaced by laser-read products such as Compact Disks (CDs) which are in turn being replaced by the next generation of storage products, such as Zip Disks and Digital Video Disks (DVDs), with other storage products constantly being developed
- Ensure your computer operating system is capable of sharing data with current operating systems - data stored using an out-of-date operating system may be unrecoverable if current hardware and software is unable to read it
- If you become aware that your software or hardware is becoming out-of-date and may not continue to be supported, convert your data to an up-to-date system before it's too late
- Remember that data you might want to convert and reuse in the future is not just data stored in databases -- you may want to be able to convert and reuse your word processing documents, spreadsheets, presentations and email archives, as well as your database programs
- Keep hardcopy records of crucial data
- If all else fails, you can convert data by re-keying or scanning data from hardcopy records
Where systems are updated to a system developed by a different company conversion issues may arise. Most modern software contains conversion programs that convert data stored under another program into its format. This facility is available precisely so that users can be enticed to convert their data from one product to another.
When new software is being considered, it is important to check that it is practicable to convert your data from your old format to the proposed new one. Even where conversion facilities exist, some functions may not be supported in the new format, with the result that some data may not be usable, or a great deal of work may have to be put into the data to complete its conversion. This issue should be considered as part of the evaluation phase when new software is selected.
