Report 2017-107 Recommendation 3 Responses

Report 2017-107: Santa Clara County Registrar of Voters: Insufficient Policies and Procedures Have Led to Errors That May Have Reduced Voters' Confidence in the Registrar's Office (Release Date: October 2017)

Recommendation #3 To: Santa Clara County Registrar of Voters

To reduce errors and potentially its workload, Santa Clara should research by January 2018 its opportunities to integrate mapping software with its election management software, and Santa Clara should implement this integration of mapping software technology by June 2018.

60-Day Agency Response

Originally responded 12.22.17. On several occasions in recent months we have reached out to our election management system vendor, DFM Associates, requesting a meeting to discuss options for enhancement of the Precinct/District Modules of the Election Information Management System (EIMS). A request was also sent out to all counties via the California Association of Clerks and Election Officials' (CACEO) ElecNet listserv requesting best practices and procedures, including those relating to import/export options for district boundary verification. The Mapping Division Manager has prepared a summary of the best practices received by other counties. He called Alameda County to request information relating to their import/export program, however was told that the import/export program is proprietary to the vendor (DIMS) of that county's system, therefore Alameda was not at liberty to share it with us. A follow-up to our inquiry with our vendor DFM was made on December 14, 2017, at which time DFM's representatives acknowledged receipt of our request and advised that they have not conducted any research into further options, offering that our staff work with theirs for use of existing reports for proofing purposes. The Summary of Best Practices in other counties, correspondence with other counties and DFM, and a memo regarding recent communications have been attached separately as Supporting Documentation. Further research will be conducted and an update to the status of this recommendation will be made at the next report back to the State Auditors.

  • Estimated Completion Date: June 2018
  • Response Date: December 2017

California State Auditor's Assessment of 60-Day Status: Pending

All Recommendations in 2017-107

Agency responses received are posted verbatim.