Report 2017-107 Recommendation 8 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 #8 To: Santa Clara County Registrar of Voters
To ensure the accuracy of election-related materials, Santa Clara should immediately implement a procedure for candidates, voting districts, or others who submit documents to have them verify the accuracy of the electronic versions of those documents once Santa Clara has formatted them.
60-Day Agency Response
Originally responded 12.22.17. We have developed a procedure for candidates, voting districts, and measure argument submitters to verify the accuracy of electronic versions of voting material documents once the Ballot Layout Division has formatted them, against the original submitted documents. This procedure, called the "Municipality and Author Review," requires the Candidate Services Division to ensure a legible email address is provided, and after materials have been transferred to Ballot Layout, the Ballot Layout Division to create a special log for tracking the review process. After a document has been formatted in English, it is a) proofread multiple times, b) placed in a "Done" tray, c) uploaded to the translation vendor's portal, d) emailed to the municipal clerk or author, e) logged as "emailed" in the special log, and f) filed in batch order awaiting response. Any responses are reviewed to ensure if they are valid (i.e., an error was introduced by the ROV) or invalid (i.e., the error was in the original). These actions are recorded in the special log, until all documents have been checked off as completed. While this procedure was approved on December 21, 2017, the ROV has yet to have the opportunity to put the procedure into practice. The procedure and sample tracking log have been attached separately as Supporting Documentation.
- Completion Date: December 2017
- Response Date: December 2017
California State Auditor's Assessment of 60-Day Status: Partially Implemented
Although Santa Clara has developed a procedure for candidates, voting districts, and others who submit documents to have them verify the accuracy of the electronic versions of those documents once it has formatted them, it has not yet implemented this procedure. Until Santa Clara can demonstrate that it has implemented this procedure, we will continue to report this recommendation as partially implemented.
- Auditee did not substantiate its claim of full implementation
Agency responses received are posted verbatim.