Electronic Data Storage
Storing data electronically, in a safe and secure domestic server, is a HOT topic.
There are real advantages to storing information in a safe and secure digital environment. It is important to have data experts review the election process to determine what the digital storage environment looks like. Know if devices are manufactured domestically, Know if the data is stored on a secure domestic / local government server. If possible, utilizing GOVCloud – a FedRAMP certified environment – follows the industry standard.
Third Party Vendors – If a third party software solution is being used, determine where the data is stored. Ask if the data is being used for an alternative revenue stream. If a 3rd party solution’s cost is very low, this may be an indicator that the data is being used for additional profit streams. After all, the vendor needs to keep in business.
It is common practice to use personal “home grown” systems, such as legacy spreadsheets and processes developed over the years. It’s important to know who has access and can edit these files. When an employee leaves their role, access must be withdrawn. These spreadsheets must be understood by the necessary officials on the team. It’s important that one person doesn’t “hold the keys” to all of the information.
Remember, by relying on spreadsheets and a variety of solutions for storing data, the information may vary and provide conflicting information. It may be challenging to aggregate data from a variety of sources to process the information requests.
Processing the requests
Accessing the RIGHT information at the RIGHT time to make the RIGHT decisions is critical. Having an information request process in place will make the response to requests easier and allow TRUST to be built with your citizens. This process should allow those working on the
response to have complete visibility of where in the process the request stands and what steps are needed to close out the request.