Election Preparation Best Practices

Every election is unique, but preparation remains one of the best tools for success.

Best Practice Tip: Conduct Logic & Accuracy Testing before mailing or distributing any ballots to help identify issues before voting begins.

• Complete testing before sending any ballots, including UOCAVA ballots.
• Use testing to catch proofing, configuration, and setup issues early.
• If working with a ballot vendor, have them print your Logic & Accuracy test deck using official ballot stock or an approved equivalent.
• Test printed ballots on all applicable polling place and central scanning devices.

Early preparation helps reduce Election Day challenges. Zero and tally tapes can take longer to print than expected, especially in vote center environments.

Best Practice Tip: Test print time and tape length in advance, or use summary tapes where appropriate. Planning now can help prevent delays on Election Morning and keep operations running smoothly.

Preparing for an election takes countless details and decisions, and power readiness is one of them. Reliable power is essential for smooth election operations, and unexpected outages or fluctuations can interrupt critical systems.

Best Practice Tip: Confirm power protection for all election computers and identify any UPS equipment needed before Election Day. Using uninterruptible power supplies (UPS) for election computers helps protect equipment and maintain continuity if power issues occur.

Voter education is critical for our democracy. Clear voter education materials can help voters understand what to expect and reduce confusion at the polls.

Best Practice Tips:

• Post Voting process flyers for first-time and returning voters
• Post Polling place signage and instructional posters
• Display Ballot marking guides and sample ballots
• Provide Accessibility and assistance information (online and on-site)
• Reminders – The paper ballot is the official record of the voter’s selections, “Review and confirm your selections before you cast your vote”.

Regular database backups and routine supply reviews can help support election readiness and continuity throughout the election cycle.

Best Practice Tips:

• Back up election databases regularly across all software.
• Review inventory levels for ballot paper, device tape, and other election supplies.
• Early inventory checks can help identify potential shortages before they become urgent.

Election readiness extends beyond equipment testing and ballot preparation to include the systems and tools that support daily operations.

Best Practice Tips:

• Voting media has a limited lifespan, making periodic review and replacement an important consideration for reducing the risk of device issues during an election.
• Secure credential management helps protect access to election systems and resources.
• Individual user accounts and appropriate access controls can support accountability and system security.
• Regular reviews of media inventories and login practices can help identify potential issues before they become operational challenges.

Testing and verification are not only election‑specific tasks but part of continuous improvement across election cycles.

Best Practice Tip: Conduct hash validation testing on at least one of each device and workstation software type to confirm certified software is in use. Protect the election computer air gap by using clean or new USB devices and never reusing media that has been connected to internet‑accessible computers.

Questions about election security are common. Election security extends beyond systems and procedures. Clear communication and transparency also play an important role in public confidence.

Best Practice Tip: Clear communication about election security measures can help strengthen public understanding and trust. When appropriate, transparency into election processes can provide additional confidence in how elections are conducted.

Well‑trained poll workers are critical to smooth elections.

Best Practice Tip: Schedule hands‑on training sessions before voting begins. Training should include equipment practice, mock polling place setups, scenario‑based exercises, and real paperwork.

Strong election operations often rely on a network of people, resources, and support systems working together to address issues as they arise.

Best Practice Tip: Confirm field support assignments and review troubleshooting resources. Reviewing Hart documentation and Knowledge Base articles can help refresh key procedures.

Major elections are complex operations that require planning well in advance.

Best Practice Tip: Plan tabulation and reporting processes in advance. Decide which reports will be run and practice the entire process during Logic and Accuracy Testing.

Preparing for a range of election scenarios is an important part of election readiness.

Best Practice Tips:

• Review procedures for processing write-ins, undervotes, overvotes, and blank ballots.
•  Consider how these scenarios fit within existing workflows and training efforts.
• Regular equipment cleaning and maintenance can help support reliable Election Day operations.

As Election Day approaches, organization is key.

Best Practice Tip: Prepare clean USB media that has not been connected to internet‑accessible computers. Organize tabulation areas and confirm supplies, device clocks, and contact lists.