Use Procedures

EVS6302 CA Election Management System California Use Procedures Election Systems & Software, LLC Revision 1.2, February 2023 EVS6302 CA Election Management System EVS Election Management System. All rights reserved. Printed in the USA. © 2022 by Election Systems & Software, LLC 11208 John Galt Blvd., Omaha, NE 68137 2364 This document, as well as the product described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. The content of this document is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Election Systems & Software, LLC (“ES&S”). ES&S assumes no responsibility or liability for any errors or inaccuracies that may appear in this document. Except as permitted by such license, no part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written permission of ES&S. Disclaimer ES&S does not extend any warranties by this document. All product information and material disclosure contained in this document is furnished subject to the terms and conditions of a purchase, lease or other agreement. The only warranties made by ES&S are contained in such agreements. Users should ensure that the use of the product complies with all legal or other obligations of their governmental jurisdictions. All ES&S products and services described in this document are registered trademarks of ES&S. All other products mentioned are the sole property of their respective manufacturers. United States Election Assistance Commission Notification for Approved Voting Systems In accordance with the United States Election Assistance Commission (EAC) Testing and Certification Program Manual, Version 2.0, ES&S hereby notifies the purchaser that any changes or modifications to an EAC approved voting system which have not been tested and certified by the EAC will void the EAC certification for such EAC approved voting system. Document Distribution This document may contain product information and/or procedures that are confidential or sensitive to ES&S and is intended only for the use of the individual or entity named below. The information may not be used, disclosed or reproduced beyond the indicated entity without the prior written authorization of ES&S and those so authorized may only use the information for the purpose of evaluation consistent with such authorization. Document Security Level | Customer Confidential – Contains product information or procedures that derive independent economic value. Approved for customer use only. Table of Contents Table of Contents Chapter 1: Introduction.......................................................................12 System Components................................................................................................ 13 Product Versions................................................................................................. 13 DS200 Poll Place Ballot Tabulator...................................................................... 14 DS300 Poll Place Ballot Tabulator...................................................................... 15 DS450 Central Count Scanner and Tabulator.................................................... 16 DS850 Central Count Scanner and Tabulator.................................................... 17 DS950 Central Count Scanner and Tabulator.................................................... 18 ExpressVote Universal Voting System................................................................ 19 Electionware - Election Management Software................................................. 20 Electionware’s Five Software Groups............................................................ 20 ES&S Supporting Applications........................................................................... 22 Commercial Off-the-Shelf (COTS) Products....................................................... 22 About This Manual................................................................................................... 23 Chapter and Section Numbers........................................................................... 23 Informational Symbols........................................................................................ 23 Terms and Definitions......................................................................................... 24 Contact ES&S for Technical Support....................................................................... 26 Chapter 2: Paper Ballot Specifications................................................27 Electionware Paper Ballot........................................................................................ 27 Timing Mark Alignment...................................................................................... 28 Timing Mark Spacing.......................................................................................... 29 ExpressVote Card Specifications............................................................................. 30 Pre-Printed Review Box...................................................................................... 30 Pre-Printed Precinct Activation Barcode............................................................ 31 Pre-Printed Party Code....................................................................................... 32 ES&S CountRight Ballot Stock................................................................................. 34 Ordering CountRight Ballot Stock...................................................................... 34 CountRight Specifications .................................................................................. 35 Paper Storage and Conditioning........................................................................ 36 Storage.......................................................................................................... 36 Conditioning.................................................................................................. 37 Color Strip Identification.......................................................................................... 38 Horizontal Color Strip......................................................................................... 38 Vertical Color Strip.............................................................................................. 39 Color Rendering....................................................................................................... 40 Shading Guidelines............................................................................................. 40 Card Stock for Activation Cards............................................................................... 43 EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 3 Storage and Shelf Life Recommendations..........................................................43 Activation Card Stubs..........................................................................................47 Offset Production......................................................................................................51 Ballot Ink for Offset Production...........................................................................51 Offset Pre-Press Preparation...............................................................................51 Prepare Ballot Stock............................................................................................52 Offset Preparation, Printing, and Proofing....................................................52 Offset Cutting................................................................................................53 Cutting.................................................................................................................53 Scoring Ballots.....................................................................................................53 Folding Ballots.....................................................................................................54 Perforating and Numbering Ballot Stubs............................................................54 Digital Printing and Packaging..................................................................................55 Preparation and Proofing....................................................................................55 Pre-Production...............................................................................................56 Overlays and Registration..............................................................................56 Print Inspections.............................................................................................58 Preparation for Transport....................................................................................58 Packaging.......................................................................................................58 Binding and Shipping.....................................................................................59 Chapter 3: System Configuration and Acceptance Testing ................60 EMS Installation and Configuration Documents.......................................................60 Upgrading Firmware.................................................................................................60 DS200 Firmware Update.....................................................................................60 DS300 Firmware Update.....................................................................................61 Central Count Firmware Update.........................................................................62 Access and Remove Current CF/CFast Card.................................................64 Wipe the Hard Drive......................................................................................65 Test and Calibrate Camera............................................................................67 ExpressVote Firmware Update............................................................................70 Step 1: Install the IOB Update.......................................................................71 Step 2: Install the BIOS Update.....................................................................72 Step 3: Wipe the Internal Disk.......................................................................73 Step 4: Image the Internal Disk......................................................................74 Step 5: Update ExpressVote Firmware to Version 4.2.1.2.............................75 Acceptance Testing ..................................................................................................82 Software Pre-Test Procedures: Electionware......................................................82 Hardware Acceptance Testing............................................................................84 Poll Place Count Acceptance Testing............................................................84 Central Count Acceptance Testing................................................................86 ExpressVote Acceptance Testing...................................................................88 Clear and Initialize Election Equipment....................................................................93 Clear and Initialize ExpressVote..........................................................................93 Clear and Initialize Poll Place Count Tabulator...................................................94 Clear and Initialize Central Count Tabulator.......................................................95 EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 4 Touch Screen Calibration..........................................................................................99 Poll Place Count Touch Screen Calibration.........................................................99 Central Count Touch Screen Calibration...........................................................100 ExpressVote Touch Screen Calibration.............................................................102 Test Screen Calibration................................................................................102 Load Election onto Equipment...............................................................................104 Load Election onto ExpressVote .......................................................................104 Load Election onto Poll Place Count Tabulator................................................105 Load Election onto DS200...........................................................................106 Load Election onto DS300...........................................................................107 Load Election onto Central Count Tabulator....................................................108 Chapter 4: Election Setup and Definition .........................................111 Chapter 5: Logic and Accuracy Testing.............................................112 Poll Place Count Logic and Accuracy Testing.........................................................113 Load Election Definition....................................................................................113 Check the Election Definition for Accuracy.......................................................113 Test the Election................................................................................................113 Central Count Logic and Accuracy Testing............................................................115 Load Election Definition onto the Central Count..............................................115 Scan the Test Deck and Check Reports............................................................115 Export Data........................................................................................................116 ExpressVote Logic and Accuracy Testing...............................................................118 Print Test Deck..................................................................................................119 Printing a Test Deck Automatically..............................................................120 Printing a Test Deck Manually......................................................................122 Diagnostic Tests ................................................................................................124 Continuous Operation Test..........................................................................124 Backing Up Logic and Accuracy Testing.................................................................128 Backing Up Media.............................................................................................128 Backing Up EMS................................................................................................128 Retention of Election Material................................................................................128 Precinct Tabulator Election Material.................................................................129 Checking Unused Ballots .............................................................................129 Post Official Canvass Period Disposition of Election Materials...................129 Certification by Unescorted Personnel........................................................129 Retention of Central Tabulator Election Materials............................................129 Chapter 6: Equipment Preparation...................................................130 L&A Backup.............................................................................................................130 Clear Logic and Accuracy Results...........................................................................130 Clear Results from Poll Place Count Equipment...............................................130 Clear Results from Central Count Equipment...................................................131 Clear Results from Electionware........................................................................131 EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 5 Hardware Preparation.............................................................................................132 Recommended Supplies....................................................................................132 Poll Place Count Supplies ............................................................................132 Central Count Supplies................................................................................133 ExpressVote Supplies...................................................................................136 Poll Place Count Preparation.............................................................................137 Tools for Maintenance .................................................................................137 Clean Poll Place Count Equipment..............................................................137 Installing the Optional Ink Stamp.................................................................139 Installing the Optional Ballot Imprinter Ink Cartridge .................................139 Clean the Ballot Box.....................................................................................141 Replace the Paper Roll.................................................................................142 Poll Place Count Battery Maintenance.........................................................143 Central Count Preparation ................................................................................145 Tools for Central Count Maintenance..........................................................146 Clean the Rollers..........................................................................................146 Clean the Cameras.......................................................................................146 Clean the Scanner Case...............................................................................146 Clean the Touch Screen...............................................................................147 Replace Log Printer Ribbons........................................................................147 Replace Report Printer Paper ......................................................................150 Replace Report Printer Toner ......................................................................152 Setting Up DS450 Peripherals......................................................................155 Hardware Installation for DS850..................................................................159 Hardware Installation for DS950..................................................................163 ExpressVote Preparation...................................................................................167 Contact Image Sensor (CIS).........................................................................167 Print Head ....................................................................................................169 Paper Path and Paper Sensors.....................................................................171 Transport Drive Rollers.................................................................................171 Chapter 7: Absentee/Mail Ballot Procedures ...................................172 Ballot Handling and Folding...................................................................................172 Opening Envelopes...........................................................................................172 Removal and Unfolding of Ballots.....................................................................172 Ballot Inspection................................................................................................173 Tears and slices............................................................................................173 Damaged or missing timing or code channel marks....................................173 Smudges, smears, stains or foreign material...............................................173 Back-Bending Individual Ballots........................................................................174 Crimps, stair-steps, or irregular folds...........................................................175 Crimped top or bottom edge......................................................................176 Orienting Ballots in Stacks...........................................................................176 Back-Bending Stacks of Ballots.........................................................................177 Inspecting stacks..........................................................................................178 Avoiding Jams...................................................................................................180 EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 6 Scanning Damaged Ballots................................................................................180 Folding Methods...............................................................................................181 Central Count Tabulator Operation........................................................................184 Load Election onto the Central Count ..............................................................184 Zero Report .......................................................................................................184 Bin Sorting.........................................................................................................185 Scanning the Ballots..........................................................................................189 Out-Stacked Ballots (Not Processed)...........................................................191 Save the Current Batch................................................................................191 Exporting Data ..................................................................................................192 Export Results ..............................................................................................193 Backup...............................................................................................................195 Results Report....................................................................................................195 Clear Election Results........................................................................................196 Shut Down Central Count Tabulator.................................................................197 Chapter 8: Early Voting Procedures .................................................199 Ballot Preparation...................................................................................................199 Poll Place Count: Early Voting................................................................................199 Load Election onto Poll Place Count Equipment..............................................199 Check the Election Definition for Accuracy.................................................199 Zero Report .......................................................................................................199 Scan Ballots........................................................................................................200 Close Polls .........................................................................................................200 Results Report....................................................................................................201 Transfer Results............................................................................................201 ExpressVote: Early Voting.......................................................................................202 Chapter 9: Election Day Procedures.................................................203 Precinct Supplies, Equipment Delivery, and Inspection.........................................203 Equipment Delivery...........................................................................................203 Inspection..........................................................................................................203 Polling Place Procedures ........................................................................................205 Opening the Polls...................................................................................................206 Open Polls on ExpressVote...............................................................................206 Open Polls on DS200 Poll Place Count Equipment..........................................208 Open Polls on DS300 Poll Place Count Equipment..........................................209 Voting Procedures ..................................................................................................212 Voting on the ExpressVote................................................................................212 Printed Activation Barcodes.........................................................................212 Select from Multiple Precincts or Ballot Styles............................................212 Review Boxes Option...................................................................................213 Multiple Language Support.........................................................................213 Vote Selections on ExpressVote Screen ......................................................214 Verify Vote Selections..................................................................................215 EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 7 Completing the ExpressVote Voting Session ..............................................216 Poll Place Count Scanning on the DS200..........................................................218 Initials and Review Option with DS200........................................................219 Multiple Language Support with DS200......................................................219 Assist ADA Voters with DS200.....................................................................220 Battery Power on DS200..............................................................................220 Poll Place Count Scanning on the DS300..........................................................221 Initials and Review Option with DS300........................................................222 Multiple Language Support with DS300......................................................222 Assist ADA Voters with DS300.....................................................................223 Battery Power on DS300..............................................................................223 Provisional Voting..............................................................................................224 Closing the Polls .....................................................................................................225 Close Polls on ExpressVote...............................................................................225 Close Polls on DS200 Poll Place Count Equipment..........................................225 Uncounted Ballots........................................................................................227 Review Write-In Votes at Polling Place........................................................227 Close Polls on DS300 Poll Place Count Equipment..........................................227 Uncounted Ballots........................................................................................228 Review Write-In Votes at Polling Place........................................................228 Chapter 10: Reporting......................................................................229 Overview.................................................................................................................229 Loading Election Results.........................................................................................230 Load Results Workflow Summary......................................................................231 Moving Results Data to the Loading Location..................................................231 Networked Central Count in Multi-Client Environment....................................233 Load from Media and/or Network ....................................................................234 Log Files for Central Count Equipment.......................................................235 Viewing Poll Places, Media Flash Drives, and Machines...................................236 Status Indicators...........................................................................................236 Clear Results.................................................................................................239 Semi-Official Canvass Results Export Files.............................................................240 Results Reporting - Reports and Exports................................................................245 Summary Results Reports..................................................................................248 Custom Table Results Reports ..........................................................................258 Results Plain Text Exports.................................................................................266 Results XML/Custom Exports............................................................................271 Results CSV Exports...........................................................................................275 Chapter 11: Official Canvass and Post-Election Procedures.............280 Purpose of the Official Canvass..............................................................................280 Election Observer Panel..........................................................................................280 Canvassing Precinct Returns..............................................................................280 1% Manual Recount Procedures.............................................................................281 EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 8 Ballot Review and Adjudication..............................................................................282 Ballot Filter List..................................................................................................282 Original Ballot Exceptions Defined...................................................................284 Ballot Review - Table View................................................................................285 Ballot Adjudication............................................................................................285 Ballot Information Pane................................................................................287 Contests to Review ......................................................................................289 Original Ballot Image...................................................................................291 Ballot Options..............................................................................................293 Updating the Election Results...........................................................................293 Write-in Review.......................................................................................................295 Write-in Filter List..............................................................................................295 Write-in Review Table........................................................................................296 Assign Write-In Names......................................................................................297 Add New Write-In Names.................................................................................297 Write-in Review: Add Name.........................................................................297 Write-in Management: Add Name...............................................................298 Bulk Edit.............................................................................................................299 Exporting Ballot Tables, Images, and CVRs............................................................301 Export Ballot Review and Write-in Tables.........................................................301 Export Ballot Images.........................................................................................301 Export CVR Data (Write-In Images Optional)....................................................304 Post-Election Logic and Accuracy Testing..............................................................306 Final Reporting of Official Canvass.........................................................................306 Ballot Security and Reporting Results...............................................................306 Backup and Retention of Election Materials...........................................................308 Acronis Backup and Recovery...........................................................................308 Accessing Acronis ........................................................................................308 Backup Procedures ......................................................................................309 Recovery.......................................................................................................310 Precinct Tabulator Election Materials................................................................311 Central Tabulator Election Materials.................................................................311 Chapter 12: Manual Recount Procedures .........................................312 Manual Recount for Precinct Tabulators.................................................................312 Chapter 13: Security.........................................................................313 Security Devices and Supplies................................................................................314 EMS Equipment Security Best Practices.................................................................315 Server Recommendation: BitLocker USB Flash Drive .......................................316 Workstation Recommendation: YubiKey...........................................................317 In Use Port Lock and Seal Recommendations...................................................318 RJ-45 Cable..................................................................................................318 USB Port (In Use)..........................................................................................319 Empty Port Lock and Seal Recommendations ..................................................320 EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 9 RJ-45 Port.....................................................................................................320 USB Serial Port.............................................................................................321 ExpressVote Lock and Seal Recommendations.................................................322 DS200 Lock and Seal Recommendations..........................................................326 DS300 Lock and Seal Recommendations..........................................................329 DS450 Lock and Seal Recommendations..........................................................332 DS850 Lock and Seal Recommendations..........................................................333 DS950 Lock and Seal Recommendations..........................................................335 ExpressVote Rolling Kiosk Lock and Seal Recommendations...........................338 Plastic Ballot Box Lock and Seal Recommendations.........................................339 DS300 Plastic Ballot Box Lock and Seal Recommendations.............................341 Tote Bin Lock and Seal Recommendations.......................................................342 Securing the Tote Bin Using the Pull-Tite Seal............................................342 Securing the Ballot Tote Bin Using the Cable Tie seal................................343 Ballot Tote Bag Lock and Seal Recommendations............................................345 Collapsible Ballot Box Lock and Seal Recommendations.................................346 Ballot Trolley Lock and Seal Recommendations ...............................................348 Central Count Cart Seal Recommendations......................................................349 Logical Security of System and Components.........................................................350 User-Level Security..................................................................................................351 Password Security..............................................................................................352 User Passwords in Electionware...................................................................353 Anti-Virus Protection...............................................................................................355 Essential Software Updates and Changes..............................................................355 Audit Records for Changes ...............................................................................355 Security Procedures for Central Processing............................................................357 Central Count Tabulators: Restricting Access...................................................357 Security Procedures for Polling Places....................................................................358 ExpressVote.......................................................................................................358 Poll Place Count Equipment..............................................................................358 Audit Logs...............................................................................................................359 Audit Log: ExpressVote.....................................................................................359 ExpressVote Log Retention and Rotation....................................................359 Viewing and Exporting the ExpressVote Audit Log.....................................360 Audit Log: Poll Place Count ..............................................................................362 Viewing the Poll Place Audit Logs ...............................................................362 Exporting the Poll Place Audit Log..............................................................363 Audit Log: Central Count..................................................................................364 Exporting the Central Count Audit Logs.....................................................365 Audit Logs: Electionware...................................................................................368 Admin Audit Events Report.........................................................................368 Election Audit Events Report.......................................................................369 Chapter 14: Biennial Hardware Certification and Notification .........372 Certification and Notification for Precinct Tabulation Hardware...........................372 Hardware Certification and Notification for the Precinct Tabulator.................372 EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 10 Certification..................................................................................................372 Notification...................................................................................................372 Election Observer Panel....................................................................................373 Logic and Accuracy Certification.......................................................................373 Submit Ballot Tally Programs to the Secretary of State....................................374 Election Night and Post Election Reporting......................................................374 Preparation of Specific Written Procedures......................................................374 Biennial Certification for Central Tabulation Hardware..........................................375 Hardware Certification and Notification for the Central Tabulator..................375 Logic and Accuracy Tests.............................................................................375 Certifying Logic and Accuracy.....................................................................375 Escrow of Ballot Tally Source Code...................................................................376 Revision History...................................................................................................377 EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 11 EVS6302 CA Election Management System Chapter 1: Introduction Chapter 1: Introduction The ES&S Voting System 6.3.0.2 (EVS6302) election management system (EMS) is an integrated suite of products for conducting and reporting elections. EVS6302 combines election management software with accessible voting and scanning equipment, providing end-to-end election support, from defining an election, to generating the final reports. EVS6302 enables jurisdictions to operate results and reporting software, and optional ballot printing software, on a Windows 10 operating system. ES&S digital scanners use scanning technology similar to that of a copying machine to create two scanned images of the front and back of the ballot at the same time. These digital images are then processed by ES&S’s image processing firmware, which creates a cast vote record (CVR). The CVR contains data from the front and back of the ballot and lists all vote selections made on the ballot. At the time of poll closing or data export, the CVRs are totaled to create aggregate results for that ballot scanning device. After the election, Electionware imports the tabulated results, machine logs, and images for reviewing, reporting, adjudication, and archiving. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 12 EVS6302 CA Election Management System Chapter 1: Introduction 1.1 System Components ES&S supports central count voting systems and precinct count systems. The following sections describe the functionality of the EVS6302 system components. 1.1.1 Product Versions The following table provides a list of the hardware and software versions included in this release. Table 1-1: Product Versions Product Version Number Electionware® 6.3.0.2 ExpressVote® HW2.1 4.2.1.2 DS200® 3.0.0.2 DS300® 3.0.0.2 DS450® 4.2.0.2 DS850® 4.2.0.2 DS950® 4.2.0.2 Event Log Service 3.0.0.0 Removable Media Service 3.0.0.0 ExpressLink® 3.0.0.0 Electionware® Toolbox 4.3.0.2 EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 13 EVS6302 CA Election Management System Chapter 1: Introduction 1.1.2 DS200 Poll Place Ballot Tabulator Jurisdictions that use poll place count systems record election results at individual polling places as voters cast ballots. The DS200 is a high-resolution, paper-based poll place scanner and tabulator that scans voter selections from both sides of the ballot simultaneously. It has a large touch screen for voter communication, an integrated thermal printer for limitless Election Day printing, an easy-to-use interface and an internal battery pack for reliable power in the event of a power outage. DS200 Poll Place Tabulator (attached to secure ballot box) Voters insert their ballots directly into the DS200 at the polling place. The touch-screen scanner tabulates votes and may be configured to drop the scanned ballot into an attached secure ballot box, which has an easy transport rolling case. The DS200 can scan a variety of ballot sizes. It uses Intelligent Mark Recognition® (IMR) and Positive Target Recognition and Compensation® (PTRAC) technologies to determine what constitutes as a mark for a candidate. Scanned voter selections are stored to a USB memory device. The USB memory device is removable from the system for transport to a central election location where vote totals are consolidated for reporting. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 14 EVS6302 CA Election Management System Chapter 1: Introduction 1.1.3 DS300 Poll Place Ballot Tabulator The DS300 is a poll place count tabulator for use from early voting through Election Day. It can also be used as a central count tabulator for absentee voting or conducting recounts and audits. DS300 Poll Place Tabulator (attached to secure ballot box) Able to read voter marks on both one- and two-sided ballots, the DS300 uses the IMR and PTRAC technologies to accurately discriminate between valid marks (pen/pencil marks within the ballot target locations) and extraneous marks, perforations, smudges, and folds. The DS300 can quickly generate paper reports produced from its internal thermal printer. The DS300 stores encrypted election results on a removable flash drive for transferring results to Electionware after the polls are closed. The DS300 introduces a refreshed interface and faster tabulation speeds. It is also equipped with an inkjet printer that can print a 10-digit ballot audit number on each ballot page or vote summary card. This can be used to perform a risk-limiting audit. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 15 EVS6302 CA Election Management System Chapter 1: Introduction 1.1.4 DS450 Central Count Scanner and Tabulator The DS450 central count scanner and tabulator provides high-throughput scanning of ballots and vote summary cards, sorting tabulated ballots and/or cards into discrete output bins without interrupting scanning. The DS450 can be configured to transmit tabulation results via closed network and is also capable of incremental file exports, export on save, and exported batches reports. Easily manage folded ballots with the DS450 tabulator’s TruGrip™ technology. The high-throughput tabulator uses our patented IMR and PTRAC technologies to identify marked vote targets, increasing the accuracy of tabulation and eliminating manual adjudication time. The DS450 competes with the industry’s standard high-speed scanners while maintaining affordability for jurisdictions. The ballot tracking feature can save time and effort by enabling you to manage ballot jams without rescanning the entire batch. Through messages on interactive screens and LED lights on the output bins, the DS450 walks the operator through setting aside all properly scanned ballots and rescanning the rest. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 16 EVS6302 CA Election Management System Chapter 1: Introduction 1.1.5 DS850 Central Count Scanner and Tabulator Jurisdictions with central count systems generally collect ballots at multiple polling places and transport them back to election headquarters for scanning after the polls close. During the voting process, the scanners record votes from each ballot and add results to an internal results total. The ballot tracking feature can save time and effort by enabling you to manage ballot jams without rescanning the entire batch. Through messages on interactive screens, the DS850 walks the operator through setting aside all properly scanned ballots and rescanning the rest. The high-speed tabulator uses our patented IMR and PTRAC technologies to identify marked vote targets, increasing the accuracy of tabulation and eliminating manual adjudication time. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 17 EVS6302 CA Election Management System Chapter 1: Introduction 1.1.6 DS950 Central Count Scanner and Tabulator The DS950 central count scanner and tabulator provides high-speed digital processing with minimal ballot jams or misfeeds. It can scan a variety of ballot sizes, including vote summary cards, and it can read ballots in any of four orientations. The DS950 uses PTRAC and IMR technology to determine what constitutes a mark for a candidate. It scans, tabulates, and sorts ballots, automatically separating them into one of three discrete output bins, based on user- configurable criteria, without interrupting scanning. If a ballot jam occurs during a scan run, the DS950’s advanced ballot tracking feature retains counts for all successfully scanned ballots, preventing the need to rescan the entire stack. Thanks to its Smart Pick technology, the DS950 automatically adjusts reverse belt tension for superior ballot feeding. The unit’s input tray friction pad and output tray ballot guide provide advanced ballot control, reliably handling ballots at high speed — even if the ballots have been folded. Optionally, the DS950 may be configured to transmit tabulation results to the results server through a closed network connection rather than physically transporting via USB flash drives. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 18 EVS6302 CA Election Management System Chapter 1: Introduction 1.1.7 ExpressVote Universal Voting System The ExpressVote Universal Voting System has enhanced configuration options for optimal voter experience, including support for multi-card elections, blank ballot notification, two-column candidate display, and contest title wrapping. In addition to these features, the ExpressVote includes support for judges’ initials and review boxes, Electionware-based precinct order, and rear-eject management. Optionally, the ExpressVote can be mounted on various configurations, including a portable rolling kiosk, voting booths, carts or tables. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 19 EVS6302 CA Election Management System Chapter 1: Introduction 1.1.8 Electionware - Election Management Software Electionware election management software is used to create elections for ES&S voting, scanning, and tabulation equipment. Electionware is composed of five software groups containing ten modules. Use ES&S software to create an election information database, format ballots, program ballot scanning and tabulating equipment, and generate Election Day reports. ES&S products and services enable you to customize and scale election processes to meet the needs of your jurisdiction. Note Electionware requires the user to have a good working knowledge of personal computers, the Microsoft® Windows 10 operating system, the election process, and election terminology. 1.1.8.1 Electionware’s Five Software Groups The following is a brief description of the five software groups within Electionware and their respective modules: Define – The Define group is used to input critical data for your election. The Define group modules are Home, Capture, and Element Library. Use Home to create, edit, and manage your elections. Capture is used to enter important election-specific information into the election database. Use Capture to enter precincts, districts, contests, candidates, parties, and other information applicable to the election. Element Library stores graphics for the ES&S equipment and system translations for audio. Design – The Design group is for designing ballot and audio elements for your election. The Design group modules are Paper Ballot, Touch Screen Ballot, and Accessible Ballot. Paper Ballot is opened in a separate window where paper ballot layouts are designed for use with ES&S equipment. Touch Screen Ballot is used to design flexible electronic ballots that support multiple screen layout sizes. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 20 EVS6302 CA Election Management System Chapter 1: Introduction Accessible Ballot is used to format ballot display options as they will appear, manage ADA audio settings, and validate data before the election files are generated. Deliver – The Deliver group is used to configure equipment, package election data, and print ballots on demand. The Deliver group modules are Configure, Package, and Print. Configure is used to set parameters and access codes for election equipment, and generate election files for use with the ES&S equipment. Package is used to create election media files stored on the equipment flash drives, and the ballot file for the ES&S electronic pollbook. Print is for viewing and printing BOD (Ballot on Demand) ballots by precinct. Results – The Results group is used to import, manage, and report election results data from the tabulation media. The Results group module is Reporting. Reporting loads election results, machine logs, cast vote records, and ballot images. This module is then used to create the results reports, review and adjudicate ballots, and review and manage write-ins. Manage – The Manage group is used to manage users and jurisdictions in Electionware. The Manage group module is Setup. At Electionware’s first use, Setup is the first module used. Setup allows management of users and jurisdictions, as well as election code strength. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 21 EVS6302 CA Election Management System Chapter 1: Introduction 1.1.9 ES&S Supporting Applications Product Version Description Service supporting election media Removable Media Service 3.0.0.0 programming Service supporting election media Event Log Service (ELS) 3.0.0.0 programming Electionware-Server 6.3.0.2 EMS Server support 1.1.10 Commercial Off-the-Shelf (COTS) Products Product Version Description Operating System for standalone and Windows 10 LTSC 2021 21H2 client workstations Operating System for EMS and results Windows Server 2022 64-bit, SP-1 servers Amyuni PDF Converter Print 5.5 Ballot PDF generation utility Sumatra PDF 3.1.2 64-bit Ballot PDF viewing utility Cerberus 12.1 64-bit File transfer server EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 22 EVS6302 CA Election Management System Chapter 1: Introduction 1.2 About This Manual This manual may have cross-references to other chapters or sections with information relevant to the current topic. If you are using the electronic version of this manual, click the blue cross-reference link to jump to that information. If you are using a printed version of this manual, the cross-reference tells you which section to consult. 1.2.1 Chapter and Section Numbers Chapters are numbered in order. The headings of the topics within the chapter are also numbered in order, with the first number indicating the chapter, and subsequent numbers indicating that topic’s position within the chapter. For example, heading number “3.2.3” indicates that this section is in chapter three, under the second major heading of chapter three, and under the third subheading below that heading. 1.2.2 Informational Symbols The following symbols are used throughout the manual to call attention to specific types of information. Table 1-2: Symbols Used in this Manual Caution The Caution symbol appears next to information that could help avoid errors in your election. Important The Important symbol appears next to information that could be critical to your election. Tools The Tools symbol appears next to procedures that require additional items such as keys or cleaning supplies. Jurisdictional The Jurisdictional symbol appears next to procedures that may require you to modify them according to the requirements of your jurisdiction. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 23 EVS6302 CA Election Management System Chapter 1: Introduction Table 1-2: Symbols Used in this Manual (Continued) Note The Note symbol appears next to information that is helpful but not necessarily critical to your election. Warning The Warning symbol appears next to procedures that could cause damage to the election if improperly executed. 1.2.3 Terms and Definitions Table 1-3: Abbreviations Term Definition BMD Ballot Marking Device BOD Ballot on Demand CBT Central Ballot Tabulator CVR Cast Vote Record ELS Event Log Service EMS Election Management System EQC Election Qualification Code EVS ES&S Voting System L&A Logic and Accuracy (testing) SFTP Secure File Transfer Protocol SOP System Operations Procedures Table 1-4: Glossary of Terms Term Definition Examination of a voting system and its components by the purchasing election authority (usually in a simulated-use Acceptance Testing environment) to validate performance of delivered units in accordance with procurement requirements, and to validate that the delivered system is, in fact, the certified system purchased. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 24 EVS6302 CA Election Management System Chapter 1: Introduction Table 1-4: Glossary of Terms (Continued) Term Definition Ballot on Demand enables the printing of individual ballots from a personal computer on Election Day. Many jurisdictions order Ballot on Demand® ballots based on voter turnout from the previous year instead of (BOD) printing a ballot for each registered voter in the jurisdiction. If ballots run short, the jurisdiction uses Ballot on Demand to print extra ballots on site. Electionware users group ballot information for different political parties in a primary or data for ballots that use different scanning equipment into individual ballot databases called ballot sets. Ballot Set When a user generates final election files from Electionware, the program merges all of the ballot sets created for an election into output files. A group of county officials who are responsible for making sure that the number of ballots cast on Election Day is equal to the number of ballots that are counted on election night. The Canvassing Board canvassing board is also responsible for certifying the results of an election, certifying final canvass reports and signing off results reports from precinct and central scanners. The column of numbered black boxes on the left side of a ballot immediately right of the timing track. The scanner reads the Code Channel combinations of boxes in this area to determine the precinct, split, type and style of the ballot. Jurisdictional, contest, and candidate data loaded into voting and Election Definition scanner/tabulator machines for an individual election. A portable flash media device containing the election definition in Election Media encrypted form, used to transfer data to and from ES&S equipment. Logic and Accuracy A public test performed prior to Election Day to demonstrate that Test (L&A Testing) the election system counts and reports election results correctly. A zero report is a version of the results report that is only available Zero Report / Zero when no results are on the machine. It is used to verify that any Tape prior vote data has been cleared. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 25 EVS6302 CA Election Management System Chapter 1: Introduction 1.3 Contact ES&S for Technical Support If you need additional assistance, ES&S technical support staff can provide advice and help you resolve the situation. When you contact ES&S for technical support, have the equipment on hand and be prepared to provide the following information to the support representative: • The version number of the product you are using (for example, Electionware version 6.3.0.2). • The exact wording of any messages that appeared. • A description of what was happening when the problem occurred. Support representatives are available Monday through Friday, between 7:00 a.m. and 7:00 p.m. Central Time. Telephone: 877-377-8683 (USA & Canada) Fax: 402-970-1285 Email: technicalsupport@essvote.com ES&S support services are subject to the prices, terms, and conditions in place at the time of service. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 26 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications Chapter 2: Paper Ballot Specifications 2.1 Electionware Paper Ballot Electionware ballots are one or two-sided. Machine-readable components are areas of the ballot that scanners recognize to record marks. Voting Targets (Ovals) – A voting target is an oval that appears next to each candidate name (or referendum response). Voting targets are marked by the voter to indicate selection. Properly printed ovals are invisible to optical sensors. Place ballot text, tint, or ruling lines no closer than 0.20 inches (0.508 cm) from the oval. The oval line thickness is configured in Electionware. The value entered must be within the range of 0.004 inches to 0.006 inches. For proper scanning and tabulation, the actual printed line must not exceed 0.008 inches in thickness. Use a micro ruler to validate proper thickness of the printed oval line. Note To reduce the likelihood of scanning errors, avoid design choices that result in oval targets on one side of the ballot overlapping or aligning with oval targets on the opposite side. Timing Marks – Timing marks are the rows of black squares used by the digital scanner to control ballot processing speeds. These marks serve to validate ballot registration and locate the voting targets. Code Channel – This is the column of numbered black squares on the left side of the ballot. The scanner uses them to determine the precinct, split, type, and style of the ballot. Registration Crosshairs – In early versions, these marks were used to verify that the ballot was within ES&S registration specifications. This function is now fulfilled by the Timing Marks. Registration Crosshairs can still be optionally added to the ballot PDF. Cut Marks – These marks are used to guide you or your print service when cutting the ballots down to correct size. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 27 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.1.1 Timing Mark Alignment The timing marks create a virtual grid over the ballot. Each voting target position on the ballot is aligned within the intersection of a row and column. The timing mark area of the ballot is reserved. This applies to both Important the front and back of the ballot, even if the back of the ballot is blank. Placement of content in the timing mark area, including text and/or images, is not permitted. The scanner uses the timing mark alignment to compensate for any image distortion and accurately locate the voting targets. Registration Crosshairs Cut Marks Vote Targets Code Channel Timing Marks Electionware Paper Ballot EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 28 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.1.2 Timing Mark Spacing The timing mark spacing (also referred to as density) varies according to ballot length and number of voting targets per inch, allowing for different row counts for each size. When checking the ballot, be sure to use the correct overlay for ballot size and timing mark spacing. Table 2-1: Column Widths According to Ballot Length & Ovals/Inch 5mm 6.5mm 8mm Length 0.20" 0.26" 0.31" (5 ovals per inch) (3.8 ovals per inch) (3.1 ovals per inch) 11" 50 38 N/A 14" 65 50 41 17" 81 62 50 19" 91 70 56 EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 29 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.2 ExpressVote Card Specifications ExpressVote devices use thermal card stock to initiate a voting session and capture a paper record of all vote selections. Initially, the thermal card stock is either blank or pre-printed. At this stage, it is referred to as an activation card. Then, the ExpressVote prints the text and associated bar codes of the voter’s contest selections onto the inserted activation card. The activation card is now referred to as a vote summary card. Due to the thermal nature of the activation card paper stock, activation cards for use in ExpressVote devices are printed on one side only. Certain components of the activation card may be pre-printed. These components include the following: • Review box • Precinct activation code • Party code Note Images in this section are not to scale. Note Print width = 832 dots/8 dots per mm. 1 pixel = 0.005 in. 2.2.1 Pre-Printed Review Box Jurisdictions may use the pre-printed review box feature for provisional ballots, which requires a mark indicating that these ballots should be set aside for later review. The election definition determines whether and how the review box option is used. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 30 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications This box is printed near the leading edge of the activation card, as shown in the following example. Example of review box on activation card The review box has a detection threshold of 3 pixels around the Note outside of the box as well as 3 pixels within the box. The line weight for the review box may be no more than 3 pixels. Caution Before pre-printing a large number of cards, thoroughly test the review box. 2.2.2 Pre-Printed Precinct Activation Barcode When the election definition holds different precincts, voters can be given a pre-printed precinct activation card that contains an eight-digit precinct activation barcode to select the correct ballot. When the voter inserts this pre-printed card, the system scans the precinct activation barcode and displays the correct ballot for the voter. The precinct activation code matches a given Ballot Id encoded by Electionware. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 31 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications When using a non-ES&S associated printer, it is essential for the barcode images to be 50 pixels in height. The printer must position the precinct activation barcode according to the following specification. Example of precinct activation barcode on activation card Important When printed, precinct activation barcodes must not exceed the area specified for this barcode. Caution Before pre-printing a large number of cards, thoroughly test the precinct activation method. 2.2.3 Pre-Printed Party Code In primary elections, voters can be given a pre-printed party activation card that contains a four-digit party barcode to select the correct ballot. When the voter inserts this pre-printed card, the system scans the party barcode and displays the correct ballot for the voter. The party code matches the list order to which parties are assigned in Electionware. See the Electionware Vol. II: Define Guide for further details. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 32 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications When using a non-ES&S associated printer, it is essential for the barcode images to be 50 pixels in height. The printer must position the barcode and party code according to the following specification. Example of party code on activation card Important When printed, party codes must not encroach on the barcode area. Caution Before pre-printing a large number of cards, thoroughly test the party code activation method. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 33 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.3 ES&S CountRight Ballot Stock ES&S CountRight™ Ballot Stock has been specially engineered to run on ES&S tabulators and meets all ES&S specifications for the ES&S tabulators. Important The use of CountRight Ballot Stock is highly recommended when printing for ES&S equipment. As the manufacturer of the scanning equipment, ES&S understands the critical synergy required between the ballot paper, the ink on the paper, and the tabulator logic. As a result, CountRight Ballot Stock was designed with specific consideration regarding the following measurements: Caliper – Thickness of the paper Opacity – Amount of light absorbed vs. reflected by the paper Brightness – Reflectance of the paper when measured under a calibrated wave of light Smoothness – Measurement of surface “roughness” of the paper Basis Weight – Mass (expressed as weight) per number of sheets ES&S tabulators are designed to use digital CountRight Ballot Stock, which is blank with no pre-printing for Poll Place Count and Central Count equipment. 2.3.1 Ordering CountRight Ballot Stock When ordering stock, it is critical to tell ES&S what type of tabulator(s) you are using in order to ensure that correct stock is ordered. CountRight is available from two sources: • As the only authorized distributor of CountRight, Veritiv offers parent sheets and rolls in several sizes and formats. • ES&S stocks and markets CountRight Ballot Stock in several sizes and formats. Contact ES&S Customer Service at 1-877-377-8683 with any questions or orders. Allow four weeks for delivery. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 34 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.3.2 CountRight Specifications Table 2-2: Ballot Specifications Grain Direction on Finished Ballot Long Basis Weight 80# text weight (36.2874 kg) Thickness 0.0061 in. (0.015494 cm) Smoothness 120 Sheffields Moisture 4.8 percent Opacity 96 percent Brightness 97 percent Pages per Inch (PPI) 328 Table 2-3: Tolerances Ballot Width 8.5 in. (+.027, -.02) Ballot Length 11, 14, 17, 19 in. (+/- 0.03) Ink Density 1.15 to 1.25 wet ink density; 1.10 to 1.15 dry ink density Oval Thickness The value entered in Electionware must be within the range of 0.004 inches to 0.006 inches.a a. For proper scanning and tabulation, the actual printed line must not exceed 0.008 inches in thickness. Use a micro ruler to validate proper thickness of the printed oval line. The ES&S paper-based tabulators can accommodate activation Important cards. The ES&S paper-based tabulators cannot read colored ballot stock. Avoid using adhesive stickers or labels and avoid embossing or embellishing when printing ballots. Any technique that changes the caliper of the ballot stock may cause read errors during scanning. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 35 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.3.3 Paper Storage and Conditioning For optimal print quality and paper performance, follow these recommended guidelines. 2.3.3.1 Storage Preserve the paper quality by storing in proper containers and climate. Containers Leave the paper sealed in its original wrapping and/or shipping carton until it is time to load it into the printer. Once opened, it is more likely to be affected by moisture, which can cause curling, waves, and other damage to the paper. Once a ream of paper is opened, if some paper is not immediately used, reseal the wrapper with tape, and/or store the unused paper in a sealed plastic bag. Caution Do not store paper in the printer’s paper trays. Do not store paper on the floor. Use pallets, shelves, cabinets, etc. Stacking Stack individual reams or cartons carefully on top of one another to avoid crushing edges. Stack cartons no more than five high, and pallets no more than three high. Climate Store paper at a temperature of 68°F/20°C to 76°F/24.4°C, at relative humidity of 35 to 55%. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 36 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.3.3.2 Conditioning Paper conditioning refers to the time required to acclimate to print room conditions before printing. Note Conditioning coated paper is generally a longer process than conditioning uncoated paper. Separating the cartons speeds up conditioning. Use the chart below to determine the exact amount of time required between moving the paper into the print room and starting to print. Note “Temperature Difference” refers to the difference between the temperature during transport and the temperature of the print room. Table 2-4: Conditioning Hours for Ballot Paper Temperature Difference (Degrees F/C) # Cartons 10/5.5 15/8.5 20/11 25/13 30/17 40/22 50/28 Hours 1 4 8 11 14 17 24 34 5 5 9 12 15 18 25 35 10 8 14 18 22 27 38 51 20 11 16 23 28 35 48 67 40 14 19 26 32 38 54 75 EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 37 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.4 Color Strip Identification To assist with correct ballot distribution at the polling place, ES&S ballots can use a color strip instead of full color tinting. The strip can be any color and darkness, as it is placed on a part of the ballot that the tabulator does not read, and can be horizontal or vertical. Text or ballot art can appear within the color strip. However, because Note the scanned image will be black and white, the strip may appear black, rendering dark text unreadable. Check with your jurisdiction to see if white text can be used against a particular color strip. Guidelines for color strip placement: • 1/3 inch in the X direction (along the short edge of the ballot) • 15/100 inch in the Y direction (along the long edge of the ballot) • The color strip is considered ballot art and needs to be placed at 0.20” away from the nearest voting target. This limits the height of a horizontal strip and the width of a vertical strip. • Along the short edge of the ballot, the strip must be 0.10” from the border of the inner frame. • Along the long edge of the ballot, the color strip can be flush with the borders of the inner frame. 2.4.1 Horizontal Color Strip The horizontal color strip is restricted to the maximum width that does not break the guidelines stated above. Example of horizontal color strip layout EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 38 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications Note For standardization, ES&S Ballot Management Services recommends a horizontal color strip in the following dimensions: 1/8” height x 6 1/2” width. Note During ballot layout, if the potential exists for a horizontal strip, leave blank space to accommodate. For example, ES&S Election Services leaves a 0.25” buffer. 2.4.2 Vertical Color Strip The vertical color strip is restricted to the maximum height that does not break the guidelines stated above. Example of vertical color strip layout EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 39 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.5 Color Rendering Because Poll Place Count and Central Count scanners render images in black and white (no gray), the color strip will be rendered as either black or white. Refer to the color chart and table on the following pages when selecting color for use on the ballot. Note This table is provided as a reference only. Colors may be rendered differently depending on different parameters, including ink (dye quality) and printer manufacturer. 2.5.1 Shading Guidelines • For any shaded areas with dark text, ES&S recommends that shading not exceed 10%. • For 100% shading, ES&S recommends a high contrast color for text (e.g., white text on black shading). • Shading does not affect tabulation. It only affects human readability of text in shaded areas. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 40 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 41 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications a Table 2-5: Ballot Layout Color Guidelines Color Threshold for White Threshold for Black Black < 30% > 40% Red < 30% > 40% Green < 50% * Cyan < 50% * Orange < 35% > 50% Blue < 30% > 40% Magenta < 30% > 40% Yellow < 50% * Purple < 40% > 55% a. Colors with an asterisk (*) are usually rendered as white by the DS200 and DS300 due to the green light used for scanning. The following is a list of standard Pantone Matching System (PMS) colors used for bars. Table 2-6: Standard PMS Colors Used for Bars Color PMS Number Blue Process blue Green PMS 354 Orange PMS 151 Salmon PMS 151 20% screen Yellow Process yellow Red PMS 185 Purple PMS 252 Brown PMS 168 Pink PMS 176 Gray 20% screen of black Black N/A EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 42 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.6 Card Stock for Activation Cards The ExpressVote uses specially manufactured thermal paper to record printed images such as barcodes and contest selections. The unit’s thermal printer selectively heats the paper on one side to activate the dye(s) in the paper. The activation card thermal paper stock is processed to prevent moisture from causing the paper to curl. Approved grades are PTI’s “PTI 351 14N,” and Appvion’s “Resiste 800-5.3.” ExpressVote card stock is only available from ES&S. Contact ES&S Customer Service at 1-877-377-8683 with any questions or orders. Allow four weeks for delivery. Note Uncoated (non-thermal) paper stock, which can be used to print test cards, is also available from ES&S. Activation card thermal paper specifications are provided in the table below and illustrated on the following pages. Table 2-7: ExpressVote Paper Specifications Type Thermal heat-sensitive paper Color White Thickness 134 Microns ± 6 Microns (0.005275” ± 0.000236”) Lengths Available 11, 14, 17, and 19-inches ± 0.015” tolerance for all lengths Width Available 4.260 ± 0.015” tolerance for all paper lengths Die-cut Corner 0.750 ± 0.015” tolerance on two sides (see the figures on the following pages) 2.6.1 Storage and Shelf Life Recommendations Shelf Life – Store ExpressVote thermal card stock in a dark place at a relative humidity between 45% and 65% and a temperature below 77°F (25°C). Adhering to these recommendations will ensure satisfactory performance for at least three years from the date of manufacture. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 43 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications Image Life – Once an ExpressVote vote summary card has been imaged, the image is expected to remain completely legible for at least seven years, assuming the documents are properly stored with compatible materials under normal filing conditions, with a relative humidity between 45% and 65%, as well as a temperature below 77°F (25°C). After seven years, the image may begin to deteriorate. After twenty years, the image may no longer be visible. Caution Exposure to heat renders the card stock black and unusable. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 44 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications ExpressVote thermal paper stock: 11 inch & 14 inch EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 45 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications ExpressVote thermal paper stock: 17 inch & 19 inch EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 46 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.6.2 Activation Card Stubs For jurisdictions requiring activation cards with stubs, the ExpressVote can accommodate stubs on most card lengths. Table 2-8: Activation Card Stubs Card Length After Stub Stub Length Total Card Length With Stub Removal 11 inches 3 inches 14 inches 14 inches 3 inches 17 inches 17 inches 2 inches 19 inches 19 inches Not supported Not supported The activation card is inserted into the ExpressVote with the stub attached. After the voter makes selections and ejects the vote summary card, the stub is removed and the ballot is tabulated with a precinct or central count machine. In Electionware, when the Allow Stubs feature is enabled, Print Card Note Size refers to the size of the cards that will be scanned and tabulated after stubs have been removed. For example, if you select 11 inches and Allow Stubs, the ExpressVote will accept 14 inch cards to account for the attached stub, and tabulators will accept 11 inch cards after stubs have been removed. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 47 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications Activation card thermal paper stock: 14 inch card with 3 inch stub. Removal of the stub results in an 11 inch card. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 48 00.3 STUB 00.11 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications Activation card thermal paper stock: 17 inch card with 3 inch stub. Removal of the stub results in a 14 inch card. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 49 00.3 STUB 00.41 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications Activation card thermal paper stock: 19 inch card with 2 inch stub. Removal of the stub results in a 17 inch card. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 50 00.2 STUB 00.71 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.7 Offset Production 2.7.1 Ballot Ink for Offset Production Print all of the machine-readable components with high quality, commercially available black ink (extra or double-black) and note the following guidelines: • Use inks with high tack. • Only use readable black ink to print ballot components. • Make sure that all offset is solid and dense without voids, breakthroughs, dirt, foreign particles, white hickeys in the timing marks, or gray lines. • Print with a minimum density of 0.95 and a maximum density of 1.50. Test at the press using a densitometer. • For best results, use a density of 1.15. • Do not use powder or varnish. • Do not smear, smudge, or spray the ink when handling the ballots. • Do not print text in the active voting tracks. 2.7.2 Offset Pre-Press Preparation Before going to press, use the instructions that follow to prepare the ballot layout for mass printing. In offset printing, use diazo-coated aluminum or high quality vinyl plates to preserve the integrity of the film image. (Paper plates do not maintain the side- to-side dimensions of the ballot image.) 1. Image the PDF file to film negatives or direct to plate at 100%. A PDF file can vary as much as 0.5%, depending upon how the software is handled by the output devices. 2. Use the registration overlays obtained from ES&S to verify that the PDF is sized correctly, that all machine-readable components are aligned, and that all cut marks and score marks appear on the ballot. 3. Inspect the ballot for accuracy with registration overlays, hard copy laser prints (if one is sent) and a visual inspection of the document image. Check EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 51 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications the ballot for wrapping, overprinting, dropping lines, text outside the text areas, or other signs of a corrupt file. Note Contact ES&S Print Services to obtain the registration overlays, or for additional assistance. 2.7.3 Prepare Ballot Stock Only use ES&S CountRight Ballot Stock and ballot ink that adheres to the specifications in this manual. Square the stock before sending it to the press. 2.7.3.1 Offset Preparation, Printing, and Proofing 1. Print 150 make-ready sheets and cut to the final size. Check the following: • Ballots are square. • Front-to-Back registration is accurate by holding ballot to the light. • Width is accurate by using a registration overlay. • Any visible spots or scratches on the ballot or printing plate. 2. Turn the ballot over and do the tests again on the back of the ballot. If all four tests on each side fall within tolerances, the scanner will be able to read the ballot. 3. After performing registration checks, print and inspect the ballots. Allow the ballots to dry. 4. For every 500 sheets printed on the main production run, check the following and initial accordingly: • Ink density with a densitometer. • Overall print quality – visible flaws, spots, or marks on the ballot or printing plate. • Make any corrections/adjustments necessary to the printer. Reprint, and replace ballots as needed. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 52 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.7.3.2 Offset Cutting The first few sheets should be taken to the cutter immediately to determine if all is square. Stack ballots in lift sizes of 3 to 5 inches (7.62 to 12.7 cm). The weight of the ballot stock may cause offset during the drying process if placed in stacks higher than 5 inches (12.7 cm). Note Keep ballot stock clean before, during, and after printing. Avoid grease, water, ink splatter or spray, and dirt. Always wash hands before handling ballot stock. 2.7.4 Cutting To ensure ballots are the proper size, use the overlays to determine overall ballot width and length. ES&S CountRight Ballot stock is already cut to size; however, check the ballot stock with the appropriate overlay to ensure it is properly cut. If printing from a roll-fed machine, or cutting down from offset press sheets, periodically check with the appropriate overlay to ensure the ballots are cut to the correct width and length. 2.7.5 Scoring Ballots Ensure that scoring/folding does not intersect with any ovals. Caution Scoring followed by folding may result in the ballot separating at the score/fold line. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 53 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.7.6 Folding Ballots A folding machine should be used to expedite the process of folding ballots. In addition, roller pressures should be reduced to about 2 – 3X thickness of ballot stock. • Do not fold across timing marks, ovals, write-in spaces (marked Caution or unmarked), or arrows, as this may cause tabulation errors. • To allow more space for folding between timing marks, use a less dense ovals-per-inch setting whenever possible. • Fold as few times as possible. • When removing from envelopes, place all ballots in the same orientation for proper back-bending. 2.7.7 Perforating and Numbering Ballot Stubs A ballot stub is a non-readable portion of the ballot that election workers remove at the polling place for auditing purposes. Stubs usually contain at least one identification number (such as a precinct identification number or sequence code number) and a sequentially printed number that matches the number on the ballot, used to audit ballots that have been cast. Ballots should be perforated for easy separation. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 54 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.8 Digital Printing and Packaging When printing, use the tools listed below to check the following: • Registration Overlay: • Registration • Ballot width • Ballot length • Go/No-Go Gauge: • Ballot width • Densitometer: • Ink/toner density • Micro-ruler: • Oval line thickness On every ballot inspected, check the following: • Overall print quality - any visible flaws, spots or marks • Front-to-back registration • Proper toner/ink adhesion Note Contact ES&S Print Services to obtain the registration overlay and correct Go/No-Go Gauge. Important If any of the measurements do not align with ES&S specifications, make any corrections / adjustments necessary to the printer, reprint and replace ballots as needed. 2.8.1 Preparation and Proofing After receiving the files, all ballot sequences must be proofed to ensure that information on the ballot is correct. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 55 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.8.1.1 Pre-Production Before printing, verify that the following components on the ballot PDF match those on the ballot order form (also referred to as the BQRL), and record the results on the form: • Correct party or ballot style • Stub, sequential numbering, or color requests • Scoring/folding, stapling, gluing, or any special finishing requests • Type/sequence/split or style number 2.8.1.2 Overlays and Registration A PDF can change, depending upon the software used, and although the change may not be visible (about 0.5%), it could be enough to cause read errors or ballot rejection on ES&S equipment. Use the registration overlays provided by ES&S to ensure that the ballots being produced are within ES&S specifications. Using Registration Overlays • Ensure that you have a “front” and a “back” overlay. • Align the top and right edges of the ballot with the “edge of paper” lines on the overlay, and inspect the printed ovals. The ovals must be printed entirely inside the boxes. If any part of the oval is outside the box, the ballot is not within registration. The PDF or printer must be adjusted, and the ballots reprinted, until the sizing and registration are correct. • Verify that the black timing marks and code channels are within the boxes printed on the overlay. The left and bottom edges of the ballot must fall between the Min. and Max. lines when the top and right edges are on the “edge of paper” line. If any part of the marks is outside the box, the ballot is not in registration. The PDF or printer must be adjusted, and the ballots reprinted, until the sizing and registration are correct. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 56 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications Note Check front-to-back registration on the ballot by holding it up to a light. The timing marks must line up evenly. Overlay11-38-24Column-Ver.1 MinimumLength MaximumLength Example: EVS Registration Overlay EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 57 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.8.1.3 Print Inspections For every 250 ballots run, check and initial the following: • Check registration, width, and length using the registration overlay. • Check front-to-back registration on the ballot by holding it up to a light. The timing track should line up evenly. • Measure oval line thickness with the micro-ruler. • Check overall print quality (any visible flaws, spots, or marks). Make any necessary corrections/adjustments to the printer. Reprint and replace ballots as needed. For every 1,000 ballots run, check and initial the following: • Measure width using the Go/No-Go Gauge. • Measure ink density using the densitometer. • Check overall print quality (any visible flaws, spots, or marks). • Check proper toner adhesion. Make any necessary corrections/adjustments to the printer. Reprint and replace ballots as needed. 2.8.2 Preparation for Transport 2.8.2.1 Packaging Before shrink-wrapping and shipping the ballots, perform these final tasks: • Fan through the pages (both front and back) to visually identify any visible errors or marks. Reprint and replace ballots as necessary. • Use chipboard when shrink-wrapping quantities of fewer than 50 ballots. • Do not shrink-wrap quantities greater than 250. • Include a packing list or label each ballot box to clearly indicate which ballots are in each specific box for easy customer recognition. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 58 EVS6302 CA Election Management System Chapter 2: Paper Ballot Specifications 2.8.2.2 Binding and Shipping • Bind, number, and box the ballots for shipping. If the ballots are to be glued or stitched, do so at the bottom of the ballot stub. • Do not bind ballots at the top. • Ship the exact number of ballots that have been requested in shrink- wrapped packaging. • Package ballots with a backer to provide support and prevent damage. • Ship ballots in containers large enough to hold in the ballots and strong enough to withstand damage that may occur during normal shipping and handling. • Label the outside of the cartons “ELECTION MATERIALS” and include a shipping manifest unless directed to do otherwise. Note Call ES&S or the client for labels or further assistance. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 59 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing Chapter 3: System Configuration and Acceptance Testing 3.1 EMS Installation and Configuration Documents EVS6302 EMS installation and configuration procedures are provided in the following accompanying documents: • EVS6302 CA EMS Client Workstation Installation • EVS6302 CA EMS Server Installation • EVS6302 CA EMS Standalone Workstation Installation 3.2 Upgrading Firmware 3.2.1 DS200 Firmware Update To install new firmware on the DS200, first obtain an official DS200 firmware update USB flash drive from the Secretary of State. 1. Power off the DS200 unit. Note The DS200 must be powered off before the firmware USB is inserted. 2. Unlock and open the front and rear access doors on the DS200 and remove any flash drives. 3. Insert the USB flash drive Backup USB Port containing the firmware update into the USB port under the rear access door (normally used for the backup drive). Do not force the flash drive into the port. 4. Turn on the DS200. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 60 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 5. When the Upload New Firmware screen appears, touch Continue. A screen will appear indicating the firmware is being updated. Do not remove Note the USB flash drive during this process. 6. If updating is successful, the DS200 will automatically shut down. 7. When the DS200 is completely powered off, remove the update flash drive. 3.2.2 DS300 Firmware Update To install new firmware on the DS300, first obtain an official DS300 firmware update USB flash drive from the Secretary of State. 1. Power off the DS300 unit. 2. Unlock and open the front and rear access doors on the DS300 and remove any flash drives. 3. Insert the update flash drive into one of the USB ports in the front media compartment. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 61 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 4. When the Upload New Firmware screen appears, touch Continue. A screen will appear indicating the firmware is being updated. Do not remove Note the USB flash drive during this process. 5. If updating is successful, the DS300 will automatically shut down. 6. When the DS300 is completely powered off, remove the update flash drive. 3.2.3 Central Count Firmware Update To install new firmware on the Central Count, first obtain official firmware update CF/CFast cards from the Secretary of State. Central Count firmware is updated using the following items: • Hard Drive Wipe Utility CF/CFast card Note The DS950 requires a different version of the Hard Drive Wipe Utility than the DS450 and DS850. • New DS450/DS850/DS950 firmware CF/CFast card Warning Be aware that loading new firmware onto a Central Count tabulator will clear everything off the hard disk. Before starting this process, ensure that you have retrieved all needed data from the hard drive. After you load new firmware onto the Central Count tabulator, you must calibrate the touchscreen and the camera. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 62 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 1. Touch Exit in the lower left corner of the screen. (If you are on a screen that does not display the Exit icon, touch Menu to navigate to a screen displaying that icon.) 2. Touch Shutdown Scanner. a. If using a DS850 tabulator, unlock and open the access door on the left side of the tabulator. 3. When the screen indicates it is safe to power off the machine, flip the power switch on the left side of the tabulator to the off position. 4. Unlock and open the rear panel on the tabulator. For memory card removal, depending on the model of your tabulator, proceed to one of the following sections: DS450: Remove Current CF Card DS850: Remove Current CF Card DS950: Remove Current CFast Card EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 63 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 3.2.3.1 Access and Remove Current CF/CFast Card Caution Be aware that loading new firmware will clear everything off the hard drive. Before starting this process, be sure you have retrieved all needed data from the hard drive. Electrical Opening the rear compartment exposes the user to risk of electrical shock. If you have not been trained on this procedure or are not comfortable performing this task, contact ES&S Technical Support. Before removing the CF/CFast card, power off the Central Count unit. DS450: Remove Current CF Card 1. Remove the currently installed firmware CF card from its slot in the upper right portion of the back of the machine. 2. Return the removed card to the Secretary of State. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 64 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing DS850: Remove Current CF Card 1. Locate the CF card access panel. 2. Unscrew the four thumb screws holding the access panel in place, remove the thumb screws, and remove the panel. 3. Remove the currently installed CF card. 4. Return the removed card to the Secretary of State. DS950: Remove Current CFast Card 1. Locate the CFast card holder near the lower-middle of the back of the machine. 2. Remove the currently installed CFast card. 3. Return the removed card to the Secretary of State. 3.2.3.2 Wipe the Hard Drive This process clears all data on the Central Count hard drive in preparation for the firmware update. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 65 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 1. Insert the card containing the Hard Drive Wipe utility into the unit’s card slot. Caution Do not force the card into the slot. Make sure the card is in the correct orientation when installing the card. 2. Turn on the unit. The Hard Drive Wipe utility will perform the following tasks on boot up: a. The system shows a 60 second timer during which the user can power off the unit to abort the process if needed. b. On completing the countdown, the utility formats the hard drive. A counter is shown indicating time remaining to complete the format. The process takes 3-10 minutes, depending on unit model. c. After formatting is complete, the utility partitions the drive. d. When partitioning is complete, the system shows a completion message. 3. On completion of the process, power off the unit and remove the Hard Drive Wipe utility card. 4. Insert the card containing new firmware into the unit’s card slot. Caution Do not force the card into the slot. Make sure the card is in the correct orientation (label side down) when installing the card. 5. Close and seal the rear access compartment. 6. Power on the unit. 7. As the unit boots, the system prompts for touchscreen calibration. Follow the on-screen calibration instructions. Note After installing the new firmware, you must calibrate the screen and camera, and clear and initialize the tabulator. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 66 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 3.2.3.3 Test and Calibrate Camera You must perform this extended camera calibration after upgrading the Central Count tabulator firmware to ensure the camera is properly configured to work with the new firmware. This procedure requires 40 sheets of blank 14-inch ballot stock and oval check sheet. 1. Load an election that has been coded for the new tabulator firmware. If you do not load an election at this time, you will be unable to properly calibrate the camera. 2. Set the output trays for 17-inch ballots. 3. On the Scanning menu, touch Scan Ballots. 4. Load the oval check sheet into the input hopper. 5. Touch Start. The tabulator will scan the oval check sheet and out stack it to the top tray. 6. Touch Save. 7. Touch Save a second time. 8. Touch Done. 9. Go to the Hardware tab located at the bottom left of the screen. 10. Touch Transport. 11. Enter the administration password for the current election. 12. Touch Tests. 13. Touch Display Ballot. 14. View the front and back of the ballot on the touch screen, using the navigation commands to move the image around on the screen so you can view the entire image. The ovals displayed on the screen should look consistent from one side of the image to the other. The ovals printed on the oval check sheet appear from the top to the bottom of the page in a repeating pattern of the following thicknesses: EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 67 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing • 0.010 inch • 0.008 inch • 0.006 inch • 0.004 inch • 0.002 inch The 0.002 inch ovals will be broken up or not visible. Ovals of all other thicknesses should appear intact. The following is a sample of a good ballot image. Notice that only the ovals of 0.002 inch thickness are broken or not visible. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 68 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing The following is a sample of a bad ballot image. Notice that the ovals of 0.004 inch thickness, as well as those of 0.002 inch thickness, are broken or not visible. 15. If the oval check sheet looks good, clear the counts from the machine. The tabulator is now ready for counting. If the oval check sheet does not look good, calibrate the camera. 16. Return to the Hardware tab. 17. Touch Camera. 18. Enter the administration password. 19. Touch Camera Calibration. 20. Adjust the output trays for 14-inch ballots. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 69 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 21. Clean the cameras with a lint-free cloth lightly dampened with isopropyl alcohol. 22. Load the input tray with 40 sheets of blank 14-inch ballot stock. 23. Touch Calibrate. 24. Touch Shutdown when prompted to do so. 25. Turn off the power to the tabulator. After 30 seconds, turn it back on. 26. Repeat the oval check sheet test. 27. When calibration is complete and the oval test is satisfactory, close and lock the access door on the left side of the tabulator. Contact If the ballot images remain unsatisfactory after two attempts to calibrate the cameras, contact ES&S technical support for assistance. 3.2.4 ExpressVote Firmware Update Updating the ExpressVote for EVS6302 is more involved than previous updates as it requires updating multiple components to accommodate the new operating system and user interface. Table 3-1: What you need to prepare flash drives Tool/File File name/Notes Procured from Minimum Configuration: Windows 10 64-bit PC Intel i5 6520, 4GB RAM, 500GB Customer hard drive, 2 USB 2.0 ports Steps 1&2 Step 3 4 labeled update flash drives ES&S Step 4 Step 5 USB mouse n/a Customer USB keyboard n/a Customer Four-port USB hub USB 2.0 powered hub preferred Customer Stopwatch or timer Recommend smartphone app Customer EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 70 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing Procure all items and copy the imageUSB utility and update .img files to the PC you will use for the following processes. Note If at any point in the update process a problem occurs that prevents you from continuing, contact ES&S Technical Support. This process upgrades units running Windows Embedded Standard (WES) to a newer Linux-based operating system. To complete this, the ExpressVote must first have special versions of IOB firmware and BIOS installed to allow booting from an external USB port. The ExpressVote is then booted using a USB flash drive containing Windows PE and an image file that is used to overwrite the image on the internal disk. After rebooting from the internal disk, it will be running Windows PE and a custom upgrade application. This application is used to return the BIOS to the correct version, upgrade the SPE board and IOB to the newer versions, and finally re- image the internal disk with the new Linux application and firmware. 3.2.4.1 Step 1: Install the IOB Update Table 3-2: What you need Tools Procured from Flash drive labeled Steps 1&2 ES&S Four-port USB hub Customer USB keyboard Customer USB mouse Customer This step allows the unit to be booted from a USB flash drive rather than the internal disk (also known as the eUSB, Innodisk or solid-state drive). 1. With the ExpressVote connected to the AC power adapter, power on the unit and allow it to boot up. 2. Plug in the four-port USB hub into one of the two USB ports in the media access compartment on the left side of the ExpressVote. 3. Plug the USB mouse and keyboard into the hub. These will be used in later steps. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 71 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 4. Insert the flash drive labeled Steps 1&2 into the open port on the ExpressVote (do not insert in USB hub). 5. With the ExpressVote in Official mode, access the System Administrator Menu using the passcode Admin. 6. Select Upload Software or Upload from Update Stick, depending on the current firmware version. 7. On the Upload New Software screen, select IOB (Input Output Board). Additional options will appear. Select From Update Media, and then Begin Upload Firmware. Progress indicators will appear and then the system will reboot. 8. Leave the flash drive inserted and continue to the next section. 3.2.4.2 Step 2: Install the BIOS Update This step updates the BIOS to allow booting the unit from an external USB port. 1. With the ExpressVote in Official mode, access the System Administrator Menu using the passcode Admin. 2. Select Upload Software or Upload from Update Stick, depending on the current firmware version. 3. On the Upload New Software screen, select Application (Graphical User Interface). Then select Begin Upload Firmware. Progress indicators will appear. 4. When the process is complete, the Begin Upload Firmware button will change to say Reboot. Select the Reboot button. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 72 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing The unit will reboot twice and the following screen will appear once the process is complete. Important This is a long process that will take several minutes. 5. Once InsydeFlash completes, the system will restart and you’ll be returned to the ExpressVote Main Menu. 6. Remove the flash drive labeled Steps 1&2 from the ExpressVote and proceed to the next section. 3.2.4.3 Step 3: Wipe the Internal Disk Table 3-3: What you need Tools Procured from Flash drive labeled Step 3 ES&S This step deletes the boot sector of the internal disk to force the BIOS to reliably boot from an external USB flash drive. 1. With the ExpressVote powered on, insert the flash drive labeled Step 3 into the open port on the ExpressVote (do not insert in USB hub). 2. With the ExpressVote in Official mode, access the System Administrator Menu using the passcode Admin. 3. Select Upload Software or Upload from Update Stick, depending on the current firmware version. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 73 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 4. On the Upload New Software screen, select Application (Graphical User Interface). Then select Begin Upload Firmware. Progress indicators will appear. 5. When the process is complete, the Begin Upload Firmware button will change to say Reboot. Select the Reboot button. During the reboot process, the screen will display a message that “You are about to be logged off” and that Windows will shutdown when complete, followed by a screen displaying “Shutting down ...” Important The unit will reboot twice before the final shutdown. This is a long shutdown cycle. Make sure the unit has completely Warning finished and powered down before removing the flash drive. When the green battery indicator light on the front of the unit turns off, the unit is powered off. If the flash drive is removed before the unit has been powered down, the update process will be interrupted and you will need to contact ES&S. 6. Remove the Step 3 flash drive when the unit is completely powered down and proceed to the next section. 3.2.4.4 Step 4: Image the Internal Disk Table 3-4: What you need Tools Procured from Flash drive labeled Step 4 ES&S This step installs the Windows PE operating system and a custom EV2-Image.exe on the internal disk. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 74 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 1. Insert the flash drive labeled Step 4 into the open port on the ExpressVote (do not insert in USB hub). 2. Power up the ExpressVote. The unit will boot up in Windows PE and then automatically launch the EV2-Image.exe application. Note It is normal that when running the Windows PE operating system for the screen to be displayed 90 degrees counter-clockwise. Important This is a long process that will take several minutes. When the imaging is complete, the unit will shut down. 3. Wait until it is completely powered down, then remove the Step 4 flash drive and proceed to the next section. 3.2.4.5 Step 5: Update ExpressVote Firmware to Version 4.2.1.2 Table 3-5: What you need Tools Procured from Flash drive labeled Step 5 ES&S Important If multiple ExpressVote units are to be updated using the same USB flash drives, delete any .xml files from the Step 5 flash drive after each unit is updated before proceeding to the next unit. This is a multi-step process that: • Updates the SPE board • Allows re-entry of the unit serial number • Returns the BIOS to a secure version • Updates the IOB EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 75 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing • Installs firmware version 4.2.1.2 (EVS6302) From this point forward you must pay attention to the reboot cycles Important and screen transitions so you are ready to perform the time-sensitive tasks in the IOB Update section below. It is recommended that you read ahead to familiarize yourself with the steps before proceeding. 1. Power up the ExpressVote. The unit will boot up in Windows PE and then automatically launch the EV2-Update.exe application. Note It is normal that when running the Windows PE operating system for the screen to be displayed 90 degrees counter-clockwise. 2. Insert the flash drive labeled Step 5 into the open port on the ExpressVote (do not insert in USB hub). 3. If the message “Update FAILED!” appears after inserting the flash drive, use the mouse to click the Start Update button. The remaining update steps will begin. SPE Update Updating SPE firmware will be displayed. This step performs a comparison between the SPE board firmware and the ScannerPrinterEngine.S19 file on the Step 5 flash drive. After the SPE resets, a comparison will be performed to verify the SPE is up to date. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 76 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing Enter the Unit Serial Number Do not remove the Step 5 flash drive. Leave it inserted and allow the Important unit to run the update. The process will not continue until a valid serial number is entered. If the IOB EEPROM contains a valid serial number, it will be displayed. If you are updating from EVS 5.2.x.x versions the serial number field will be blank. Note If the message “Update FAILED!” appears, use the mouse to click the Start Update button. This step will display a dialog box to allow manual re-entry of the unit’s manufacturing serial number if the value stored in the IOB’s EEOROM is not valid. 1. If a valid serial number is found, use the mouse to select Use this Serial Number. 2. If the serial number is invalid, locate the serial number label on the ExpressVote and enter it in the field using the USB keyboard, and then select Use this Serial Number using the mouse. Proceed to the next section. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 77 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing BIOS Update Note If the message “Update FAILED!” appears, use the mouse to click the Start Update button. This step updates the BIOS using a third-party application on the Step 5 flash drive. It will install the BIOS image file, with the embedded serial number, that was generated in the previous section. The flash utility is launched automatically by the EV2-Update.exe application. The unit will reboot when the BIOS update is completed. Important Do not remove the Step 5 flash drive. Leave it inserted and allow the unit to run the update. For the next process, have a stopwatch or timer ready, such as an app Important that can be found on most smartphones. Also, make sure the ExpressVote detachable keyboard (DKB) is connected and at hand. IOB Update Note If the message “Update FAILED!” appears after booting up, use the mouse to click the Start Update button. Upon reboot, the EV2-Update.exe application will update the IOB. After the IOB is updated, the unit will automatically reboot. After the reboot, the new IOB firmware enables the “watchdog” shutdown timer and the external USB ports will not have power. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 78 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 1. Start your timer or stopwatch when the system starts to reboot. 2. Hold down the Screen button (black button) on the DKB. When the unit beeps, release the button. 3. At precisely 80 seconds into the boot process depress and hold the Repeat button (green button) until the unit beeps. The IOB firmware is compared to the firmware file on the flash drive and the system will proceed to the next step. Image the Internal Disk Note If the message “Update FAILED!” appears, use the mouse to click the Start Update button. This step writes the ExpressVote firmware version 4.2.1.2 to the internal disk. When imaging is complete, the unit will restart and boot from the new operating system and execute the new firmware version application to finalize the update. Once completed, the unit will reboot. Important This is a long process that will take several minutes. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 79 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 1. Perform touchscreen calibration when prompted. 2. When the following message appears, touch the red alert symbol to silence the alarm. 3. Remove the flash drive and unplug the USB hub. 4. On the first screen, verify the firmware version is 4.2.1.2 and that the serial number matches the number on the unit’s barcode label. 5. With the unit in Official mode, verify that the firmware versions listed on the Supervisor Menu matches what is expected: Module Version BIOS 04.33.01.00 Firmware 4.2.1.2 IOB 4.2.0.0 PPM 4.2.0.0 Important If multiple ExpressVote units are to be updated using the same USB flash drives, delete any .xml files from the Step 5 flash drive after each unit is updated before proceeding to the next unit. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 80 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing Final Steps Before using the ExpressVote with the new operating system and firmware, review the ExpressVote Operator’s Guide and the ExpressVote Maintenance Manual to get familiar with the new interface and functions. Then, perform the diagnostic tests “Calibrate Scanner” and “Touchscreen Test” outlined in the maintenance manual. After the update and before the unit has been EQC’d and an election Note loaded, you will need to use the default passcode admin to access the Testing menu. Once the unit has been EQC’d, only the passcodes programmed for the election will be valid. To validate the firmware installation, refer to the document Verification Procedure: ExpressVote Hardware 2.1. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 81 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 3.3 Acceptance Testing State and/or local jurisdiction election purchasing authorities are responsible for acceptance testing of the voting system and components. Authorities are also responsible for validating the performance of delivered units based on procurement requirements and for verifying that the delivered system is the certified system originally purchased. Acceptance tests are usually completed on-site at the jurisdiction’s acceptance location. The acceptance test requires the tester (jurisdictional representative) to acknowledge the performance of the requisite steps, then sign and date the acceptance form. Acceptance testing is required to confirm the proper installation and operation of the EMS system and the election definition (the set of variables that define the specific election). The election definition media can be programmed by ES&S with client election data, or it can be created on-site by the client, using the EMS. Inspect Shipping Containers and Packaging Inspect the shipping container for signs of damage or mishandling before opening and unpacking. If damage is evident, do not open and unpack without first notifying the vendor. 3.3.1 Software Pre-Test Procedures: Electionware Perform the following steps to complete acceptance testing of Electionware for EVS 6302 CA. Note For additional information about Electionware, refer to the EVS6302 CA Election Programming Guide. 1. Open and log into Electionware. 2. From the Help menu, select About Electionware. 3. Verify that the software version in the upper left corner of the dialog box is 6.3.0.2. 4. Click OK. 5. In Setup, add a State and County. 6. In Home, create a new Election. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 82 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 7. In Capture, either import the election data, or: a. Add Languages. b. Add Parties. c. Add Precincts. d. Add District Types and Districts. e. Assign Precincts to Districts. f. Add Office Headings g. Add Contests and Candidates. h. Add Polling Places. i. Assign Precincts to Polling Places. j. Generate Ballot Styles. 8. In Element Library, import any system translations and/or audio files needed for the election. 9. In Paper Ballot: a. Create and save a Ballot Layout. b. Finalize the Ballot Layout. c. Generate BOD Data. 10. In Touch Screen Ballot: a. Create and save the Touchscreen Ballot Layout. b. Finalize the Ballot Layout. 11. In Accessible ballot: a. Import any ballot audio files needed for the election. b. Validate the election data. c. Preview the accessible ballots. 12. In Configure Equipment: a. Set Equipment Security Codes. b. Configure the Equipment Settings. c. Generate the Election Data. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 83 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 13. In Package and create the Qualification and Equipment media on their respective flash drives. 14. In Print, print BOD Ballots. 3.3.2 Hardware Acceptance Testing To confirm the proper functionality of the hardware, users should follow and complete the steps detailed in the Acceptance Testing section provided for each hardware device. These steps contain product-specific inspection of each device. Performing the procedures outlined in the hardware sections verifies that the hardware is functioning properly and has not been damaged in transport. ES&S recommends performing acceptance tests upon initial receipt of the device. Acceptance tests are also recommended prior to each election. To perform acceptance testing, the jurisdictional representative must complete the steps detailed in each section. 3.3.2.1 Poll Place Count Acceptance Testing The following is a recommended list of Poll Place Count (DS200/DS300) acceptance testing criteria. Upon receiving a new DS200/DS300 or a unit that had been sent out for maintenance, ES&S recommends that you perform each item on the checklist. Visual Inspection 1. Ensure that there are no scratches or gouges on any part of the unit. 2. Verify that all labels are placed in their appropriate place and in their correct orientation. 3. Ensure the printer paper roll is installed in the printer. Physical Inspection 4. Connect the wall power adapter to AC power. Connect the wall power adapter to the back of the unit and press the POWER button. The unit will automatically print the Configuration Report. 5. Use the Configuration Report to verify the firmware version. 6. Check the LED battery power indicator light at the back of the machine, next to the wall power adapter cord connector. If the LED is amber and blinking, the battery pack is charging. If the LED is a solid green, the battery pack is completely charged. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 84 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 7. Verify that the touch screen header displays the AC power status indicator and that the icon shows the light blue and dark blue plugs together, indicating the AC power cord is plugged in. 8. Insert the flash drive containing the election qualification code (EQC) with a demonstration election or other specific election into one of the USB ports inside the front compartment access door. See 3.4.2 Clear and Initialize Poll Place Count Tabulator for information about performing the EQC procedure. Work with ES&S to obtain a demonstration election definition and test ballots. 9. When prompted, remove the EQC flash drive and insert a flash drive containing the election definition into the USB port inside the access door. When the unit recognizes the flash drive containing the election definition, the election definition status indicator will change to indicate the election definition is in place. See 3.6.2 Load Election onto Poll Place Count Tabulator for election definition load steps. 10. Access the Administration Menu. 11. Calibrate the touch screen if necessary. See 3.5.1 Poll Place Count Touch Screen Calibration. 12. Verify that the correct date and time are displayed in the screen header. 13. Touch Open the Poll to enable the scanning of test ballots. 14. Ensure that the test ballots scan in all four orientations (face up, face down, top in first, bottom in first). 15. Insert two ballots at once to check the multi-sheet sensor. Both sheets should be rejected. 16. Press and hold the CLOSE POLL button for two seconds to close the polls. 17. Verify that the Voting Results Report shows four ballots cast. 18. Disconnect the wall power adapter cord from the unit. The unit should continue to operate, and the AC power status indicator should be replaced by the battery power status indicator. Additionally, the unit should periodically issue a four-beep sequence indicating it is running on battery power. 19. Re-connect the wall power supply cord EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 85 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 20. The battery power status indicator should be replaced by the AC power status indicator. 21. Power down the unit by touching Finished - Turn Off. 22. If the unit is plugged into an external power source, the unit will automatically turn on when the touch screen is raised. Verify that this operates correctly by completing the following: • With the wall power adapter still connected to the unit, lower the screen to the closed position. The unit will beep for several minutes as a warning that power is still on, and then will power down automatically if no further action is taken. It is better for the unit to be powered down before the screen is closed. • Raise the screen back to the opened position. The unit should automatically turn on. 23. Verify that all locks and doors function smoothly. 3.3.2.2 Central Count Acceptance Testing 1. Unpack supplies. 2. Check the contents of the accessory box against the included checklist. 3. Inspect unit for scratches or other signs of damage. 4. Record the serial number. 5. Connect printers and Uninterruptible Power Supply (UPS), if not already connected. 6. Load paper into printers in not already loaded. 7. Plug printers and Central Count unit into the UPS if not already connected. 8. Plug UPS into AC power source. 9. Turn on printers and Central Count unit. 10. Turn on the UPS. 11. Press the Setup button and verify the firmware version. 12. Insert the Qualification Media into a USB port. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 86 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 13. Press Clear and Initialize. 14. Enter the Qualification Password. 15. Press Yes. 16. Press Done. 17. Remove Qualification Media. 18. Insert the Election Media into a USB port. 19. Press Load Election. 20. Enter the Election Password. 21. Press Yes. 22. Press Done. 23. Remove Election Media. 24. Check/Set Date, Time. 25. Print a zero report. 26. Run ballots provided for acceptance test. 27. Save Results. 28. Print a Results report. 29. Insert blank formatted USB media. 30. Export Results to USB media. 31. Remove USB media. 32. Exit and shut down. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 87 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 3.3.2.3 ExpressVote Acceptance Testing Even if you used the ExpressVote Previewer in Electionware to ensure Note that each ballot style displays the correct contests and candidates, and to verify that the audio and language support functions properly for the election, ES&S recommends that you perform thorough readiness testing on the physical machine(s) to be used for the election. Unpack Unit(s) To remove the ExpressVote from a shipping container: 1. Lift the unit from its container, and place it on a level surface, facing up. Caution To avoid damaging the ExpressVote unit, be sure to open the casing face-up. 2. Remove the clear protective bag. Reserve the bag for later use when storing the ExpressVote to protect the unit from dust and moisture. 3. Inventory the accessories and immediately notify your vendor if anything is missing. Inspect Unit(s) • Inspect for scratches or other signs of damage. • Verify that all housing screws are securely in place. • Verify the left compartment access door (where the election definition flash drive will be inserted) is in place. • Verify that the front access door is in place. • Verify that the right compartment paper path door is in place. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 88 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing • Record the serial number from the label on the front top left of the unit or on the equipment label on the rear of the enclosure. The rear label also displays a model number and power requirements. • If there is evidence of tampering (for example, missing covers or screws), or if the warranty seal is missing, refuse and return the unit to ES&S. 1. Place the unit on a level surface and connect to AC power. 2. Unlock the left access door and switch to ON. 3. Connect the keypad to the RJ port near the power switch. 4. Verify that the battery is fully charged. 5. Verify that the firmware version is correct. USB Ports Use the following steps to test the USB ports located in the left media flash drive compartment of the ExpressVote. This example assumes you have already opened the access door to the left- side media device compartment and installed the election qualification code (EQC). EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 89 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 1. Insert a flash drive loaded with the election definition into one of the two available USB ports. The unit should display a prompt for a password. 2. Remove the flash drive and insert it into the other USB port. The unit should display the same prompt for a password. If the password prompt screen appears for both steps 1 and 2, the USB ports are functioning properly. Audio and ADA Ports Plug headphones or amplified speakers into the headphone jack on the front of the unit. Switch on the ExpressVote. You should hear the following message: “Please insert your activation card.” If the headphones or amplified speakers have a volume control, turn up the volume setting. ADA port Headphone jack EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 90 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing Audio-Tactile Keypad There are eleven control buttons on the audio-tactile keypad, including two buttons each for Volume and Tempo. Press each button and confirm that a change occurs on the screen or through the audio component of the system. The Volume and Tempo controls may require multiple individual presses of each button before the effect becomes audible. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 91 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing Print Test 1. Insert an activation card and vote the ballot. 2. Review the printed card for complete, dark printing. 3. Reinsert the voted card and review the summary to confirm the votes are represented. 4. Test each ballot configuration in the election in the same manner. Calibration and Language Validation If the ExpressVote touch screen requires calibration, switch the unit to Admin mode and calibrate the touch screen. If the election includes multiple languages, during a test vote session, verify that the unit correctly displays the selected languages. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 92 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 3.4 Clear and Initialize Election Equipment Before loading a new election definition onto ES&S equipment, you must first clear and initialize the equipment. This clears all previous election data from the equipment (including L&A vote totals on the DS equipment), and installs the encryption keys necessary to load and run the new election. This process requires an ES&S-approved flash drive containing the Election Qualification Code (EQC) and required encryption keys for the election, obtained from ES&S. 3.4.1 Clear and Initialize ExpressVote 1. On the left side of the unit, unlock and open the access compartment. 2. Verify that no flash drives are installed in any of the unit’s USB ports. 3. Ensure that all peripheral devices are connected to the appropriate ports. 4. Set the Mode switch to Official. 5. Press the Power switch to the ON position. 6. Insert the EQC flash drive into one of the two USB ports inside the access compartment. 7. On the touch screen, enter the USB Ports (2) Power Switch Mode Switch security code when prompted. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 93 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 8. Touch Accept. 9. Touch Clear and Initialize. 10. Remove the EQC flash drive from the ExpressVote unit. The ExpressVote unit is now ready to accept the new election definition. See 3.6.1 Load Election onto ExpressVote. 3.4.2 Clear and Initialize Poll Place Count Tabulator Important If a backup flash drive is required, it must be installed before using the EQC flash drive. 1. Lift the access door on the front left of the unit to access the USB ports. 2. Insert the EQC flash drive into USB port A or B. Do not force the flash drive into the slot. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 94 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 3. Press the Power button to turn the unit on. 4. On the Clear and Initialize screen, touch Continue. 5. Enter the Qualification security code when prompted, then touch Accept. 6. When the screen displays the “Initialization completed successfully!” screen, remove the EQC flash drive. The poll place count tabulator is now ready to accept the new election definition. See 3.6.2 Load Election onto Poll Place Count Tabulator. 3.4.3 Clear and Initialize Central Count Tabulator 1. On the touch screen, touch Election. 2. On the Election menu, touch Setup. 3. On the Setup screen, touch Clear and Initialize. 4. Insert the EQC flash drive into one of the Central Count USB ports. (See the figures on the following two pages for port locations on the DS450, DS850, and DS950 respectively.) 5. On the Clear and Initialize screen, enter the qualification code, then touch Accept. 6. When the Clear and Initialize screen indicates the system has found the EQC flash drive, touch Yes to continue. 7. When the screen indicates the Central Count has been successfully cleared and initialized, remove the EQC flash drive from the USB port and touch Done. The central count tabulator is now ready to accept the new election definition. See 3.6.3 Load Election onto Central Count Tabulator. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 95 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing DS450 Left USB ports DS450 Right USB ports DS450 Central Count: USB Port locations EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 96 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing DS850 Left USB ports DS850 Right USB ports DS850 Central Count: USB Port locations EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 97 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing DS950 Right USB ports DS950 Central Count: USB Port locations EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 98 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 3.5 Touch Screen Calibration Calibration of the touch screen on ES&S election equipment ensures correct screen behavior and voter selections. 3.5.1 Poll Place Count Touch Screen Calibration 1. On the Admin menu, touch System Settings. The System Settings screen appears. 2. Select Calibrate Touch Screen. The Calibrate Touch Screen screen appears. 3. Select Continue. The screen displays the following message: EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 99 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing A cross-hair target appears in the upper left corner of the screen. 4. Touch the center of the target with your finger or with a touchscreen stylus. 5. Touch the remaining targets as they appear in the top right, bottom left and bottom right of the screen. If you miss the center of the target, the screen displays the message: The unit will automatically lead you through the calibration process until the screen is successfully calibrated. 6. When the message confirms the screen has been successfully calibrated, touch OK to return to the calibration introduction screen. 3.5.2 Central Count Touch Screen Calibration DS450 and DS950 Screen Calibration Follow these steps to calibrate the touchscreen: 1. On the Hardware menu, select Screen Calibration. The screen displays the following message: Touchscreen Calibration Press the point, use a stylus to increase precision. (To abort, press any key or wait) EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 100 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing A cross-hair target appears in the upper left corner of the screen. 2. Using your finger or a touchscreen stylus, touch the center of the first target and each subsequent target as they appear on the screen. If you miss the center of the target, the screen displays the message and the process will start from the beginning: 3. When calibration is successful, you will be returned to the Hardware menu screen. Caution If you miss the center of one or more targets, the screen may not be properly calibrated. Restart the unit and you will have a chance to calibrate the screen again. DS850 Screen Calibration Follow these steps to calibrate the DS850 touchscreen: 1. From the Hardware menu, select Screen Calibration. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 101 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing A message will appear in the center of the screen... Touch the targets from a position of normal use... [ The calibration timeout has been disabled ] ... along with a touch target near the top left corner. 2. Touch the first target and each subsequent target as they appear on the screen. 3. When calibration is successful, you will be returned to the Hardware menu screen. Caution If you miss the center of one or more targets, the screen may not be properly calibrated. Restart the unit and you will have the chance to calibrate the screen again. 3.5.3 ExpressVote Touch Screen Calibration The ExpressVote is calibrated at the factory and should not need recalibrating. However, the unit features a screen calibration mode. To recalibrate the touchscreen, complete the following steps. 1. If the ExpressVote is in Voter mode, change it to Supervisor mode by toggling the Mode switch. 2. Press and hold the black diamond-shaped Screen key on the audio-tactile keypad until the system beeps and launches the screen calibration utility. The system enters screen calibration mode and displays a cross hair target symbol on a gray background. 3. To calibrate the screen, touch the cross-hair target in each displayed location. The system registers each touch and moves the bullseye symbol to a new location on the screen until calibration is complete. 3.5.3.1 Test Screen Calibration Testing screen calibration allows technicians to verify calibration accuracy and diagnose calibration issues. Performing this function helps technicians identify areas of the screen that are not responsive to touch. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 102 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 1. From the Supervisor Menu, select Advanced Settings. The administration code is required to unlock the Advanced Settings. 2. Touch Touchscreen Test. 3. Touch Test Screen Calibration. When you touch the Test Screen Calibration button, a grid will appear. When you touch the grid, a black marker will appear. Touch the screen in multiple areas. If you find areas of the screen that are not responsive or if a marker appears but not in the location you touched, contact ES&S Technical Support. To exit the test, toggle the physical Mode switch. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 103 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 3.6 Load Election onto Equipment Important Before installing the election definition onto the election equipment, the equipment must be cleared and initialized, as described in the preceding section. In most jurisdictions, election officials install the election definition onto the election equipment at the election central warehouse before Election Day. Warning If you use Poll Place Count tabulators in addition to the DS450, DS850, or DS950, be aware that the election definition flash drives for the Central Count and Poll Place Count are not interchangeable. Warning Never force a flash drive into an equipment USB port. Inserting a flash drive improperly or into a blocked port will result in damage not covered under warranty. 3.6.1 Load Election onto ExpressVote After testing is complete, election officials typically leave the ExpressVote unit in the following state, ready to be deployed on Election Day. • The ExpressVote unit is powered off • The access compartment is closed and secured When a poll worker powers on the ExpressVote at the polling place on Election Day, the system is ready. 1. Power on the ExpressVote unit in Voter mode. 2. Insert the election definition flash drive into one of the two USB ports in the access compartment. Important The new election definition media must be the only flash drive inserted into any of the unit’s USB ports. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 104 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 3. On the Enter Election Code screen, use the on-screen keypad to enter the election security code, then touch Accept. 4. Remove the election definition flash drive from the USB port and store in a secure location. 5. Power down the ExpressVote, and lock the access compartment door. 3.6.2 Load Election onto Poll Place Count Tabulator Poll place count tabulators use the election definition programmed on flash drives to recognize ballot marks and tabulate results. Warning Ensure USB flash drives are correctly partitioned and properly formatted to the FAT32 file system before loading devices with election configuration files. Important If you use other ES&S equipment, be aware that the election coding on the flash drives is not interchangeable. Only use the election flash drives specified. For example, only the DS300 in your DS300 units. After testing is complete, election officials typically leave the poll place tabulator in the following state, ready to be deployed on Election Day. • The unit is powered off • The election definition flash drive remains in the USB port • The access compartment is closed and secured When a poll worker powers on the unit at the polling place on Election Day, the system is automatically loads the election definition from the inserted flash drive. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 105 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing If you do not have a definition loaded when you turn on the poll place count tabulator, the machine displays the message “Election Definition Not Found.” 3.6.2.1 Load Election onto DS200 1. Lift the access door on the front left of the unit to access the flash drives. 2. If present, remove the protective plastic cap from the flash drive. 3. Insert the flash drive into USB ports A or B. Do not force the flash drive into the slot. Caution The flash drive has a slot on top for wire seals. If wire seals are used to secure the device, route the wire through this slot and through the associated seal hole on the tabs next to the USB ports. 4. If the unit is powered off, turn it on. The Enter Election Code screen appears. 5. Enter your election code and touch Accept. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 106 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing The unit automatically prints the Configuration Report, then displays a message that the election definition was found. 6. Touch Don’t Open - Turn Off to shut down the machine. 7. Leaving the election definition flash drive installed in the USB port, close and lock the access door. 3.6.2.2 Load Election onto DS300 1. Lift the access door on the front left of the DS300 to access the flash drives. 2. If present, remove the protective plastic cap from the flash drive. 3. Insert the flash drive into USB port A or B. Do not force the flash drive into the slot. Caution The flash drive has a slot on top for wire seals. If wire seals are used to secure the device, route the wire through this slot and through the associated seal hole on the tabs next to the USB ports. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 107 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 4. If the DS300 is powered off, turn it on. The Enter Election Code screen appears. 5. Enter your election code and touch Accept. The unit automatically prints the Configuration Report, then displays a message that the election definition was found. 6. Touch Don’t Open - Turn Off to shut down the machine. 7. Leaving the election definition flash drive installed in the USB port, close and lock the access door. 3.6.3 Load Election onto Central Count Tabulator Central count tabulators use the election definition programmed on flash drives to recognize ballot marks and tabulate results. Important If you use other ES&S equipment, be aware that the election coding on the flash drives is not interchangeable. Only use the election flash drives specified. For example, only the DS950 in your DS950 units. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 108 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 1. To access the Election menu, touch Election. 2. To access the Setup screen, touch Setup on the Election menu. 3. On the Setup screen, touch Load Election. The Searching for Election Definition Media Device pop-up screen appears. 4. Insert the election definition flash drive into one of the Central Count USB ports. The Detecting inserted device pop-up screen appears. 5. At the prompt, enter the election code, then touch Accept. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 109 EVS6302 CA Election Management System Chapter 3: System Configuration and Acceptance Testing 6. When the Load Election screen indicates the system has found a valid election definition flash drive for the election, touch Yes to start the election definition loading process. A pop-up screen appears briefly to let you know the election definition is being loaded. 7. When the Load Election screen indicates the election definition has been loaded successfully, remove the election definition flash drive and store it in a safe place. 8. Touch Done. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 110 EVS6302 CA Election Management System Chapter 4: Election Setup and Definition Chapter 4: Election Setup and Definition The election definition media can be programmed by ES&S with client election data, or it can be created on-site by the client using the EMS. Election setup and definition programming procedures are provided in the accompanying EVS6302 CA Election Programming Guide. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 111 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing Chapter 5: Logic and Accuracy Testing Logic and accuracy (L&A) testing is performed well before the election to verify that the election definition generated for each voting device matches the election being held, and that all contests and candidates are accurately reflected on each ballot style and on reports. L&A testing verifies that all voting positions can be voted, whether each contest can be voted for the maximum number of eligible candidates, and that the system is correctly reading and tabulating votes. L&A testing consists of processing a test deck. A test deck is a stack of sample ballots already marked and scanned, with known results totals. In addition to predetermined totals, the test deck will also contain examples of ballot errors that can occur. All contests in all ballot types and/or ballot styles are tested in this manner. Any deviation from the predetermined results must be rectified before the tabulating equipment can be certified for processing that specific election. If ES&S is coding the election, ES&S will provide a hand-counted test deck for each election. If your jurisdiction programs its own election definitions, create a test deck that includes a sequential number of votes for each office on that ballot starting with one vote for the first candidate. For example, in an Office with five candidates the first candidate on that ballot will receive one vote, the second candidate receives two votes, the third receives three and so on. Also include at least one completely blank ballot, and an overvoted ballot (mark more candidates than the number specified). Complete this process for all ballot types in your election and maintain accurate records of your test ballot selections. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 112 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing 5.1 Poll Place Count Logic and Accuracy Testing Test the scanner only after you install the election definition and configure the Poll Place Count unit. 5.1.1 Load Election Definition Before loading the election definition onto your Poll Place Count equipment, you must clear and initialize the tabulator. The clear and initialize process clears all data from the machine and loads the necessary encryption keys to load and run the election. For more information, refer to the following sections: 3.4.2 Clear and Initialize Poll Place Count Tabulator 3.6.2 Load Election onto Poll Place Count Tabulator 5.1.2 Check the Election Definition for Accuracy The unit automatically generates an Initial State report when you start the scanner. Check the report for the following information: • System Values: Make sure the date and time appear correctly on the report. If the information is not correct, change date and time from the System Setting screen. • Election Information: Make sure that the jurisdiction name, polling place, and the number of precincts listed on the report are correct. 5.1.3 Test the Election Use the following instructions to open the polls, scan test ballots, and close the polls as you will do on election day. 1. When the message “Election Definition found” appears on the screen, press Open Polls. The scanner checks available memory and scans the election definition for errors. Depending on options selected for the election definition, the scanner may also print a Status Report and/or a Zero Certification Report. 2. Close and lock the access panel to secure the election definition USB media device. The Welcome screen appears and the scanner is now ready for voting. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 113 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing 3. Insert the ballots into the scanner. The unit can scan ballots inserted in any orientation. As ballots are scanned, the public count will increase by one for each ballot inserted. 4. After you finish scanning test ballots, open the access door. Press and hold down the Close Polls button for about four seconds, then release. 5. Depending on your election definition, the unit may automatically print one or more of the following reports: • Status Report • Race Results Report • Certification Report • Audit Log 6. Verify the reports that are automatically printed match against your hand- counted test deck. 7. On the screen, touch Shutdown. 8. When prompted, touch Continue Power Down to turn off the unit. 9. Remove the USB media device from the unit. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 114 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing 5.2 Central Count Logic and Accuracy Testing Central Count tabulators use the election definition created in Electionware and saved to USB flash drives to recognize ballot marks and tabulate results. Use the test deck to verify your election definition and to test scanner operation. Be sure to follow the California Elections Code. To test the election you will zero totals on the scanner and turn off the sort options, then run your test deck and check the result reports. 5.2.1 Load Election Definition onto the Central Count Before loading the election definition, you must clear and initialize the tabulator. The clear and initialize process clears all data from the machine and loads the necessary encryption keys to load and run the election. For more information, refer to the following sections: 3.4.3 Clear and Initialize Central Count Tabulator 3.6.3 Load Election onto Central Count Tabulator 5.2.2 Scan the Test Deck and Check Reports Test each ballot type in this election using either your test deck or one that was provided to you from ES&S. After loading the election, take the following steps: 1. Print the Zero Report to verify that all voting results have been cleared from the scanner. 2. Press Scanning to display the Scanning menu. 3. On the Scanning menu, press Scan Ballots. 4. Load the ballots into the input tray, as follows: a. Adjust the length of the input and output trays to fit the length of your ballots. b. Slide the ballot guide out of the curved opening int he input tray. c. Place the ballots in the input tray. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 115 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing ES&S recommends using a jogger to separate the ballots and align the Note ballot stack before you load them into the input tray. If the ballot stack is slightly curved, place it in the tray with the convex side up (so the stack looks like a frown). d. Slide the ballot guide back into the opening in the input tray until the guide rests gently against the ballot stack. e. If necessary, select the precinct to which the ballots belong. 5. When the Scan Ballots screen displays the message Ready to Scan, press Start. The tabulator outstacks any ballots with conditions specified in the election definition (such as ballots with overvotes or write-in votes). Ballots with readable marks are also outstacked. 6. When the ballots have been scanned, the Save button on the Scan Ballots screen is enabled. Press Save to save the current batch. When prompted to confirm the request, press Save again. A popup screen displays counts of the ballots in each bin. On the Scan Ballots screen, bin counts in the Saved column will be updated with the counts from the Current column. 7. Press Done if you are finished scanning, or press Scan to load more ballots into the input tray and continue scanning. 8. When you have finished scanning all test ballots, generate the Results Report and verify the counts on the report match the expected counts. 5.2.3 Export Data Data saved to the scanner’s internal memory can be exported to the election definition flash drive or to a blank flash drive. However, if a blank flash drive is used, it should be first fully formatted. To export results, take the following steps: 1. Press Election to display the election menu. 2. From the Election menu, press Results to display the Results screen. 3. From the Results screen, press Export Results. 4. Insert a blank, formatted flash drive into one of the scanner’s USB ports. 5. When prompted to do so, enter the election code then press Accept. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 116 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing 6. On the Export Results selection screen, select the export location (USB flash drive or Network Server Folder), then press Export. 7. On the Export Results confirmation screen, press Confirm to initiate the export process. 8. When the screen displays the message “The results were successfully exported,” press Done to return to the Results screen. 9. Remove the flash drive and transfer your test results to Electionware. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 117 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing 5.3 ExpressVote Logic and Accuracy Testing Complete logic and accuracy testing requires Poll Place Count and Central Count tabulators to verify that your ExpressVote cards can be scanned and tabulated correctly. After using the ExpressVote to generate printed vote summary cards that match the voting pattern for your logic and accuracy testing, use the Poll Place Count and/or Central Count equipment to tabulate those cards and verify that the voting results match the expected results for your test voting pattern. Logic and accuracy (L&A) testing is performed well before the election to verify the election definition generated for each voting device matches the election to be conducted and all contests and candidates are accurately reflected on each ballot style and on reports. Use the Logic & Accuracy option under Advanced Settings on the Supervisor Menu to access the following L&A testing functions for the ExpressVote. The procedures in this chapter require that an election is installed on Note the terminal. Refer to 3.4.1 Clear and Initialize ExpressVote and 3.6.1 Load Election onto ExpressVote for instructions. All vote summary cards printed via logic & accuracy test functions are identifiable by the text “*** TEST ***” printed in the card header area. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 118 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing 5.3.1 Print Test Deck This feature allows you to print vote summary cards for use in L&A testing for the poll place and central count tabulators. You can print a test deck of vote summary cards automatically based on a test pattern you created in Electionware Toolbox. You also can print a test deck of vote summary cards manually, without a test pattern, by conducting a voting session on the ExpressVote terminal in test mode. Note All test deck cards include the word “Test” printed on the cards. After printing a test deck, scan your test vote summary cards on an ES&S tabulator as part of your pre-election L&A testing for your poll place or central count tabulator(s). To access the Print Test Deck function, complete the following steps. 1. On the Supervisor Menu, under Advanced Settings, touch Logic & Accuracy. 2. On the Logic & Accuracy submenu, touch Print Test Deck. The system automatically selects the Test Tabulation option and displays the Logic & Accuracy - Print Test Deck start screen. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 119 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing 3. On the start screen, touch Enter Testing. The system displays the Logic & Accuracy - Print Test Deck screen. 5.3.1.1 Printing a Test Deck Automatically To print a test deck automatically, you must use the Test Deck module of Electionware Toolbox to create a voting test pattern and add it to the election flash drive.The ExpressVote uses the test pattern to conduct a simulated voting session and automatically print the number of vote summary cards the test pattern requires. Contact Refer to the Electionware Toolbox User Guide for information about creating a voting test pattern. To perform the automatic voting test, complete the following steps. 1. On the Logic & Accuracy - Print Test Deck screen, under Test Options, ensure the Automatic voting from test pattern option is selected. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 120 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing If the election definition contains an automatic test pattern, this option Note is selected by default. If the election definition does not contain an automatic test pattern, the automatic option is not available, and you must print the test deck manually. Refer to 5.3.1.2 Printing a Test Deck Manually for instructions. 2. Under Test Controls, touch Print Test Deck. The system displays a counter window instructing you to insert a blank card to continue. 3. Insert a blank activation card. The system automatically prints and ejects the vote summary card based on the installed test pattern, increments the counter window by one (1) card out of the total number of cards to be printed, and increments the protected count on the terminal by one (1). All test deck cards include the word “Test” printed on the cards. 4. When prompted, remove the ejected card and insert a new blank card. 5. When the test deck is fully printed, touch Continue. The system redisplays the Logic & Accuracy - Print Test Deck screen. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 121 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing 5.3.1.2 Printing a Test Deck Manually To print a test deck manually, complete the following steps. 1. On the Logic & Accuracy - Print Test Deck screen, under Test Options, ensure the Automatic voting from test pattern option is selected. 2. Under Test Controls, touch Print Test Deck. The system displays a full screen instructing you to insert a blank card or a card printed with an activation barcode. 3. Insert a blank or pre-printed activation card, activate the ballot, and begin voting according to your predetermined L&A test pattern. 4. After verifying all vote selections, touch Print Ballot. The system displays a Print Ballot window instructing you to set the number of test deck cards to print based on the current voting session. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 122 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing 5. Touch the on screen keypad to set the desired number of test deck cards. 6. Touch Print. The system prints the vote summary on the inserted card, ejects the card, and increments the protected count on the terminal by one card. All test deck cards include the word “Test” on the card. • If you set the test deck count to value of one (1) as shown, skip to step 8. • If you set the test deck count to a value greater than one (1), the system displays a counter window. Proceed to the next step. 7. When prompted, remove the ejected card and insert a new blank card. 8. The Printing Completed screen will display. 9. When the test deck is fully printed, the Printing completed screen appears. Touch Continue. The system redisplays the Print Test Deck screen. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 123 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing 5.3.2 Diagnostic Tests In addition to the following tests, you should also Note regularly perform the Test Print & Scan to test the performance of the printer and scanner, and to check for printer “dead pixels.” See Chapter 6 of the ExpressVote Operator’s Guide. 5.3.2.1 Continuous Operation Test Required Supplies: Blank 19” card Estimated Time: Varies according to test configuration Use the Continuous Operation Test, sometimes referred to as the “shoeshine test,” to ensure the mechanical components of the Paper Path Module (PPM) operate correctly. This testing function enables you to run the ExpressVote unit for an extended period of time without human supervision. The system prints a preprogrammed test ballot on an inserted activation card over and over for the number of print cycles you specify. During each print cycle, the system performs the following actions. • Prints the test ballot • Records information about the print cycle in the System Log stored on the terminal’s internal memory storage card • If configured, prints a line item identifying the print cycle via the report printer • Pauses for a specified number of seconds before starting the next print cycle To perform the continuous print test, complete the following steps. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 124 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing 1. In the Supervisor Menu, under Advanced Settings, touch Diagnostic Tests. 2. In the Diagnostic Tests submenu, touch Continuous Operation. The system displays the Continuous Operation Test screen configured with the following default values. • Cycles to Test = 500 • Seconds per Cycle = 30 3. To change the number of print cycles the system runs or the number of seconds the system pauses between print cycles, complete the following steps. a. Touch the Change button corresponding to the value you want to change. The system displays a keypad window. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 125 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing b. Touch the keypad to enter the new value. Valid values: Cycles = 1 to 2500 Seconds = 20 to 60 c. Touch Accept. The system redisplays the Continuous Operation Test screen. To change the weight of printed Note characters, under Print Darkness, touch Light or Normal. The system sets this option to Normal by default. 4. Insert a blank 19-inch activation card. The system detects the inserted card and enables the Start Test and Eject Card buttons. 5. Touch Start Test. The system disables the Change buttons and begins the first print cycle on the inserted card. While testing is in progress, the system displays a counter window indicating the current print cycle. The system continues testing until the cycle count reaches the specified value. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 126 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing To stop testing and eject the card before the system Note completes the specified number of print cycles, in the displayed counter window, touch Stop Test. If a hardware fault occurs during the Continuous Operation Test, the ExpressVote pauses the test and displays an error message. When testing is complete, touch Eject Card. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 127 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing 5.4 Backing Up Logic and Accuracy Testing 5.4.1 Backing Up Media Back up all election media storage devices to an external storage device such as a USB flash drive. 5.4.2 Backing Up EMS Back up your election data files in Windows after you configure your election and generate output files from Electionware. Back up your election files to an external storage device such as a USB flash drive or compact flash card. 1. Right-click the Start button in Windows and select Explore. An Explorer window appears. 2. Type <backup location path> in the Address bar and press Enter. Note The <backup location path> must match what you designated in Electionware. For example: c:\electionware. 3. Select your election folder and drag it to the corresponding drive letter of your storage device to copy your election database. Note Disk space may also be saved by using a file compression application such as WinZip. 5.5 Retention of Election Material No operation or activity that results in a revision to voting data produced by the semiofficial canvass shall be performed without the presence of a properly constituted Election Observer Panel, Logic and Accuracy Board, or an equivalent administrative and technical control body authorized to verify the correctness of the operations and responsible for maintaining accurate and complete audit records. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 128 EVS6302 CA Election Management System Chapter 5: Logic and Accuracy Testing 5.5.1 Precinct Tabulator Election Material Upon the certification of the election results, the guidelines in the California Elections Code apply to the handling, security, and disposition of unused ballots and other election materials. Memory cards are not deemed to fall within the purview of these Elections Code sections. 5.5.1.1 Checking Unused Ballots Unused ballots will be processed in accordance with the California Elections Code. Precinct officers will seal or deface unused precinct ballots, and election personnel in the office of the elections official will seal or deface unused vote- by-mail ballots. The elections official may inspect and count unused ballots as necessary to reconcile the ballot count during the official canvass. 5.5.1.2 Post Official Canvass Period Disposition of Election Materials Following certification of the election results and upon expiration of the period for recount requests, the ballots may be moved to secure storage for the required ballot retention period, during which time, the ballot containers remain sealed. The elections official shall not open any ballot containers or permit any ballot containers to be opened except as permitted in the California Elections Code, or in the event of a mandated recount. Seals used for the foregoing purposes shall be numbered, destructible seals. 5.5.1.3 Certification by Unescorted Personnel All unescorted persons present within the security area, including visitors, media representatives, and standby personnel, shall be clearly identified by a badge or other means, and a log of their arrival and departure times. All unescorted personnel shall be subject to restrictions established by the responsible elections official to ensure the efficiency and integrity of the vote tallying process. 5.5.2 Retention of Central Tabulator Election Materials Consult the California Elections Code for guidelines on retaining election materials. The retention period for ballots and related election materials is six months for all elections if no federal elections are involved. The federal election retention period is 22 months. Extend retention periods in the case of a court challenge. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 129 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Chapter 6: Equipment Preparation 6.1 L&A Backup Before the logic and accuracy results are cleared from the equipment, back up the results and send them, as well as the final vote count program files, to the Secretary of State. 6.2 Clear Logic and Accuracy Results Clear election totals before and after running your test decks to ensure that your results are not corrupted on Election Day. You must clear your election totals before every election. 6.2.1 Clear Results from Poll Place Count Equipment After completing your logic and accuracy testing, you must clear the test results from the election definition USB flash drives before using them on Election Day. 1. Insert the flash drive into the Poll Place Count unit. 2. The Polls Closed screen appears. Press Reopen Polls. 3. The password entry screen appears. Use the screen keyboard to enter your override password and press ENTER. Note If you did not program the election, contact your election administrator or ES&S technical support for the scanner password. 4. The Reopen Polls screen appears. Press Clear Counts to remove all test vote results from the machine. 5. The Clear Counts screen appears. Press Yes to confirm that you want to clear all results. 6. When results have been cleared, the scanner is ready for polls to be opened for live voting. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 130 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 6.2.2 Clear Results from Central Count Equipment 1. Press Election to access the Election menu. 2. From the Election menu, press Results. 3. From the Results screen, press Clear All Results. 4. When prompted to do so, enter the override code and press Accept. 5. The Clear All Results screen appears. Press Confirm to begin the process of clearing all results from the scanner. 6. A confirmation message appears when the process is complete. Press OK. 6.2.3 Clear Results from Electionware Loaded media results, images, CVRs, and equipment logs can be cleared from Electionware (removed from the election database) to delete test data or to start the results loading process over. Warning Click Stop Load before clearing any results. To clear loaded results for the whole election, right-click Election Results in the Navigator, then click Clear All Election Results. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 131 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 6.3 Hardware Preparation 6.3.1 Recommended Supplies ES&S recommends maintaining a supply of the following items for each piece of ES&S equipment used in your jurisdiction. All of the listed items are available for order from ES&S. Contact Customer Service at (877) 377-8683 with any questions or orders. Allow four weeks for delivery. 6.3.1.1 Poll Place Count Supplies Table 6-1: Poll Place Count Recommended Supplies Supply Description Recommended Quantity Paper rolls 3.13” by 80’ thermal paper rolls. 2 full rolls per unit, minimum ES&S item number 2320. USB flash drive Flash drive used to store the unit’s election 2 per unit (media device) definition, ballot count, and ballot images. The standard memory capacity for each flash drive is 512MB to 8GB. Use only certified flash drives supplied by ES&S. ES&S item number 2610 for 2GB drive; 2396 for 4GB drive; 2397 for 8GB. Ballot stamping Needed only if you want to mark ballots 2 per unit device for further review, such as write-in votes. (Optional) ES&S item number 2278 Ballot imprinter For election auditing and ballot review. 2 per unit inkjet cartridge ES&S item number 370-00538. (optional) Seals Tamper-evident seals used to secure the Determined by your Poll Place Count equipment, ballot box, jurisdiction’s security and tote bin. requirements Marking ES&S recommends roller ball pens for No specific recommendation Devices voters to mark ballots. ES&S item number 6100 Pressurized air Pressurized air used to clean the unit. 1 can per unit cans ES&S item number ES-AR EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 132 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Table 6-1: Poll Place Count Recommended Supplies Supply Description Recommended Quantity Lint-free cloth Used for general cleaning purposes. No specific recommendation ES&S item number ES-CLOTH Isopropyl Used to clean the rollers, Contact Image 1 bottle per five units (rubbing) Sensors (CIS) and LCD screen. alcohol To clean the rollers, pour the alcohol into a spray bottle and dampen a lint-free cloth. Never spray cleanser directly on the equipment. You can also use alcohol wipes to clean the unit. ES&S item number ES-AL ES&S also provides an Touch Screen Cleaning Kit, item number 6500 6.3.1.2 Central Count Supplies Table 6-2: Central Count Recommended Supplies Supply Description Recommended Quantity Audit log printer ribbon ES&S item number RI-420. 1 per audit printer (DS450/DS850 only) 8.5” x 11” continuous feed, one-part Audit log paper. printer paper 2 boxes per audit printer (DS450/DS850 Use carbon-less paper to avoid smearing. only) ES&S item number ES-PP1. Laser printer ES&S item number depends on which 1 per laser printer toner cartridge model of printer is used. Laser printer 8.5” x 11” standard laser printer paper. 2 packages per printer paper EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 133 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Table 6-2: Central Count Recommended Supplies (Continued) Supply Description Recommended Quantity Flash drive used to store the election definition, ballot count and ballot images. These must be FAT32 formatted drives. Flash drives can be obtained from ES&S in a variety of standard memory capacities, USB flash drive 6 per tabulator ranging from 512MB to 16GB (16GB can be used for firmware validation only). ES&S item number 2610 for 2GB drive; 2396 for 4GB drive; 2397 for 8GB. Determined by your Wire and tamper-evident seals used to Seals jurisdiction’s security secure the tabulator and flash drives. requirements Used to clean the tabulator rollers, scanners and LCD screen. To clean the tabulator rollers, pour the Isopropyl cleanser into a spray bottle and dampen a 1 bottle per tabulator rubbing alcohol lint-free cloth. Never spray cleanser directly on the tabulator. You can also use alcohol wipes to clean the unit. ES&S item number ES-AL. Spray bottle of precision cleaning solution and a soft microfiber cloth, housed in plastic case. The quick-drying cleaning Touch screen solution is formulated to dissolve organic Optional cleaning kit and inorganic contaminants that can accumulate on touch screen surfaces. ES&S item number 6500. Pressurized air used to clean the tabulator. Pressurized air 2 cans per tabulator cans ES&S item number ES-AR. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 134 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Table 6-2: Central Count Recommended Supplies (Continued) Supply Description Recommended Quantity Used for general cleaning purposes. Lint-free cloth No specific recommendation ES&S item number ES-RAG. ES&S recommends roller ball pens for voters to mark ballots. The following can be obtained from ES&S: Marking • VL Ballot Pen (BIC Grip roller ball No specific recommendation Devices with black ink and a 0.7 mm tip), ES&S item number 6100. • Absentee Pen (flat contour, fits easily into an envelope for mailing), ES&S item number 00500. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 135 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 6.3.1.3 ExpressVote Supplies Table 6-3: ExpressVote Recommended Supplies Supply Description Recommended Quantity Anti-static Fellows 100 anti-static cleaning wipes 1 pack cleaning wipes Isopropyl alcohol Used to clear the card rollers, CIS 1 bottle (16 oz) sensors, and LCD screen To clean the scanner rollers, pour the cleanser into a spray bottle and dampen a lint-free cloth. Never spray cleanser directly on the scanner. You can also use isopropyl alcohol wipes to clean the scanner Lint-free cloth Used for general cleaning purposes No specific recommendation Pressurized air Used to clean the ExpressVote and 2 cans (10 oz each) clear away paper dust Seals Wire and tamper-evident seals used to Determined by your secure the ExpressVote and card jurisdiction’s security container requirements USB memory Use only certified USB flash drives 1 for each EQC device, and device (flash drive) supplied by ES&S 1 for each ExpressVote EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 136 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 6.3.2 Poll Place Count Preparation 6.3.2.1 Tools for Maintenance • Isopropyl alcohol 70% - 16 fl oz. bottle minimum • Compressed air - 10 oz. can minimum • Lint-free cloth Note Magnetized screwdrivers are recommended. 6.3.2.2 Clean Poll Place Count Equipment Clean your scanner before and after each election. 1. Turn off the scanner and unplug the power cord. Electrical Always unplug the AC power cord and turn the scanner off before you clean a Poll Place Count scanner. 2. Clean the ballot entry and exit slots with a can of pressurized clean, dry air or inert gas, which is available for order from ES&S. Aim the air can’s spray tube into the ballot entry slot and blow out all the debris. Clean the ballot exit slot in the same way. Repeat the entire procedure and inspect the entrance and exit slots with a flashlight. 3. Use pressurized air to remove dust and debris from around the menu display. 4. Use a soft, lint-free cloth and water, or isopropyl alcohol (70%), to wipe down the scanner. Dampen, do not soak, the cloth with the cleaning solution. Do not spray cleaning solution directly onto the scanner. 5. Clean the LCD display window with the damp cloth. Be careful not to scratch the display panel. 6. Use the cloth and cleaning solution to clean the scanner’s outer case. Start at the top and work down to the base. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 137 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 7. Clean the scanner’s stainless steel base plate with the cleaning solution. Wipe all traces of the cleaning solution off the scanner after you finish cleaning. 8. Unlock the rear access door on the back cover of the unit. 9. Once this door is unlocked and back cover is raised, the ballot transport mechanism can be opened. 10. Lift up the latches on the left and right side of the ballot transport. 11. Lift up the top cover to access the ballot transport. 12. Use a lint-free cloth and isopropyl alcohol to clean the spring plates opposite the contact image sensors. 13. Clean the rubber rollers on the bottom surface of the ballot transport. Spring plates EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 138 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 6.3.2.3 Installing the Optional Ink Stamp If your election is programmed to stamp ballots, the DS200 will stamp the ballot once it has been tabulated. All ballots, or only those with write-in votes, can be stamped. One ink stamp is good for about 3,000 stamps. ES&S recommends replacing the stamp for each election. 1. Take the new stamp out of its packaging and remove the plastic cap. 2. Pull down the access door on the back of the DS200. The door is spring loaded, so you will need to hold it open 3. If there is an old stamp in place, remove and dispose of it. 4. Insert the new ink stamp and close the access panel. 6.3.2.4 Installing the Optional Ballot Imprinter Ink Cartridge The ballot imprinter is used to print a unique 10-digit audit number on the edge of each ballot that is successfully cast. It is used for conducting a risk- limiting audit. A new cartridge can print up to 75,000 ballots. ES&S recommends removing the cartridge and storing it in an air-tight container EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 139 EVS6302 CA Election Management System Chapter 6: Equipment Preparation between elections. See Chapter 4 of the DS300 Operator’s Guide for more information. 1. Unlock and open the rear access compartment and then open the ballot transport compartment. 2. Remove the ink cartridge from its packing and remove any protective seals. Printhead 3. Open the cartridge port and place the cartridge with the printhead side down and then close the printer port. 4. Close the ballot transport and then close and lock the rear access compartment. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 140 EVS6302 CA Election Management System Chapter 6: Equipment Preparation If reinstalling a used cartridge, gently wipe the printhead with a clean, lint-free cloth before installing. There are no settings on the DS300 to activate the printer. The printer is active any time a cartridge is installed. There are no indicators on the DS300 as to whether a cartridge is installed or amount of remaining ink. 6.3.2.5 Clean the Ballot Box Clean your Poll Place Count ballot boxes either before or after each election. 1. Use a cloth dampened with cleaning solution to clear dust and debris from the ballot box. 2. Remove the divider from the lower ballot bin before you clean the bottom section of the ballot box. Clean the inside of the bin first and then the outside. Wipe down the interior ballot divider and the box cover. Remember to periodically rinse the cleaning cloth. 3. Stand the ballot box upright to clean the recessed, scanner housing. Warning Make sure the power cord and the diverter motor connector are not damaged or dirty. 4. Turn the mounting pedestal upside down and clean the inside of the box. Use a soft cleaning brush or feather duster to clear dust and debris. Use a brush to clean the diverter vane, the diverter motor and the controller circuit board for the ballot diverter. Do not to bend or damage any of the sensitive components contained in the diverter motor assembly. 5. Use a brush to clean debris and dust from the ballot chute assembly. Do not use liquids to clean the inside of scanner mounting pedestal. Re-assemble the unit after you finish cleaning. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 141 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 6.3.2.6 Replace the Paper Roll Check the printer and change the paper roll, if necessary, for Election Day. Note A warning message may appear if the internal printer is out of paper. 1. Unlock the access door, located above the printer. This will provide access to the printer release lever. 2. Press the lever to unlock the printer door. 3. Open the printer door. 4. Drop the paper into the printer paper compartment. Important Make sure the glossy side of the thermal paper is facing the thermal printer. 5. Pull the end of the paper roll out toward the input tray. 6. Close the printer door and press firmly on the door to make sure it locks into place. 7. Lock the access door above the printer. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 142 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 6.3.2.7 Poll Place Count Battery Maintenance Poll Place Count equipment uses an 18-volt, 5-amp lithium ion battery to power the scanner in case of an electrical power failure. A fully charged battery can power an “active” scanner for up to two hours and an “idle” scanner for up to three hours. The machine is “active” when counting ballots or printing reports. Estimated battery life is five years. To check the charge for your backup battery, look at the light indicator on the back of the machine. • If the light is flashing green, the battery is charged. • If the light is green and not flashing, the unit is plugged in and the battery is fully charged. • If the light is flashing at a slow rate, the unit is operating on battery power and the battery has 75 percent or more of its charge remaining. • If the light is flashing at a medium rate, the unit is operating on battery power and the battery has 50 percent of its charge remaining. • If the light is flashing at a fast rate, the unit is operating on battery power and the battery has 25 percent of its charge remaining. • If the light is amber, the battery is charging. If the light is amber, allow the unit to charge until the light turns green. If the battery is not charged, it will take up to six hours to charge the battery. • If the light is flashing at a slow rate, the battery is 75 percent charged. • If the light is flashing at a medium rate, the battery is 50 percent charged. • If the light is flashing at a fast rate, the battery is 25 percent charged. • If the light is flashing red, the battery is not taking a charge. This could be caused by: • A dead battery. • A bad connection to the battery. • No battery is installed. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 143 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Note If the unit has not operated on battery power and was stored with a full battery charge, the charge time required to fully recharge the battery will be minimal. Removing the battery from the scanner exposes it to risks that are not Warning present under normal operating conditions. Shorting the battery terminals together is especially hazardous even if the battery is “discharged” or “dead.” Shorting the terminals can create sparks, melt wires, and possibly start a fire. Use extreme caution when handling the backup battery. Note The battery may be recycled. Please dispose of the battery properly. Check Battery Charge Turn on the unit. The battery power icon, located in the upper right area of the screen, displays the battery charge. The battery is charging whenever the power cord is plugged into the unit. If the battery does not show a full charge, continue to supply power to the unit until it reaches a full charge. The length of charge time required to fully charge the battery depends on the current status of the battery icon. Use the following charge guidelines to estimate charge time: Icon Description Full battery charge - The battery is full and does not need charging. 75 percent charge - It should take about 2 to 3 hours to fully charge the battery. 50 percent charge - It should take about 3 to 4 hours to fully charge the battery. 25 percent charge - It should take about 5 to 7 hours to fully charge the battery. No charge - It should take 5 to 7 hours to fully charge the battery. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 144 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Note Icon images vary slightly between DS200 and DS300. If the battery icon is blinking, the battery is disconnected. You can also check the battery charge by looking at the light indicator on the back of the machine. Refer to the following table for light indicator state definitions. Light Indicator State Battery Status Flashing green Fully charged Solid green Unit plugged in, battery fully charged Flashing slowly Unit operating on battery power, 75% or more charge remaining Flashing medium pace Unit operating on battery power, battery has 50% charge remaining Flashing rapidly Unit operating on battery power, battery has 25% charge remaining Amber Battery is charging. Allow to charge until light turns green before operation. Flashing slowly 75% charged Flashing medium pace 50% charged Flashing rapidly 25% charged Flashing red Dead battery Bad connection to battery No battery connected 6.3.3 Central Count Preparation To keep the tabulator in working order, ES&S trained staff must perform routine maintenance before each election. Before performing these tasks, unplug the scanner and raise the read head to avoid damaging the control panel. Route /install the power cord to protect it from being walked on or Warning pinched. Power the unit down completely before connecting or disconnecting the power cord. Remove the power cord before moving the unit. Place the power cord near an easily accessible outlet. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 145 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 6.3.3.1 Tools for Central Count Maintenance • Compressed air - 10 oz. can minimum • Anti-Static lint-free cleaning wipes • Isopropyl alcohol 70% • Mild detergent solution 6.3.3.2 Clean the Rollers The rollers move each ballot, picked from the input tray, over the transport path, through the scan area (upper and lower camera housing), and into one of the three output bins (the top, middle, or bottom bin). If the surfaces of the rollers are dirty or discolored, clean them. To clean the rollers, apply isopropyl alcohol to a cotton cloth and clean the visible surfaces of the rollers, turning them as you clean to expose most of the surface area of the rollers. Caution Keep fingers, hands, and loose clothing clear of the rollers. 6.3.3.3 Clean the Cameras To clean the cameras, wipe them with a dry, cotton cloth, or use a pressurized air can to clean out any debris or paper dust collected during scanner operation. It is important to hold the can upright so you do not expel propellant onto the sensors. 6.3.3.4 Clean the Scanner Case Before cleaning the scanner case, disconnect the unit from its power Warning source. Do not use full strength or harsh detergents, liquid cleaners, aerosols, abrasive pads, scouring powders, or solvents, such as benzene or alcohol. Liquids should never be applied directly to the scanner. Use a soft cotton cloth lightly moistened with a mild detergent solution. Ensure that the surface cleaned is fully dry before reconnecting the power. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 146 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 6.3.3.5 Clean the Touch Screen Spray the cloth with the cleaning solution and gently wipe the screen until clean. Then use a dry section of the cloth to dry any remaining cleaning solution from the screen. 6.3.3.6 Replace Log Printer Ribbons Caution Switch the printer off before opening or removing the access cover. Caution If you are replacing the ribbon, the print head may be hot. Note The audit log printer is not supported on the DS950. Important Use only ribbons specifically designated for your printer model. 1. Open the access cover, then slide the print head to the center of the platen. Print head EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 147 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 2. Lift the old ribbon cartridge at the end nearest the platen, then remove and discard it. 3. Remove the new cartridge from its packaging. Important Leave the ribbon shield on the cartridge. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 148 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 4. Lower the front of the cartridge Ribbon over the print head until it snaps shield into place, then turn the knob clockwise to take up the ribbon slack. Knob Ribbon plate Platen EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 149 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 6.3.3.7 Replace Report Printer Paper If you are topping up the paper in a paper tray, it is recommended that Note you remove the remaining paper from the tray first, then add the new paper stock followed by the paper you removed. This ensures that the oldest paper is used first to help prevent paper jams. 1. Remove the paper tray from the Paper bottom of the printer and place plain paper in the tray, keeping the level of the paper in the tray below the arrowheads on the paper guides. Paper guides To load A4 or Legal size paper, push the lever in the direction of the arrow, then extend the paper Lever tray using the rear paper support. Note Load letterhead paper face- down and top edge toward the front of the tray. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 150 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 2. Adjust the rear paper support to Paper guides the size of paper you are using by gripping the lugs, tilting and sliding the support forward or backward as necessary. 3. Adjust the paper guides. It is important to adjust the paper guides correctly to ensure that the paper is not skewed in the print process. Paper jams may occur if this operation is not carried out Paper level correctly. indicator Rear paper support 4. Replace the tray in the printer. The paper level indicator provides a visual indication of how much paper is left in the tray. If you have the optional second paper tray (Tray 2) and you are printing Note from the first (upper) tray (Tray 1), you can pull out the second (lower) tray to reload it. However, if printing from the second (lower) tray, do not pull out the first (upper) tray, as this will cause a paper jam. Face-Up and Face-Down Printing For face-down printing, make sure the rear cover is closed (the paper exits from the top of the printer). The output stacker on the top of the printer stacks printed pages face-down. Pages printed in reading order (page 1 first) will be sorted in reading order (last page on top, facing down). For face-up printing, make sure the rear cover is open. In this condition, paper will exit via this path, regardless of driver settings. Always use this tray in conjunction with the manual feed tray, multipurpose tray, or for heavyweight stocks, to reduce the possibility of paper jams. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 151 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 6.3.3.8 Replace Report Printer Toner When the toner is running low, TONER LOW is displayed in the LCD. After Toner Low appears, the printer will print about 100 more pages, then display Toner Empty and stop printing. Printing will resume after a new toner cartridge has been installed. Never expose a toner cartridge to an open flame. It can cause an Warning explosion and you can be burned. Be sure to switch off and unplug the machine before accessing the interior of a machine for cleaning, maintenance or fault clearance. Access to a live machine’s interior can cause electric shock. It is recommended that you clean the LED array at the same time you change the toner cartridge. The toner used in this printer is a very fine dry powder contained in the toner cartridge. Have a sheet of paper on hand to place the used cartridge on while you install the new one. Dispose of the old cartridge responsibly, inside the pack the new one came in. Follow any regulations, recommendations, etc., that may be in force concerning waste recycling. If you spill any toner powder, lightly brush it off. If this is not enough, use a cool, damp cloth to remove any residue. Caution Do not use hot water, and never use solvents of any kind. They will make stains permanent. If you inhale any toner or get it in your eyes, drink a little water or Warning bathe your eyes liberally in cold water. Seek medical attention immediately. If the printer has been powered on, the fuser may be hot. This area is clearly labeled. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 152 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 1. Switch off the printer and allow the fuser to cool for about 10 minutes before opening the top cover. 2. Press the top cover release button and open the printer’s top cover fully. Note The model B430dn appears in the figure above. The principles are the same for all models of this printer. 3. Pull the colored lever on the right side of the toner cartridge toward Colored lever the front of the printer to close the Toner cartridge then remove the used cartridge toner cartridge. 4. Clean the top of the ID unit with a clean, lint free cloth. 5. Put the cartridge down gently onto a piece of paper to prevent toner from marking your furniture. 6. Remove the new cartridge from its box but leave its wrapping material in place for the moment. 7. Gently shake the cartridge from Cartridge end to end several times to loosen and distribute the toner evenly inside the cartridge. 8. Remove the wrapping material and peel off the adhesive tape from the underside of the cartridge. Adhesive tape EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 153 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 9. Holding the cartridge by its top center with the colored lever to the Colored lever right, lower it into the printer over the image drum unit from which the old cartridge was removed. 10. Insert the left end of the cartridge into the image drum unit first. Drum unit Align it under the tabs (6), and push it against the shiny pins in the drum unit. Then lower the right end of the cartridge down into the image drum unit (7). Tabs 11. Pressing gently down on the Colored lever cartridge to ensure that it is firmly seated, push the colored lever toward the rear of the printer. Push the lever all the way forward until the pointers on the drum and the toner are aligned. This will lock Pointers aligned the cartridge into place and release toner into the image drum unit. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 154 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 12. Gently wipe the LED array surface Top cover with a soft tissue. 13. Close the top cover and press it down to latch it closed. LED array surface 6.3.3.9 Setting Up DS450 Peripherals Place the UPS and printers in the spaces designed for them in the DS450 cart as shown below. Report Laser Printer UPS Audit Log Dot-Matrix Printer EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 155 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Installing the UPS The UPS has a default voltage sensitivity setting. Do not change the Important default setting. ES&S does not manufacture the UPS. Consult the manual packaged with the UPS for more information about steps you may need to take to prepare the UPS for use. The UPS is intended to provide only enough power to complete Important scanning the current batch of ballots (if any are being scanned at the time) and to provide time for a controlled shutdown of the DS450 and printers. Once the current batch is scanned and saved, you will not be able to scan more ballots. The UPS must charge for a minimum of 16 hours before initial use and should be fully charged before each election. UPS outlets It is important that the DS450 USB cable and printers are plugged into connection the correct outlets on the back to DS450 of the UPS. The DS450 and The DS450, audit printer must be plugged audit log into the outlets in the left printer, and column. These outlets provide laser both backup power and surge printer protection. The laser printer must be must be plugged into an outlet plugged into left on the right that only provides column of surge protection. outlets. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 156 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Connecting the DS450 to the UPS Take the following steps: 1. Connect the data communication cable to the UPS and to the port labeled for the UPS on the right side of the DS450 The data communication cable . is used by the UPS to let the DS450 know when the UPS is operating on battery power. Left side: power cord Right side: communication cables for UPS & printers Important Connect the UPS only to the USB port labeled for the UPS. It is the far right port on the right side of the DS450. 2. Plug one end of the DS450’s power cord into the left side of the DS450, just below the power switch. 3. Plug the other end of the DS450 power cord into one of the outlets in the left column of outlets on the back of the UPS. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 157 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Connecting the External Printers The DS450 uses a dot-matrix printer to print the continuous audit log and a laser printer for printing reports. Connect both printers to USB ports on the right side of the DS450. Refer to Connecting the DS450 to the UPS for more information. Caution Connect the power cords for the printers to the UPS only as indicated in the UPS outlets section above. Note Refer to the printer manufacturer’s user manual for specific instructions on operating the printers. Setting Up the Audit Log Printer The dot-matrix printer is used to print the continuous audit log. Before using the printer, make certain there is plenty of paper in the printer and the printer is connected to the UPS and powered on. Make sure there is sufficient space behind the printer for the printed paper to land without getting caught up into the blank paper being fed into the printer, which would create a jam. Refer to the setup instructions provided with the printer for information about loading continuous print paper into the tractor feeds. Setting Up the Report Printer The laser printer is used to print reports. Before using the printer, make certain the printer is connected to the proper outlet on the UPS, there is paper in the printer, and it is powered on. The printer power switch must be activated after the UPS is powered up and the UPS has completed its self-diagnostics cycle. Securing cables After the UPS, DS450 and printers are set up, use zip ties and adhesive tie pads to secure cables so they do not dangle off the cart or interfere with operation of the Audit Log printer. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 158 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Turning On the UPS Before turning on the UPS, make sure the UPS is plugged into a power outlet. Press the power switch. The UPS will cycle through a power-up stage and perform self-diagnostics. The screen will then indicate the UPS status. Do not power on the DS450 or printers until the power-up cycle is complete, which takes about 1 minute. Warning The power settings are configured by ES&S staff during initial installation. Do not change any UPS settings or options. Starting the DS450 To start the unit, make sure the uninterruptible power supply is plugged in, powered on and the UPS status screen indicates it is fully charged. Then, flip the power switch on the side of the unit to the on position. 6.3.3.10 Hardware Installation for DS850 Setting up peripherals Place the UPS and printers in the spaces designed for them in the DS850 cart as shown below. The DS850 cart and models of printers and UPS vary. Report Laser Printer UPS Audit Log Dot-Matrix Printer EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 159 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Installing the UPS The UPS has a default voltage sensitivity setting. Do not change the Important default setting. ES&S does not manufacture the UPS. The appearance of the UPS that ships with the DS850 may vary depending on voting system. Consult the manufacturer’s manual for more information about steps you may need to take to prepare the UPS for use. The DS850 must be operated with the UPS shipped with the unit for it to be in a certified configuration. The UPS is intended to provide only enough power to complete Important scanning the current batch of ballots (if any are being scanned at the time) and to provide time for a controlled shutdown of the DS850 and printers. Once the current batch is scanned and saved, you will not be able to scan more ballots. The UPS must charge for a minimum of 16 hours before initial use and should be fully charged before each election. UPS outlets All of the outlets provide USB cable both battery backup and connection to surge protection. However, DS450 it is important the DS850 The DS850 and and printers are plugged audit log printer into the correct outlets on must be plugged the back of the UPS. The into left column DS850, the audit log printer of outlets. and the report print must be plugged into the left The laser printer column of outlets. must be plugged into the right column of outlets EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 160 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Connecting the DS850 to the UPS Take the following steps: 1. Place the UPS in its designated location on the DS850 cart. 2. Plug the UPS power cord directly into a grounded, three-pronged AC wall outlet. 3. Connect the data communication cable to the UPS and one of the DS850 USB ports The data communication . cable is used by the UPS to let the DS850 know when the UPS is operating on battery power. 4. Plug one end of the DS850’s power cord into the left side of the DS850, just below the power switch. 5. Plug the other end of the DS850 power cord into the back of the DS850 UPS power cable UPS. The outlets on the back of cord the UPS are divided into two Left side of DS850. groups. Ensure you plug the DS850 power cord into one of the outlets in the group that provides battery backup. This will ensure the UPS is able to provide power to the DS850 in the event of a power outage. Connecting the External Printers The DS850 uses a dot-matrix printer to print the continuous audit log and a laser printer for printing reports. Connect both printers to USB ports on the DS850 as shown in Connecting the DS850 to the UPS. Connect the power cords for the printers to the UPS only as follows: Caution Connect the audit log printer to one of the outlets in the group that provides battery backup. This will ensure the audit log printer continues to operate in the event of a power outage. Connect the laser printer to one of the UPS outlets as shown in UPS outlets. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 161 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Note Refer to the manufacturer’s printer manual for specific instructions on operating the printers. Setting Up the Audit Log Printer The dot-matrix printer is used to print the continuous audit log. Before using the printer, make certain there is plenty of paper in the printer and the printer is connected to the UPS and powered on. Make sure there is sufficient space behind the printer for the printed paper to land without getting caught up into the blank paper being fed into the printer, which would create a jam. Refer to the setup instructions provided with the printer for information about loading continuous print paper into the tractor feeds. Setting Up the Report Printer The laser printer is used to print reports. Before using the printer, make certain the printer is connected to the proper power outlet on the UPS, there is paper in the printer, and it is powered on. The printer power switch must be activated after the UPS is powered up and the UPS has completed its self-diagnostics cycle. Securing cables After the UPS, DS850 and printers are set up, use zip ties and adhesive tie pads to secure cables so they do not dangle off the cart or interfere with operation of the Audit Log printer. Turning On the UPS Before turning on the UPS, make sure the UPS is plugged into a power outlet. Press the power switch. The UPS will cycle through a power-up stage and perform self-diagnostics. The screen will then indicate the UPS status. Do not power on the DS850 or printers until the power-up cycle is complete, which takes about 1 minute. Warning The power settings are configured by ES&S staff during initial installation. Do not change any UPS settings or options. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 162 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Starting the DS850 To start the unit, make sure the uninterruptible power supply is plugged in, powered on and the UPS status screen indicates it is fully charged. Then, flip the power switch on the side of the unit to the on position. 6.3.3.11 Hardware Installation for DS950 Setting up peripherals Place the UPS and printer in the spaces designed for them in the DS950 cart as shown below. The models of printer and UPS may vary. Report Laser Printer UPS EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 163 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Installing the UPS The UPS has a default voltage sensitivity setting. Do not change the Important default setting. ES&S does not manufacture the UPS. The appearance of the UPS that ships with the DS950 may vary depending on voting system. Consult the manual packaged with the UPS for more information about steps you may need to take to prepare the UPS for use. The DS950 must be operated with the UPS shipped with the unit for it to be in a certified configuration. The UPS is intended to provide only enough power to complete Important scanning the current batch of ballots (if any are being scanned at the time) and to provide time for a controlled shutdown of the DS950 and printers. Once the current batch is scanned and saved, you will not be able to scan more ballots. The UPS must charge for a minimum of 16 hours before initial use and should be fully charged before each election. UPS outlets It is important the DS950 is plugged into the correct outlet on the back of the UPS. The DS950 must be plugged into the bottom left outlet. All outlets provide both backup power and surge protection. Plug the USB cable into the UPS and one of the USB ports in the lower compartment on the right side of the DS950. Plug the laser printer into the bottom right outlet (surge protection only). The DS950 must be plugged into bottom left outlet (surge and battery backup). UPS power cord routed to allow closure of rear security doors EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 164 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Connecting the DS950 to the UPS Take the following steps: 1. Place the UPS in its designated location on the DS950 cart. 2. Plug the UPS power cord directly into a grounded, three-pronged AC wall outlet. 3. Connect the data communication cable to the UPS and one of the DS950 USB Election ports The data communication cable is media ports . used by the UPS to let the DS950 know when the UPS is operating on battery power. 4. Plug one end of the DS950’s power cord into the left side of the DS950, just UPS below the power switch. cable 5. Plug the other end of the DS950 power cord into the back of the UPS. Ensure Laser the DS950 power cord is plugged into printer the bottom left outlet on the UPS. Right side of DS950 Connecting the Laser Printer The DS950 uses a laser printer for printing reports. Connect the printer to the USB port on the DS950 as shown in Connecting the DS950 to the UPS. Note Refer to the printer manual for specific instructions on operating the printer. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 165 EVS6302 CA Election Management System Chapter 6: Equipment Preparation Setting Up the Report Printer The laser printer is used to print reports. Before using the printer, make certain the printer is connected to the proper power outlet on the UPS, there is paper in the printer, and it is powered on. The printer power switch must be activated after the UPS is powered up and the UPS has completed its self-diagnostics cycle. Note The audit log printer is not supported on the DS950 Securing cables After the UPS, DS950 and printer are set up, use zip ties and adhesive tie pads to secure cables so they do not dangle off the cart. Turning On the UPS Before turning on the UPS, make sure the UPS is plugged into a power outlet. Press the power switch. The UPS will cycle through a power-up stage and perform self-diagnostics. The screen will then indicate the UPS status. Do not power on the DS950 or printer until the power-up cycle is complete, which takes about 1 minute. Warning Do not change any UPS settings or options. Starting the DS950 To start the unit, make sure the uninterruptible power supply is plugged in, powered on and the UPS status screen indicates it is fully charged. Then, flip the power switch on the side of the unit to the on position. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 166 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 6.3.4 ExpressVote Preparation ExpressVote maintenance should be performed only by an ES&S-certified technician. 6.3.4.1 Contact Image Sensor (CIS) Tools Key, isopropyl alcohol, lint free cloth 1. Unlock and open the transport access door. The prop rod supports the door in the open position. 2. Locate the Contact Image Sensor (CIS). EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 167 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 3. Place your index finger on top of the “Lift to Clean” tab and carefully pull forward and down to expose the CIS. 4. Using a clean cloth lightly dampened with alcohol, gently clean the CIS. Do not use the same cloth used to clean the print head or other components. 5. Close the CIS after inspection and cleaning. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 168 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 6.3.4.2 Print Head Tools Key, isopropyl alcohol, lint-free cloth 1. Unlock and open the transport access door. The prop rod supports the door in the open position. 2. Locate the print head. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 169 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 3. Open the transport side access door. 4. Locate and activate the platen release switch. 5. Raise the platen and clean the thermal print head with a lint-free cloth lightly dampened with alcohol. Allow the alcohol to dissipate for at least 5 minutes before closing the platen and printing. Print head Platen roller Important Do not clean the platen roller with alcohol. Wipe down the platen roller with a dry, lint-free cloth. Turn the roller with your thumb to clean all sides. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 170 EVS6302 CA Election Management System Chapter 6: Equipment Preparation 6. Close the platen head. Caution Place pressure on only the two green labels to avoid bending the platen. 6.3.4.3 Paper Path and Paper Sensors Tools Key, compressed air To clean the paper path and sensors, take the following steps: 1. Open the front access door to expose the paper path. 2. Using compressed air and using short bursts, blow out the paper path to remove any paper dust or small fragments of ballots. 3. If there are larger pieces of the ballot left behind, gently remove them. Do not use any extraction tools as this may damage paper path sensors. 6.3.4.4 Transport Drive Rollers Tools Key, Phillips screwdriver, T10 security driver, lint-free cloth, alcohol To clean the transport drive rollers, use isopropyl alcohol and a soft, lint-free cloth. Slightly dampen the cloth. Use the top roller to turn the other two drive rollers while wiping them with the cloth. To clean the pinch rollers, remove the back cover and remove the two screws that hold each pinch roller to the paper path. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 171 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures Chapter 7: Absentee/Mail Ballot Procedures 7.1 Ballot Handling and Folding Many considerations go into properly folding ballots to be mailed to voters. The five main folding methods are depicted and discussed in 7.1.8 Folding Methods, in this document. Refer to this section to ensure that your jurisdiction takes every measure to fold the ballots for optimum final ballot scanning. Care in preparing folded ballots for high-speed scanning can greatly improve scanning productivity by reducing misfeeds, read errors, and jams in the transport or output hopper. Ballot handling and preparation consists of the following steps: 1. Opening the envelopes 2. Removing the ballots from the envelope and unfold them 3. Inspecting the ballots 4. Back-bending the ballots The following sections discuss each of these steps. 7.1.1 Opening Envelopes Whether slicing envelopes open by hand or using an automatic letter-opening machine, care must be taken not to slice or otherwise damage the ballots. Always slice the envelope completely so the ballot is not crumpled when it is removed from the envelope. Open the ballots as early as jurisdictional rules permit to allow time to inspect and prepare the ballots. 7.1.2 Removal and Unfolding of Ballots Take care to remove the ballots from the envelope without crumpling the ballot by catching it on an incompletely opened envelope. If an envelope is not completely open, then open it completely in order to remove the ballot without obstruction. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 172 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures Jurisdictions that are new to this type of ballot prep for central count scanning, or wish to improve the performance of their scanning, should perform the back-bending procedure covered in 7.1.4 Back-Bending Individual Ballots (next page) on each ballot as it is opened. As jurisdictions become proficient in preparing ballots in this way (as measured by the successful, jam-free scanning of ballots), they may find it faster to unfold the ballots into stacks and then back-bend the stacks. 7.1.3 Ballot Inspection As ballots are opened and unfolded, they should be carefully inspected for the following issues: 7.1.3.1 Tears and slices Whether damaged by the voter or letter opening process, all torn or sliced ballots should be repaired, remade, or hand-counted per your jurisdiction’s rules and procedures. Scanning ballots with tears or slices can cause jams, further damaging the ballots and greatly decreasing scanning throughput. Torn or sliced ballots that are not missing any of the paper can usually be taped, if allowed. 7.1.3.2 Damaged or missing timing or code channel marks Such ballots should be repaired, remade, or hand-counted per your jurisdiction’s rules and procedures. 7.1.3.3 Smudges, smears, stains or foreign material Such damage can cause pick errors, double feeds, and jams, greatly decreasing scanning throughput. Ballots that are damaged or soiled enough to risk scanning or feed problems should be repaired, remade, or hand-counted per your jurisdiction’s rules and procedures. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 173 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures 7.1.4 Back-Bending Individual Ballots Each fold on each ballot must be bent back in the opposite direction of the original fold to break the grain of the paper evenly in both directions. If done properly, the ballot will lie flat on a table and will not bend in either direction. To quickly accomplish this, hold the ballot as shown on the following page, and bend it back with your thumbs and forefingers until the fold “breaks” across the entire fold. This can also be accomplished by back-bending the ballot on the table top and gently running your fingers along the fold to break the fold. Caution Do not over-bend the ballot or crease it aggressively, as this will cause it to bend in the opposite direction or create an additional fold line that can lead to the "stair-step." EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 174 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures 7.1.4.1 Crimps, stair-steps, or irregular folds These include any large bump or feature that could cause a ballot to catch on another, resulting in a jam or misfeed. These ballots should be separated and repaired as follows. The “stair-step” occurs when a second fold is made near the original fold. This can be caused by the voter improperly refolding the ballot(s) or by incorrect unfolding and back-bending (discussed later in this document). Stair-steps can be resolved by running a flat, dull object like the top of a fingernail or a coin along the unwanted fold. Take care not to scuff or mark the ballot by using too much force. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 175 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures Additionally, the ballots can be carefully rolled lengthwise forward and then backward to reduce the step. This works best when a group of ballots is rolled together, as shown. When rolling the ballots, roll them equally in both directions to make sure ballots are flat and not curved. 7.1.4.2 Crimped top or bottom edge A crumpled or damaged top or bottom edge can cause a jam when the ballot enters or travels through a scanner. Such damage should be smoothed out by rolling or smoothing as much as possible. When such ballots are scanned with a Central Count Tabulator, they should be run with the undamaged edge leading and the damaged edge trailing. When such ballots are scanned with Poll Place Count equipment, they should be run with the damaged edge leading and the undamaged edge trailing. If a ballot cannot be scanned without catching or jamming, it must be further smoothed, remade, or hand-counted per your jurisdiction’s rules and procedures. 7.1.4.3 Orienting Ballots in Stacks The Central Count can read ballots in any orientation, but it is generally recommended that ballots be laid in the same orientation as they are opened. A skilled Central Count operator will quickly determine the best orientation in which to process ballots, based on length, folds, and condition. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 176 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures Orienting all of the ballots allows the operator to run them in the desired orientation and makes it easier to visually determine whether or not a stack of ballots has been sufficiently prepared. Ballot stacks that do not lie flat will require additional back-bending or rolling lengthwise until they are flat. 7.1.5 Back-Bending Stacks of Ballots Ballots will generally be staged in stacks near the input hopper of the Central Count. As the ballots rest in stacks, a skilled operator can judge how well they have been prepared by how flat the ballots lie in the stack. If there is a significant bend in the ballots in the stack, a quick back-bend is suggested. However, care must be taken when back-bending a stack of ballots. Ballot prep staff should begin with smaller stacks of 10 or fewer ballots. With experience, staff should gain the skill to back-bend larger stacks of 25 to 50 ballots. The ballots should be carefully jogged manually on a table top or with a powered jogger. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 177 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures While back-bending the ballots, ensure that the folds line up (see “Correct” image at right), and that the outer ballot does not wrap around the stack (see “Incorrect” image). Bending the stack harshly with the ballots wrapping can introduce an additional fold and the unwanted “stair-step.” Correct Incorrect 7.1.5.1 Inspecting stacks The operator or person staging ballots for scanning should always inspect the stack of ballots for issues that were not caught by those opening and preparing ballots. Lead & Trail Edge Inspection Damaged or “crimped” ballots edges: These are easily seen by inspecting the top and bottom edges of the stack. Bent corners: Bent corners, especially on the leading edge of the ballot as it travels through the scanner, can catch and cause jams. Straighten the edge and consider running this end on the trailing edge. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 178 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures Side Edge Inspection Either look at the ballots or flip through the stack as one would with copy paper being inserted into a copy machine. In this inspection, look for the issues previously described in 7.1.3 Ballot Inspection. Remember to inspect or flip through both sides of the ballot stack. Below are pictures of these issues, as seen in the stack. A stair-step is easy to spot. If left in the stack, this step can cause a subsequent ballot to catch as it passes into the output bin. The ballot should be turned end-wise so the step faces the other way, allowing the next ballot to pass down the step. An operator can also run a fingernail or smooth coin along the step to flatten it out. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 179 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures 7.1.6 Avoiding Jams Once ballots are properly unfolded and inspected, they should always be straightened and aligned using a ballot jogger so they can be read. Smaller stacks of ballots can be jogged by hand. On the Central Count, begin with smaller stacks of about 50 ballots, then work up to 100-150 ballots. A skilled operator will find an optimum number of folded ballots that can be consistently run without jamming. This number will depend on factors such as the length of the ballot, the number of folds, the condition of the ballots, and the quality of the ballot preparation. If jams become frequent, reduce the number of ballots in the stacks and carefully evaluate the ballot prep to eliminate the causes of the jams. Review the procedures and experiment with the proper amount of back-bending, rolling lengthwise, and number of ballots in a run. When jams occur, stop to identify and remove the offending ballot, to avoid repeated jams. If the ballot must be run, put in a run by itself, or in small batches of problem ballots. 7.1.7 Scanning Damaged Ballots If a large number of ballots are crumpled or rippled from prior exposure to liquid, once they are dried and cleared of all foreign material, they can be run through the Central Count. They should be run in small batches. The pick delay can also be set to 1-2 seconds to run them more slowly, allowing time to remove a ballot from the output tray that would otherwise cause a jam with the next ballot. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 180 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures 7.1.8 Folding Methods There are numerous types of folds that can be used for ballots that will be mailed to voters. These fold types, combined with the different lengths of ballots, can give jurisdictions a number of options. The most common ballot folds are below. Table 7-1: Common Ballot Folding Methods 1 fold, 2 panels Single-Fold, Half-Fold, 2-Panel, V-Fold 2 folds, 3 panels Z-Fold, Accordion Fold, Map Fold 2 folds, 3 panels C-Fold, Letter Fold 3 folds, 4 panels Double-Fold, Parallel Double-Fold 3 folds, 4 panels Accordion Fold, Concertina Fold EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 181 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures The choice of a folding method is generally determined by cost and previous practice. Cost is often driven by the size of the envelope. A jurisdiction’s equipment for handling a particular size of envelope can also be a factor. Two rules can help when selecting folds for high-speed scanning. Rule 1: Choose the least number of folds possible. Most importantly, fewer folds are best. A single fold is easier to handle than a double fold; a double fold is easier than three folds, and so on. Rule 2: For multi-page elections, avoid double-fold and “C” folds. It is important to avoid making additional folds or bends beyond those made in the initial fold process. Voters have to unfold the “by mail” ballots, mark their votes, and then refold them. When a voter refolds multiple ballots together, certain types of folds can create additional folds or creases, resulting in a “stair- step.” Generally, the ballots are folded and inserted individually into the envelope, and the folds are crisp and even. However, in the case of a double-fold, if the voter folds the ballots together, one of the folds can be rounded over the other folds. When this fold is opened, the result is a crimp or stair-step. Alternately, ballots folded together in a Z or map fold pattern have significantly fewer issues with rounded bends. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 182 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures A single fold or any of the “Z” or accordion folds can greatly reduce the creation of this stair-step. Additionally, instructions on the ballots to refold and insert the ballots into the envelope one at a time would also reduce the frequency of ballots being folded over each other improperly. Additional important points are as follows: • Coordination is necessary between those doing the ballot layout and those doing the folder setup to ensure that folders never go through a timing track on the ballot and risk going through a voter response (oval) area. • The roller pressure for the folder should be reduced to about 2–3 times the thickness of the ballot stock. • Scoring the ballot is not recommended. Consult ES&S Ballot Management Services for ballot stock, printing, and additional folding considerations. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 183 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures 7.2 Central Count Tabulator Operation 7.2.1 Load Election onto the Central Count Before loading the election definition, you must clear and initialize the tabulator. The clear and initialize process clears all data from the machine and loads the necessary encryption keys to load and run the election. Refer to the following sections: 3.4.3 Clear and Initialize Central Count Tabulator 3.6.3 Load Election onto Central Count Tabulator 7.2.2 Zero Report Use the Zero Report to ensure all of your contests have zero votes before you begin scanning ballots. The report displays zeros for all contests, indicating that no ballots have been scanned. You cannot print this report after ballots have been scanned on the tabulator. To preview or print the Zero Report: From the Reports menu, in the Report Type field, press Zero Report. Press Preview to the view the report on the touch screen, or press Print to print the report on the laser printer. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 184 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures 7.2.3 Bin Sorting Programmers use Electionware to establish bin sorting settings as part of your election definition. The options on the Central Count’s Bin Sorting menu enable you to override the election definition and establish different sort settings. On the Configuration menu, select Bin Sorting. There are two options on the Bin Sorting screen: • Use Sort Settings to specify which types of ballot conditions will be sorted to which output bins. • Use Scan Screen Sort Options to display the SORT option on the Scan Ballots screen. This option enables you to temporarily override your bin sort settings so that only invalid ballots are outstacked. Sort Settings Use the Sort Settings option to specify to which output bins ballots will be diverted, based on selected ballot conditions. This option allows you to specify whether undervotes, overvotes, crossovers, blank ballots, and ballots with unclear marks are to be processed. If your ballots and election definition use the initials and/or review box options, you can specify how to process ballots with those boxes. Table 7-2: Bin Sorting Options Ballot Description Condition This option sorts ballots with write-in votes. Also, if the Evaluate Unmarked Write-ins option is enabled in Electionware, the DS450 Write-In identifies and sorts ballots with write-in votes even if the target area next to the write-in line was not marked. Write-ins are typically sorted to the middle, processed, bin. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 185 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures Table 7-2: Bin Sorting Options (Continued) Ballot Description Condition This option sorts ballots having more than the allowed number of Overvote votes cast for one or more contests. How overvotes are sorted depends on your adjudication method; manual or electronic. This option sorts ballots that have one or more undervoted Undervote contests. This option does not sort blank ballots. Undervotes are typically sorted to the bottom, processed, bin. This option sorts ballots that do not contain any votes, have been Blank marked with a non-standard marking device for the DS450, or have Ballots been marked improperly (for example, the voter circled the candidate’s name instead of filling in the appropriate oval). This option sorts ballots with marks in ovals that the DS450 is Unclear unable to interpret. How unclear marks are sorted depends on your Marks adjudication method; manual or electronic. In an open primary, this option sorts ballots that contain votes in Cross Over multiple parties. This option sorts ballot that use Initials box(es) and requires that Initial Box the box be initialed. If the Initials box is empty, the ballot is sorted accordingly. This option sorts ballots that use the Review box and requires the Review Box box to be blank. If Review box is marked, the ballot is sorted accordingly. Ballots that are not associated with the current election or ballot styles that are not associated with any of the election precincts are Invalid ID sorted to an unprocessed bin; typically the top bin but they can also be sent to the middle bin if the middle bin is configured as an unprocessed bin. Ballots that cannot be read or interpreted (for example, if the voter makes marks on the code channel or the ballot is damaged) are Unreadable always sorted to the top, unprocessed bin. This setting cannot be changed. When the Central Count scans a ballot and processes it (diverts it into a bin configured as Processed), a cast vote record (CVR) is created for that ballot. When the batch is saved, the CVRs are marked to be included in results tabulation. Ballots not processed (diverted into a bin configured as Not Processed) are not marked for inclusion and are therefore not tabulated. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 186 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures 1. On the Configuration menu, touch Bin Sorting to display the Bin Sorting screen. 2. Touch Sort Settings. The Sort Settings view screen displays the current settings established by your election definition. 3. Touch Edit to change the settings for each bin. 4. When prompted, enter the Election Code, then touch Accept. 5. On the Sort Settings edit screen, select the bin into which you want each type of ballot to be sorted. Touch the top, middle, or bottom button for each type of ballot. You can select only one output bin destination for each type of ballot condition. 6. Touch Save to confirm the new settings and return to the Sort Setting view screen. The Cross Over option is available only in an open primary election. Note The Initials Box and Review Box options are available only if your ballot design and election definition include initials and/or review boxes. During logic and accuracy testing you may be required to disable Note bin sorting before scanning the test deck. Do not use the Sort Settings screen to turn off bin sorting. Instead, use the SORT option on the Scan Ballots screen to turn off sorting during testing and automatically restore your sort settings after testing. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 187 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures Scan Screen Sort Options If Scan Screen Sort Options is enabled, the SORT option is displayed on the Scan Ballots screen, as shown in the following example. The SORT option is used to temporarily turn off all sorting to unprocessed bins. Your sort settings for processed bins are maintained. Touch the icon below the SORT heading to turn sorting on or off. For example, during logic and accuracy testing, or when scanning a stack of ballots or cards you do not want to have sorted, touch the icon below the SORT heading to set the option to OFF. After you save a scanned batch, the SORT option is automatically reset to ON. When you scan runs of ballots with the SORT option set to OFF, only invalid or unreadable ballots are diverted to the top bin and not processed. All other ballots are processed and diverted to the bottom bin(s). The SORT option does not appear on the Scan Ballots screen unless you enable it. Take the following steps to control whether the SORT option is available on the Scan Ballots screen. 1. On the Configuration menu, touch Bin Sorting. 2. On the Bin Sorting menu, touch Scan Screen Sort Options. The Scan Screen Sort Options settings screen appears. 3. Touch Edit. When prompted, enter the administration code, then touch Accept. The Scan Screen Sort Options selection screen appears. 4. Select Enabled On Scan Screen to display the Sort option on the Scan Ballots screen. Or, select Disabled On Scan Screen to remove the Sort option from the screen. 5. Touch Save to retain the new setting. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 188 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures 7.2.4 Scanning the Ballots The ballot scanning process assumes that the scanner has been Warning powered on, all pre-Election Day tasks have been completed, the election definition has been loaded, the user has the authority to scan ballots, and the scanner has been calibrated. Before you attempt to scan ballots make sure that the camera lid Note and rear panel are closed. The scanner does not allow functions that engage the motors to be performed when the camera lid or rear panel is open. 1. Touch Scanning. 2. Touch Scan Ballots. The Scan Ballots screen appears. In Mixed Precinct mode, the buttons at the bottom of the screen are dimmed. In By Style and Single Precinct modes, the Select Precinct button would be active. 3. Load the ballots into the input tray. a. Adjust the length of the input and output trays to accommodate the ballots. b. Slide the ballot guide out of the curved opening in the input tray, as shown in the picture on the right. c. Place the ballots in the input tray. The ballots can be in any orientation. ES&S recommends using a jogger to separate the ballots and to Note align the ballot stack before you place the ballots in the input hopper. If the ballot stack is slightly curved, place the stack in the input hopper with the convex side up. If the scanner cannot read a ballot because of its condition or because of the way in which it is fed into the scanner, the scanner will not process the ballot and will out stack the ballot to the Not Processed (top) bin. d. Slide the ballot guide back toward the opening until it rests gently against the ballot stack. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 189 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures 4. Once the ballots have been loaded, the Start button on the Scan Ballots screen turns green. Touch Start to begin scanning. If you are required to select a precinct and have not yet done so, Note the Start button will be dimmed. The only button you will be able to use is the Select Precinct button. Press Select Precinct to search for and select a precinct. After you have selected a precinct, the Start button will turn green. While the ballots are being scanned, only the Stop button is available on this screen. If you need to stop the machine before the batch is finished, touch Stop to stop scanning. The number of ballots that have been scanned will appear in the Current column. After the ballots have been scanned, only the Save button is active. The Current column on the screen indicates the number of ballots in each bin, as well as the total number of ballots scanned. At this point, you can do any of the following: • Generate Not Processed reports for any bins containing out-stacked ballots that were not processed, and delete not-processed counts from the batch. If ballots have been out-stacked to the top (not processed) bin, you Note have the option of generating the Not Processed Ballots report. You can also remove the ballots from the bin and reset the top bin quantity to zero, before you save the batch. The removed ballots can later be reviewed or re-scanned. • Save the current batch. • Delete the current batch. • Scan additional ballots into the same batch before saving. Load more ballots into the input tray. Press Start to scan the additional ballots. When the ballots have been scanned, the numbers in the Current column will be updated. If any of the output hoppers are full or nearly full and you wish to Warning scan more ballots into the batch, make sure you keep any ballots you remove from the output bins segregated from other batches. Ballots removed but not yet saved as part of a batch must all be segregated by the bin from which the ballots were removed. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 190 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures 7.2.4.1 Out-Stacked Ballots (Not Processed) The Current column on the scan ballots screen shows ballots out-stacked to the top (not processed) bin. Note The red “X” at the bottom of the column is used to delete the entire batch. Press the button to the left of the top red “X” to generate and display the Not Processed Ballots report. To either review or re-scan the ballots out-stacked to the top bin, remove them and reset the count for the top bin to zero. To reset the count for the top bin, press the top red “X”. If you select Continue, the Top Bin count is zeroed out. Ballots outstacked for “Image Unreadable” or “Ballot Long” Note conditions and that fail to be read after a second scan should be reviewed and processed using the adjudication procedures established by your jurisdiction. 7.2.4.2 Save the Current Batch 1. On the Scan Ballots screen, touch Save. 2. When you are prompted to confirm, touch Save. 3. After the data has been saved, touch Done or Scan. If you press Done, the Scanning menu is displayed. If you press Scan, the Scan Ballots screen is displayed, allowing you to scan another batch of ballots. If you press Scan, when the Scan Ballots screen opens, the Note quantities in the Current column will be all zeros, and the quantities in the Saved column will have been updated to include the quantities in the saved batch. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 191 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures 7.2.5 Exporting Data When data is exported from the Central Count tabulator, all files are digitally signed and, aside from the Audit Log, all files are also encrypted. The Audit Log is not encrypted to enable you to read it directly from your PC. Data can be exported to a properly formatted (FAT32) blank ES&S flash drive. Or, if the Central Count is networked to a local server, data can be exported directly to the server. Additionally, when connected to a network server, the Central Count can be set to automatically export files as each batch is saved. The Results menu provides options for exporting or backing up your election results data. A summary of each option follows, with additional detail in the following sections. Export Files – Use this option to export the cast vote record (CVR) for new or all batches scanned and saved on the Central Count, as well as all saved ballot images. This data can be imported into Electionware. The saved CVRs for ballots that are sorted to the Processed bin(s) Note are marked for inclusion in the collection process. The saved CVRs for ballots that are diverted to the Not Processed bin(s) are marked for exclusion from the collection process. Note The election definition determines whether ballot images are captured and exported to the flash drive. This option is controlled in the Electionware Configure Module. Backup – Use this option to create a backup of the election results, CVRs, and ballot images on a flash drive. The Backup Collect function will convert this backup data into results media that can be read into Electionware. Export Audit Log – Use this option to export only the audit log to a flash drive. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 192 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures 7.2.5.1 Export Results Touch Election to display the Election menu. From the Election menu, touch Results. Export Files Use the Export Files function to export files to Electionware. You will have the option to: • Export files for new batches or batches that have changed (saved or deleted) since the last export. Batches unchanged since the previous export will not be included in the current export. • Export files for all batches. This function exports the results collection data, election definition, packaged ballot data (including ballot images and CVRs) of all scanned ballots that were processed, and audit log to the selected location. Important When Export on Save is used, the Audit Log is not included with the files exported. The Audit Log can be exported separately after all batches are scanned and exported. Exporting files for new batches vs. exporting all files When ballots are adjudicated in Electionware, it is recommended to use the Export files for new batches only option to expedite adjudication. Should an Electionware database error or other problem occur, you can clear the database and then, from the Central Count, Export files for all ballots to restore the files in Electionware. However, any adjudication completed up to that point will be lost and ballots will need to be re-adjudicated. You can resume exporting only new batches after the next new batch of ballots is scanned. If adjudication is handled manually, files can be exported after all ballots are scanned using the Export files for all ballots option. 1. From the Results menu, touch Export Files. 2. If you are exporting to a flash drive, insert a properly formatted (FAT32) blank ES&S flash drive into one of the USB ports, if you have not already done so. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 193 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures 3. If the Central Count is networked, the Export Files will offer the option to export to either a flash drive or to a network server. You also will have the option to export files for new batches scanned since the last export or to export files for all batches scanned. a. Select a location for the exported files. • ES&S Media Device • Network Server Folder b. Select which files to export. • Export files for new batches only • Export files for all batches c. Touch Export. 4. If you chose to export new files, you will be prompted to enter the election code. If you selected all files, you will be prompted to enter the override code. 5. When the Export Files confirmation screen appears, touch Confirm. If you are exporting to a flash drive, it must be a properly formatted blank ES&S (FAT 32) device. If you are exporting to a network, the files are exported to the CLCTDATA folder on your network server. The Central Count exports the results collection data, election definition, gathered ballot data (including ballot images and cast vote records) of any scanned ballots that were processed, and the audit log to the selected location. While this is occurring, a pop-up screen indicates the batch data is being collected and exported. 6. The Export Files screen indicates when the data has been successfully exported. If you exported to a flash drive, it is now safe to remove the device. Touch Done to return to the Results screen. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 194 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures 7.2.6 Backup The Backup option enables you to do the following: • Export the CVRs and specified image files to a blank flash drive Use the Backup Export function to create periodic backup copies of the election data from all ballots processed up to that point. Keep ballots physically separated so you know which ballots belong to which backup flash drive. • Collect results from a flash drive containing an exported copy of the CVRs and convert those to a format that can be used to read election results and data into Electionware. The Backup Collect function creates the same files as are created in the Export Files function, but uses a different process and may require more time to perform than the Export Files function, especially if there is a large amount of data on the Central Count. Use this function if a hardware or system problem prevents further scanning of ballots or if you discover an error in your procedures. 7.2.7 Results Report The Results Report contains detailed election results and is available in multiple report levels. If the election uses Reporting Groups to categorize different ballot sets, such as Absentee or Overseas, the Results Report displays the number of ballots cast for each of those Reporting Groups. If a Reporting Group is assigned to a type of ballot that is not scanned on the Central Count, the report displays zero ballots cast for that Reporting Group. When you select Results Report on the Reports menu, the screen allows you to specify the reporting level, the detail level, and whether to report results for a selected precinct or for all precincts. Select from: • Election Detail - The report displays detailed contest totals for the whole election and includes overvote and undervote information. • Election Public - The report displays contest totals for the whole election. Overvotes and undervotes are not included. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 195 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures • Precinct by Precinct Detail - The report displays detailed contest totals for the selected precinct and includes overvotes and undervotes. • Precinct by Precinct Public - The report displays contest totals for the selected precinct. Overvotes and undervotes are not included. If you select the Precinct by Precinct Detail or Precinct by Precinct Public report level, you must also specify the precinct(s) to include. • Touch Select Precinct to create the report for one selected precinct. • Touch Select All Precincts to create the report for all precincts. You can print the report but not preview it on the screen. 7.2.8 Clear Election Results Following the election, you can clear all election results from the Central Count or you can clear results from a single precinct at a time. Touch Election to display the Election menu. From the Election menu, touch Results. Clear All Results 1. On the Results menu, touch Clear All Results. 2. When prompted, enter the Override Code and then touch Accept. The Clear All Results confirmation screen appears. 3. Touch Confirm to clear all election results. 4. When the results have been cleared successfully, touch OK to close the pop-up message. All counts displayed on the Scan Ballot screen, including the Last Export Total, are now zeroed out. Clear a Precinct’s Results 1. On the Results menu, touch Clear A Precinct. 2. When prompted, enter the override code, then touch Accept. The Select Precinct screen is displayed. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 196 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures 3. From the sequence of Select Precinct screens, search for and select the precinct with election results to be cleared. 4. When the Clear Precinct Results screen appears, touch Clear Results to clear the election results for the selected precinct. A pop-up message indicates the precinct’s results are being cleared. 5. The Clear Precinct Results screen indicates when the results have been successfully cleared. Touch Done to close the screen. In the Saved column on the Scan Ballots screen, any processed ballot counts specifically for the cleared precincts are subtracted from their respective bin counts and added to the not processed count. 7.2.9 Shut Down Central Count Tabulator After the post-election day maintenance has been completed, shut down and power off the Central Count, and then prepare the machine for physical storage. 1. Press Exit in the lower left-hand corner of the screen to display the Exit screen. 2. From the Exit screen, press Shutdown Scanner to access the Shutdown Scanner screen. 3. On the Shutdown Scanner screen, press Shutdown to shut down the scanner. 4. A message will confirm when it is safe to turn off the machine. Flip the power switch to the off position. The power switch is located on the left side of the machine. 5. After you have shut down and powered off the scanner, press the power switch on the UPS to turn it off. Shut down – To shut down the tabulator, initiate the Shutdown process first and only turn the power switch off after the screen displays a message informing you it is safe to do so. The power switch is in the compartment on the left side of the machine and may be locked and sealed. Shutting down the machine without going through the Shutdown process can put your election data at risk. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 197 EVS6302 CA Election Management System Chapter 7: Absentee/Mail Ballot Procedures Shut down and restart – Under certain circumstances, such as testing, you may want to shut the tabulator down and then restart it. After shutting down the unit, wait 30 seconds before restarting the machine. Forced shut down – Shutting off the power switch without going through the on-screen shutdown procedure will cause the unit to perform a full data integrity check upon restarting, which can take several minutes. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 198 EVS6302 CA Election Management System Chapter 8: Early Voting Procedures Chapter 8: Early Voting Procedures 8.1 Ballot Preparation Many considerations go into properly folding ballots to be mailed to voters. Complete information about ballot handling and folding is provided in 7.1 Ballot Handling and Folding. 8.2 Poll Place Count: Early Voting 8.2.1 Load Election onto Poll Place Count Equipment Before loading the election definition, you must clear and initialize the tabulator. The clear and initialize process clears all data from the machine and loads the necessary encryption keys to load and run the election. Refer to the following sections: 3.4.2 Clear and Initialize Poll Place Count Tabulator 3.6.2 Load Election onto Poll Place Count Tabulator 8.2.1.1 Check the Election Definition for Accuracy Poll Place Count equipment automatically generates an Initial State report when you start the scanner. Check the report for the following information: • System Values: Make sure the date and the time appear correctly on the report. If the information is not correct, change date and time from the Systems Setting screen. • Election Information: Make sure that the jurisdiction name, polling place, and the number of precincts listed on the report are correct. 8.2.2 Zero Report After you power up the unit, press Open Polls. Depending on options set for your election definition, the unit prints a Status Report and/or a Zero Certification Report on activation. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 199 EVS6302 CA Election Management System Chapter 8: Early Voting Procedures 8.2.3 Scan Ballots Poll Place Count equipment can scan ballots inserted in any direction or orientation. The unit emits two quick beeps when a ballot is accepted. Depending on the options set for your election definition, the unit will use one of the following methods for accepting or rejecting blank ballots, overvotes, and crossover votes: • Unconditional acceptance: The scanner accepts and tabulates results for all ballots. Any contests that are blank, overvoted or cross voted will be logged as such and the remaining contests will be tabulated appropriately. • Unconditional rejection: The unit automatically rejects crossover, overvoted or blank ballots. Voters must review and correct ballot selections before the scanner will accept the ballot. • Query the voter for correction: The unit returns a questioned ballot to the voter and displays a screen message that describes the problem and prompts the voter to either review and edit the ballot or cast the ballot as it is. The voter presses Correct Your Ballot to correct the ballot or presses Cast Your Ballot with Errors to cast the ballot without editing selections. Once Cast Your Ballot with Errors is pressed, a thank you for voting message appears. Poll workers should closely monitor system messages during voting. 8.2.4 Close Polls Close your polling place for voting at the assigned time and then, use the Close Polls button to prepare scanner results for processing. You cannot print reports or process vote totals from the scanner’s USB flash drive until you properly close the polls. You can print election, event, and audit log reports after you close the scanner for voting. 1. Check the ballot auxiliary bin for uncounted ballots. Note Study your jurisdiction’s procedures for handling uncounted ballots before Election Day. 2. Unlock the unit’s access door. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 200 EVS6302 CA Election Management System Chapter 8: Early Voting Procedures 3. Press and hold down the Close Polls button, located above the power button, for about four seconds and then release to officially close the polls. Depending on your election configuration, the scanner may automatically print one or more of the following reports: Status report, Race Results report, Certification report and/or Audit Log report. Press Cancel to stop printing reports at any time. 4. Press Shutdown to turn off the unit. 5. Remove the USB flash drive from the unit. 6. Deliver the USB flash drive and any printed reports to election headquarters. 8.2.5 Results Report Poll Place Count equipment generates a variety of results reports after the polls close. Depending on the options configured for your election definition, the scanner may automatically print reports when you close the polls or you can manually select reports from the POLLS CLOSED screen. 1. Close the polls to access the POLLS CLOSED screen and press RESULTS REPORT to reprint any automatic reports generated when the polls are closed. The types of reports generated depend on your election definition settings. 2. To print additional reports, return to the POLLS CLOSED screen and select from one of the following report options: • Precinct Report Media • Precinct Report Summary • Audit Log Report • Poll Report Media • Poll Report Summary 8.2.5.1 Transfer Results To generate election reports, transfer election results from your precinct counters to the PC running the reporting software. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 201 EVS6302 CA Election Management System Chapter 8: Early Voting Procedures 1. Unlock the access door. 2. Remove the USB flash drive from the tabulator. 3. Deliver the USB flash drive to election headquarters. Note Deliver all write-in ballots to your election administrator as soon as possible after the polls close. Separate all of the write-in ballots from regular ballots. 8.3 ExpressVote: Early Voting For early voting, the ExpressVote can be configured just as they would be for voting on Election Day. You can create an All Precincts election definition in Electionware for use in early voting, and you can use the daily version of the Ballot Accounting report to manage your early voting. Before loading the election definition, you must clear and initialize the unit(s). The clear and initialize process clears all data from the machine and loads the necessary encryption keys to load and run the election. Refer to the following sections: 3.4.1 Clear and Initialize ExpressVote 3.4.2 Clear and Initialize Poll Place Count Tabulator 3.6.1 Load Election onto ExpressVote 3.6.2 Load Election onto Poll Place Count Tabulator Instructions for opening the polls, voting, and closing the polls are all provided in Chapter 9: Election Day Procedures. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 202 EVS6302 CA Election Management System Chapter 9: Election Day Procedures Chapter 9: Election Day Procedures 9.1 Precinct Supplies, Equipment Delivery, and Inspection A complete list of precinct supplies can be found in 6.3.1 Recommended Supplies. 9.1.1 Equipment Delivery 1. Perform a pre-election procedure to prepare the tabulators prior to shipment. 2. Complete the final inspection sheet (provided by the jurisdiction). 3. Log the equipment serial number and operating system version. 4. Place keys in an envelope with the final inspection sheet. 5. Remove the election testing media, then insert and secure the official election media devices. Verify that the media is coded for the correct location. 6. Check the printer paper and replace it if necessary. 7. Close the ES&S election equipment, securing the envelope containing final inspection sheet and keys. 8. Secure the equipment for transport to the polling places. Precinct tabulators must be mounted on their ballot bins. 9.1.2 Inspection Instruct the appropriate precinct worker(s) to verify the delivery and condition of supplies to the polling places, prior to Election Day, as follows: • Check all stacks of ballots to ensure that ballot style, serial numbers, and precinct numbers (if used) are printed correctly. • Ballots shall be in the quantity and manner required by Elections Code, and demonstrator ballots marked for demonstration use only will also be included. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 203 EVS6302 CA Election Management System Chapter 9: Election Day Procedures • In elections that contain partisan offices, ballots may, as directed by the Secretary of State, be appropriately tinted to reflect which partisan office appears on a specific ballot. • Demonstration placards, signs, and “vote here” indicators shall be appropriately positioned. • Voting system precinct supplies shall include ballot privacy sleeves, ballot marking devices, two sample ballots of each ballot style in each language required to be voted on in the precinct, and security seals. • All voters voting on paper ballots in a polling place must be provided a privacy sleeve for the ballot and instructed on its use, in accordance with CA Elections Code. • A Certificate of Packaging and Sealing, in duplicate, together with a self-addressed stamped business reply envelope, addressed to the responsible elections official shall be delivered to the polling place. • The elections official shall verify that one sealed precinct scanner nested in its ballot box has been delivered to the polling place. If multiple precinct processing will occur at the polling place, the device shall be located so it is equally accessible to the voters and precinct officers of each precinct. Keys to the unit and the ballot box will be included in the precinct supply kits and marked as such. • Anti-static envelopes or appropriate containers and seals to facilitate safe and secure transportation of memory cards and election results tapes shall be supplied. If multiple precinct processing within a single polling place is to be implemented, the functions hereinafter described shall be performed by the board workers of each precinct acting jointly insofar as is practical. Where forms are to be completed, the elections official shall provide them in such a format and so written as to facilitate notations by each precinct staff. Surrendered and delivered vote by mail ballots, spoiled ballots and provisional ballots shall be maintained separately by precinct. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 204 EVS6302 CA Election Management System Chapter 9: Election Day Procedures 9.2 Polling Place Procedures A warning must be posted in each voting booth stating that, pursuant to CA Elections Code, tampering with voting equipment or altering vote results constitutes a felony, punishable by imprisonment. Hourly, inspect the voting booths to ensure that there are no electioneering materials present, and that the booth/voting machine is otherwise suitable for voting. Correct any defacement of the booth/voting machine according to jurisdictional practices and in conformance with California Election code. Set up polling place voting devices with enough room for a voter in a wheelchair to approach the tabulator from the front as well as along the left and right sides of the voting device. Important Arrange voting booths with the following considerations: traffic flow, voter privacy, safety and accessibility. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 205 EVS6302 CA Election Management System Chapter 9: Election Day Procedures 9.3 Opening the Polls Before the polls are open, the precinct workers will perform the following tasks. 1. Complete Oath of Office and Declaration of Intention forms pursuant to CA Elections Code. 2. Assemble voting booths and in each booth display a copy of the required materials. 3. Ensure that a pad of demonstration ballots, markers and suitable demonstration materials are available at the point of ballot issue. 4. Before the polls are open, the precinct board shall verify that the serial number on the scanner is the same number listed on the Voting Device Report. The board shall also verify that all seals have not been tampered with and the serial numbers match what is recorded by the County office. 5. Check that the memory card plate is secure. 6. Verify that no ballots remain in any of the ballot box bins from testing or previous elections. 7. Verify that the ballot slot cover on the auxiliary bin is closed and the bin is locked. 8. Close and lock all ballot box doors. 9. Ensure that the scanner is nested into the ballot box or bin, and that the power cord is properly routed. 10. Observe the poll opening time. If the recorded time is different from the actual time, note the time that the poll had opened and initial the marked time. 9.3.1 Open Polls on ExpressVote If the terminal touch screen was locked with an override code to prevent unauthorized use, an election worker can unlock the terminal by entering the same override code. Note Ensure that all peripheral devices are connected to the appropriate USB port before powering on the ExpressVote unit. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 206 EVS6302 CA Election Management System Chapter 9: Election Day Procedures 1. Unlock and open the access compartment door. 2. Set the Mode switch to Voter. 3. Press the Power switch to the ON position. After completing the power up sequence, the system displays the Enter Election Code screen. Before allowing voters to use the ExpressVote, use the System Readiness report to verify that the terminal has been loaded with the correct election definition. 4. On the Enter Election Code screen, touch the on-screen keypad to enter the election security code established via the Electionware Configure module. Note After three failed code entry attempts, the system displays an error window and implements a 30-second lockout period. To cancel the error, follow the on-screen instructions. 5. Touch Accept. The system displays the voter welcome screen, indicating the ExpressVote is ready for voting. After successfully loading the installed election definition, the system automatically displays the welcome screen. The card insertion screen indicates that the terminal is now ready for voting. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 207 EVS6302 CA Election Management System Chapter 9: Election Day Procedures 9.3.2 Open Polls on DS200 Poll Place Count Equipment Before your polling location opens for voting, retest and check the system configuration for each of your tabulators. You should also verify a fresh roll of paper has been loaded correctly into the printer. When you insert the flash drive containing the election definition, the Note DS200 validates the flash drive, and also the backup flash drive if one is present and required. If the election definition is valid the Poll Open process continues. After you have configured, tested and loaded the election definition, and turned on the unit, you are ready to open the poll for voting. 1. After you start the DS200, enter the election code and touch Accept. After the election code is accepted and the election is validated, the following screen appears, confirming that the election has been loaded on the machine. When the power cord is plugged into a 120V AC outlet and the unit is keyed on, all vote totals for all candidates must be zero. The public counter will display zero ballots cast. 2. Touch Open Poll to open the polls for voting. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 208 EVS6302 CA Election Management System Chapter 9: Election Day Procedures After you touch Open Poll, the unit checks available memory and verifies the election definition and prints the startup reports (Ballot Status Accounting, Configuration, and Zero Totals reports). If the DS200 does not print the Zero Tape, this must be reported to Important the elections official. Voting may commence, but ballots are to be deposited in the front auxiliary bin until corrective action is taken. Such action must be logged. Verify that all offices and propositions appear on the Zero Tape. The tape is signed by two board members; it can be rolled up and placed in a secure place or posted in the polling place for public display. This process is repeated at the closing of the polls. This tape becomes a permanent record of the election as it was conducted at the precinct. 3. After the unit finishes printing the startup reports, if you need to print additional reports, touch Report Options. 4. Touch Go to Voting Mode. 5. Close and lock the access panel. After you remove the key, the unit is ready for live voting. Make sure the Public Count on the screen increases by one with the first page of each ballot cast, but do not make any further adjustments to the unit unless a system message appears. 9.3.3 Open Polls on DS300 Poll Place Count Equipment Before your polling location opens for voting, retest and check the system configuration for each of your tabulators. You should also verify a fresh roll of paper has been loaded correctly into the printer. When you insert the flash drive containing the election definition, the Note DS300 validates the flash drive, and also the backup flash drive if one is present and required. If the election definition is valid the Poll Open process continues. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 209 EVS6302 CA Election Management System Chapter 9: Election Day Procedures After you have configured, tested and loaded the election definition, and turned on the unit, you are ready to open the poll for voting. 1. After you start the DS300, enter the election code and touch Accept. After the election code is accepted and the election is validated, the following screen appears, confirming that the election has been loaded on the machine. When the power cord is plugged into a 120V AC outlet and the unit is keyed on, all vote totals for all candidates must be zero. The public counter will display zero ballots cast. 2. Touch Open Poll to open the polls for voting. After you touch Open Poll, the unit checks available memory and verifies the election definition and prints the startup reports (Ballot Status Accounting, Configuration, and Zero Totals reports). If the DS300 does not print the Zero Tape, this must be reported to Important the elections official. Voting may commence, but ballots are to be deposited in the front auxiliary bin until corrective action is taken. Such action must be logged. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 210 EVS6302 CA Election Management System Chapter 9: Election Day Procedures Verify that all offices and propositions appear on the Zero Tape. The tape is signed by two board members; it can be rolled up and placed in a secure place or posted in the polling place for public display. This process is repeated at the closing of the polls. This tape becomes a permanent record of the election as it was conducted at the precinct. 3. After the unit finishes printing the startup reports, if you need to print additional reports, touch Report Options. 4. Press Go to Voting Mode. 5. Close and lock the access panel. After you remove the key, the unit is ready for live voting. Make sure the Public Count on the screen increases by one with the first page of each ballot cast, but do not make any further adjustments to the unit unless a system message appears. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 211 EVS6302 CA Election Management System Chapter 9: Election Day Procedures 9.4 Voting Procedures The instructions in the following sections serve as your guide for assisting voters in using the ExpressVote. 9.4.1 Voting on the ExpressVote To begin voting, insert a blank activation card into the front card slot with the corner cut oriented to the front right. The ExpressVote scans the card. The next steps are determined by the features included in this election. 9.4.1.1 Printed Activation Barcodes If the inserted activation card has a printed activation barcode, the system automatically displays the correct ballot for the voter’s precinct and ballot style combination. The ExpressVote Activation Card Printer can be used with an electronic poll book or the ExpressLink application to print activation barcodes. 9.4.1.2 Select from Multiple Precincts or Ballot Styles If the election has multiple precincts and/or ballot styles, and the activation card does not have a printed activation barcode, the poll worker must select and confirm the correct precinct-ballot style combination to activate the correct ballot for the voter. The poll worker can select the correct ballot at the ExpressVote, just before each voter votes. Or the poll worker can use an electronic poll book or the ExpressLink application to perform this task when the voter arrives at the registration table. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 212 EVS6302 CA Election Management System Chapter 9: Election Day Procedures 9.4.1.3 Review Boxes Option If the election definition is configured to use the review boxes option, activation cards must be pre-printed using ExpressLink. If the election definition requires initials or review boxes and you run out of pre-printed activation cards during the election, an authorized election worker can override the review boxes requirement. 9.4.1.4 Multiple Language Support If the election supports multiple languages, after the terminal or the poll worker selects the correct ballot, the system displays the Language screen. Voters can choose any of the supported languages by touching the desired button on the Language screen. Based on language selection, the ExpressVote ADA system plays the appropriate audio language during the voting process and displays screens in the selected language. During a voting session, the voter can touch the Language icon in the upper right corner of the contest selection screen to display a language window and change the language selection. The system saves the voter’s place in the ballot. To resume voting, touch Return to Ballot. Note If applicable, the ExpressVote plays audio ballots in the selected language. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 213 EVS6302 CA Election Management System Chapter 9: Election Day Procedures 9.4.1.5 Vote Selections on ExpressVote Screen The system displays the first contest screen after the precinct, ballot style, and language are selected, if applicable. The voter completes the following steps to make selections via the ExpressVote touchscreen. 1. Touch to select the name of the candidate or other contest choice. The system displays a check mark and green highlighting to indicate the selection. 2. To navigate forward or backward on the displayed ballot, touch Next Page or Previous Page. 3. Write-ins only: For contests that allow write-in votes, touch the write-in selection on the contest screen. Use the on-screen keyboard to enter the write-in name, then touch Accept. 4. Continue voting until all contests in this election have been completed. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 214 EVS6302 CA Election Management System Chapter 9: Election Day Procedures When all selections are made, review the screen to verify and/or change selections before printing the ballot. The ExpressVote automatically prevents overvotes. Note Depending on the election definition, the ExpressVote may require the voter to view all choices in a contest, or may alert voters to undervotes or prevent undervotes in selected contests. Visual and audio messages alert the voter of a condition that requires attention, such as an undervote. 9.4.1.6 Verify Vote Selections After all selections have been entered and the last screen of the ballot has been viewed, the voter touches Review Selections. The system displays a consolidated vote summary screen. Voters can use the following steps to review, verify, and/or change selections for each contest. Note The consolidated vote summary screen does not display the full text of ballot propositions. This screen displays only the voter’s selections. 1. On the vote summary screen, review all selections. 2. To change a selection, touch the contest listing. The system redisplays the ballot with the selected contest highlighted. 3. If applicable, make the desired change to the contest selection. 4. After making any desired change(s), at the bottom of the ballot screen, touch Return to Ballot. The system highlights the changed selections. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 215 EVS6302 CA Election Management System Chapter 9: Election Day Procedures 5. Repeat steps 1-4 until the on-screen review and verification is complete. Important The voter must complete all desired changes before printing the vote summary card. 9.4.1.7 Completing the ExpressVote Voting Session When the voter is finished verifying selections, to complete the voting session, use the following steps. 1. Touch Print Ballot. Print Ballot - Consolidated Vote Summary Screen 2. The system displays a confirmation window indicating you are about to print your vote summary card and that the process cannot be undone. Touch Print. 3. The system displays a busy window while printing the voter's selections onto the card. As the system prints, it also scans the printed card, creating a digital image of the printed card. The system then uses the digital image to verify the barcodes printed on the card match the selections made by the voter. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 216 EVS6302 CA Election Management System Chapter 9: Election Day Procedures When the printing process is complete, the system ejects the card from the front card slot, and displays a thank you screen indicating the vote session is complete. 4. Voter removes the ejected vote summary card and verifies the correct selections were printed. To change vote selections at this time, poll workers should follow jurisdiction guidelines for spoiling a printed card and starting a new vote session. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 217 EVS6302 CA Election Management System Chapter 9: Election Day Procedures 9.4.2 Poll Place Count Scanning on the DS200 Important Arrange voting booths with the following considerations: traffic flow, voter privacy, safety, and accessibility. Voters will mark their ballots and, if applicable, enter their write-in entries, in private voting booths. After marking a ballot, the voter inserts the ballot into the DS200. Poll Place Count equipment can collect individual graphical ballot images of all ballots. Depending on the options set in Electionware, it will collect all ballot images, only those containing write-in votes, or none at all. These ballot images are stored with random names and timestamps assigned to each file to protect voter anonymity. Poll Place Count equipment does not divulge any information identifying how a voter marked a ballot when the ballot is cast. The only visible change in system status after a voter casts a ballot is the increment of the public count. The main compartment of the plastic ballot box was designed to Note hold approximately 2,500 pieces of paper. The auxiliary ballot compartment was designed to hold approximately 100 pieces of paper. To estimate the ballot capacity of the auxiliary compartment, divide this number by the number of pages per ballot. Capacity varies depending on the selected ballot box. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 218 EVS6302 CA Election Management System Chapter 9: Election Day Procedures From the ballot insertion screen, you can view the public count information. Touch the Public Count icon on the Public Count banner. The system opens a pop-up window that displays the count of paper ballots scanned on the DS200. If the election is coded for vote summary cards, the window also displays the count of scanned vote summary cards. 9.4.2.1 Initials and Review Option with DS200 If the election definition is configured to use the initials box option, the DS200 checks to determine if the box is blank. If the election definition is configured to use the review box option, the DS200 checks to determine if the box is marked. If you use either of the Blank Initial Box or Marked Review Box conditions in Electionware and set the option to Always Accept, the DS200 scans and tabulates ballots regardless of the condition of the initial and/or review boxes. If you use either of the Blank Initial Box or Marked Review Box conditions in Electionware and set the option to Always Reject, when a ballot is inserted that matches the specified condition, the DS200 will not tabulate that ballot. 9.4.2.2 Multiple Language Support with DS200 Voters can select any of the languages presented on the ballot insertion screen. After a voter or poll worker selects a language, the ballot insertion screen appears in the selected language. In precincts with more than four languages, the DS200 displays left and right arrows used to scroll through the list of available languages. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 219 EVS6302 CA Election Management System Chapter 9: Election Day Procedures Voter messages will be displayed in the selected language. To the right is an example of a screen in Korean alerting the voter to overvotes and undervotes on the ballot. After the voter has finished casting the ballot, the DS200 returns to English for the next voter. 9.4.2.3 Assist ADA Voters with DS200 Poll workers may be required to assist ADA (Americans with Disabilities Act) voters with using the DS200. For example, a poll worker may be asked by the voter to insert the ballot or vote summary card into the DS200, correct ballot- handling exceptions (such as undervotes, overvotes, mistakes), or assist with casting a ballot after exceptions have been resolved or accepted by the voter who is unable to interact with the interface. 9.4.2.4 Battery Power on DS200 An external DC power supply, which plugs into a grounded, three-pronged 120-volt AC outlet, supplies power to the DS200. If a power outage occurs, the DS200 seamlessly transitions to the internal backup battery. The backup battery provides power for a minimum of two hours of scanning activitiy, or more than two hours of less intense use. If the DS200 is plugged into a power source, the backup battery will automatically be charged until full. During operation, if the external power supply fails or is unplugged, the DS200 will emit a sequence of four beeps that will repeat about every minute until power is restored. Also, the power status indicator will change from to . The battery power indicator light at the back of the DS200 provides information about the status of the backup battery. If the LED is amber and blinking slowly this indicates that the Battery Pack is charging. If the LED is a solid green, the Battery Pack is completely charged. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 220 EVS6302 CA Election Management System Chapter 9: Election Day Procedures 9.4.3 Poll Place Count Scanning on the DS300 Important Arrange voting booths with the following considerations: traffic flow, voter privacy, safety, and accessibility. Voters will mark their ballots and, if applicable, enter their write-in entries, in private voting booths. After marking a ballot, the voter will insert the ballot into the DS300. Poll Place Count equipment can collect individual graphical ballot images of all ballots. Depending on the options set in Electionware, it will collect all ballot images, only those containing write-in votes, or none at all. These ballot images are stored with random names and timestamps assigned to each file to protect voter anonymity. Poll Place Count equipment does not divulge any information identifying how a voter marked a ballot when the ballot is cast. The only visible change in system status after a voter casts a ballot is the increment of the public count. The main compartment of the plastic ballot box was designed to Note hold approximately 2,500 pieces of paper. The auxiliary ballot compartment was designed to hold approximately 100 pieces of paper. To estimate the ballot capacity of the auxiliary compartment, divide this number by the number of pages per ballot. Capacity varies depending on the selected ballot box. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 221 EVS6302 CA Election Management System Chapter 9: Election Day Procedures From the ballot insertion screen, you can view the public count information. Touch the Public Count icon displayed with the Public Count banner. The system opens a pop-up window that displays the count of paper ballots scanned on the DS300. If the election is coded for vote summary cards, the window also displays the count of scanned vote summary cards. 9.4.3.1 Initials and Review Option with DS300 If the election definition is configured to use the initials box option, the DS300 checks to determine if the box is blank. If the election definition is configured to use the review box option, the DS300 checks to determine if the box is marked. If you use either of the Blank Initial Box or Marked Review Box conditions in Electionware and set the option to Always Accept, the DS300 scans and tabulates ballots regardless of the condition of the initial and/or review boxes. If you use either of the Blank Initial Box or Marked Review Box conditions in Electionware and set the option to Always Reject, when a ballot is inserted that matches the specified condition, the DS300 will not tabulate that ballot. 9.4.3.2 Multiple Language Support with DS300 Voters can select any of the languages presented on the ballot insertion screen. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 222 EVS6302 CA Election Management System Chapter 9: Election Day Procedures After a voter or poll worker selects a language, the ballot insertion screen appears in the selected language. In precincts with more than four languages, the DS300 displays left and right arrows used to scroll through the list of available languages. Voter messages will be displayed in the selected language. To the right is an example of a screen in Spanish alerting the voter to overvotes and undervotes on the ballot. After the voter has finished casting the ballot, the DS300 returns to English for the next voter. 9.4.3.3 Assist ADA Voters with DS300 Poll workers may be required to assist ADA (Americans with Disabilities Act) voters with using the DS300. For example, a poll worker may be asked by the voter to insert the ballot or vote summary card into the unit, correct ballot- handling exceptions (such as undervotes, overvotes, mistakes), or assist with casting a ballot after exceptions have been resolved or accepted by the ADA voter who is unable to interact with the interface. 9.4.3.4 Battery Power on DS300 An external DC power supply, which plugs into a standard 120-volt AC outlet, supplies power to the DS300. If a power outage occurs, the DS300 seamlessly transitions to the internal backup battery. The backup battery provides power for a minimum of two hours of scanning activity, or more than two hours of less intense use. If the DS300 is plugged into a power source, the backup battery will automatically be charged until full. During operation, if the external power supply fails or is unplugged, the DS300 will emit a sequence of four beeps that will repeat about every minute until power is restored. Also, the power status indicator will change from to . EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 223 EVS6302 CA Election Management System Chapter 9: Election Day Procedures The battery power indicator light at the back of the DS300 provides information about the status of the backup battery. If the LED is amber and blinking slowly this indicates that the Battery Pack is charging. If the LED is a solid green, the Battery Pack is completely charged. Note When the DS300 is powered off and disconnected from AC power, the power status light will blink about once per minute. 9.4.4 Provisional Voting Pursuant to California Elections Code, a Provisional Ballot shall be issued to a voter not appearing on the polling place roster but requesting to vote. These ballots will be clearly distinguished by the County and should be kept separate from normal ballots. When voted, the ballot will be sealed in a signed envelope, similar in process and design as a vote-by-mail envelope, then deposited into the auxiliary bin of the ballot box. At the close of polls, this ballot shall be placed with the voted ballots, in its sealed envelop, for transport back to the County. Follow County-specific instructions for further detailed processing. Before tabulating, the County will follow verification procedures to determine that voter’s eligibility to vote in that election. ES&S does not provide specific procedures for the system to handle provisional voters. This is a manual process for which the jurisdiction is responsible. Provisional Voters – In Precinct If the ballot was cast by a provisional voter registered to that precinct, the ballot shall be cast in its entirety and in its original form. Provisional Voters – Out of Precinct If the ballot was cast by a provisional voter not registered in that precinct, the ballot will be duplicated to a ballot specific to that voter’s precinct. The duplication will reflect only the offices and propositions in which the voter is entitled to vote. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 224 EVS6302 CA Election Management System Chapter 9: Election Day Procedures 9.5 Closing the Polls The following procedures and activities must be conducted in public view. Close the polling place for voting at the assigned time. You cannot print reports, or process vote totals from the memory Note device until you properly close the polls. You can print election, event, and audit log reports after closing the tabulator for voting. You can also transfer results to combine the tabulator totals with the final vote tallies from other polling places at a central counting location. 9.5.1 Close Polls on ExpressVote For ExpressVote equipment, closing the polls consists of simply powering down the unit(s). To shut down the ExpressVote at the end of the voting period, press the Power switch into the Off position and hold until the unit begins the power-down sequence. 9.5.2 Close Polls on DS200 Poll Place Count Equipment Close your polling place for voting at the assigned time and then prepare results for processing. You cannot print reports or process vote totals from the flash drive until you properly close the polls. You can print election, event, and audit log reports after you close the DS200 for voting. To close the poll, take the following steps: 1. Check the ballot auxiliary bin for uncounted ballots. 2. Unlock the DS200 access door. 3. Press the CLOSE POLL button inside the access door and above the power button. The close poll screen appears. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 225 EVS6302 CA Election Management System Chapter 9: Election Day Procedures 4. Touch Close Poll to cease voting and close the polls. 5. After you touch Close Poll, a screen appears notifying you not to remove the Election Media (flash drive). Depending on your election configuration in Electionware, the DS200 may automatically print one or more of the following reports: Ballot Status Accounting Report, Results report, Configuration Report and/or Audit Log report. When the DS200 has finished printing any reports, the following screen confirms that the poll has been closed. • To reprint any additional reports, press Report Options. • To review write-in votes at this time, press Write-Ins. 6. Press Finished - Turn Off to turn off the unit. 7. After the Power button light goes off, remove the USB flash drive from the unit and deliver it, and any printed reports, to election headquarters. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 226 EVS6302 CA Election Management System Chapter 9: Election Day Procedures 9.5.2.1 Uncounted Ballots Save any ballots that were not counted during voting in the temporary ballot storage bin. After closing the polls, remove and scan the uncounted ballots to add the totals to the tabulator’s memory. 9.5.2.2 Review Write-In Votes at Polling Place After you close the polls, you can review the write-in votes that were cast on each DS200. You can use the screen to view the digitized images of ballot pages that contain write-in votes, or you can print the Write-in Review Report to view only the write-in portion of each of those digitized ballot images. 9.5.3 Close Polls on DS300 Poll Place Count Equipment Close your polling place for voting at the assigned time and then prepare results for processing. You cannot print reports or process vote totals from the flash drive until you properly close the polls. You can print election, event, and audit log reports after you close the DS300 for voting. To close the poll, take the following steps: 1. Check the ballot auxiliary bin for uncounted ballots. 2. Unlock the access door. 3. Press the CLOSE POLL button inside the access door and above the power button. The close poll screen appears. 4. Touch Close Poll to cease voting and close the polls. Depending on your election settings, the DS300 may automatically print one or more of the following reports: Ballot Status Accounting Report, Results report, Configuration Report and/or Audit Log report. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 227 EVS6302 CA Election Management System Chapter 9: Election Day Procedures 5. After you touch Close Poll, a screen appears notifying you not to remove the Election Media (flash drive). 6. When the DS300 has finished printing reports, the following screen appears, confirming the poll has been closed. • To reprint any additional reports, press Report Options. • To review write-in votes at this time, press Write-Ins. 7. Press Finished - Turn Off to turn off the unit. 8. After the Power button light goes off, remove the USB flash drive from the unit and deliver it, and any printed reports, to election headquarters. 9.5.3.1 Uncounted Ballots Save any ballots that were not counted during voting in the temporary ballot storage bin. After closing the polls, remove and scan the uncounted ballots to add the totals to the tabulator’s memory. 9.5.3.2 Review Write-In Votes at Polling Place After you close the polls, you can review the write-in votes that were cast on each DS300. You can use the screen to view the digitized images of ballot pages that contain write-in votes, or you can print the Write-in Review Report to view only the write-in portion of each of those digitized ballot images. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 228 EVS6302 CA Election Management System Chapter 10: Reporting Chapter 10: Reporting 10.1 Overview After the election, Reporting is used to import tabulated results, machine logs, cast vote records, and ballot images by reading the election media from the ES&S election equipment USB flash drives/ networked results; review, export, and report election results and media device- related data; and review/adjudicate ballot images. The Reporting module can display or export detailed status information about individual flash drives, and produce machine log reports. It can also clear loaded results files, in order to delete test data or to start the loading process over. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 229 EVS6302 CA Election Management System Chapter 10: Reporting 10.2 Loading Election Results The Load Results workflow opens the Load Results window. When loading results, as a precaution, it is recommended that you log in as a Reporting User (not as an Administrator). EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 230 EVS6302 CA Election Management System Chapter 10: Reporting 10.2.1 Load Results Workflow Summary The process of loading election results can be summarized in five basic steps: 1. Select the Load Results workflow. If applicable, select Load Results from Network. 2. Click Start Load. 3. Insert a results flash drive. 4. When the status says “complete,” remove the flash drive. 5. Repeat steps 3 and 4 until all results flash drives have been loaded. Select Insert Flash Drive Wait for “Complete” Click Remove flash drive Caution When loading results into Electionware, users should only load one results USB flash drive at a time into a single USB port on the Election Management System (EMS) workstation. 10.2.2 Moving Results Data to the Loading Location If necessary, the election results data from the tabulator can be moved from one location to another to be loaded into Electionware. Note Only ES&S-certified USB flash drives can be used with Electionware. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 231 EVS6302 CA Election Management System Chapter 10: Reporting 1. On the computer, create a new folder, named for the flash drive to be copied (e.g., “DS850 Media 1”). 2. In Windows, open the new folder. 3. Insert the media flash drive into the computer and open it in Windows. 4. Press Ctrl + A to select the full contents on the flash drive. 5. Press Ctrl + C to copy the selected contents. 6. In the new folder, press Ctrl + V to paste the full contents of the flash drive into the new folder. Note The file/folder structure of the copied contents must be kept exactly the same as it was on the original flash drive. 7. Eject the flash drive and close the new folder. 8. Right-click the new folder, point to Send to, then select Compressed (zipped) folder. A new ZIP file appears, with the same name as the original folder. Important The unofficial results must be protected and transmitted securely. The following encryption steps are critical to protecting the integrity of your data. 9. Encrypt the ZIP file using your election password. a. Right-click the ZIP file, point to WinZip, then select Encrypt. b. In the Encrypt window, enter your election password, then re-enter it. c. Click OK. 10. Send the encrypted ZIP file to the person administrating Electionware. Administrator Instructions: 1. Copy the ZIP file to the computer running Electionware. 2. Right-click the ZIP file, point to WinZip, then select Extract to. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 232 EVS6302 CA Election Management System Chapter 10: Reporting 3. In the WinZip Extract window, select the desired location on the computer, then click Unzip. 4. In the Enter Password box, enter your election password. 5. Click OK. A new folder is created in that location, containing the unzipped files. 6. Insert a blank, FAT32-formatted flash drive into the computer. 7. Open the new folder. Press Ctrl + A to select the full contents of the folder. 8. Press Ctrl + C to copy the selected contents. 9. Navigate to the inserted flash drive. Press Ctrl + V to paste the full contents of the new folder onto the flash drive. Note The file/folder structure of the copied contents must be kept exactly the same as it was in the unzipped folder. 10. Load the results as instructed in 10.2.4 Load from Media and/or Network. 10.2.3 Networked Central Count in Multi-Client Environment Note This section does not apply to standalone configurations or systems without a networked central count device. If you have set up networked results processing from Central Count tabulators in Configure > Manage > Central Count Network Settings, the Load Results from Network check box will be enabled under Load Results. If you select this option, the system will automatically detect and load network results when you click Start Load. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 233 EVS6302 CA Election Management System Chapter 10: Reporting If you are operating in a multiple- workstation network environment, when one station selects Load Results from Network, this option becomes disabled on all of the Option available other machines. If the first station deselects the option, then the option is restored for all stations until another station selects it, as demonstrated in the images at right. Option selected Option disabled for all other stations 10.2.4 Load from Media and/or Network Controls for starting and stopping results loading are in the Start/Stop Results Loading box. 1. If applicable, select Load Results from Network. 2. Click Start Load. The Start Load button will change to Stop Load. 3. Connect the poll media flash drive to the Electionware computer. The system will automatically load results from every connected poll media flash drive, as well as from the network, until you click Stop Load. If you have been loading results and then need to re-generate ballot Caution styles in Capture, all loaded results will be cleared from Electionware. It is recommended that you first back up the election before taking this action. In the Load Results table view, as results are loaded from each flash drive, its load progress, and identifying information will appear in the Results Received panel. The Results Received panel displays the last 200 batches loaded. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 234 EVS6302 CA Election Management System Chapter 10: Reporting Icons displayed in the Upload Type column indicate the method of each upload at a glance: • Network • Flash Drive • Wireless (where applicable) If an error occurs while loading data, a description of the error will appear in the Errors panel at the bottom of the screen. 10.2.4.1 Log Files for Central Count Equipment When loading results from Central Count tabulators, the method used to transfer the results will affect whether equipment logs are included with the import. If the log files are not included with the data, then they can be retrieved from the equipment. • Export Files for New Batches Only (network or flash drive): Logs included • Export Files for All Saved Batches (network or flash drive): Logs included EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 235 EVS6302 CA Election Management System Chapter 10: Reporting • Export on Save (network-only): Logs not included 10.2.5 Viewing Poll Places, Media Flash Drives, and Machines The Load Results Navigator displays the load status of each poll place in the election database. Poll place types and poll places are listed by name, and the abbreviation for the Reporting Group of each poll place appears to the right. If a Reporting Group is marked as complete from the Manage menu, the right- click menu for its associated polling place will be disabled. Click the plus sign to the left of a poll place type to display the list of polling places of that type. Loading information appears differently, depending on the type of tabulation equipment that provided the results data. Hover the mouse pointer over a media flash drive or machine to view related details in a tool-tip. The details will vary depending on load status. For Poll Place Count and Central Count tabulators, click the plus sign next to each poll to display the load status of each associated media flash drive. Each flash drive is listed by the Media ID number assigned by Electionware when the media was created. 10.2.5.1 Status Indicators The Load Results Navigator indicates the load status of each poll place, using specific icons. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 236 EVS6302 CA Election Management System Chapter 10: Reporting Polling Place Icons: A poll place without all associated media loaded, or results that have been cleared, will have an empty circle, indicating a status of Not Completed. A poll place type or poll place with some but not all associated media loaded will have a half-filled circle, indicating a status of Partially Completed. A poll place type or poll place with all associated media loaded, will have a green checkmark, indicating a status of Completed. Loaded Poll Place Count media that was packaged externally (for the same election on a separate computer network) will have a circle with a green checkmark. If a Poll Place Count tabulator results flash drive is loaded, then all Note precincts associated with that poll place, even those with zero ballots cast, are considered “Reporting” (either Complete or Partially Reported, depending on the number of tabulators using that precinct). If a Central Count tabulator poll place results flash drive is loaded, then only precincts with ballots cast will be considered “Reporting.” Note Once you start loading Central Count media, the Navigator will always show the Central Count entry as Partially Reported until you manually change its status to Complete. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 237 EVS6302 CA Election Management System Chapter 10: Reporting Manually Changing a Poll Place Status To change the status of a poll place to Complete, right-click the poll place, then click Mark Poll Place as Completed Manually. To change the status of a poll place to Partially Reported, right- click the poll place, then click Mark Poll Place as Partially Reported. When a poll place is manually reverted to Partially Reported, and Note subsequently completed through loading of results, the status must be manually changed to Completed, including collection media. This also applies to manual entry. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 238 EVS6302 CA Election Management System Chapter 10: Reporting 10.2.5.2 Clear Results Loaded media results, images, CVRs, and equipment logs can be cleared (deleted from the database), in order to delete test data or to start the loading process over. Warning Click Stop Load before clearing any results. To clear loaded results for a single flash drive, or the whole election, right-click the item in the Navigator, then click Clear Results. Once a poll place or flash drive is cleared, its Status on the Results Received pane will change to “Cleared,” and its Navigator icon will reset to an empty circle (not started). Caution The Reset Election Media Status option in the Package module will clear the database of any results loaded from that device and also remove the device from the Reporting module Navigator. Clearing Externally Packaged Media Results Externally packaged Poll Place Count results media that has been cleared will be indicated in the Navigator by an empty circle and an asterisk next to gray text. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 239 EVS6302 CA Election Management System Chapter 10: Reporting 10.3 Semi-Official Canvass Results Export Files Results export tasks are performed using Additional Reporting in the Electionware Reporting module. Additional Reporting is visible in the Tools menu only when installed separately from Electionware. For more information, refer to Electionware Vol. I: Administrator Guide. To use Additional Reporting, special steps are required in the Electionware coding of the election. These special coding steps must be performed before attempting to create the California VoteCal Election Results Report Files. For complete Electionware coding information, refer to the California State Election Reporting Special Instructions document. The California VoteCal Election Results template files must be retrieved from the VoteCal II workstation for processing. The California VoteCal Election Results Report Files are created using California VoteCal Election Results template files as input. The California VoteCal Election Results Report Files are generated using Additional Reporting. 1. From the Tools menu, select Additional Reporting. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 240 EVS6302 CA Election Management System Chapter 10: Reporting This option opens up a separate window. 2. In the Additional Reporting window, click +Add Export Task in the top right corner, or click the Add an Export Task link within the gray bar. A sidebar will open. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 241 EVS6302 CA Election Management System Chapter 10: Reporting 3. Enter the Nickname to be used for this Export Task. 4. Under Template Type, select the export file template type. Each template type is to be selected for creation and submission of the associated election results file to the CA SOS. Each template type is briefly defined. For more detailed instructions concerning selection of the appropriate template type, refer to the CA SOS-issued Automated County Certification Users Guide and Semi-Official Canvass Reporting Instructions document for the current election. • Regular Report (REGL): The regular report is used to update the CA SOS elections results database on a periodic basis. A regular report is to be submitted as the first California VoteCal Election Results Report File on Election Night. The regular report should be created and submitted on a time interval set by the California Secretary of State. • Final Report (FINL): The final report must include all precincts within the county and contain data for every contest/category and ballot measure in the election. A final report is to be submitted as the last California VoteCal Election Results Report File on Election Night. Successful submission of the final report indicates the completion of the election night reporting process by the county. If this report is not processed successfully, the county is not considered to have completed its election night process. • Update Report (UPDT): Update reports are used only after a successful final report has been submitted by the county. Update reports are considered as part of the semi-official canvass process. Counties only need to submit updates for contests/candidates or ballot measures that have changed. • Statement of Vote (SOV): The SOV reports the county-by-county votes cast for each candidate and measure in the template file. • Supplement to the Statement of Vote (SSOV): The Supplement to the Statement of Vote provides detailed information on how votes were cast within certain county districts in the template file for specific contests or issues in the current election. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 242 EVS6302 CA Election Management System Chapter 10: Reporting 5. If SOV was selected, select the Vote by Mail Groups value(s). 6. In the CA SOS Template File frame, click the magnifying glass to select a template file. If you copied the VoteCal County template files into the “C:\VOTECAL Template Files” disk location, as suggested, you can browse to this disk location and select the appropriate template file. If you copied the VoteCAl County template files into a different disk location, then browse to that location. 7. In the Destination frame, click the magnifying glass to select the output location. 8. Click Save. The Export Task will then appear on the main screen. 9. To run the Export Task, click Run Task. 10. To edit the Export Task, click Edit Task. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 243 EVS6302 CA Election Management System Chapter 10: Reporting 11. To delete the Export Task, click Delete Task. If the task is run, the California VoteCal Election Results report file should be generated and exported to the selected destination disk drive or system folder location. If any other message appears in the Information screen, the export Note file creation was unsuccessful or the created file is incomplete. The Status column will show if there were any errors associated with the export file. For corrective actions, refer to Appendix section “California VoteCal Election Results Export Files Error Messages” in the California State Election Reporting Special Instructions document. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 244 EVS6302 CA Election Management System Chapter 10: Reporting 10.4 Results Reporting - Reports and Exports The Election Results workflow is used to generate paper and electronic tabulated results reports and export files. The Reporting module can produce summary and custom table reports, as well as exports, each of which can be adjusted to fit your needs: • Summary Results: By election, precinct, or precinct/split • Custom Table Results (Canvass-style reports): By precinct, precinct/split, poll places, ballot style, or district • Results Plain Text Exports (similar to the ASCII export from Election Reporting Manager software): Summary or Precinct Detail • Results XML/Custom Exports: Enhanced XML, Standard XML, or Custom • Results CSV Exports: Precinct Detail Note If vote totals have been manually modified and saved, these totals are reflected in the Reporting module’s reports and export files. The Election Summary report and Enhanced XML export file can show Note results down to the precinct/split level. Plain Text exports and CSV exports can show results on the precinct level. Note Multiple templates of the same report type or export type can not be opened simultaneously in the report template designer screen. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 245 EVS6302 CA Election Management System Chapter 10: Reporting Note When splits within a precinct are combined, results reports will combine their results under the split with the lowest ID. The Election Results workflow is accessible only when Display Election Results is selected in the Admin Settings. Right-click a summary or table report in the Navigator to view, add, edit, or delete the report. Right-click Plain Text, XML/ Custom, or CSV Export in the Navigator to add, delete, or export the file. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 246 EVS6302 CA Election Management System Chapter 10: Reporting Important If you need to keep the information in a report you are viewing, be sure to save the report before opening another report template. In the heading of a generated report from Election Results, three header items come from the information entered during election creation: Long Name, Election Date, and County Name. This information can be changed in the report designer, if needed. Long Name Election Date County Name The Long Name heading (middle left) can be considerably longer than the other lines without appearing truncated in the generated report. The file options under Election Exports include the option to automatically export an updated results file at specified intervals. When using this option, keep in mind that the filename remains the same for each export, meaning the older file gets overwritten. Consequently, if the exported file is open at the time of the next creation, the export will fail. To avoid this error, create a copy of the exported file and open the copy instead. Note For faster export speeds, ES&S recommends exporting to a PC directory rather than a USB flash drive. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 247 EVS6302 CA Election Management System Chapter 10: Reporting 10.4.1 Summary Results Reports Note If the report includes more than five reporting groups, the default orientation will be landscape. If the report includes precincts with suppressed contests, the report header will include the Note word “Suppressed.” Note ES&S recommends adding customized report templates for all desired reports instead of toggling between options on the default template. 1. In the Navigator, right- click the desired report type (Election Summary or Precinct Summary) and select Add Summary Report or Edit Summary Report. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 248 EVS6302 CA Election Management System Chapter 10: Reporting The template appears in the designer screen. 2. Enter a report name of up to 80 characters. 3. As needed, enter the Report Heading text that will appear on the top left and top right of the report. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 249 EVS6302 CA Election Management System Chapter 10: Reporting 4. Reporting Groups Select which reporting groups to include in the report. If you select Custom, the Custom Selection button becomes active. Click this to open the Select Reporting Group(s) dialog box, where you can select the desired group(s) from the list. Note When selecting custom reporting groups in Electionware reports, the Precincts Reporting statistics will reflect all election precincts selected for the report. To separate the reported results by individual group, select the Show Group Details checkbox. 5. Report Contents From the list, select the type of report to generate: by election, precinct, or precinct/split. An Election Summary report will include cumulative results from the entire election. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 250 EVS6302 CA Election Management System Chapter 10: Reporting If you select one of the other report types, you may select to report All or a Custom list. The Custom Selection button opens the list. 6. Statistics and Contests Statistics refers to precincts’ status, total registered voters, ballots cast, and voter turnout. You can choose to include some or all of this information in the report. To include results for local contests as well as jurisdiction-wide contests, select the Show Local Contests checkbox. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 251 EVS6302 CA Election Management System Chapter 10: Reporting You may select to report All or a Custom list. The Custom Selection button opens the Contests and Statistics lists. Note For a precinct report using statistics only (no contests), please use Custom Table Results Reports. Note For a recount election, select the races from the recount group to include only these races in the report. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 252 EVS6302 CA Election Management System Chapter 10: Reporting 7. Report Options By default, all reports will include Contest and Candidate Totals, as well as Write-In Totals for any names entered in Write-In Management for the contest When you select any of the other Report Options, they will appear as active in the list to the right. If Cross Endorsed Totals is selected, the report will contain the cumulative totals for each candidate. Note The option Show Cross Endorsed Totals is enabled only if the election contains cross-endorsed contests. Note For Summary Results Reports, the option Show Precincts Reporting by Contest is enabled only for the Election Summary report type (not for Precinct or Precinct/Split). When Show Precincts Reporting by Contest is selected, the report will show how many precincts have been counted (both complete and partial) EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 253 EVS6302 CA Election Management System Chapter 10: Reporting for the specific contest at the time of the report. This information will appear at the bottom of each contest on the report. The first number represents the number of counted precincts, and the second number represents the number of precincts with this contest. 2 Precincts Reporting out of 3 Precincts with this contest 3 Precincts Reporting out of 251 Precincts with this contest EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 254 EVS6302 CA Election Management System Chapter 10: Reporting 8. Candidate Options Under Candidate Percentages, select the basis of calculation. To omit all percentages from the report, select No cand % - no Over/Under. By default, candidates are listed in the order in which they appear on the ballot, but the Candidate Order setting enables you to make the winners appear on top. If you selected to include candidate percentages, you have the option to add them as a bar chart by selecting Show Bar Chart Percentages. 9. Report Format The Condensed Layout option reduces the length of the report by condensing the data, and also removes all shading except for the bar chart indicator. 10. Save and view After making your selections, click Save. The report you created will now be listed in the Navigator. To preview the current report, click View Report. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 255 EVS6302 CA Election Management System Chapter 10: Reporting Election Results: Sample page from Election Summary Report EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 256 EVS6302 CA Election Management System Chapter 10: Reporting Election Results: Sample page from Condensed Election Summary Report Note In summary reports, only the first two lines of contest and candidate names will appear; any additional content will be truncated. Note When saved to PDF, summary reports may not exactly match those shown and printed directly from Electionware. Some items may appear truncated in the PDF version. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 257 EVS6302 CA Election Management System Chapter 10: Reporting In the Navigator, the pre-existing default reports are identified by a black icon, while the user-defined reports will appear with a gray icon. Default User-defined reports can be User- deleted, but default reports Defined cannot. 10.4.2 Custom Table Results Reports 1. On the Navigator, right-click Custom Table Report and click Add or Edit. The template appears in the designer screen. 2. Enter a report name of up to 80 characters. 3. As needed, enter the Report Heading text that will appear on the top left and top right of the report. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 258 EVS6302 CA Election Management System Chapter 10: Reporting 4. Reporting Groups Select which reporting groups to include in the report. If you select Custom, the Custom Selection button becomes active. Click this to open the Select Reporting Group(s) dialog box, where you can select the desired group(s) from the list. Note When selecting custom reporting groups in Electionware reports, the Precincts Reporting statistics will reflect all election precincts selected for the report. 5. Report Contents From the list, select the type of report to generate: by precinct, precinct/split, poll, ballot style, or district types. To include local districts on a District Types report, select the Show Local District Type checkbox. Note The Show Local District Type checkbox is only visible when District Types is selected from the Report Contents list. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 259 EVS6302 CA Election Management System Chapter 10: Reporting You may select to report All or a Custom list. The Custom Selection button opens the list. 6. Statistics and Contests Statistics refers to precincts’ status, total registered voters, ballots cast, and voter turnout. You can choose to include some or all of this information in the report. To include results for local contests as well as jurisdiction-wide contests, select the Show Local Contests checkbox. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 260 EVS6302 CA Election Management System Chapter 10: Reporting You may select to report All or a Custom list. The Custom Selection button opens the Contests and Statistics lists. Note For an open primary election, if the Report Contents selection is set to Ballot Style, registered voter data will not be listed for Statistics. Note For a recount election, select the races from the recount group to include only these races in the report. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 261 EVS6302 CA Election Management System Chapter 10: Reporting 7. Report Format The Condensed Layout option reduces the length of the report by condensing the data, and also removes all shading except for the bar chart indicator. 8. Report Options By default, all reports will include Contest and Candidate Totals, as well as Write-In Totals for any names entered in Write-In Management for the contest. When you select any of the other Report Options, they will appear as active in the list to the right. If Cross Endorsed Totals is selected, the report will contain the cumulative totals for each candidate. Note The Report Options available vary by the Report Type selected. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 262 EVS6302 CA Election Management System Chapter 10: Reporting Note The option Show Cross Endorsed Totals is enabled only if the election contains cross-endorsed contests. When Show Precincts Reporting by Contest is selected, the report will show how many precincts have been counted (both complete and partial) for the specific contest at the time of the report. This information will appear at the bottom of each contest on the report. The first number represents the number of counted precincts, and the second number represents the number of precincts with this contest. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 263 EVS6302 CA Election Management System Chapter 10: Reporting 2 Precincts Reporting out of 3 Precincts with this contest 3 Precincts Reporting out of 251 Precincts with this contest 9. Save and view After making your selections, click Save. The report you created will now be listed in the Navigator. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 264 EVS6302 CA Election Management System Chapter 10: Reporting To preview the current report, click View Report. If the report includes precincts with suppressed contests, the report header will include the Note word “Suppressed.” Election Results: Sample page from Custom Table Report Election Results: Sample page from Condensed Custom Table Report The custom report can be saved to a directory of your choice in PDF, RTF, HTML, XLSX, or CSV format. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 265 EVS6302 CA Election Management System Chapter 10: Reporting In the Navigator, the preexisting default reports are identified by a black icon, while the user-defined reports will appear with a gray icon. Default User- Defined 10.4.3 Results Plain Text Exports The Results Plain Text Exports files contain election results data in a fixed record length, fixed data field length format. Records contain registered voter counts, ballots cast data, precinct data, contest data, candidate data, and votes. The file’s records are sequenced by contest/candidate/precinct. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 266 EVS6302 CA Election Management System Chapter 10: Reporting 1. On the Navigator, right-click Results Plain Text Exports and select Add Plain Text Export. The template appears in the designer screen. 2. Plain Text File Export Name The default Plain Text Export File Name is displayed as Summary_Text.txt. The Plain Text Export File Name displayed is determined by the file content options you select, and will change if you select different options. The Plain Text Export File is available in eight formats. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 267 EVS6302 CA Election Management System Chapter 10: Reporting Each format has a unique default filename, as shown in the following table. Table 10-1: Results Plain Text Export Formats Format Option Selected File Name Precinct Detail – Numbers Only - not using groups Precinct_Numbers.txt Precinct Detail – Numbers Only - using groups Precinct_Numbers_Groups.txt Precinct Detail – with Text - not using groups Precinct_Text.txt Precinct Detail – with Text - using groups Precinct_Text_Groups.txt Summary Results – Numbers Only - not using groups Summary_Numbers.txt Summary Results – Numbers Only - using groups Summary_Numbers_Groups.txt Summary Results – with Text - not using groups Summary_Text.txt Summary Results – with Text - using groups Summary_Text_Groups.txt You may override the default filename and save the file with your filename. 3. Export Location Click Browse and select a destination folder for the export file. 4. Display Report By Election Summary generates an election results summary file of all candidate votes by contest. Precinct Detail generates an election results detail file with a record for each candidate’s votes in each precinct. Records are in ascending order by contest, candidate, and precinct. To include party codes, and contest/candidate/precinct names in the export, select Text. To identify results by contest numbers and candidate numbers only, select Numbers Only. 5. Statistics and Contests Statistics refers to precincts’ status, total registered voters, and ballots cast. You can choose to include some or all of this information in the report. To include results for local contests, in addition to all other contests, you must select the Show Local Contests check box. To include only specific contests and/or statistics in the export file, perform Custom Selection. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 268 EVS6302 CA Election Management System Chapter 10: Reporting You may select to report All or a Custom list. The Custom selection button opens the Contests and Statistics lists. Note If no contests or statistics are selected in the Contests and Statistics dialog box, you will be prompted to make selections or select the All option. Note For a recount election, select the races from the recount group to include only these races in the report. 6. Automated Exports To set up automatic generation and export of the results file, select the Automated Exports check box. The default export interval is 5 minutes. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 269 EVS6302 CA Election Management System Chapter 10: Reporting 7. Report Options Select any of the three options to include in the export file: • Show Group Details • Show Write-in Totals • Show Overvotes/Undervotes 8. After making your selections, click Save. Election Results: Sample Plain Text Export Note The Plain Text Export contains only registered voter counts and ballots cast counts for precincts that have a status of Completed or Partially Completed. Note Once an export type has been saved, to immediately export a results file at any time, click the Export Now button. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 270 EVS6302 CA Election Management System Chapter 10: Reporting Start Automated Export If you selected Automated Exports, right-click the export on the Navigator and select Start Automated Export. The files will begin exporting at the interval you specified. To stop this auto function, right-click the export and select Stop Automated Export. Note If you close the election or exit Electionware, automated exports will stop. 10.4.4 Results XML/Custom Exports The Results XML/Custom Exports feature of the Reporting module provides two XML results file formats, and the ability to use Extensible Stylesheet Language (XSL) to create custom results files in a variety of formats (XML, HTML, plain text, or XSL). The three XML results file format options are the Enhanced XML Results File, Standard XML Results File, and Custom. • The Enhanced XML Results File is a comprehensive election results file containing all the Electionware results data items and calculated results data items normally required as input to a web election results reporting system. • The Standard XML Results File is an election results file containing most of the Electionware results data items and calculated results data items normally required as input to a web election results reporting system. • The Custom Results File feature uses XSL to create custom results files, providing a simple method to create customized election results files. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 271 EVS6302 CA Election Management System Chapter 10: Reporting 1. On the Navigator, right-click Results XML/Custom Exports and select Add XML Export. The template appears in the designer screen. 2. Export File Name Type the name of your export file. You may use any filename and any file extension. Note It is suggested you use your <Election Name>, followed by some additional text identifying the file as an Enhanced or Standard XML file, and use the .xml file extension, e.g., 8PILWILL_Enhanced.xml. 3. Export Location The default Export Location is displayed. You may click Browse and select an optional destination folder for the report. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 272 EVS6302 CA Election Management System Chapter 10: Reporting 4. File Format Select one of the three options: • Enhanced XML: The Enhanced XML File is a comprehensive, all- inclusive results file with the flexibility to show results on an election, precinct, or split level. • Standard XML: The Standard XML file is a summary election results file containing the results on an election or precinct level. • Custom: A Custom File Format (<filename>.XSL) is created using the Extensible Stylesheet Language. The Custom File Format file (<filename>.XSL) transforms the Electionware Results Enhanced XML File into a user defined customized election results file format (XML, HTML, plain text or XSL). When using the Custom format setting, you must select an existing <filename>.XSL file to reformat the EW Results Enhanced XML File. The <filename>.XSL file can be developed by you or developed for you by ES&S. a. Click Browse to locate and select an XSL file. Note The source input for all Custom Format Files is the Electionware Enhanced XML File. 5. Automated Exports To set up automatic generation and export of the results file, select the Automated Exports check box. The default export interval is 5 minutes. 6. Export Options To include adjudicated write-in candidates in the XML export files, select Show Write-In Names. The write-in names included will reflect those entered in Write-In Management for the contest. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 273 EVS6302 CA Election Management System Chapter 10: Reporting Election Results: Sample XML Export 7. After making your selections, click Save. Note Once an export type has been saved, you can immediately export a results file at any time by selecting Export Now. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 274 EVS6302 CA Election Management System Chapter 10: Reporting Start Automated Export If you selected Automated Exports, right-click the export on the Navigator and select Start Automated Export. The files will begin exporting at the interval you specified. To stop this auto function, right-click the export and select Stop Automated Export. 10.4.5 Results CSV Exports Results CSV Export files are comma delimited Excel style spread sheet file containing precinct or precinct/group results for each precinct in the election. The first 3 rows contain the column header name text for each column. This is followed by record for each precinct or precinct/group in precinct code number order. The first 3 columns identify the County Code, Precinct Code and Precinct Name. This is followed by columns for each contest and candidate in the election in Electionware contest order and with all candidates in home rotation order. The content of each column is separated by a comma with end of line codes (CR/LF) at the end of each record. A column exists for every count in the election independent of what counts are applicable to a precinct. Values will only appear in columns that are applicable to the precinct. All other columns will contain zero. 1. On the Navigator, right-click Results CSV Exports and select Add CSV Export. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 275 EVS6302 CA Election Management System Chapter 10: Reporting The template appears in the designer screen. Note Required values for Display Report By cannot be changed. 2. CSV Export File Name The default CSV Export File Name, <Election Name> _EXPORT.CSV is displayed, where < Election Name> is the Electionware Election Name and _EXPORT is default text, and CSV is the required default file extension. You may override the default filename and save the file format with your filename. The file extension must be CSV. 3. Export Location The default Export Location is displayed. You may click Browse and select an optional destination folder for the report. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 276 EVS6302 CA Election Management System Chapter 10: Reporting 4. Statistics and Contests Statistics refers to precincts’ total registered voters, and ballots cast. You can choose to include some or all of this information in the report. To include results for local contests, in addition to all other contests, you must select the Show Local Contests check box. To include only specific contests and/or statistics in the export file, perform Custom Selection. You may select to report All or a Custom list. The Custom Selection button opens the Contests and Statistics lists. Note If no statistics and contests are selected in the Contests and Statistics dialog box, you will be prompted to make selections or select the All option. Note For a recount election, select the races from the recount group to include only these races in the report. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 277 EVS6302 CA Election Management System Chapter 10: Reporting 5. Automated Exports To set up automatic generation and export of the results file, select the Automated Exports check box. The default export interval is 5 minutes. Election Results: Sample CSV Export 6. Report Options Select any of the three options to include in the export file: • Show Group Details • Show Write-in Totals • Show Overvotes/Undervotes When Show Group Details is selected, the CSV Export File contains multiple rows for each precinct in group order. 7. After making your selections, click Save. Note The CSV Export contains rows for every precinct or precinct/group defined for the election. Note Once an export type has been saved, to immediately export a results file at any time, click the Export Now button. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 278 EVS6302 CA Election Management System Chapter 10: Reporting Start Automated Export If you selected Automated Exports, right-click the export on the Navigator and select Start Automated Export. The files will begin exporting at the interval you specified. To stop this auto function, right-click the export and select Stop Automated Export. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 279 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures Chapter 11: Official Canvass and Post- Election Procedures 11.1 Purpose of the Official Canvass The Official Canvass consists of a post-election audit of all of the voting precincts’ returns and the vote-by-mail voter ballot returns. Its purpose is to validate the outcome of the election by verifying that there were not more ballots cast than the sum of the numbers of voters who signed the Precinct Roster/Index and who applied for, and were issued vote-by-mail voter ballots, as well as to account for all official ballots produced for the election. Additionally, the Official Canvass verifies that all required certificates and oaths were properly executed by the precinct board. Verification of the computer or tabulator count is accomplished by manually recounting the voted ballots from at least one percent of the voting precincts and comparing the manually tallied results to the tabulator and Summary System produced results. Each of the following Official Canvass functions must be performed by a minimum of three persons. 11.2 Election Observer Panel Before processing ballots, the election administrator appoints election boards to carry out the following tasks. 11.2.1 Canvassing Precinct Returns Canvassing precinct returns consists of the following tasks: • Processing the provisional ballots returned from each precinct • Verifying the eligibility of persons who cast ballots provisionally • Opening the envelopes of eligible voters and removing the provisional ballots • Examining the ballots for write-in votes • Noting cause for rejection and damage identifying original or duplicate provisional ballots by precinct and delivering same to the designated official responsible for updating the ES&S tabulators (and/or computer tallies EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 280 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures • Writing the reason for rejection on the envelopes of ineligible provisional voters (these unopened envelopes are to be retained for the period prescribed by law) • Processing the Statement of Votes (SOV) in the manner prescribed for Ballot Inspection Boards 11.3 1% Manual Recount Procedures For the purpose of validating the accuracy of the computer count, a public, manual recount of the ballots cast in at least one percent of the precincts shall be conducted within fifteen days after every election in which the precinct tabulator system is used. This one percent precinct sample shall be chosen at random. If the random selection of precincts results in an office or ballot measure not being manually recounted, select and manually recount as many additional precincts as necessary so as to include all candidates or ballot measures not recounted in the original sample. Precincts selected at random shall be chosen by an individual who is designated by the responsible elections official and who is not the same person, or a relative of the person responsible for election coding. Selected precinct numbers shall not be revealed to such personnel until the tally is complete. In the event a precinct tabulator fails after the semiofficial or official ballot tally process has begun, the ballots from the last precinct tallied on the equipment prior to the failure shall be included in the automatic manual recount. If a discrepancy is discovered between the automated tally and the manual recount tally, each precinct’s ballots which had been read and processed by the failed equipment, subsequent to the time the equipment last successfully completed logic and accuracy test, shall be tallied again. The California Secretary of State requirements concerning the interpretation and counting of valid voting position marks, shall be followed during the automatic recount of ballots. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 281 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 11.4 Ballot Review and Adjudication The availability of options for Ballot Review, enabling electronic Note adjudication, depend upon the license file provided with your copy of Electionware. If you have questions regarding your current license file, please contact ES&S. The California Secretary of State requires defined procedures to determine voter intent and how to handle various incorrect markings. In the Electionware Reporting module, the Ballot Review workflow provides the adjudicator with the tools for listing scanned ballot images based on configurable filter criteria and adjudicating ballot exceptions. 11.4.1 Ballot Filter List When you open the Ballot Review workflow, the Navigator displays the filter list. Use any combination of filters to specify what ballot images will appear in Table View to be reviewed. The filters fall under two broad categories, which in turn contain all applicable subcategories. Adjudication Filters can consist of: • Original Ballot Exceptions (None, Overvotes, Undervotes, Double Votes, Unclear Marks, Crossover Votes, Blank Ballots) EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 282 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures • Write-In Options (None, Unmarked, Marked) • Ballot (Adjudication) Status (Not Reviewed, Approved with Changes, Approved with No Changes, On Hold) • Batches Straight Party voting (found in Open Primaries) are not supported in Note the current version of Ballot Review. Because the ExpressVote does not allow unclear marks and overvotes, ExpressVote multi-card elections are not supported in the current version of Ballot Review. Detailed Filters can consist of: • Ballot Types (Card/Paper) • Precincts • Polls • Ballot Styles • Contests • Districts • Parties • Machines By default, no filters are selected. Select the filters to be applied. Each filter type can be expanded by clicking the plus (+) sign next to it, providing detailed filter options from which to choose. If there are no selections made under Detailed Filters, the system behaves as if all are checked. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 283 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 11.4.2 Original Ballot Exceptions Defined Overvotes – Overvotes occur when more than the allowed number of votes are cast in a contest. Candidates selected in an overvoted contest are not counted as valid votes. Undervotes – An undervote occurs when fewer than the allowed number of candidates are selected in a contest. Candidates selected in an undervoted contest are counted as valid votes. Double Votes – Double voting occurs in a general election when a voter gives two or more votes to one multi-target, cross-endorsed candidate. Unclear Marks – Unclear marks in an oval position on the ballot, such as scribbles or smudges, could not be interpreted by the tabulator. Crossover Votes – Crossover voting occurs in an open primary when a voter election votes for a candidate outside his/her party. Blank Ballots – Blank Ballots either do not have any votes, have votes only for withdrawn candidates, or have been marked with a non-standard marking device, or have been marked improperly (for example, circling a candidate rather than filling in the oval). Note Blank Ballots are not included with Undervotes. Important If your election includes ballots of two or more pages and all pages of a ballot are left blank, Ballot Count will reflect one ballot, and Blank Ballot Count will reflect the number of pages left blank. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 284 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 11.4.3 Ballot Review - Table View After making your selections from the filter list, click Apply Filter to see the ballots listed in the Table View. You can view, filter, sort, and search images within the Ballots - Table View screen, and select individual ballots to open in the Review window, where ballots can then be reviewed and marked for approval, holding, or modification. Note If the results are cleared while users are still adjudicating, a message will alert them, and the Table View will be refreshed/updated. Note If your Electionware installation is licensed for the Risk Limiting Audit election option, and the option is enabled, a column labeled Audit Number is included in the table view. 11.4.4 Ballot Adjudication Adjudication is performed in the Ballot Review pane. To open the scanned image of a ballot to be reviewed, double-click the ballot on the Table View. Or, EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 285 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures to enable scrolling through images of all of the ballots, right-click the ballot and select View All Ballots. The Ballot Review pane opens in a separate window. Important Once a ballot from a poll media flash drive has been adjudicated, if you need to reload the same device, you must first clear media results for that device. Note For the ExpressVote, only write-in contests with an entry will appear in the Contests to Review pane. When a ballot that has not been adjudicated is opened for the first time on the Ballot Review pane, that ballot becomes locked for all other Reporting Users. The ballot’s locked status will appear in the Ballot Information Pane for all other users. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 286 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures When a ballot is locked, only an Administrator can take over control of the ballot. When an Administrator views a locked ballot, he/she is given the option to take over control of the ballot. If the Administrator clicks Yes, the original user will be notified of the switch. The Ballot Review workspace contains four distinct panes that contain the adjudication controls. 11.4.4.1 Ballot Information Pane The Ballot Information pane displays information specific to the selected ballot. Ballot Exceptions Ballot exceptions displayed include: Overvotes, Unclear Marks, Undervotes, Write-ins, and Double Votes. Unclear Marks are not counted by the tabulator as a voted oval. If a Note ballot with Unclear Marks is approved with any votes adjusted by the adjudicator, the ballot status will change to "Approved with Changes" and all Unclear Marks will be assumed to be adjudicated. Ballot Adjudication Status The ballot’s current status appears at the center of the Ballot Information pane. Not Reviewed – The ballot has exceptions and has not yet been reviewed and approved. Following adjudication, this status can be used as a filter in Table View. Approved with Changes – The ballot has exceptions, and at least one contest has been updated with a vote count that is different from the tabulated vote count. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 287 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures Approved with No Changes – The ballot has exceptions, but does not require correction to the marks as interpreted by the tabulator, and the entire ballot has been marked as approved. On Hold – The ballot has been placed on hold for further review. Contest may or may not have been modified, but the ballot has not yet been approved. Ballot Cast Vote Record The Cast Vote Record (CVR) summarizes where and how the votes were tabulated, as well as other ballot-specific data such as ballot style, party, serial number, machine number, and whether the ballot was blank. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 288 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures Any contest with voter marks captured on the ballot for a candidate Note marked as “Withdrawn from Election” will be tabulated as an undervote. Contests with undervotes, overvotes, or unclear marks will be labeled as “Invalid” in the CVR. The Electionware CVR number is the series number also displayed at the bottom of the screen. The Tabulator CVR has a machine-generated serial number. Click this number to view the current CVR. 11.4.4.2 Contests to Review The Contests to Review pane displays all contest conditions that were specified under Admin Functions > Settings > Contests to Review. For paper ballots, when a contest is selected, that contest’s heading will be highlighted on the scanned image with a blue bounding box. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 289 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures A contest’s current status is always indicated by the color and content of its status bar. Contest Status Bar There are six possible statuses for a contest, depending on the actions of the adjudicator. • No Changes (Blue): No changes have been made; approval pending. • Reviewed with Changes (Green): A change has been made to the contest during review process. • On-Hold with Changes (Green): Contest has been changed and then placed on hold. • On-Hold with No Changes (Blue): Contest has had no changes, but is placed on hold. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 290 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures • Approved with Changes (Green): Contest has been changed and then approved. State rules dictate whether marked (oval filled in) or unmarked (oval Note not filled in) write-ins are counted by the tabulator as a valid vote. If a ballot with marked or unmarked write-ins is approved with any votes modified by the adjudicator, the Ballot Status will change to "Approved with Changes" and all unmarked/marked write-ins on that ballot will be assumed to be reviewed and adjudicated. • Approved with No Changes (Blue): Contest has had no changes and has been approved. 11.4.4.3 Original Ballot Image The Original Ballot Image pane displays the scanned image of the ballot, and contains viewing controls for zooming in and out on the image, or viewing it to scale. Use the Front/Back buttons to view either the front or back of the ballot. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 291 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures Highlight Ovals This option is supported only for paper ballots. The scanned ballot image appears in black and white. However, you can select More > Highlight Ovals to highlight the ovals so that unmarked or improperly marked targets are yellow and properly marked voted targets are green. View CVR: Original and System-Generated When you make changes to a ballot, the original CVR is retained, but the system generates a new CVR reflecting your changes. To view the original CVR, select More > View Cast Vote Record > Original (or click the Tabulator CVR serial number). To view the newer CVR reflecting your changes, select More > View Cast Vote Record > System Generated. Export the Ballot Image The ballot image can be exported via the review pane in TIF format, to a specified directory for additional analysis, if necessary. To export the ballot image, select More > Print > Original Ballot. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 292 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 11.4.4.4 Ballot Options The Ballot Options pane at the bottom of the screen contains the controls for adding notes about the current ballot, and for controlling its status. Add Notes To add notes about a ballot, click +Add Note. A small text editor allows you to add comments, up to 500 characters. Once saved, a note cannot be edited, but more notes can be added. Adjudication Status Controls The Adjudication Status at the top of the screen indicates the status selected by the user near the bottom of the screen, and can be used for sorting in Table View. If the ballot has been reviewed and approved, select Approve Ballot. To place a ballot on hold for further review, select Put On-Hold. If the ballot has been approved, the Edit Ballot button becomes available. This enables an adjudicator to return to this ballot and make additional modifications if needed. To close the Ballot Review workspace and return to the Table View, select Return to Filters. Navigate Through Images At the bottom of the screen, use the Previous/Next buttons to scroll forward and backward through the ballot images. To navigate to a specific ballot, enter its Electionware CVR number in the number field and press Enter. 11.4.5 Updating the Election Results After adjudication is complete, the Reporting Administrator can commit the approved ballots, updating the election results with the new totals. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 293 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures On the Admin Settings screen, under Approved Ballot Change, click Commit Results. Important Once an approved ballot has been committed, it cannot be edited again. All of its contests will be read-only, and all Ballot Review pane buttons will be disabled except for Return to Filters. Note If you need to re-adjudicate one or more ballots that were already committed, you must clear the batch containing those ballots, reload the entire batch, and then re-adjudicate the ballots in that batch. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 294 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 11.5 Write-in Review The Write-in Review workflow enables the user to track and tally voters’ handwritten and typed write-in names assigned to valid write-in votes. 11.5.1 Write-in Filter List When you open the Write-in Review workflow, the Navigator displays the filter list. Use the filter list to specify what write-in images will appear in the Write-in Review table. At least one Contests filter must be selected in order to populate the Write-in Review table. By default, no filters are selected. Select the filters to be applied. Images can be filtered by Contests, Precincts, Polls, Batches, Machines, and Ballot Styles. Each filter type can be expanded by clicking the plus (+) sign next to it, providing detailed filter options from which to choose. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 295 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 11.5.2 Write-in Review Table After making your selections from the filter list, click Apply Filter to see the write-ins listed in the review table. You can view, sort, and search images within the Write-in Review table, and select individual ballots to open in the Review window. You can magnify a snippet image by hovering the pointer over it. For a full ballot view displaying the write-in image, right- click the snippet and select View Ballot (or double-click the snippet). Use this feature if the message “See Ballot Image” appears in the column. To rotate write-in snippets within the table, right-click the image and select Rotate (to rotate only one snippet) or Rotate All (to rotate all snippets in the table). EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 296 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 11.5.3 Assign Write-In Names Use the Write-in Review table to assign names to the scanned write-in snippets. In the Name Selected column, click the drop-down list next to the image and select the name to be assigned. At any point while managing write-ins, to view consolidated write-in name totals for all users on the network, as well as total write-ins still unassigned, generate a Write-in Names report. 11.5.4 Add New Write-In Names You can enable Reporting Users to add write-in names to a contest in the table, which can in turn be assigned to valid write-in records. The option to add new write-in names is enabled/ disabled from Manage > Admin Functions > Settings. Write-in names can be added either from the Write-in Management workflow or directly on the Write-in Review table. 11.5.4.1 Write-in Review: Add Name To quickly add a new write-in name while viewing the Write-in Review table, click the drop-down list next to the image, then select (Add a New Name). In the Add a New Name dialog box, enter the new name, then click OK. After the new name has been added, it will appear as an option for all instances of that contest. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 297 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 11.5.4.2 Write-in Management: Add Name The Write-in Management Navigator lists the contests with write-in votes. This workflow offers the option to add Alternate IDs, if applicable, and to quickly change the contest to which the new name will be assigned. 1. To add a write-in name to a contest, right-click the list in the Navigator, then select Add Write-In. 2. On the Write-in Management tab, enter the first and last name under Write-in Name. 3. From the Contest list, select the contest to which the new name will be assigned. 4. If applicable, enter Alternate IDs for the new name and contest, using numeric characters only. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 298 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 5. Click Save. The new name will now appear in the Write-in Management navigator, and as an option on the Write-in Review table. After the new name has been added, it will appear as an option for all instances of that contest. 11.5.5 Bulk Edit To save time, you can edit multiple instances of a single contest that have similar write-in names. 1. On the Write-in Review table, select the Multiple Selection check box for all instances of the contest that appear to have the same write-in name. 2. Click Bulk Edit. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 299 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 3. In the Bulk Edit dialog box, select the write-in name to assign (or add a new name to assign), then click Save. The saved write-in name will now be assigned to all of the records you selected. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 300 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 11.6 Exporting Ballot Tables, Images, and CVRs From the Reporting Module, the ballot images, CVRs, ballot tables, and write- in tables can all be exported to a directory of your choice. 11.6.1 Export Ballot Review and Write-in Tables The Write-in Review and Ballot Review data can be exported as a CSV or XLSX file. The records included in a table export file are determined by the filter(s) applied in the Navigator. 1. To export the table, click Export at the top of the Table View tab. 2. In the export window, browse to the target folder. Enter a filename for the file in the File name: field. Select the preferred file format from the Files of type: menu. Click Save to export the file. 3. When the export is complete, a confirmation dialog will display the location and name of the new file. Click OK. To view the exported data, browse to the new file and open the file. It will appear in the form of a spreadsheet. 11.6.2 Export Ballot Images All ballot images can be exported in a ZIP file. 1. From the Tools menu, select Export Ballot Images. There are three items that can be optionally included in the export: • Non-Geographic Precinct Ballots • Cast Vote Records (CVR) • Watermark EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 301 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures To be exported, at least one item and one district must be selected. 2. In the Ballot Image Export window, specify ballot, and optionally, CVR export parameters: • To include absentee and early voting ballot images, select Include Non- Geographic Precinct Ballots. • To include CVRs with the exported ballot images created in Electionware using Non-Geographic Precincts, select Include Cast Vote Records. • The watermark identifies the printout as a ballot copy that is not intended for scanning. To include this on exported ballots, select Add Watermark to Images. • From the District Type list, select a district type. • The contents of the District list are determined by the selected District Type. Select the appropriate district(s). • Select the party or parties from the Party list. 3. Browse to the target folder in which to save the file. Enter a filename for the ZIP file, then click Save. 4. The Ballot Image Export window reappears, with the location and filename in the Export Location box. Click Export. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 302 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 5. When the export is complete, a confirmation dialog box will display the number of images exported, the specified export parameters, and the location and name of the ZIP file. Click OK. Ballot images (and optionally CVRs) are exported as individual PDF files within the *.zip archive. These PDF files are sorted in folders, by precinct and party. Each file is identified by CVR number, followed by the letter “i” if the file is a ballot image, or the letter “c” if the file is a cast vote record. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 303 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 11.6.3 Export CVR Data (Write-In Images Optional) CVR data for selected races, and optionally write-in images, is exported as a CSV or XLSX file. Note Reporting group data is not included in the exported file. 1. From the Tools menu, select Export Cast Vote Records. 2. In the Cast Vote Record Export window, select the contests to be exported. 3. To export thumbnail images of write-in votes in the CVR file, select Include Write-In Images. 4. Browse to the target folder in which to save the file. Enter a filename, then click Save. 5. The Cast Vote Record Export window reappears, with the location and filename in the Export Location box. Click Export. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 304 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 6. When the export is complete, a confirmation dialog box will display the number of records exported. Click OK. Cast Vote Record (CVR): Exported Spreadsheet Important If the exported spreadsheet includes write-in images, do not sort the data. Write-in images are not sortable, and will remain in place. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 305 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 11.7 Post-Election Logic and Accuracy Testing All post-election logic and accuracy testing of election equipment must come under the direction of the county. When imposed, this test will analyze the calibration requirements as specified for election use. Follow the same procedures described in Chapter 5: Logic and Accuracy Testing. 11.8 Final Reporting of Official Canvass 11.8.1 Ballot Security and Reporting Results Use the following instructions as a general guideline for reporting results. Consult the California Elections Code for specific regulations governing the reporting of results. 1. Complete the official canvass and add any write-in votes or other totals to the final vote count. Then, post the final vote count at the counting location for public inspection. 2. Prepare a certified statement of the election results and submit the statement to the governing district within 28 days of the election. Show results on a precinct by precinct basis. Include the following information on your statement of results: • The total number of votes cast • The number of votes cast at each precinct for each candidate and for and against each measure • The total number of votes cast for each candidate and for and against each measure • The number of votes cast in each city, assembly district, congressional district, senatorial district, State Board of Equalization district and supervisory district located in whole or part of the county. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 306 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 3. Send a copy of the results to each of the following: • All candidates participating in your statewide election. • All of the candidates voted for in the following offices: • Member of the Assembly • Member of the Senate • Member of the U.S. House of Representatives • Member of the State Board of Equalization • Justice of the Court of Appeal • Judge of the superior court • Judge of the municipal court • All persons voted for in a presidential primary • The vote given for persons for electors of President and Vice President of the United States. • All statewide measures. Note For procedures to run the required reports, refer to 10.4 Results Reporting - Reports and Exports. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 307 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 11.9 Backup and Retention of Election Materials 11.9.1 Acronis Backup and Recovery Acronis software is used for hard disk image backup. These processes require an Acronis boot disc for operation, and a portable USB hard drive or flash drive with a minimum of 32G available storage to save your backup files. Multiple backups of the hard disk images are recommended. Store all backup materials in a secure location. To create the Acronis boot disc, follow the instructions provided in your Acronis documentation. During boot disc creation, if needed, you can install device drivers on the disc. Drivers can also be loaded from a separate drive after bootup. Dell PERC H730 RAID controller drivers are available for download on the Dell Support website, and should be preloaded on the disc. 11.9.1.1 Accessing Acronis 1. Turn on the computer. 2. When the computer is fully running, press the appropriate key for the Boot Manager. • EMS Server: F11 • EMS Workstation: F12 Note If you have password protected the BIOS, you must enter the password to enter the Boot Manager. 3. Insert the Acronis boot disc into the computer’s DVD-ROM drive or external disc drive. 4. Select the DVD-ROM drive as the boot device. 5. At the prompt, press any key to boot from the disc. Acronis will begin loading the Windows environment. This process takes several minutes. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 308 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 6. When loading is complete, the Acronis Welcome screen appears. Click Disk Management. 11.9.1.2 Backup Procedures Full system backup can be performed on the EMS server, and also any EMS workstation, as needed. 1. Access the Acronis program as previously instructed. 2. Connect the removable storage device that will be used to save the backup image. After a few seconds, the new disk will appear in the directory list. If the disk does not appear after a few seconds, refresh the window. If it still does not appear, remove the drive and connect it to a different USB port. 3. Click Back to return to the Welcome screen. 4. Click Back up now. 5. Under “What to back up,” click Items to back up. 6. In the Data to Back Up window, select Disks/volumes. 7. The computer will display any connected disks. Each disk node can be expanded to show its contents. Select the check boxes next to only the computer’s internal disk drives. Deselect the removable storage device. Note The drive letters that appear in Acronis may be different from the drive letters in standard Windows. The drives can generally still be identified by their capacity and interface type. 8. Click OK. 9. Under “Where to back up,” click Location. 10. Expand the Local folders node, select your backup drive, then select the desired path. (You can create sub-folders on the drive by clicking Create folder.) 11. At the bottom of the window, enter a Name for the backup image file. The name can not end with a number. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 309 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 12. Click OK twice. The backup process lasts at least 20 minutes. 13. When the backup is complete, click Close. Note Ignore the warning that appears under Status. 14. Remove the Acronis boot disk and backup drive from the computer. 15. Close the Acronis window. This causes Acronis to shut down and the system to reboot. 11.9.1.3 Recovery The following steps are for hard disk image recovery. 1. Access the Acronis program as previously instructed. 2. Connect the removable storage device containing the backup image. After a few seconds, the new disk will appear in the directory list. If the disk does not appear after a few seconds, refresh the window. If it still does not appear, remove the drive and connect it to a different USB port. 3. Click Back to return to the Welcome screen. 4. Select Recover. 5. Remove the Acronis boot disk and backup drive from the computer. 6. Close the Acronis window. This causes Acronis to shut down and the system to reboot. 7. Under “What to recover,” click Select data. 8. Click Browse and navigate to the folder containing the backup images. 9. Click OK. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 310 EVS6302 CA Election Management System Chapter 11: Official Canvass and Post-Election Procedures 10. Select the backup archive. 11. Next to Backup contents, select Disks. 12. Select all of the available disks. 13. Click OK. 14. Under “Where to recover,” click Clear all. 15. Click Recover ‘Disk 1’ to. 16. Select the destination disk for Disk 1, then click OK. 17. Click Recover ‘Disk 2’ to. Note On the EMS workstation, there is only one disk to recover, so this option will not be available. The recovery procedure will lasts at least 20 minutes. 18. When the restoration is complete, click Close. 11.9.2 Precinct Tabulator Election Materials Upon the certification of the election results, the guidelines in the California Elections Code apply to the handling, security and disposition of unused ballots and other election materials. As noted in various sections of this document, memory cards are not deemed to fall within the purview of these Elections Code sections. 11.9.3 Central Tabulator Election Materials Consult the California Elections Code for guidelines on retaining election materials. The retention period for ballots and related election materials is six months for all elections if no federal elections are involved. The federal election retention period is 22 months. Extend retention periods in the case of a court challenge. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 311 EVS6302 CA Election Management System Chapter 12: Manual Recount Procedures Chapter 12: Manual Recount Procedures Note Poll workers are not permitted to participate in any post-election manual count auditing of precinct results from a precinct in which they were poll workers. 12.1 Manual Recount for Precinct Tabulators A manual recount of an optical or digital scan voting system is straightforward in that the names of all contests, candidates, and issues appear on the ballot face. The votes/marks on the ballot are a secret, permanent record of the election and become part of the Election Audit Trail CHECKPOINT of the voting system. The ballots are manually tallied for the office(s) to be recounted, and these results are compared to the tabulator-generated Precincts Results Tape for that precinct. Should the totals not agree, then the ballots are reviewed for any ballot marking anomaly that would cause the ovals on a particular ballot to not be scanned. Once these differences are resolved, the next precinct is manually tallied. This process continues until all precincts have been tallied manually. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 312 EVS6302 CA Election Management System Chapter 13: Security Chapter 13: Security Election administration security must be a part of a jurisdiction’s overall security plan to prevent lapses in adjacent or interconnected departments and processes from compromising the election function. Election administrators must implement strong physical controls, including employee background checks, identity verification, locks, security guards, badges, alarms, backup power, printed reports, and similar measures to control access to computers and related equipment. Pre-election security should include proof of content on all ballots, equal distribution of poll workers among all political parties, location of all ballots, and ensure privacy at all voting booths. Post-election security should include examination of audit logs attached to the tabulators, examination of final reports, and ensuring that all election equipment and ballots are returned to secure physical storage locations. Note Complete guidelines for EMS security are provided in the EVS6302 CA Installation documents. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 313 EVS6302 CA Election Management System Chapter 13: Security 13.1 Security Devices and Supplies Physical access control must be implemented for all election-related equipment, software, and supplies including, but not limited to, tabulators, PCs, software, media, ballots, logbooks, locks and seals, and keys. Secure warehouse storage and staff work areas must be maintained, with controlled access limited to authorized personnel, to store all voting related equipment, software, and supplies. It is the responsibility of the jurisdiction to provide a secure physical and procedural environment for the storage, handling, preparation and transportation of the system hardware. ES&S voting and tabulation equipment has access doors to protect external communication and data ports. These access doors can be locked with an administrator key and further protected with the installation of tamper-evident seals. Each model of equipment is either powered on and off by an administrator key, or by a power switch protected behind a lockable access door. Certain system screens require entry of a code to prevent unauthorized access to sensitive functions. Carrying cases and ballot bins are equipped with locks and locations for security seals. A variety of tamper evident devices to secure your ES&S voting equipment are available through ES&S. Visit myES&S Supply Store at http://shop.essvote.com for more information about the available devices. For all Panduit items, customers must purchase security devices Note directly from the vendor at www.panduit.com, or from a third-party reseller. Part numbers and pricing are available on the vendor’s website. For all PadJack items, customers must purchase security devices Note directly from the vendor at www.padjack.com, or from a third-party reseller. Part numbers and pricing are available on the vendor’s website. Caution Improperly tightening some security seals can result in damage to flash drives and ES&S equipment. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 314 EVS6302 CA Election Management System Chapter 13: Security ES&S recommends the exclusive use of security devices with unique Important serial numbers for logging and tracking. This may be achieved with individual security devices or with a combination of devices (e.g. a non- numbered lock with a serialized seal applied over the top). Election officials should keep a record of the serial numbers in use as verification of the chain of custody for sensitive materials. Jurisdictions are required to Note use SecureVue Tamper Evident Labels when affixing a label seal to a plastic surface. (Item #800-0112, pictured at right.) When the time and date are reset or new firmware is uploaded, the security code should be reset by the designated election official and kept private. Upon request, members of the public must be permitted to observe and inspect, without physical contact, the integrity of all externally visible security seals used to secure voting equipment in a time and manner that do not interfere with the conduct of the election or the privacy of any voter. 13.2 EMS Equipment Security Best Practices The EMS consists of network switches, servers, client workstations and/or standalone workstations. Each of these devices has integrated ports that represent a potential threat to the security of the system. The security of these devices may be increased by implementing the following EMS recommendations. ES&S recommends locking/sealing all ports (USB serial or RJ-45) both when a connection is present and when not in use. Unused ports, as well as attached peripherals and RJ-45 cable connections, should be sealed as described in the following sections. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 315 EVS6302 CA Election Management System Chapter 13: Security The image at right demonstrates all EMS lock recommendations for the server as well as the client workstation. 13.2.1 Server Recommendation: BitLocker USB Flash Drive BitLocker Drive Encryption is a full disk encryption feature included with specific versions of Windows and is designed to protect data by providing encryption for entire volumes. Enabling BitLocker drive encryption is optional based on the selected voting system configuration. See the EVS6302 CA Installation documents for details. Note BitLocker drive encryption is optional; if your environment does not utilize BitLocker, disregard this section. Electionware features the option to Warning format blue Delkin USB flash drives. To prevent accidentally formatting the USB flash drive containing your TPM Password and BitLocker Keys, ES&S highly recommends using a red Delkin USB flash drive. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 316 EVS6302 CA Election Management System Chapter 13: Security The TPM Password and BitLocker Keys created using the encryption procedures in the Setup & Configuration Guides are exclusive to the system by which they are created. Creation and retention of these items is mandatory for the operation of an encrypted disk EMS Client. ES&S recommends storing all the described item types on one USB flash drive. The loss of this USB flash drive will result in the inability to access the encrypted system. ES&S also recommends the duplication of this USB flash drive for redundancy and backup purposes. See the Setup & Configuration Guides for BitLocker USB flash drive duplication procedures. Additionally, a chain of custody for all equipment, software, physical or encryption keys and passwords is strongly recommended. When not in use, the BitLocker USB flash drive should be stored in a safe, secure place such as a locked drawer, filing cabinet, or vault. Item Type Item Description TPM Password The TPM Password contains the credentials established when Ownership of the TPM is taken. This procedure is exclusive to the hardware that creates it. BitLocker Recovery Key The BitLocker Recovery Key is designed to recover an encrypted system if an unexpected event enables the BitLocker Recovery Mode. If the system encounters an event, such as multiple failed password attempts or BIOS level changes this may occur. BitLocker Recovery Keys are proprietary to the designated system it was created by. BitLocker Startup Key A BitLocker Startup Key is required to access the operating system of an encrypted disk. Without a BitLocker Startup Key, the system is inaccessible to the user. BitLocker Startup Keys are proprietary to the designated system it was created by. 13.2.2 Workstation Recommendation: YubiKey YubiKey is a device that is used to enable two-factor authentication for the user accounts that are created for personnel requiring access to the EMS Client or Standalone Workstation. Enabling two-factor authentication with a YubiKey is optional based on the selected voting system configuration. See the EVS6302 CA Installation documents for details. Note YubiKey two-factor authentication is optional; if your Client/ Standalone Workstation does not require two-factor authentication, disregard this section. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 317 EVS6302 CA Election Management System Chapter 13: Security The YubiKey installation and configuration procedures in the Client/Standalone Workstation Installation documents will generate a recovery code for each user. Retention of these recovery codes is mandatory for the access and operation of EMS Client/Standalone Workstation. ES&S recommends storing these recovery codes in a password manager. Additionally, a chain of custody for all equipment, software, physical or encryption keys and passwords is strongly recommended. Item Type Item Description YubiKey 5A A YubiKey 5A device is required for each user to access the EMS Client/Standalone Workstation. Each YubiKey is proprietary to the user it was configured for. The system is inaccessible to any user without its corresponding YubiKey device. 13.2.3 In Use Port Lock and Seal Recommendations Implement the following recommendations for all ports that are in use. 13.2.3.1 RJ-45 Cable Important The RJ 45 Cable Lock Seal is used in conjunction with the RJ 45 Cable Lock Key. Ensure that you have both items before attempting to apply this seal. 1. Insert the RJ-45 Cable Lock Key and rotate clockwise 90°. 2. Insert the cable plug into the RJ-45 Cable Lock Seal. 3. Rotate the key back to the original position and remove it. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 318 EVS6302 CA Election Management System Chapter 13: Security 4. Insert the cable/seal combination into the RJ-45 port. Press until the connection clicks. 5. To remove the cable and seal, insert the RJ-45 Cable Lock Key and rotate clockwise 90°. 6. Remove the cable plug from the port. 13.2.3.2 USB Port (In Use) The USB Port (In Use) Lock Seal is used in conjunction with the Port Important Wire Seal. One Port Wire Seal may be used with multiple USB Port (In Use) Lock Seals. Ensure that you have both items before attempting to apply this seal. 1. Insert the “fangs” of the seal into the notches inside the USB port and hold in place. 2. While holding the seal in place, insert the USB serial connection. This connection will be tight. Note Repeat steps 1-2 for each USB serial port in use before proceeding. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 319 EVS6302 CA Election Management System Chapter 13: Security 3. Thread the wire portion of a port wire seal down through the hole on one side of the USB Port (In Use) Lock Seal, around the USB connection and back up through the hole on the other side of the USB Port (In Use) Lock Seal. 4. Thread the wire back through the hole in the center of the Port Wire Seal. 5. Snap the cap into place to complete the seal. Be sure to press until the cap clicks to ensure a solid connection. Trim the excess wire, if desired. Note If significant distance separates the USB connections, apply the Port Wire Seal to each USB Port (In Use) Lock Seal individually. 13.2.4 Empty Port Lock and Seal Recommendations Implement the following recommendations for all ports that are not in use. 13.2.4.1 RJ-45 Port 1. Grasp the end of the RJ-45 Port (Empty) Lock Seal that displays the serial number. 2. Orient the seal to match notch in the port. 3. Insert the seal into the empty RJ-45 port until the seal clicks into place. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 320 EVS6302 CA Election Management System Chapter 13: Security 13.2.4.2 USB Serial Port The USB Port (Empty) Lock Seal is used in conjunction with the EMS Important Wire Seal. One EMS Wire Seal may be used with multiple USB Port (Empty) Lock Seals. Ensure that you have both items before attempting to apply this seal. 1. Separate the two pieces of the USB Port (Empty) Lock Seal. 2. Insert the “fangs” of part “A” into the notches inside the USB port. 3. Insert part “B” so that “A” slides in “B” and the holes align. Press until the seal clicks into place. Part B Part A Note Repeat steps 1-3 for each unused USB serial port before proceeding. 4. Thread the wire portion of Port Wire Seal through the hole in the USB Port (Empty) Lock Seal. Note Repeat step 4 for each USB Port (Empty) Lock Seal. 5. Thread the wire back through the hole in the Port Wire Seal. 6. Snap the cap into place to complete the seal. Be sure to press until the cap clicks to ensure a solid connection. Trim the excess wire, if desired. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 321 EVS6302 CA Election Management System Chapter 13: Security 13.2.5 ExpressVote Lock and Seal Recommendations In addition to the security measures detailed below, label seals may be affixed to all openings or screws to introduce an extra layer of security. The access compartment door can be locked and sealed with tamper-evident devices. Access to this compartment should be controlled, monitored, and logged at all times. Follow your jurisdiction’s rules regarding security seals. Because the access compartment door needs to be opened to access the Power and Mode switches, ES&S provides additional protection in the form of a protective slide to cover the USB flash drive ports. This device prevents unauthorized removal of the election definition flash drive while the compartment door is open. When you receive a new ExpressVote unit, a metal protective slide is already installed. The protective slide may be constructed of metal or plastic. Contact your ES&S representative if you prefer a plastic protective slide. Complete the following procedures to secure this protective slide during voting. A protective slide inside the access compartment helps to secure USB flash drives, such as the election definition flash drive, or empty USB ports. 1. Use a T10 star-shaped security screwdriver to loosen and tighten Protective the retaining Torx screw on the Torx Screw Slide slide. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 322 EVS6302 CA Election Management System Chapter 13: Security 2. Insert the necessary USB flash drive(s) into either of the two USB Secure Seal ports in the access compartment Torx Screw on the left side of the ExpressVote unit. Once inserted, position the protective slide over the USB flash drive(s) and tighten the retaining screw. 3. On Election Day, secure the protective slide with a spring lock seal through the loops on top of the slide. 4. Close the access compartment door. Use the medium barrel key to lock the door. 5. Secure the access compartment Keyed door with a spring lock seal. Lock Secure Seal EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 323 EVS6302 CA Election Management System Chapter 13: Security 6. Use a medium barrel key to lock the right side paper path access door. 7. Apply label seal to right side Keyed access door. Lock 8. When the ExpressVote is configured on a standard table, secure the rear USB port by affixing a tamper evident label seal. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 324 EVS6302 CA Election Management System Chapter 13: Security 9. Ensure that the access door to the printer transport (on the front of the unit) is closed and locked with the medium barrel key to prevent access to the printing path. Lock 10. Further security is built into the ExpressVote with tamper resistant security Torx screws. Torx Screw EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 325 EVS6302 CA Election Management System Chapter 13: Security 13.2.6 DS200 Lock and Seal Recommendations In addition to the security measures detailed below, label seals may be affixed to all openings or screws to introduce an extra layer of security. 1. Insert the election definition USB flash drive. Thread the wire seal through both the election definition USB flash drive and the loop provided in the side access compartment to secure the election definition USB flash drive. To ensure the access door will close properly, snap the knob off the seal and trim excess wire. 2. Close the access door and lock with a medium barrel key. Place a label seal on the smooth plastic area as shown at right. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 326 EVS6302 CA Election Management System Chapter 13: Security 3. If your election rules require a backup USB flash drive, insert the backup USB flash drive in the rear compartment. Thread the wire seal through both the backup USB flash drive and the loop provided in the rear compartment to secure the backup USB flash drive. 4. Ensure that the rear access door is locked with a medium barrel key and affix a label seal on the smooth plastic area as shown. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 327 EVS6302 CA Election Management System Chapter 13: Security 5. Close the touch screen display and secure the lock with a medium barrel key. A label seal may be placed vertically on the smooth plastic area from the main section of the unit to the display as shown. 6. A label seal may be placed on the left side seam where the top of the unit joins to the base. 7. A second label seal may be placed on the right side seam where the top of the unit joins the base. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 328 EVS6302 CA Election Management System Chapter 13: Security 8. Further security is built into the DS200 with tamper resistant security Torx screws. 13.2.7 DS300 Lock and Seal Recommendations In addition to the security measures detailed below, label seals may be affixed to all openings or screws to introduce an extra layer of security. 1. Insert the election definition USB flash drive. Thread the wire seal through both the election definition USB flash drive and the loop provided in the side Secure access compartment to secure Seal the election definition USB flash drive. To ensure the access door will close properly, snap the knob off the seal and trim excess wire. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 329 EVS6302 CA Election Management System Chapter 13: Security 2. Close the access door and lock with a blade key. Place a label seal on the smooth plastic area as shown at right to cover the Secure Seal lock. Attach a spring lock seal in the molded inset to secure the side access compartment. Secure Label Keyed Lock (beneath label) 3. If your election rules require a backup USB flash drive, insert the backup USB flash drive in the rear compartment. Thread the standard wire seal through both the backup USB flash drive Secure Seal and the loop provided in the rear compartment to secure the backup USB flash drive. 4. Ensure that the rear access door is locked with a blade key and affix a label seal on the smooth plastic area as shown. Attach a Secure Seal spring lock seal in the molded inset to secure the rear access compartment. Secure Label Keyed Lock (beneath label) EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 330 EVS6302 CA Election Management System Chapter 13: Security 5. Close the touch screen display and secure the lock with a blade key. A label seal may be placed vertically on the smooth Secure Label plastic area from the main Keyed Lock section of the unit to the display as shown. 6. A label seal may be placed on the left side seam where the top of the unit joins to the base. Secure Label 7. A second label seal may be placed on the right side seam where the top of the unit joins the base. Secure Label 8. Further security is built into the DS300 with tamper-resistant security Torx screws. Torx Screw EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 331 EVS6302 CA Election Management System Chapter 13: Security 13.2.8 DS450 Lock and Seal Recommendations 1. Secure the rear panel of the DS450 with six thumbscrews. Secure Seal 2. Install a wire or plastic seal in the location provided. 3. Apply tamper-evident labels across the housing and rear Secure Labels panel on the top, bottom, and both sides, as shown. Note Per the VSTL, this seal is mandatory for the safe and secure operation of the DS450. 4. On the right side of the DS450, a clear access door protects Secure Label the USB ports. Secure this door using the integrated key lock, a label seal, and a wire or padlock seal. Lock Secure Seal EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 332 EVS6302 CA Election Management System Chapter 13: Security 5. On the left side of the DS450, a Lock clear access door protects the power switch, power cord, network port, and USB port. Secure this door using the integrated key lock and a wire or padlock seal. A label seal also may be applied. Secure Seal 13.2.9 DS850 Lock and Seal Recommendations 1. Secure the rear of the tabulator by locking both door locks. Apply a wire seal through the opening provided in the lower right corner of the door. Secure Seal Locks EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 333 EVS6302 CA Election Management System Chapter 13: Security 2. On the left side of the DS850, a clear access door protects the power switch, power cord, network port and USB port. Secure this door using the integrated key lock and a wire or padlock seal. Lock Secure Seal EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 334 EVS6302 CA Election Management System Chapter 13: Security 3. On the right side of the DS850, three clear access doors protect the USB ports. Secure these doors using the integrated key locks and wire or padlock seals. Lock Secure Seal Lock Secure Seal Lock Secure Seal 13.2.10 DS950 Lock and Seal Recommendations 1. Secure the rear of the tabulator using the integrated key lock. Apply spring lock seals through the opening provided on the upper left and right corner of the back. Keyed Lock Secure Seal EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 335 EVS6302 CA Election Management System Chapter 13: Security 2. On the left side of the DS950, a clear access door protects the power switch and power cord. The access door can be secured using the integrated key lock and a spring lock seal. Keyed Lock Secure Seal EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 336 EVS6302 CA Election Management System Chapter 13: Security 3. On the right side of the DS950, two clear access doors protect Keyed the USB ports and connection Lock ports. The access doors can be secured using the integrated key locks and spring lock seals. Secure Seal Keyed Lock Secure Seal 4. On the right side of the DS950, there is a slot for a dual factor authentication card. The functionality of this feature is reserved for future use. As a result, this slot is blocked with a non removable plug. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 337 EVS6302 CA Election Management System Chapter 13: Security 13.2.11 ExpressVote Rolling Kiosk Lock and Seal Recommendations 1. At the back of the rolling kiosk, close the plastic door and fasten the screw on the USB compartment. 2. Secure the compartment by affixing a label seal. 3. On the accessory panel, close the center panel door and lock with the medium barrel key. Lock Note The key lock secures the center panel over the USB port. This lock also secures the cover of the docking station over the ExpressVote, when the cover is lowered. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 338 EVS6302 CA Election Management System Chapter 13: Security 13.2.12 Plastic Ballot Box Lock and Seal Recommendations Note The plastic ballot box is approved for use with the DS200 and DS300. 1. To secure the carrying case to the ballot box, engage the keyed locks on the sides of the box between the handles, then place one wire seal on each side of the box between the handles (two wire seals). 2. To secure the ballot box, assure that both the auxiliary compartment and main compartment doors are closed. Engage the keyed locks and place one wire seal on each door (two wire seals). EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 339 EVS6302 CA Election Management System Chapter 13: Security 3. To secure the unit inside the carrying case, lock the front door and place a wire seal through the lock bracket. 4. To secure the carrying case lid, close both lid latches and lock the lid using the lock between the two latches. Place at least one wire seal at the lid latch. There are two locations for seals at each latch (four wire seals). Only one wire seal should be necessary to secure the lid. 5. Further polling site security may be attained by using the integrated anchor point on the plastic ballot box. ES&S does not recommend any specific lock for this application due Note to the unknown anchor points at your polling sites. Check with your local hardware, sporting goods or computer supply store for options. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 340 EVS6302 CA Election Management System Chapter 13: Security 13.2.13 DS300 Plastic Ballot Box Lock and Seal Recommendations 1. To secure the DS300 to the ballot box, firmly install the unit on the ballot box rails and engage the keyed lock beneath the front of the unit using a blade key. Apply a wire seal through the metal eyelets to the left of the keyed lock. Keyed Lock Secure Seal 2. To secure the ballot box lid, close the lid and fasten both lid Keyed Lock latches, then using a blade key, engage the keyed lock between the two latches. Place a spring lock seal on the eyelet to the left of the keyed lock. Secure Seal 3. To secure the ballot area, assure Secure that both the auxiliary Seal compartment and main compartment doors are closed. Engage the keyed locks using a blade key and place one spring Keyed Lock lock seal on each door (two spring lock seals). EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 341 EVS6302 CA Election Management System Chapter 13: Security 13.2.14 Tote Bin Lock and Seal Recommendations Note The tote bin must be used in conjunction with the plastic ballot box or DS300 plastic ballot box. This device is not intended for standalone use. Note The tote bin should be secured when removing and/or transporting. 13.2.14.1 Securing the Tote Bin Using the Pull-Tite Seal 1. Close the tote bin before removing it from the lower compartment of the plastic ballot box. Locks 2. To secure the tote bin, use a plastic ballot box key to fasten the top front and top rear locks. 3. Thread the free end of the Pull-Tite seal up through the mounting slots on the tote bin body and lid. 4. Insert the free end of the seal into the receiving end. 5. Pull the Pull-Tite seal tight so that the tote bin is secure. 6. Repeat this process on the opposite side of the tote bin. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 342 EVS6302 CA Election Management System Chapter 13: Security 13.2.14.2 Securing the Ballot Tote Bin Using the Cable Tie seal 1. Close the tote bin before removing it from the lower compartment of the plastic ballot box. Locks 2. To secure the tote bin, use a plastic ballot box key to fasten the top front and top rear locks. 3. Insert the receiving end of the cable tie onto the plastic retainer. 4. Orient the cable tie so that the stamped serial number is facing the floor, then thread the free end of the cable tie up through the mounting slots on the tote bin body and lid. Note Pre-bending the end of the cable tie may simplify this step. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 343 EVS6302 CA Election Management System Chapter 13: Security 5. Pull the cable tie across the top of the closed lid, then thread the end of the cable tie down through the mounting slots on the opposite side of the tote bin body and lid. 6. Pull the cable tie back across the top of the tote bin to the receiving end of the cable tie. 7. Insert the free end of the cable tie into the receiving end. 8. Pull the cable tie tight so that the tote bin is secure and the stamped serial number on the cable tie is visible. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 344 EVS6302 CA Election Management System Chapter 13: Security 13.2.15 Ballot Tote Bag Lock and Seal Recommendations Note The ballot tote bag must be used in conjunction with the plastic ballot box or DS300 plastic ballot box. This device is not intended for standalone use. Note The tote bin should be secured when transporting. 1. Remove the ballot tote bag from the plastic ballot box. 2. Check the ballot compartment for any ballots that failed to fall Secure Seal into the ballot tote bag. 3. Zip the ballot tote bag closed. 4. Insert a pull-tite plastic seal through the loops of the zippers and the tab on the bag. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 345 EVS6302 CA Election Management System Chapter 13: Security 13.2.16 Collapsible Ballot Box Lock and Seal Recommendations Note The collapsible ballot box is approved for use with the DS200 and DS300. 1. Attach the lid to the collapsible ballot box. Slide the tabulator onto the collapsible ballot box rails and secure the lock on the ballot box lid with a collapsible ballot box key. Lock 2. Access to the auxiliary ballot compartment is limited by the Auxiliary Slot Cover auxiliary slot cover. Ensure that the auxiliary slot cover is positioned according to jurisdictional needs (open/ closed) and secure with a spring lock seal. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 346 EVS6302 CA Election Management System Chapter 13: Security 3. Route a spring lock seal through the metal tab that protrudes through a slot in the lid at the front of the box. 4. Access to the main ballot compartment is limited by spring lock seals that are routed through holes on the four silver latches – two in the front and two in the back – at the base of the box. 5. Route a spring lock seal through the metal tab that protrudes through a slot in the lid at the back of the box. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 347 EVS6302 CA Election Management System Chapter 13: Security 13.2.17 Ballot Trolley Lock and Seal Recommendations Note The ballot trolley must be used in conjunction with the collapsible ballot box. This device is not intended for standalone use. Note The ballot trolley should be secured when transporting. 1. Remove the ballot trolley from the collapsible ballot box. 2. Check the ballot compartment for any ballots that failed to fall into the ballot trolley. 3. Zip the ballot trolley closed. Secure Seal 4. Insert a Pull-Tite plastic seal through the loops of the zippers and the tab on the trolley. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 348 EVS6302 CA Election Management System Chapter 13: Security 13.2.18 Central Count Cart Seal Recommendations Note There are doors on both the front and back of this central count cart, which is approved for use with the DS450 and/or DS950. Be sure to apply these security recommendations to both sides. 1. To secure the central count cart, close and latch both the front and rear cart doors. 2. Using the central count cart key, Keyed Lock secure the door latches. 3. Insert a spring lock seal through the opening between the two Secure Seal cart doors. 4. Repeat this process on the other set of cart doors. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 349 EVS6302 CA Election Management System Chapter 13: Security 13.3 Logical Security of System and Components The EMS operates on a hardened, stand-alone (non-networked) computer. This involves completely erasing the hard drive, removing all unnecessary files, and disabling any network adapters on the system. Note Complete hardening procedures are provided in the EVS6302 CA Installation documents. Election administrators should use Windows security procedures to adopt a strict access control policy. System audit logs must be backed up and stored in a manner that allows the logs and data to be: • Protected from tampering or destruction • Used in a regular audit regiment to detect and prevent errors or fraudulent activity, and • Used in any forensic investigations of suspected errors or fraudulent activities that may occur. Data backups must be coordinated with the Disaster Recovery or Contingency Planning procedures of the jurisdiction. All system logs and application data must be backed up to write-once, non-modifiable media such as a CD or DVD. A full backup of the data should be done periodically to prevent log file data from being dropped or aged off due to retention limits. The frequency of backups depends on the size of the jurisdiction staff and level of activity. Shorter intervals of 1-7 days are recommended initially, until a use level can be established and longer periods allowed without risk of data loss. Where large amounts of work are completed such that the loss of the resulting data would jeopardize the accuracy or timely completion of the election process, more frequent backups will be necessary. During heavy election use, ES&S recommends a daily backup stored in a safe and secure environment, and a weekly duplicate backup stored in an alternate but equally safe and secure location. Backups should be performed by qualified system administrators under the supervision of the appropriate elections officials. All backup functions should be performed in a manner consistent with the policies for separation of duties and logged. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 350 EVS6302 CA Election Management System Chapter 13: Security 13.4 User-Level Security To ensure the separation of roles and responsibilities, security accounts/ roles should be defined such that each level of Electionware user has only sufficient privileges to perform the tasks of that role and no more. The user roles are designated by the Electionware System Administrator. • A System Administrator has access to all functionality in Electionware. Note During installation, a default system administrator is added to Electionware to enable you to log in and add other users. • A System User has access to all of the functionality in Electionware, except for the Setup module, and specific functions in the Reporting module. In the Reporting module, the System User cannot make changes to the Admin settings or reporting groups, clear results, or manually change a poll place status. • A Ballot Producer has limited access and can only print Ballot On Demand (BOD) ballots in the Print module. • A Media Creator has limited access and can only create media in the Package module. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 351 EVS6302 CA Election Management System Chapter 13: Security • A Reporting Administrator has limited access to the Setup and Home modules, and full functionality within the Reporting module. • A Reporting User has access to only the Home and Reporting modules, with specific tasks enabled, such as backing up an election and loading results. • A Ballot Reviewer has limited access within only the Reporting module. They can review and adjudicate ballots, and assign write-in names. Roles and accounts should be reviewed and updated before each election to reflect personnel or responsibility changes, or immediately upon termination or demotion of personnel such that specific roles must be taken away from the individual. The following checklist provides suggestions to help ensure the security of your elections. Always follow the processes and laws for your jurisdiction. • No single individual should control all election procedures. The election supervisor should systematically distribute different responsibilities among individuals in order to cover all phases of the election process. • Access control policies should based on industry best practices and the jurisdiction’s unique requirements and should be consistent across all areas that interact or are physically or logically connected to any system or area that is involved with election procedures. • Perform background checks on all key election personnel. • Immediately log and report any, and all, security incidents. The ES&S user guides and operator’s manuals provide more information about ES&S software and hardware. 13.4.1 Password Security • The System Administrator, under the supervision of the Election Administrator, should manage Windows® PC passwords. The California Secretary of State requires the following password practices: EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 352 EVS6302 CA Election Management System Chapter 13: Security • In general, a password should be as long as possible while still being easy to remember. One way to do this is create a password based on an easy-to- Note remember phrase. For example, the phrase might be: “This May Be One Way To Remember” and the password could be: “TmB1w2R!” or “Tmb1W>r~” or some other variation. (Do not use either of these examples as passwords!) • Do not use an easily guessed password, such as: • Names of family, pets, friends, co-workers, etc. • Computer terms and names, commands, sites, companies, hardware, software. • Birthdays and other personal information such as addresses and phone numbers. • Word or number patterns like aaabbb, qwerty, zyxwvuts, 123321, etc. • Never write down passwords or store them online. • Change passwords on a regular basis. ES&S recommends either every 90 days, for each election, or any time there is reason to suspect that an account has been compromised or tampered with. • Passwords should contain a combination of alphabetic, numeric, and punctuation characters, as allowed by the specific application. • Do not share user names or passwords. • Lock all software each time a user leaves the protected area. Set screen savers to lock workstations after a period of inactivity, not to exceed 10 minutes, requiring the Windows password to be re-entered. • Users should log off of any application or account when they expect to be away for any appreciable length of time. 13.4.1.1 User Passwords in Electionware In Electionware, the System Administrator should control application-level authentication via the Setup module. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 353 EVS6302 CA Election Management System Chapter 13: Security In the Password field, enter the password the new user will use to access Electionware. Re-enter the same password in the Confirm Password field. The password must be at least eight characters long, and must contain at least one character from three of the following four classes: • Uppercase letters (A-Z) • Lowercase letters (a-z) • Numerals (0-9) • Punctuation symbols ‘ ~ ! @ # $ % ^ & * ( ) = + , . / \ < > ? ; : “ [ ] { } | EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 354 EVS6302 CA Election Management System Chapter 13: Security 13.5 Anti-Virus Protection The specified configuration includes commercially available and standard virus detection software. Virus detection software must be installed and enabled on all three of the referenced PCs at all times, and removable media must always be scanned by the configured PC to prevent virus entry and propagation. Important Install virus protection software according to the instructions provided in the EVS6302 CA Installation documents. Important The virus protection software and update files should only be updated if tested and approved for use with the EVS system. 13.6 Essential Software Updates and Changes • Operating System – Before each election, a qualified system administrator under the supervision of the appropriate elections official should contact ES&S for any operating system updates available from the third party vendor and tested and approved for use with the EVS system. Depending on the scope of the updates and any regulatory approval required, ES&S will issue procedures for installation of the updates. • Applications and Third Party Software – All applications and third party software are not to be updated unless specifically required by ES&S and approved by Federal and State Certification, or by an exception granted by the Secretary of State’s Office. 13.6.1 Audit Records for Changes ES&S recommends that a physical log be kept of all activity related to installation, configuration, and modification of any and all system components, in addition to the logging of storage, transportation, and overall chain of custody. Logging should include at a minimum: • Printed name of the person performing the task • Full signature or signed initials of the person performing the task • Task performed EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 355 EVS6302 CA Election Management System Chapter 13: Security • Reason for performing the task • Date and time of the task performed • Printed name of the person witnessing, verifying, or authorizing the task (if applicable) • Full signature or signed initials of the person witnessing, verifying, or authorizing the task (if applicable) The entries in this log must be complete. Note Example: “System Maintenance” is not an acceptable entry. The entry should state who accessed the system, exactly what maintenance was performed and why it was necessary, when the maintenance work began, and when it ended. Completed log pages should be reviewed by the appropriate elections official, initialed and stored physically by secure means for a minimum of 22 months or as directed by State Election law. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 356 EVS6302 CA Election Management System Chapter 13: Security 13.7 Security Procedures for Central Processing The following security recommendations are based on industry best practices. • When ballots are prepared and stored for processing, each box should be logged with contents (such as precinct/ballot type number, date packed, etc.). • Store ballots in a climate-controlled environment and under pass code security or lock and key. • When ballots are retrieved for processing (from a storage or collection area), two elections officials are required to monitor the transfer of ballots from the storage area to the tabulation equipment. • Transfer custody of the ballots from the elections officials to the individuals responsible for tabulation. • Upon completion of tabulation process, ballots are required to be: • Logged as scanned with the tabulation operators’ initials and date/ time. • Logged and sealed in a storage container. The central tabulation room should be secured at all times with a minimum of two election officials having access rights to the room (one of whom must be an employee of the jurisdiction). Access to the room should be monitored or logged at all times. All access rights to the room and its components will be restricted to the individual’s rights or duties. Any need for change of access rights outside an individual’s normal realm of duty or job function shall be maintained and logged by the jurisdiction’s chief elections official. 13.7.1 Central Count Tabulators: Restricting Access If an election definition has been loaded on the DS450, DS850, or DS950 with the User Access feature enabled, you can lock the tabulator to prevent unauthorized users from modifying the configuration or performing other functions from the touch screen. The tabulator can only be unlocked again with the correct election code. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 357 EVS6302 CA Election Management System Chapter 13: Security 13.8 Security Procedures for Polling Places 13.8.1 ExpressVote The election definition flash drive contains the poll-specific data, including the candidates, contests, and card variations for an individual precinct or an entire jurisdiction. The election definition includes format styles and touch screen menu settings. For example, the election definition can configure the ExpressVote to query the voter when he or she undervotes a contest and then attempts to move to another contest, or to prevent the voter from overvoting a contest. The election definition also contains the visual and audio ballot files and navigation prompts. The system uses the election definition flash drive to store the audit log and other specific election information. The election definition flash drive is secured in the ExpressVote unit during the election. When you insert the election definition flash drive into an available USB port on the ExpressVote terminal, the system compares the encrypted keys loaded from the EQC flash drive with the keys stored on the election definition flash drive to validate the election definition. If the keys do not match, the system aborts the election loading process. If the keys do match, the system prompts the election official to enter the election security code. 13.8.2 Poll Place Count Equipment The following items are critical to tracking, auditing, and reporting the ballot counting process and must be maintained: • For the election definition phase, diagnostic proof listings of candidates and active vote positions for each ballot style, ballot type or precinct must be maintained. • The number of ballots read within each precinct, by type, including totals for each party in primary elections must be maintained. • The total number of ballots processed must be maintained. • Separate accumulations and reporting of the quantity of overvotes, undervotes, and write-ins within each precinct for each race or issue must be maintained. This is generally done on reports other than the report distributed Election Night. • Availability of the above information in summary and by precinct. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 358 EVS6302 CA Election Management System Chapter 13: Security 13.9 Audit Logs This section provides a description of all audit log files, the file location within the voting system, and procedures to retrieve, export, and archive audit logs from the voting system. The close of polls will automatically generate two (2) copies of the results report. One copy shall remain with the machine and the other shall be posted in an open public area. At the discretion of the County Election Administrator, the audit log report for that particular scanner can be printed at the close of polls after the results have completed printing. If the audit log is printed, keep the log, along with all related election materials, together with the results tape for processing at the County office. Each jurisdiction shall, before taking any action that could delete or overwrite any audit log, create an electronic copy, when possible, or a clean paper copy, of all audit logs, to be maintained for 22 months. 13.9.1 Audit Log: ExpressVote The Audit Log comprises a system-generated audit trail you can use to monitor both election activity and overall system activity. The Audit Log records the date, time, and description of every user- or system-initiated event that occurs on the ExpressVote terminal. The Audit Log is always available whether or not an election is loaded on the terminal. This log is not cleared by the EQC process and therefore contains a record of terminal activity across elections.The ExpressVote stores the Audit Log on the terminal’s internal memory. 13.9.1.1 ExpressVote Log Retention and Rotation The ExpressVote maintains the Audit Log in both a current and an archived log file on the terminal’s memory. This method is designed to alleviate storage space limitations related to log retention. When the current Audit Log reaches 80% of its storage capacity, the system displays a warning window. To acknowledge the warning and return to normal operation, touch Continue. After the operator acknowledges the displayed warning message, the system automatically rotates the current log into an archived state and continues recording system events in a new log file. The new log file is now the current log file. The record of all system activity that occurred before the capacity warning is preserved in the archived file. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 359 EVS6302 CA Election Management System Chapter 13: Security If the system has already rotated log files and the current log file reaches 80% of capacity, the system rotates the current file into archive status and rotates the previous archive file back to current status, overwriting all previous data. ES&S expects each ExpressVote terminal to log multiple elections before encountering this level of log rotation. Note The system also rotates log files during the clearing and initializing process. 13.9.1.2 Viewing and Exporting the ExpressVote Audit Log The Audit Log is available via the Supervisor Menu. On the Supervisor Menu, touch Audit Log. The system displays the Audit Log function. Viewing the ExpressVote Audit Log When an operator accesses the Audit Log function, if an election is loaded on the terminal, the system automatically displays a preview of the Audit Log by default. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 360 EVS6302 CA Election Management System Chapter 13: Security The preview pane provides a drop-down menu that enables you to sort the displayed log from newest event to oldest, or from oldest event to newest. To sort the displayed log, in the drop-down menu, touch the desired display order. Valid options: • Newest On Top • Oldest On Top To view the entirety of a log that exceeds the space provided in the preview pane, touch the up or down scroll buttons on the right edge of the pane. To skip to the end or skip to the beginning of the displayed log, touch the up or down skip buttons on the right edge of the pane. Exporting the ExpressVote Audit Log You can manually export copies of the Audit Log to an inserted EXPORT flash drive. When you export the Audit Log, the system exports the entirety of the stored log, including both the current and the archived log files. The export flash drive must be a blank ES&S USB flash drive Important formatted for the FAT32 file system with the volume label renamed EXPORT. If you insert any other type of USB flash drive during this procedure, the system displays an error message indicating that the inserted media is invalid. To manually export the Audit Log, complete the following steps. 1. In the Audit Log pane, touch Export. The system prompts you to insert a blank USB flash drive. 2. Insert a prepared blank EXPORT flash drive. The system copies the selected log to the inserted flash drive. 3. On a business PC, insert the flash drive. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 361 EVS6302 CA Election Management System Chapter 13: Security 4. Open File Explorer. 5. Locate the logReport file. 6. Right-click the file and choose Open with for a list of applications. 7. Click Notepad to open the file in a text viewer. Note The audit log may be printed from the text viewer. 13.9.2 Audit Log: Poll Place Count The Event Log Report is an audit log of all activity that has occurred on the Poll Place Count unit and contains information including the date and times when the unit was initialized and when it generated reports. It includes a record of all actions taken by election workers and/or voters on the unit. The Event Log Report also includes information about internal or system events not included on the Event Log Summary Report, such as when Intelligent Mark Recognition (IMR) is activated and when ballot images are stored. For each ballot scanned, the Event Log Report lists the time the voting session started and the time the session was completed. The Event Log Summary Report is a condensed version of the Event Log Report. It omits information about IMR and ballot image storage. In addition, the Event Log Summary Report lists the voting session start time for only the first ballot scanned, and the voting session complete time for every ballot scanned. The Event Log Report lists all of the Poll Place Count events that occur from the time you load your election definition USB flash drive into the unit until you remove the flash drive after the election is complete. 13.9.2.1 Viewing the Poll Place Audit Logs You can view and print the Event Log any time the election is loaded and the poll is closed. Although the following procedures include the option to print the Note audit log, ES&S does not recommend printing the Event Log on the poll place tabulator report printer. For a printed copy, use one of the methods in13.9.2.2 Exporting the Poll Place Audit Log. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 362 EVS6302 CA Election Management System Chapter 13: Security 1. With the poll closed, and before removing the election flash drive, select Report Options. 2. Scroll the list of available reports and select Event Log. a. To view the report, select Preview Report. b. To print the report, select Print Report. 3. You can also print the report from the preview screen, or select OK to return to the Reports menu. Sample of the Event Log report *** EVENT LOG REPORT *** 17:14:22 04/22/2014 1004107 1:08 PM April 22, 2014 Ballot images stored Unit Serial Number: 02095350655 17:14:22 04/22/2014 1004002 Ballot data stored TIME DATE MSG ID 17:14:22 04/22/2014 1004022 MESSAGE TEXT Voting session complete 16:58:33 04/22/2014 1114111 17:14:28 04/22/2014 1004115 Election media created Attempting to Close {Poll 17:01:39 04/22/2014 1004002 17:14:29 04/22/2014 1004193 Election loaded Backup Media Detected 17:01:44 04/22/2014 1004326 17:14:30 04/22/2014 6004041 All data paths and memory locations OK Close process complete. 17:01:44 04/22/2014 1004143 17:14:32 04/22/2014 6004072 Printing 1 copy of Configuration Report Collection process complete. 17:02:08 04/22/2014 1004128 17:14:41 04/22/2014 1004013 Completed printing Configuration Report Poll closed 17:02:13 04/22/2014 1004193 17:14:43 04/22/2014 1004143 Backup Media Detected Printing 1 Copy of Ballot Status 17:02:14 04/22/2014 1004302 Accounting Report DS200/UVC not plugged in 17:15:02 04/22/2014 1004128 Completed printing Ballot Status ~~~~ sample continues in next column~~~~ Accounting Report ~~ several entries omitted from sample ~~ 17:14:32 04/22/2014 6004072 Unit Serial Number: 02095350655 *** END OF REPORT *** 13.9.2.2 Exporting the Poll Place Audit Log The poll place tabulator offers two methods for exporting an electronic version of the audit log: Electionware and manual. An audit log file is created automatically when an election is loaded on a Poll Place Count unit. This file is saved on the ES&S flash drive. When polls are closed, the audit log is included with the results data. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 363 EVS6302 CA Election Management System Chapter 13: Security Automatic Poll Place Count Audit Log Export After loading Poll Place Count results in Electionware, the content of all loaded log files can be viewed in the Machine Log report. This report may be viewed, printed, or exported to a CSV file. Reference Refer to the Electionware Vol. V: Results User Guide for information about viewing the Machine Log report and/or exporting the data as a pipe-separated CSV file. Manual Poll Place Count Audit Log Export 1. After loading Poll Place Count results in Electionware, on a business PC, insert the results flash drive. 2. Open File Explorer. 3. Locate the Election.log file in the Log folder. 4. To retain the original version of this file, copy the Election.log file to a separate location on the business PC. 5. Right-click the file and choose Open with for a list of applications. 6. Click Notepad to open the file in a text viewer. 13.9.3 Audit Log: Central Count The audit log is generated in real time on the dot-matrix printer and provides a time and date stamped record of all actions taken. For the DS450 and DS850, the audit log entries are sent to the attached dot-matrix printer. Note DS950 audit log entries are only stored electronically. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 364 EVS6302 CA Election Management System Chapter 13: Security Automatic printing of the audit log is controlled by a setting in Electionware but can be enabled and disabled in the Configuration settings under the Election Menu. Reference Refer to the Electionware Vol. IV: Deliver User Guide for information about enabling and disabling the real time audit log. Note The audit log printer is not supported on the DS950. Partial sample of the Audit Log 14:41:31 Tue Jun 02 2015 Public Count: 0 14:41:31 Tue Jun 02 2015 Ballot Spec ID: DSIM_279.400_215.900_50_24_PP 14:41:31 Tue Jun 02 2015 Load election definition OK 14:41:40 Tue Jun 02 2015 Audit log printer is ready 14:41:45 Tue Jun 02 2015 Selected: Load Election done 14:42:01 Tue Jun 02 2015 Navigated to: Scanning Menu 14:42:03 Tue Jun 02 2015 Selected: Scan Ballots 14:42:30 Tue Jun 02 2015 Navigated to: Election Menu 14:42:31 Tue Jun 02 2015 Selected: Exit 14:42:32 Tue Jun 02 2015 Navigated to: Shutdown Scanner 14:42:32 Tue Jun 02 2015 Selected: Shutdown 14:42:32 Tue Jun 02 2015 Shutdown initiated 15:03:22 Tue Jun 02 2015 Election Id: 9PNYROCK 15:03:22 Tue Jun 02 2015 Election Date: 2015-05-29 15:03:22 Tue Jun 02 2015 Election EQC: 9fa48bd5 13.9.3.1 Exporting the Central Count Audit Logs The central count tabulator offers two methods for exporting an electronic version of the audit log: automatic and manual. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 365 EVS6302 CA Election Management System Chapter 13: Security Automatic Central Count Audit Log Export An audit log file is created automatically when an election is loaded on a central count tabulator. This file is saved on the ES&S flash drive and included with the results data loaded in Electionware. The content of all loaded log files can be viewed in the Machine Log report. Reference Refer to the Electionware Vol. V: Results User Guide for information about viewing the Machine Log report and/or exporting the data as a pipe-separated CSV file. Manual Central Count Audit Log Export The same audit log can also be exported separately to a USB flash drive and then viewed with a standard text viewer such as Notepad. To perform the manual audit log export, complete the following: 1. From the Results menu, touch Export Audit Log. The Searching for ES&S Media Device pop-up screen appears briefly. 2. Insert a blank ES&S flash drive into one of the USB ports. The previous pop-up screen is temporarily replaced by a Detecting inserted device pop-up screen. 3. When prompted to do so, enter the election code, then touch Accept. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 366 EVS6302 CA Election Management System Chapter 13: Security The Export Audit Log screen appears. 4. To export the audit log, touch Confirm. 5. When the Export Audit Log screen indicates the audit log has been successfully exported, remove the flash drive. To return to the Results screen, touch Done. 6. On a business PC, insert the flash drive. 7. Open File Explorer. 8. Locate the Audit.txt file in the Log folder. 9. To retain the original version of this file, copy the Audit.txt file to a separate location on the business PC. 10. Right-click the file and choose Open with for a list of applications. 11. Click Notepad to open the file in a text viewer. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 367 EVS6302 CA Election Management System Chapter 13: Security Partial sample of the Audit.txt file 14:41:31 Tue Jun 02 2015 Public Count: 0 14:41:31 Tue Jun 02 2015 Ballot Spec ID: DSIM_279.400_215.900_50_24_PP 14:41:31 Tue Jun 02 2015 Load election definition OK 14:41:40 Tue Jun 02 2015 Audit log printer is ready 14:41:45 Tue Jun 02 2015 Selected: Load Election done 14:42:01 Tue Jun 02 2015 Navigated to: Scanning Menu 14:42:03 Tue Jun 02 2015 Selected: Scan Ballots 14:42:30 Tue Jun 02 2015 Navigated to: Election Menu 14:42:31 Tue Jun 02 2015 Selected: Exit 14:42:32 Tue Jun 02 2015 Navigated to: Shutdown Scanner 14:42:32 Tue Jun 02 2015 Selected: Shutdown 14:42:32 Tue Jun 02 2015 Shutdown initiated 15:03:22 Tue Jun 02 2015 Election Id: 9PNYROCK 15:03:22 Tue Jun 02 2015 Election Date: 2015-05-29 15:03:22 Tue Jun 02 2015 Election EQC: 9fa48bd5 13.9.4 Audit Logs: Electionware In Electionware’s Setup module, use the Reports menu to access administrative report options. Use the Report Screen Toolbar to print, save, change the current page, or change the view of the displayed report. 13.9.4.1 Admin Audit Events Report Use the Admin Audit Events Report option to access detailed audit information displayed to the administrator within the specified date range. This report includes information regarding all administrator events in Electionware, including the type of Event, an event Description, the event’s Timestamp, the User ID, and the module in which the event occurred. 1. To run this report, from the Reports menu click Admin Audit Events Report. 2. In the Admin Audit Events Report Criteria window, define the criteria for the report: a. Specify the date range with the From Date and To Date selectors. Only the data from this range will be included in the report. b. From the Event Type drop-down menu, choose the event types to include in the report: EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 368 EVS6302 CA Election Management System Chapter 13: Security • Fatal • Debug • Verbose • Info • Warning • Error • All 3. Use the Date-Ascending or Date-Descending option button to sort the events by ascending date or descending date order. 4. Click Run Report. 13.9.4.2 Election Audit Events Report Use the Election Audit Events Report option to access detailed audit information displayed to the user within the specified date range. This report includes information about events in Electionware for the open election, including the type of Event, an event Description, the event’s time stamp, the User ID, and the module in which the event occurred. Note An election must be open in order to run the Election Audit Events Report. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 369 EVS6302 CA Election Management System Chapter 13: Security 1. To run this report, from the Reports menu, click Election Audit Events Report. 2. In the Election Audit Events Report Criteria window, define the criteria for the report: a. Specify the date range with the From Date and To Date selectors. Only the data from this range will be included in the report. b. From the Event Type drop-down menu, choose the event types to include in the report: • Fatal • Debug • Verbose • Info • Warning • Error • All 3. Use the Date-Ascending or Date-Descending option button to sort the events by ascending date or descending date order. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 370 EVS6302 CA Election Management System Chapter 13: Security 4. Click Run Report. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 371 EVS6302 CA Election Management System Chapter 14: Biennial Hardware Certification and Notification Chapter 14: Biennial Hardware Certification and Notification EC 19230 requires jurisdictions to examine voting systems every two years and certify the results to the Secretary of State. Requirements for examination and testing are further detailed in Article 15 of the Secretary of State Procedures for Approving, Certifying, Reviewing, Modifying, and Decertifying Voting Systems, Vote Tabulating Systems, Election Observer Panel Plans, and Auxiliary Equipment, Materials, and Procedures. 14.1 Certification and Notification for Precinct Tabulation Hardware Elections Code section 19230 requires each elections official to inspect and certify the accuracy of their voting or vote tabulating equipment at least once every two years. The elections official shall certify the results of their inspection to the Secretary of State. 14.1.1 Hardware Certification and Notification for the Precinct Tabulator 14.1.1.1 Certification All ballot readers and specialized vote tabulating equipment must be certified prior to use in any election by the Secretary of State. Certification procedures are available upon request from the Secretary of State’s Elections Division. All firmware and software used as part of the system is subject to the notification of change requirement. 14.1.1.2 Notification For each statewide election, the responsible county elections official shall cause to be prepared a list, including quantities, of all equipment to be used to tabulate votes during the semiofficial and official canvass. Seven days before each statewide election, the elections official shall certify to the Secretary of State the results of the logic and accurate tests as well as the functionality of all ballot counting equipment. This certification shall also affirm the use of the same equipment for pre-election testing and for semiofficial and official vote canvasses. In the event of a change to the ballot tally program occurring after this certification, an amended certificate shall be submitted no later than the day before the election. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 372 EVS6302 CA Election Management System Chapter 14: Biennial Hardware Certification and Notification In the event any equipment is repaired, altered or replaced following the certification, and prior to completion of the official canvass of the vote, an amended certification of logic and accuracy testing and a revised list of equipment used must be submitted to the Secretary of State. This submission shall occur not later than submission of official canvass results. The jurisdiction will have an inventory of all voting equipment available for review by the Secretary of State at all times. 14.1.2 Election Observer Panel All procedures prescribed herein shall be carried out in full view of the public insofar as feasible. In addition, the responsible elections official shall devise a plan whereby all critical procedures of the vote tallying process are open to observation by an Election Observer Panel. Representatives of the qualified political parties and representatives of the news media may be among those invited to serve on this panel and shall be given the opportunity to observe that the correct procedures are followed in the receiving, processing, and tallying of all voted ballots. 14.1.3 Logic and Accuracy Certification A Logic and Accuracy Board shall be appointed by the responsible elections official and insofar as is practicable, shall be comprised of the same persons prior to, during, and after the election. The Board shall have the following duties: • Receive from the elections official all required test materials and take steps to ensure the security of said materials prior to, during, and after the election, except when the materials are properly in the possession of one of the other boards or elections officials as required by these procedures. • Verify the correctness of the logic and accuracy of test memory cards and the logic and accuracy of test ballots. This verification shall also be required for any material which must be replaced. • Observe the performance and verify results of all required tests. • Note any discrepancies and problems and affirm their resolution or correction. • Deliver into the custody of the elections official all required test materials and printed output. • Certify to the performance of each of the above-prescribed duties as well as those otherwise established by the procedures; provided that all EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 373 EVS6302 CA Election Management System Chapter 14: Biennial Hardware Certification and Notification members of the Board shall sign the appropriate certificate or certificates. Final pre-election certification shall be made to the Secretary of State no less than seven days before each statewide election. This certification shall be made by the responsible elections official based on the Logic and Accuracy Board’s certification of successful testing. In the event an amendment to the ballot counting program is required following this certification, the elections official must immediately recertify to the Secretary of State. 14.1.4 Submit Ballot Tally Programs to the Secretary of State Ballot tabulation programs for statewide elections are to be delivered to the Secretary of State no later than seven days prior to each statewide election. Ballot tally programs must be accompanied by the elections official’s certification of testing, the list of vote counting equipment used and a notification that he has caused memory cards to be programmed in conformity with the ballot diverter options as set forth in Table 2 herein. Refer to Elections Code section 17500. Should changes be required following certification and submission to the Secretary of State, resubmission and re-certification is required. 14.1.5 Election Night and Post Election Reporting Any delays in election night’s semiofficial canvass reporting due to hardware, software, environmental, or human causes which result in failure to report results to the Secretary of State at least every two hours shall be reported to the Secretary of State by the 28th day following the election. The responsible elections official may also report other delays in the processing of ballots as he or she deems appropriate. 14.1.6 Preparation of Specific Written Procedures Each elections official shall prepare specific written procedures for each phase, step and procedure in the preparation, operation of polling places, vote counting and official canvasses of elections. Written procedures must also include instructions to precinct officials regarding proper handling of Vote-By- Mail voter and provisional voter ballots as well as a description of procedures used to manually recount ballots pursuant to Elections Code section 15645. These procedures must be prepared and submitted to the Elections Division of the Secretary of State’s Office within two years following the adoption of these procedures by the Secretary of State. Upon submission, the elections jurisdiction’s procedures shall be reviewed for compliance with state procedures, and the elections official shall be advised of any necessary revisions. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 374 EVS6302 CA Election Management System Chapter 14: Biennial Hardware Certification and Notification 14.2 Biennial Certification for Central Tabulation Hardware Elections Code section 19230 requires each elections official to inspect and certify the accuracy of their voting or vote tabulating equipment at least once every two years. The elections official shall certify the results of their inspection to the Secretary of State. 14.2.1 Hardware Certification and Notification for the Central Tabulator All ES&S election equipment must be certified for use in elections by the Secretary of State prior to use in any election. Certification procedures are available upon request from the Secretary of State's Elections Division. For each statewide election, the responsible county elections official shall cause to be prepared a list, including quantities, of all equipment to be used to tabulate votes during the semiofficial and official canvass. 14.2.1.1 Logic and Accuracy Tests Seven days before each statewide election, the elections official shall certify to the Secretary of State the results of the logic tests as well as the accurate functioning of all ballot counting equipment. This certification shall also affirm the use of the same equipment for pre-election testing and for semiofficial and official vote canvasses. In the event of a change to the ballot tally program occurring after this certification, an amended certificate shall be submitted no later than the day before the election. In the event any equipment is repaired, altered or replaced following the certification and prior to completion of the official canvass of the vote, an amended certification of logic and accuracy testing and a revised list of equipment used must be submitted to the Secretary of State not later than submission of official canvass results. 14.2.1.2 Certifying Logic and Accuracy Appoint a logic and accuracy board to perform the following tasks: • Receive all required test materials from the elections official. • Verify the correctness of the election definition and test deck. • Observe scanner performance and verify results. • Note any discrepancies between test results and the results from ES&S. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 375 EVS6302 CA Election Management System Chapter 14: Biennial Hardware Certification and Notification • Deliver all the required test material to the elections official. • Certify the performance of the scanner. 14.2.2 Escrow of Ballot Tally Source Code Prior to its use in any election, an exact copy of the source code for all ballot tally software programs shall be placed in an approved escrow facility, pursuant to the procedures and requirements of Elections Code section 19212 and Title 2, Division 7, of the California Code of Regulations, beginning with section 20610. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 376 Revision History Revision History Revision Date Description 0.1 01.14.2022 Initial document, baselined from EVS 6042 CA. 0.2 01.19.2022 Table 1-2: Symbols Used in this Manual: Added Tools symbol and info. 0.3 03.23.2022 All: Removed references to unsupported products; updated Windows7 to Windows 10; set Note table color to gray throughout; standardized appearance of pointers and boxes; standardized image size/placement; lightly edited written content as needed. Table 1-1: Product Versions: Updated product version numbers; removed unsupported products; added DS950. 1.1.2 DS200 Poll Place Ballot Tabulator: Replaced references to “precinct scanner” with “poll place count scanner.” 1.1.4 DS450 Central Count Scanner and Tabulator: Updated photo. 1.1.5 DS850 Central Count Scanner and Tabulator: Updated photo. 1.1.7 ExpressVote Universal Voting System: Changed heading from “...Vote Capture Device” to “...Universal Voting System.” Removed section on unsupported products. 1.1.9 ES&S Supporting Applications: Removed ExpressVote Previewer from table. 3.3.2.1 Poll Place Count Acceptance Testing: Replaced empty checkboxes with sequential numbers. 6.3.2.7 Poll Place Count Battery Maintenance: Organized battery charge icon definitions into new table. 6.3.3.6 Replace Log Printer Ribbons: Overhauled page layouts; standardized diagram sizes/positions; added labels, pointers, and image borders. 6.3.3.8 Replace Report Printer Toner: Replaced numbered labels with component names in step 3 diagram. 0.4 03.30.2022 7.1.8 Folding Methods: Placed folding method images and descriptions in new table. Table 7-1: Common Ballot Folding Methods: Added table. 10.2.1 Load Results Workflow Summary: Added screenshot to step 1; updated appearance of load results workflow diagram. 0.5 04.01.2022 10.4.1 Summary Results Reports: Expanded step 7 to include names entered in Write-in Management; added Note regarding customized report templates. 10.4.2 Custom Table Results Reports: Added Note on Show Local District Types option to step 5; expanded step 8 to include names entered in Write-in Management. 10.4.4 Results XML/Custom Exports: Expanded step 6 to include names entered in Write-in Management. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 377 EVS6302 CA Election Management System Revision History Revision Date Description (Continued) 0.5 04.01.2022 11.4.4 Ballot Adjudication: Added Important note on clearing media results; added Note on ExpressVote write-in contests; added Important note on committed results; added Note on re- adjudicated ballots. 11.4.4.1 Ballot Information Pane: Added screenshot of ballot exceptions; added Note on Unclear Marks; added Note on candidates marked “Withdrawn from Election.” 11.5.2 Write-in Review Table: Added image of magnified write-in snippet. 11.5.5 Bulk Edit: Added image of Bulk Edit button. 13.2.11 ExpressVote Rolling Kiosk Lock and Seal Recommendations: Added enlarged image of spring lock seal to step 4. 0.6 04.05.2022 1.1.3 DS300 Poll Place Ballot Tabulator: Added section. 1.1.4 DS450 Central Count Scanner and Tabulator: Relocated section to appear immediately before 1.1.5 DS850 Central Count Scanner and Tabulator. 1.1.6 DS950 Central Count Scanner and Tabulator: Added section. 13.9.4.1 Admin Audit Events Report: Updated report sample. 13.9.4.2 Election Audit Events Report: Updated report sample. 0.7 04.15.2022 Table 2-6: Standard PMS Colors Used for Bars: Added table. 2.6 Card Stock for Activation Cards: Updated heading (previously “ExpressVote Card Stock”). 2.7.6 Folding Ballots: Added bullet recommending low-density ovals- per-inch settings to Caution note. Chapter 5: Logic and Accuracy Testing: Removed content regarding unsupported products. Chapter 6: Equipment Preparation: Removed content regarding unsupported products. Chapter 9: Election Day Procedures: Removed content regarding unsupported products. Chapter 13: Security: Removed content regarding unsupported products. 3.2.2 DS300 Firmware Update: Added section. 3.2.3 Central Count Firmware Update: Added references to DS950 and CFast cards. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 378 EVS6302 CA Election Management System Revision History Revision Date Description (Continued) 0.8 04.25.2022 DS950: Remove Current CFast Card: Added section. 3.3.2.1 Poll Place Count Acceptance Testing: Changed heading from “DS200 Acceptance Testing.” 3.4.2 Clear and Initialize Poll Place Count Tabulator: Changed heading from “Clear and Initialize DS200 Tabulator.” 13.2.7 DS300 Lock and Seal Recommendations: Added section. 13.2.10 DS950 Lock and Seal Recommendations: Added section. 10.2.5.1 Precinct View: Removed section. 10.2.5.2 Detailed View: Removed heading; blended content into 10.2.5 Viewing Poll Places, Media Flash Drives, and Machines. 11.4.2 Original Ballot Exceptions Defined: Added section. 13.2.15 Ballot Tote Bag Lock and Seal Recommendations: Added section. 13.2.17 Ballot Trolley Lock and Seal Recommendations: Added section. 13.2.13 DS300 Plastic Ballot Box Lock and Seal Recommendations: Added section. 13.2.18 Central Count Cart Seal Recommendations: Added section. 0.9 05.27.2022 8.2.5.1 Transfer Results: Removed reference to Election Reporting Manager. 9.4.1.5 Load Online Sample Ballot Selections with External Code Scanner: Removed section. 9.4.1.5 Vote Selections on ExpressVote Screen: Removed references to Ballot Online. 10.4.2 Custom Table Results Reports: Corrected typo in screenshot of Contests and Statistics window. 10.4.5 Results CSV Exports: Corrected typo in screenshot of Contests and Statistics window. 13.2.11 ExpressVote Rolling Kiosk Lock and Seal Recommendations: Removed references to secure card container. 13.2.11 Metal Ballot Box Lock and Seal Recommendations: Removed section. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 379 EVS6302 CA Election Management System Revision History Revision Date Description (Continued) 0.10 06.22.2022 1.1.5 DS850 Central Count Scanner and Tabulator: Revised description to include ballot jam management. 2.1 Electionware Paper Ballot: Added Note regarding oval placement. 2.1.1 Timing Mark Alignment: Added Caution regarding timing track encroachment. 2.2 ExpressVote Card Specifications: Added new section. Removed section for and references to Initial boxes. 2.5 Color Rendering: Added DS300 to footnote. 2.6.2 Activation Card Stubs: Added new section. 3.2.3.3 Test and Calibrate Camera: Updated procedures. 3.2.4 ExpressVote Firmware Update: Updated procedures to use the five step process. 3.5.2 Central Count Touch Screen Calibration: Updated steps unique to each tabulator. 3.5.3 ExpressVote Touch Screen Calibration: Introduced new procedures. 3.6.2.2 Load Election onto DS300: Added section for new product. 5.3 ExpressVote Logic and Accuracy Testing: Introduced new procedures. 6.3.2.3 Installing the Optional Ink Stamp: Added new section. 6.3.2.4 Installing the Optional Ballot Imprinter Ink Cartridge: Added new section. 6.3.3 Central Count Preparation: Updated content to represent configuration procedures for all components of the individual central count tabulators. 9.3.3 Open Polls on DS300 Poll Place Count Equipment: Added section for new product. 9.4.1.3 Review Boxes Option: Removed references to Initial boxes. 9.4.3 Poll Place Count Scanning on the DS300: Added section for new product. 9.5.3 Close Polls on DS300 Poll Place Count Equipment: Added section for new product. 10.3 Semi-Official Canvass Results Export Files: Added content for new Additional Reporting feature. 11.5.3 Display Scanned Ballots: Removed outdated procedures. 11.9 Backup and Retention of Election Materials: Added new procedures. 13.1 Security Devices and Supplies: Updated vendor information. Added Caution regarding improperly tightened seals. 13.2.2 Workstation Recommendation: YubiKey: Added new section. 13.2.3 In Use Port Lock and Seal Recommendations and 13.2.4 Empty Port Lock and Seal Recommendations: Updated procedures and rearranged content for clarity. Chapter 13: Security: Added YubiKey two-factor authentication. Updated seal and lock recommendations throughout. Updated audit log procedures. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 380 EVS6302 CA Election Management System Revision History Revision Date Description (Continued) 0.11 07.15.2022 2.3.2 CountRight Specifications: Updated specifications. Updated Important note. 2.4 Color Strip Identification: Updated parameters. 2.4.1 Horizontal Color Strip: Added new content and image. 2.4.2 Vertical Color Strip: Updated content and image. 0.12 07.27.2022 3.3.1 Software Pre-Test Procedures: Electionware: Added steps for finalizing Touchscreen Ballot layouts. 5.4.2 Backing Up EMS: Updated step regarding election backup location path. Added Note to clarify. 0.13 08.12.2022 2.7.5 Scoring Ballots: Corrected double-negative. 10.2.4.1 Log Files for Central Count Equipment: Corrected export options. 11.5.1 Write-in Filter List: Updated screenshot of Write-in Review workflow. 11.6.2 Export Ballot Images: Updated Tools menu screenshot to include “Additional Reporting” option. 0.14 08.26.2022 6.3.3.9 Setting Up DS450 Peripherals: Corrected number spacing in Connecting the DS450 to the UPS. 9.4.3.4 Battery Power on DS300: Corrected space issue in first paragraph. 9.5.2 Close Polls on DS200 Poll Place Count Equipment: Corrected space issue in step 2. 1.0 08.26.2022 Released for publication. 1.1 12.13.2022 3.2.3 Central Count Firmware Update: Added Note regarding Hard Drive Wipe Utility. 10.3 Semi-Official Canvass Results Export Files: Shortened all instances of “Additional Reporting module/option/feature” to just “Additional Reporting.” 1.2 02.22.2023 Removed terms not applicable to this release. EVS6302 CA Election Management System Customer Confidential California Use Procedures Revision 1.2, February 2023 381