Polling Lease Card System

About the Program

Category: Information Technology (Best in Category)

Year: 2015

Before each election, the Alameda County Registrar of Voters (ROV) sends out approximately 900 leases to be signed by Property Owners and sent back to the Registrar’s office, so that polling locations will be available to the County’s 800,000 registered voters on Election Day. Last year the Registrar challenged Alameda County’s Information Technology Department (ITD) to replace this manual paper process with an easy to use online system and create a more streamlined, efficient process. In 2014, Alameda County adopted DocuSign as its Enterprise Electronic Signature solution. ITD developers used DocuSign’s Application Program Interface (API) to design and implement a completely integrated system that sends personalized emails to all Owners of previously used locations. Owners click a link in the email, and are transported online to view their lease, where they can update information as necessary and sign it electronically. After signing, ROV staff receive an email notice that the document is complete, and changes on the document are automatically updated in the ROV database. Thanks to this application, signed leases start showing up within minutes, and the overall average time for leases to be returned shrunk from 21 days to 4, at the same time cutting ROV staff-time for this process by 75%.