RCTab v1.3.2 Section 09 - System Maintenance Manual v.1.3.2

RCTab v1.3.2 Section 09 - System Maintenance Manual v.1.3.2 document is solely for use in the State of California. This document can be expanded or updated as is necessary or required. Where relevant, this document refers to specific sections and requirements of the California Voting System Standards. Any recommendations listed in this document should not supersede user jurisdiction procedures or other controlling governance entities.

RCTab leverages content from the jurisdictions voting system, all maintenance on equipment should be referred to your voting system vendor. All RCTab hardware is COTS. All software other than RCTab software itself is also COTS. Refer to a COTS Maintenance Manuals for maintenance procedures.

Maintenance of RCTab software: Obtain an encrypted version of the trusted build from the governing body of your jurisdiction or the VSTL. Maintain that original copy in a secure, temperature- and humidity-controlled environment. Label it with the system version and hash value.

Recommended service actions to correct malfunctions or problems shall be discussed, along with personnel and expertise required to repair and maintain the system; and equipment, materials, and facilities needed for proper maintenance. This manual shall include the sections listed below.

9.9.1. Introduction

The manufacturer shall describe the structure and function of the equipment (and related software) for election preparation, programming, vote recording, tabulation, and reporting in sufficient detail to provide an overview of the system for maintenance and for identification of faulty hardware or software.

  • Election preparation:

    • The software can be used to set up jurisdiction configurations according to the ranked choice voting rules used in the jurisdiction’s RCV election(s). Tabulation rules options are menu selectable using the GUI. See also:

RCTab v1.3.2 Section 08 - System Operations Procedures v.1.2.2

RCTab v1.3.2 Section 11 - L&A Testing v.1.3.2

RCTab v1.3.2 Section 25 - Configuration File Parameters v.1.1.1

  • Programming

    • RCTab is not used for programming elections

  • Vote Recording

    • RCTab processes RCV election data according to rules users input in configuration files. See also RCTab v1.3.2 Section 08 - System Operations Procedures v.1.2.2.

    • If users have issues with CVR files, refer to CVR procedures from jurisdiction and relevant procedures in RCTab v1.3.2 Section 08 - System Operations Procedures v.1.2.2.

  • Tabulation

    • Tabulator is used solely with properly adjudicated CVR export files from the user jurisdiction and user jurisdiction’s primary voting system vendor.

  • Reporting

    • RCTab reports out summary results files in .csv and .json formats as well as an audit log in .log format. See also RCTab v1.3.2 Section 02 - Software Design and Specifications v.1.4.2.

The description shall include a concept of operations that fully describes such items as:

  1. The electrical and mechanical functions of the equipment

    1. RCTab runs using the power from the hardware referenced in RCTab v1.3.2 Section 03 - System Hardware Specification v.1.1.1.

  2. How the processes of ballot handling and reading are performed (paper-based systems)

    1. RCTab does not handle or read ballots.

  3. How vote selection and casting of the ballot are performed (DRE systems);

    1. RCTab does not handle vote selection or ballot casting.

  4. How transmission of data over a network is performed (DRE systems, where applicable)

    1. RCTab does not transmit data over a network.

  5. How data are handled in the processor and memory units

    1. Data are loaded from disk, stored in RAM, then processed in the CPU, periodically writing the data back to RAM and to disk.

  6. How data output is initiated and controlled

    1. In the output tab within RCTab, users can select the path for all RCTab output files. Output files will be .csv contest summary files, .json contest summary files, .log audit files and corresponding .hash files Optionally, users can configure RCTab to export .json CDF (common data format) files if “Generate a CDF JSON” is checked. See RCTab v1.3.2 Section 18 - User Guide v.1.2.2 for additional information.

      When installed using the instructions in RCTab v1.3.2 Section 22 - Installation Instructions for Windows OS v.1.3.0 RCTab output is read-only and cannot be modified or deleted. The contents of the output can also be verified cryptographically with their corresponding .hash using the instructions in RCTab v.1.3.1 Section 23 - Trusted Build & Output Hash Verification - Windows OS v.1.2.2

  7. How power is converted or conditioned

    1. Power comes from the hardware referenced in RCTab v1.3.2 Section 03 - System Hardware Specification v.1.1.1.

  8. How test and diagnostic information is acquired and used

    1. See RCTab v1.3.2 Section 11 - L&A Testing v.1.3.2

9.9.2 Maintenance Procedures

The manufacturer shall describe preventive and corrective maintenance procedures for hardware and software.

9.9.2.1 Preventative Maintenance Procedures

The manufacturer shall identify and describe:

  1. All required and recommended preventive maintenance tasks, including software tasks such as software backup, database performance analysis, and database tuning

    1. Confirm that you are using the most recent version of the software. Confirm this by reviewing the black log box at the bottom of RCTab, as seen in the screenshot below. The second line of text will read “Welcome to RCTab version [version number].” Confirm that this version number matches up with the version number required of your jurisdiction. This system’s number will be version 1.3.2.

    2. All ballot adjudication must be completed prior to using CVR file(s) with RCTab. Such review must ensure the configuration file conforms to candidate names, undervote, overvote, and other labels used in CVR files. See also RCTab v1.3.2 Section 08 - System Operations Procedures v.1.2.2.

  2. Number and skill levels of personnel required for each task

    1. Minimum of 2. ( in compliance with the jurisdiction’s guidelines/rules regarding partisan participation in tabulation functions). Skill level: basic knowledge of how to interact with a desktop application.

  3. Parts, supplies, special maintenance equipment, software tools, or other resources needed for maintenance

    1. Recommend backup computer as well as backup USB stick stored in accordance with user jurisdiction security policies. See also:

RCTab v1.3.2 Section 03 - System Hardware Specification v.1.1.1,

RCTab v1.3.2 Section 16 - System Hardening Procedures - Windows OS v.1.3.0,

RCTab v1.3.2 Section 22 - Installation Instructions for Windows OS v.1.3.0

  1. Any maintenance tasks that must be coordinated with the manufacturer or a third party (such as coordination that may be needed for off-the-shelf items used in the system)

    1. The manufacturer will confirm with user jurisdiction two months prior, or as time permits, to an election in which RCTab will be used that the user jurisdiction is using the most recently certified version of the software.

    2. User jurisdiction must review relevant state and local laws regulating ranked choice voting elections. Ensure that configuration files produced in the use of RCTab conform to relevant laws. See RCTab v1.3.2 Section 08 - System Operations Procedures v.1.2.2 for more.

    3. User jurisdiction must review cast-vote record file formats from the voting system vendor providing CVRs for use with RCTab.

9.9.2.2.Corrective Maintenance Procedures

The manufacturer shall provide fault detection, fault isolation, correction procedures, and logic diagrams for all operational abnormalities identified by design analysis and operating experience.

The manufacturer shall identify specific procedures to be used in diagnosing and correcting problems in the system hardware (or user-controlled software). Descriptions shall include:

  1. Steps to replace failed or deficient equipment

    1. Use RCTab v1.3.2 Section 29 - RCTab Operator Log Messages v.1.2.2 and information provided by Operator Log Box to determine if the error has a known correction.

  2. Steps to correct deficiencies or faulty operations in software

    1. Use RCTab v1.3.2 Section 29 - RCTab Operator Log Messages v.1.2.2 and information provided by Operator Log Box to determine if the error has a known correction.

  3. Modifications that are necessary to coordinate any modified or upgraded software with other software modules

    1. Any additional software should conform to the requirements described in this document and in RCTab v1.3.2 Section 16 - System Hardening Procedures - Windows OS v.1.3.0.

  4. The number and skill levels of personnel needed to accomplish each procedure

    1. Minimum of 2 (in compliance with the jurisdiction’s guidelines/rules regarding partisan participation in tabulation functions). Skill level: knowledge of how to retrieve and install RCTab software from a trusted source (requires one-hour training).

  5. Special maintenance equipment, parts, supplies, or other resources needed to accomplish each procedure

    1. Recommend backup Tabulator computer as well as backup Tabulator USB stick stored in accordance with user jurisdiction security policies. See also:

RCTab v1.3.2 Section 03 - System Hardware Specification v.1.1.1,

RCTab v1.3.2 Section 16 - System Hardening Procedures Windows OS - v.1.2.1,

RCTab v1.3.2 Section 22 - Installation Instructions for Windows OS v.1.2.0

  1. Any coordination required with the manufacturer, or other party, for off the shelf items

    1. If no known correction, contact the manufacturer to review procedures already completed by the jurisdiction and propose resolution steps.

9.9.3 Maintenance Equipment

The manufacturer shall identify and describe a special purpose test or maintenance equipment recommended for fault isolation and diagnostic purposes.

  • JUnit Jupiter 5.6.2 and JUnit Platform 1.6.2 are used for all automated testing of RCTab. See also RCTab v1.3.2 Section 03 - System Hardware Specification v.1.1.1.

9.9.4 Parts and Materials

Manufacturers shall provide detailed documentation of parts and materials needed to operate and maintain the system. Additional requirements apply for paper-based systems.

9.9.4.1. Common Standards

The manufacturer shall provide a complete list of approved parts and materials needed for maintenance.

  • A computer conforming to the requirements laid out in RCTab v1.3.2 Section 03 - System Hardware Specification v.1.1.1.

  • A backup USB drive with a copy of certified voting system software retrieved from a trusted source.

9.9.4.2 Paper-based Systems

RCTab is entirely software based. It does not rely upon any insertion of paper to produce results. This section does not apply to RCTab.

9.9.5 Maintenance Facilities and Support

The manufacturer shall identify all facilities, furnishings, fixtures, and utilities that will be required for equipment maintenance. In addition, manufacturers shall specify the assumptions made with regard to any parameters that impact the mean time to repair. These factors shall include at a minimum:

  1. Recommended number and locations of spare devices or components to be kept on hand for repair purposes during periods of system operation

    1. Recommend backup Tabulator computer as well as backup Tabulator USB stick stored in accordance with user jurisdiction security policies. See also:

RCTab v1.3.2 Section 03 - System Hardware Specification v.1.1.1,

RCTab v1.3.2 Section 16 - System Hardening Procedures - Windows OS - v.1.2.1,

RCTab v1.3.2 Section 22 - Installation Instructions for Windows OS v.1.3.0

  1. Recommended number and locations of qualified maintenance personnel who need to be available to support repair calls during system operation

    1. 1-2 qualified personnel. Personnel who have been adequately trained, as required above, may serve as maintenance personnel. Recommend at least one person available in or near the tabulation location. Manufacturer personnel can be made available for support and consultation both via phone/virtually and in-person.

  2. Organizational affiliation (i.e., jurisdiction, manufacturer) of qualified maintenance personnel

    1. Staff from the user jurisdiction should maintain the system.

9.9.6 Appendices

The manufacturer may provide descriptive material and data supplementing the various sections of the body of the System Maintenance Manual. The content and arrangement of appendices shall be at the discretion of the manufacturer. Topics recommended for amplification or treatment in the appendix include:

Glossary: A listing and brief definition of all terms that may be unfamiliar to persons not trained in either voting systems or computer maintenance;

  • See RCTab v1.3.2 Section 08 - System Operations Procedures v.1.2.2 for all relevant terms used in RCTab.

  • See RCTab v1.3.2 Section 25 - Configuration File Parameters v.1.1.1 for details on all parameters in RCTab software.

References: A list of references to all manufacturer documents and other sources related to maintenance of the system;

  • RCTab v1.3.2 Section 03 - System Hardware Specification v.1.1.1

  • RCTab v1.3.2 Section 08 - System Operations Procedures v.1.2.2

  • RCTab v1.3.2 Section 16 - System Hardening Procedures - Windows OS v.1.3.0

  • RCTab v1.3.2 Section 25 - Configuration File Parameters v.1.1.1

Detailed Examples: Detailed scenarios that outline correct system responses to every conceivable faulty operator input; alternative procedures may be specified depending on the system state.

  • RCTab v1.3.2 Section 29 - RCTab Operator Log Messages v.1.2.2

Maintenance and Security Procedures: This appendix shall contain technical illustrations and schematic representations of electronic circuits unique to the system.

  • No unique electronic circuits. No such illustrations are relevant.
Document Revision History
Date Version Description Author
09/28/2023 1.3.2 Includes read-only output and .hash file verification in 9.9.1.f Mathew Ruberg
04/18/2023 1.3.1 Updated to reflect v.1.3.1 Ryan Kirby
04/18/2023 1.3.0 Changed to reflect CA Voting System Standards Ryan Kirby
04/04/2023 1.2.0 Updated to Reflect RCTab v.1.3.0 Rene Rojas
01/15/2022 1.1.0 Revisions for clarity Rene Rojas
04/27/2021 1.0.0 System Maintenance Procedures Chris Hughes