Digital transformation of pandemic university elections

Analyze the records management system of university elections in times of pandemic in order to move to a 100% electronic environment

The digital transformation of university elections and the use of an electronic voting system in times of covid 19 / Covid 19 Pandemic has lead to the staff of the university records management system to promote updating the traditional voting system to a 100% electronic environment. The challenge is focused, not only in providing an effective and efficient election process, but also, on achieving Zero Waste, avoiding the use of paper. The main goal is to analyze and improve the administrative procedure involved in university elections introducing the electronic voting, and focusing on the identification and assessment of vital documentation that is managed throughout an electoral process, and subsequently describe and recordkeep the electronic documents of the electoral process to the Universities records management system (RMS). The aim is to carry out 3 case studies of the following university elections: elections for Rector; elections to Heads of department and Directors of studies (Faculty of Law); elections of students (Faculty of Law) representing the University Senate.

The project involves the entire university. However, the initial use cases focuses on the following services: General secretary’s office and the Faculty of Law although it is intended to be scalable to other UB centres and units.

Elaboration of short videos presenting the benefits of managing the electoral files under a full e-voting scheme. 200€ / video edition. Approximate total: 800€ Identification of documentary series, documentary analysis and elaboration of a description manual in the document management application. Approximate total – 2400€ (40h – archivist/records manager) Administrative circuit analysis. Approximate total - 720€ (12h)

The project is designed to achieve a 100% electronic election so that COVID-19 restrictions won't affect its outcome.