Electronic Pollbook Vendor Certification Application

Electronic Pollbook Vendor Certification Application

Ensuring the integrity and security of election systems starts with thorough vendor certification. This Electronic Pollbook Vendor Certification Application streamlines the process for technology providers seeking approval to supply e-pollbook systems to election jurisdictions.

Why Digital Certification Matters for Election Technology

Election officials and certification boards face increasing pressure to validate voting technology vendors while maintaining rigorous security standards. Traditional paper-based certification processes create bottlenecks, making it difficult to track compliance documentation, security attestations, and testing results across multiple vendor applications.

This Paperform template transforms vendor certification into a structured, auditable digital process. Election authorities can collect comprehensive vendor information, security compliance documentation, and technical specifications in one centralized submission—complete with conditional logic that adapts questions based on system type and deployment model.

Built for Government Election Offices and Certification Bodies

This template is designed specifically for:

• State and county election offices managing vendor certification programs
• Election technology certification boards evaluating pollbook providers
• Secretaries of State offices maintaining approved vendor registries
• Municipal election authorities conducting local vendor assessments
• Independent testing authorities coordinating vendor evaluations

What This Template Includes

The certification application covers every critical aspect of vendor evaluation:

Vendor Profile & Corporate Information – Capture business registration details, ownership structure, years in operation, and key personnel to establish vendor legitimacy and accountability.

System Technical Specifications – Document pollbook capabilities, database architecture, operating systems, hardware requirements, and integration protocols to ensure technical compatibility with existing election infrastructure.

Security Compliance & Certifications – Collect evidence of cybersecurity frameworks (NIST, EAC guidelines), penetration testing results, vulnerability assessments, and third-party security audits that demonstrate system hardening.

Data Protection & Privacy Measures – Verify encryption standards, access controls, audit logging capabilities, and voter data protection protocols that meet state and federal privacy requirements.

Testing & Quality Assurance – Gather documentation of system testing methodologies, quality control processes, beta deployment results, and readiness for independent certification testing.

Support & Maintenance Commitments – Confirm vendor capacity for technical support, software updates, security patching, and emergency response during election periods.

References & Deployment History – Validate vendor experience through jurisdictional references and documentation of successful pollbook deployments.

How Paperform Strengthens the Certification Process

Conditional Logic for Adaptive Applications – Different pollbook systems require different documentation. Paperform's conditional logic automatically shows or hides questions based on deployment model (cloud vs. on-premise), jurisdiction size, and system features, ensuring vendors only complete relevant sections.

Secure File Collection – Vendors can upload security audit reports, testing documentation, certification letters, and technical diagrams directly within the form. All files are encrypted in transit and at rest, meeting government data security requirements.

Automated Compliance Tracking – Integrate submissions with Stepper to automatically route applications to technical reviewers, security analysts, and certification boards based on vendor responses. Create approval workflows that track each stage of the certification process and trigger notifications when additional documentation is required.

Audit Trail & SOC 2 Compliance – Every submission is timestamped and logged, creating a complete audit trail for regulatory review. Paperform's SOC 2 Type II compliance gives election offices confidence that vendor data is handled with enterprise-grade security.

Extend Your Election Technology Management

Once vendor certification is complete, Paperform can handle related election administration workflows:

• Pre-election equipment testing checklists to validate pollbook functionality before deployment
• Post-election incident reporting forms for documenting technical issues or security concerns
• Vendor performance evaluation surveys completed by election officials after each election cycle
• Contract renewal applications when recertification periods expire

For jurisdictions requiring vendor contracts or service agreements, Papersign enables electronic signature collection on certification agreements, maintenance contracts, and data processing agreements—keeping all vendor documentation connected to the original certification application.

Trusted by Election Administrators

Paperform is trusted by government agencies and public sector organizations worldwide for secure form-based workflows. With data residency controls, SSO, role-based permissions, and comprehensive security certifications, Paperform meets the standards election offices require.

This template helps election technology certification become faster, more transparent, and more accountable—ensuring that only qualified, security-compliant vendors gain access to critical election infrastructure. By digitizing the certification process, election officials can focus on what matters most: protecting the integrity of democratic processes while maintaining efficient, accessible voting systems.