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October 14, 2016
User Account Security
Security Update: In the September 2 edition of News
Update we included an article about Election Security following media reports of
hackers breaching the voter registration systems in other states. Michigan data has not been compromised, but
we take the threat very seriously. The
Bureau of Elections works very closely with security experts in the
Department of Technology, Management and Budget to ensure that we are
using every tool available to us to protect all applications associated with
the Qualified Voter File system and to keep them safe and secure.
There is no doubt that there are hackers both within and
outside of the United States who would like to disrupt our elections. It is the responsibility of all election
officials to make sure that does not happen.
All county, city and township staff members who use the QVF, QVF Lite
and/or EMP must also do their part to ensure system security.
Account Suspension for Non-Use: Later next week, BOE will begin suspending QVF Lite and EMP accounts that have not been used in the past 60 days. If you have any users that fall into this category and still require access, make sure they sign in during the next few days.
QVF Lite users should take a few minutes to review their
User Agreements. The agreements include following
provisions:
- Never
share passwords or Usernames with anyone.
This includes sharing with co-workers.
This is probably the most common avenue for hackers to use to get into a
system.
- Change your password regularly.
- Sign into and use the QVF regularly. Your
account may be suspended if you do not sign in regularly or if there is unusual
activity on the account.
- Complete the Report Staff Changes portion of the Elections Account Request form
immediately for any staff changes
resulting in the removal or addition of one or more QVF user. Never permit a new staff person to use a
former staff member’s Username and password.
- Every QVF user must be properly trained.
These are standard computer-related security measures that
should also be followed by EMP users.
All state staff members who use the QVF are required to adhere to these
measures.
If you have any questions, please contact the QVF Help Desk at QVFHelpDesk@michigan.gov
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Important Reminders: Must Vote In Person Status
Michigan Election Law requires first time registered voters in the state of Michigan that registered by mail to vote in person their first time. The Qualified Voter File (QVF) is programmed to keep track of this status when "Mail Registration" is selected from the Registration Location at the time of entry. QVF and the EMP will then list the voter's Status as "MVIP." Once entered, QVF will work behind the scenes to add or remove the MVIP and ID as necessary.
As a reminder, registrations from a voter registration drive are considered "mail-in" registrations unless the voter registration was conducted by the voter's county or local clerk.
If a voter with this status requests an absentee ballot, they must do so in person with their city or township clerk; or a duplicate voter registration may be processed in any SOS branch offices to satisfy the MVIP requirement.
Secretary of State branch offices have been instructed to process duplicate voter registration transactions upon request from voters subject to the MVIP requirement. When offering the option of executing a duplicate registration, it is important to emphasize that the first time voter uses the same address. The transaction will move through QVF and clear the MVIP (must vote in person) status on the voter's record.
Please alert any voters marked MVIP who are requesting an absent voter ballot of the option to visit a branch. They can find their nearest branch location by using the SOS branch locator at www.michigan.gov/sos.
November Reminder - Election Inspector Appointments
Election inspectors must be appointed by your Election Commission no later than October 18th (MCL 168.674). Remember Election Commission meetings are subject to the Open Meetings Act and formal action must be taken to appoint election inspectors (including receiving board inspectors and AVCB inspectors). For more information, review Chapter 13 – Appointing and Training Election Inspectors of the Election Officials’ Manual.
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